Chairs, Deans and Administrators,
Welcome to a new fiscal year! With each new year changes occur and this year is not any different! We are making several changes regarding hosting and travel for this year. The travel change will be an adjustment however for travel from July 1 through September 1 we will be flexible. I will discuss each subject separately.
At various meetings lately I have mentioned to you that the hosting dollars for FY14 will be minimal. The amount of hosting for your department supported by the dean will be sent separately however I will tell you in advance it will be either the same or less than FY13. I am sure you are wondering why. In order for the dean to support hosting there needs to be discretionary funds available to fund the hosting account. Those funds have been greatly reduced as a result of the performance of the Reno practice plan and 2.5 years of nonpayment of dean’s tax. Secondly, as you know we are rolling out a new Practice Management and Electronic Medical Record system this year and we will commence payment on the loan this fiscal year of $1.6M. Lastly, as a result of the many years of state budget reductions we have had to utilize some discretionary funds to support administrative departments. In order to meet all our needs hosting support from the dean will be curtailed a bit.
In addition to the lower hosting funds the UNSOM will not fund any department parties. While the hosting policy allows one event per year such as a holiday party or a summer picnic, you are welcome to have one however the department will need to fund those events.
Hosting under $30 will no longer be approved for reimbursement unless it is part of a major event and is submitted along with all hosting forms supporting the event already hosted by the dean or a recruitment supported by the dean hosting. Please remember to not purchase those items under $30 on the P-Card unless they are a part of a major event or recruitment.
Faculty/Staff/Resident noon conferences/meetings will not be supported using the dean’s hosting funds. This is not a change from prior years but more of a reminder.
All hosting budgets for the dean’s events will be funneled through Audrey Goodnight as a single budget and not from a variety of departments. Audrey’s expertise in curbing costs will minimize the hosting needs however will maintain the caliber of the event.
We will have 2 hosting accounts starting July 1, 2013, one for Reno and one for Las Vegas. The reasons are simple! We will be tracking the funds and events in each location and having 2 separate accounts makes this task more simple. We are increasing the number of events and we will eventually have two people working on hosting, one for each location thus reducing the effort requirement on one person. Hosting is a cumbersome activity with our current system and most tracking is performed manually. Initially one person will handle both places until such time we have the process in place and ready to be transferred to a second individual. Lastly, it provides back up when one individual is out. The hosting account number for Reno is 1201-119-0010 and the hosting account number for Las Vegas is 1201-119-002L. Please us the appropriate account for your location. P-Card statements must be edited appropriately. For dean events that take place in LV the LV account will be used and for those that take place in Reno the Reno account will be used. All rural events will use the Reno account unless it clearly takes place in Las Vegas.
The travel policy has very wide time frames for per diem meal reimbursement: Breakfast: 12:01 AM – 10:00 AM; Lunch 10:01 AM – 3:00 PM; Dinner: 3:01 PM – 12:00 AM which serves us only to spend more than necessary of our precious funds on meals often times net even partaken. For example, an individual may be leaving on a plane at 9 AM, have had breakfast at home and just grabbed a cup of coffee receiving $7 on the per diem method for a $3-$4 cup of coffee. Another example is someone coming home at 3:30 in the afternoon and receiving $36 or more for dinner when in fact they are home in time for dinner. For lunch an individual may have a sandwich and a drink for $7 but yet is reimbursed from $12-$15 for the per diem meal allowance. Often times individuals may not have breakfast, lunch or dinner and collect the per diem. In one day this could cost us $40-$50 when it could be used elsewhere in each department or within the school on a project, event, operating costs and show more ROI.
Commencing with FY14, all meals will be reimbursed on receipts only to the extent the cost (receipt) does not exceed the per diem. If the cost of any meal exceeds the per diem the amount over the per diem will not be reimbursed and if there is not a detailed receipt reimbursement will not be made. The policy for alcohol and tip remains the same. It is important to remember that receipts must be detailed (identifying all meals) and legible. All travel after September 1 will be reimbursed based on actual receipt as discussed in the previous sentence.
to represent significant change)
WE ARE ALSO REQUESTING:
Please check your hosting account and if you can see that your department is utilizing any one vendor please consider doing a Requisition for the entire year. We have several departments that are currently doing this now and we THANK
them. It cuts down on having paperwork processed. All you need to do is send the invoices to the VPHSBudget email and we send the invoices to A/P. I you need help with this process please contact us, we would be glad to help.
Any questions please contact us for help.
Thank You for your hard work in FY 13. Let’s now start the new year FY 14
Cassie Potts 784-6317
Julie McAllister 702-671-2206
Kerrie Medeiros 682-5205