2005 Did You Know Archive: Athletics Business Office: University of Notre Dame

Did You Know...

11/09/09 Year-End Contributions

As we near the end of 2009, please ensure that you submit to the Business Office asap (next business day) any and all contributions to Notre Dame (checks, etc.) that you receive.

If we are the recipients of such contributions, in order for donors to receive proper credit on their giving record for 2009, all gifts received via mail must be postmarked by December 31st and they must be processed through the Business Office (along with a copy of their respective acknowledgement letter/note).

All donations received in the Business Office by January 7th may still qualify for credit towards 2009 giving if the check is accompanied by the envelope that shows a postmark on or before December 31, 2009 (this envelope must also be submitted with the check and acknowledgement letter). If you will be out of the office during the first week in January, please designate someone to review your mail and then submit any checks and envelopes received to the Business Office by January 7th. Upon your return, please forward a copy of your acknowledgement letter(s) to the Business Office.

09/15/09 Athletics Department Calendar of Events

In an effort to streamline scheduling and event planning in the department, a “master calendar” has been created for Athletics. You have been given access to the calendar with “reviewer” permissions. This means you are able to view the subject line for each appointment, but are unable to open or edit the appointments.

For instructions to access the master calendar in Outlook, please use the following link, or see below. http://oit.nd.edu/exchange/viewcalendar.shtml

Please note:

In step #5, in the search box, enter athletics
Select athletics (ndirish) – (ndirish)

01/01/09 New Mileage Reimbursement Rate for January 1, 2009

Effective January 1, 2009, the new business standard mileage rate for employees who use their own vehicles for business purposes will be 55 cents-per-mile, decreased from 58.5 cents. Mileage incurred on and subsequent to January 1, 2009 will be reimbursed at the new rate. The reimbursement rate for moving expenses decreased to 24 cents a mile from 27 cents per mile also effective 1/1/2009.

07/01/08 New Mileage Reimbursement Rate for July 1, 2008

Effective July 1, 2008, the new business standard mileage rate for employees who use their own vehicles for business purposes will be 58.5 cents-per-mile, increased from 50.5 cents. Mileage incurred on and subsequent to July 1, 2008 will be reimbursed at the new rate. The reimbursement rate for moving expenses increased to 27 cents a mile from 19 cents per mile also effective 7/1/2008.

06/26/08 New Travel, Entertainment and Business Expense Policy Effective July 1, 2008
http://controller.nd.edu/documents/travelpolicy2008.pdf

The reasonable time requirement for submitting business expenses for reimbursement has been reduced from 120 to 60 days from the date the expense was incurred or paid (whichever is later). This change allows us to fully comply with current IRS requirements. For details, see http://controller.nd.edu/email/reason_time.pdf.
The need to provide copies of credit card statements to support travel-related expenditures via on-line receipts has been eliminated under most circumstances. This resolves a problem for many of our employees who understandably prefer not to provide personal credit card statements to the University. For details, see http://controller.nd.edu/email/on_line_receipts.pdf.
Revised statements of responsibility explain that the primary responsibilities for the accuracy of a reimbursement request, appropriateness of expenditures and conformity with the policy rests with the traveler and the Travel and Expense Report form approver. For details, see http://controller.nd.edu/email/traveler_responsibility.pdf.
Clarified the process of seeking spousal travel approval and taxability determination. The new policy clarifies that preapproval prior to travel is not required as before, although it is advisable to know both the reimbursement and taxability statuses before incurring any spousal travel expenses. For details, see http://controller.nd.edu/email/spousal_travel.pdf.
The Travel and Expense Report Form, instructions, and other travel-related forms have been updated and are available at http://cfweb-prod.nd.edu/controller/search.cfm.

12/31/07 New Mileage Reimbursement Rate for 2008

Effective January 1, 2008, the new business standard mileage rate for employees who use their own vehicles for business purposes will be 50.5 cents-per-mile, increased from 48.5 cents in 2007. Mileage incurred on and subsequent to January 1, 2008 will be reimbursed at the new rate. The reimbursement rate for moving expenses decreased from 20 cents to 19 cents, also effective 1/1/2008.

08/01/07 Next of Kin Lists

A Next of Kin List must be completed and turned into the Athletics Business Office as soon as your team members are finalized and before practice begins. The list should be updated, in writing, as needed, throughout the season.

