Author: Procurement

Reminder: Proper Coding for EHS Restricted Purchases

on behalf of Environmental Health and Safety…

This is a reminder to all Fiscal Officers to use the appropriate Commodity and Object codes for all Restricted Equipment and Restricted Material purchases as follows:

 

EHS Restricted Equipment

Prior to purchasing a restricted item, complete the University’s Equipment Form. Commodity Code 940 must be utilized for all equipment noted below (exception: use 930 for Biological Safety Cabinets or other Clean Air Devices), along with one of the following Restricted Object Codes: 

 

  • 8226 Restricted Equipment >$5,000: Research equipment with a cost of $5,000 or more that is not federally funded. Includes Biological Safety Cabinets, Radiation Producing Equipment, Equipment containing Sealed Radioactive Sources, Lasers, X-Ray producing equipment, Particle Accelerators, Nuclear gauges, non-ventilated fume hoods and Nanoparticle producing equipment. (Effective 7/1/12)

 

  • 8227 Restricted Equipment >$5K Federally Funded: Research equipment with a cost of $5,000 or more purchased with federal funds. Includes Biological Safety Cabinets, Radiation Producing Equipment, Equipment containing Sealed Radioactive Sources, Lasers, X-Ray producing equipment, Particle Accelerators, Nuclear gauges, non-ventilated fume hoods and Nanoparticle producing equipment. The equipment ownership on the purchasing KFS account is “University Title.” (Effective 7/1/12)

 

  • 8228 Restricted Equipment >$5K Federally Owned: Research equipment with a cost of $5,000 or more purchased with federal funds. Includes Biological Safety Cabinets, Radiation Producing Equipment, Equipment containing Sealed Radioactive Sources, Lasers, X-Ray producing equipment, Particle Accelerators, Nuclear gauges, non-ventilated fume hoods and Nanoparticle producing equipment. The equipment ownership on the purchasing KFS account is “Federal Title.” (Effective 7/1/12)

 

  • 8229 Restricted Equipment < $5K Other Owned: Research equipment with a cost of under $5,000 that will not be owned by UConn. Includes Biological Safety Cabinets, Radiation Producing Equipment, Equipment containing Sealed Radioactive Sources, Lasers, X-Ray producing equipment, Particle Accelerators, Nuclear gauges, non-ventilated fume hoods and Nanoparticle producing equipment. (Effective 7/1/12)

NOTE: If an EHS restricted equipment item is purchased through project funds or acquired without utilizing Kuali (e.g. equipment purchased on a Pro-Card, equipment obtained through PI’s own funds, or donated equipment), Fiscal Officers must inform EHS directly of laser or other restricted item purchases so that EHS may follow-up with associated compliance in the laboratories.  If a Grant Fund Restricted or other Object Code is required, the EHS Restricted Commodity Code must still be used as this triggers the notification to EHS in Kuali.  Do not use generic Supply Commodity Codes for these EHS restricted items.

 

EHS Restricted Materials

Required Commodity Codes and Object Codes to be utilized for:

  • 900 Radioactive Materials with Object Code 6785 Radioactives for: Radioactive material (RAM), radionuclides, radioisotopes, RIA kits, sealed sources, source material. (Effective 7/1/2012). Pre-Authorization/Approval and Additional Training Required for Order Initiator.

 

  • 910 Restricted Biological Agents with Object Code 6790 Restricted Materials for: Biological Select agents/biological toxins. (Effective 7/1/2012)

 

  • 920 Restricted Chemicals with Object Code 6790 Restricted Materials for: Controlled substances, DEA list, chemotherapeutics. (Effective 7/1/2012)

 

 

 

 

Please direct any general questions to:

 

Environmental Health and Safety (EHS)

Office of the Vice President for Research

860-486-3613 or EHS@uconn.edu

 

or to the respective EHS Manager:

 

Biological Safety: David Cavallaro 860-486-3180 or david.cavallaro@uconn.edu

Radiation & Laser Safety: Amy Courchesne 860-486-5399 or amy.c@uconn.edu

Chemical Safety: Brent Lewchick 860-486-4927 or brent.lewchick@uconn.edu

 

Thank you for your cooperation.

 

Terri Dominguez, MSPH, CSP

Interim Director

Office of the Vice President for Research

Division of Environmental Health and Safety

3102 Horsebarn Hill Road, Unit 4097

Storrs, CT 06269-4097

(860) 486-0981

(860) 486-1106 FAX

 

Partnership With New Travel Booking Agency

The University of Connecticut and the UConn Health Center recently joined forces to pool spend and negotiate a new travel services contract that will be the University’s sole preferred vendor providing a friendlier on-line booking tool with lower transaction fees. Sanditz Travel Management of Middletown, Connecticut, our identified partner of interest, will partner with UConn/UCHC commencing on January 1, 2014 to help us continue to strive to reduce travel costs while increasing efficiency and maintaining the continuity of our day-to-day business operations.  More…

Purchase Order Amendment Workflow KFS Enhancement

A new enhancement has been made and released to the UConn KFS environment that will give the Fiscal Officers the opportunity to Approve/Disapprove amendments to Purchase Orders which affect their accounts.
This enhancement will send the amendment to the Fiscal Officers action list, which you may already have seen. Fiscal Officers will be able to review notes, changes and associated support documentation that the Procurement Services team member has initiated. The only changes that the Fiscal Officer will be allowed to make is to the accounting information within the submitted document. The existing rules governing the original PO edoc will remain in place, just as with any other KFS document, where an FO can only change the account to one that they own. If other changes are needed, the FO will need to disapprove the document with a note back to the Purchasing Department as to why it is being disapproved.
Since the Purchase Order Amendment is a new document to the Fiscal Officer, this communication will show what the document looks like and the actions that can be taken by the FO.

For more information, please Download PO Amendment Announcement

Posted in KFS

Revised Encumbrance Policy

Updated March 2013

The current University Carry Forward Policy allows a Unit/Organization to carry forward its Budget Balance Available/Variance up to a maximum of 2.5% of its Annual/Current Budget of University Supported accounts (Ledger 2).

The current Encumbrance Policy permits a Unit/Organization to carry forward its year-end, non-payroll encumbered Purchase Orders (P.O.s) into the new fiscal year. This holds true for all accounts. In addition, this policy allows University Supported accounts (Ledger 2) to carry forward the budget for these encumbered P.O.s into the new fiscal year.

A revision has been made to the current policy. This revision affects University Supported accounts (Ledger 2) only.

Effective immediately, a Unit/Organization will be allowed to carry forward the equivalent budget for carried forward P.O.s only to the extent the entire carry forward budget (Encumbrance and Budget Balance Available/Variance) is under the 2.5% carry forward cap.

If the University Supported encumbrances exceed 2.5% of a Unit/Organization’s Annual/Current Budget, the Unit/Organization will be limited to carry forward an encumbrance budget of only 2.5% of its Annual/Current Budget regardless of the total encumbrance being carried forward. In addition, no Budget Balance Available/Variance carry forward will be allowed.

Encumbrance carry forward budget will be provided in the same manner as in the past. However, if the Unit/Organization’s encumbrances exceed the 2.5% cap, the excess will be taken away from the carry forward account.

If you believe that you have a valid reason to carry forward encumbrance budget above the 2.5% cap, please send a request for additional encumbrance budget carry forward with justification to your budget analyst and the Provost’s Office or the office of the Executive Vice President for Administration & Chief Financial Officer.