06/01/07 Year-End Schedule

June 8 - Last day to spend 2006-07 money. All requisitions were due in the Business Office on the 8th with 2 exceptions (Facilities Reqs & BuyND catalog orders < $500)

June 21 - Facilities Requisitions must be received by Facilities Operations before 4:30pm

June 21 - Expense Reports & Invoices to be reimbursed/paid in 2006-07 submitted to the Business Office by 5:00pm

June 29 - BuyND punchout catalog (office Depot, GovConnection) requisitions < $500 by noon

12/01/06 New Mileage Reimbursement Rate for 2007

Effective January 1, 2007, the new business standard mileage rate for employees who use their own vehicles for business purposes will be 48.5 cents-per-mile, increased from 44.5 cents in 2006. Mileage incurred on and subsequent to January 1, 2007 will be reimbursed at the new rate. The reimbursement rate for moving expenses increases from 18 cents to 20 cents, also effective 1/1/2007.

06/01/06 If you are planning to purchase software it must be approved through OIT and General Counsel prior to making the purchase?

In order to initiate the approval process, please contact Tom Nevala at 1-8112. With his assistance, and, if necessary, you will be asked to outline your needs and assess the university's security risk if the software is not currently in use on campus. As this must be done in advance, please plan for a few extra weeks to complete the process. Once approved, Shirley Hums or a member of the Business Office staff will initiate a purchase order for the vendor. In many cases the university may already support a similar product and an additional site license will be purchased (saving your budget money). Complete Process.

02/01/06 Recent events on our campus have proven the vulnerability of computers and servers connected to the university's network. With that, it is important that we all take steps immediately (and periodically thereafter) to safeguard our computers and the data stored on them.

Please run the current "Take Charge" software for your computer's operating system asap available at http://oit.nd.edu/. This utility is updated periodically, so it is wise to run the most current version as it is made available.

In addition, consider attending (individually, or as an office/group) OIT's Security Training sessions. Groups can schedule such sessions with Shiree Moreland at 1-7227, or individuals can register for training via iLearn.

With that done, it is also important to evaluate the data currently stored on your computer (and also hard copy data stored in your office area). Do you retain e-mails, correspondence, files, etc. that contain social security numbers and/or credit card numbers (i.e, sensitive data)? If so, and you must retain it for business purposes, what is the best way to secure it? If not, what is the best way to dispose of such information? Please contact the Business Office and/or Shirley Hums (for computer specific questions), and we can answer these, plus other related questions.

01/01/06 Effective January 1, 2006, the new business standard mileage rate for employees who use their own vehicles for business purposes will be 44.5 cents-per-mile, decreased from 48.5 cents that resulted from a temporary increase last fall from 9/1/2005-12/31/2005. Mileage incurred on and subsequent to January 1, 2006 will be reimbursed at the new rate.

09/15/05 In an unusual move, the Internal Revenue Service and Treasury Department announced on Friday, September 9, an increase to the standard mileage rates for the final four months of 2005.

The mileage rate will increase to 48.5 cents a mile for all business miles driven between Sept. 1 and Dec. 31, 2005. This is an increase of 8 cents from the 40.5 cent rate in effect for the first eight months of 2005.

09/01/05 You are strongly encouraged to utilize the university's Preferred Vendor List when planning purchases.

For instance, Procurement Services asks that the printing of business cards, letterhead, and envelopes be handled through Impressions. Whenever possible, Impressions should be requisitioned rather than Stoll Printing. Please know that the Business Office also has a supply of Athletics Department letterhead available upon request.

08/15/05 As you were recently informed by an email from Dan Skendzel, FedEx Kinko's will extend discounted pricing to Notre Dame employees on most services offered at any of FedEx Kinko's 1400+ domestic locations. This service extends the convenience and quality of FedEx Kinko's business services at Grace Hall and the S.R. 23 Store to employees when they are away from our campus.

If you travel frequently, the Athletics Business Office will request a discount card for you shortly. You need not apply for the card yourself (as suggested in Dan's email). Present this card at any FedEx Kinko's in the U.S. and take advantage of discounted pricing on FedEx Kinko's business services.

Program Benefits include:

Notre Dame pricing at Fedex Kinko's around the country
24/7 access to the FedEx Kinko's network via the Internet

Further information regarding the university's partnership with FedEx Kinko's, the services provided, and the savings you are eligible to receive are available online . Please contact the Business Office with any questions.

03/15/05 With budget preparation for the 2005-06 fiscal year upon us it is important to reconcile and understand your current budget expenditures in Banner. Several tools are available to aid you in viewing your budget. Utilize the Budget Query when you require specific account information regarding invoices, procurement cards and purchase orders. Click on the e.Print Reports to view specific transactions posted each month or total revenue and expenditures applied to your budget to date. The Encumbrance Query tool allows you to view open or closed purchase orders, their exceptions to date and remaining balance.