Payroll:

• Employees can update their direct deposit information in the Oracle Self-Service portal at any time.
• Due to security reasons, Direct Deposit information should not be sent to Financial Affairs.
• If an employee does not have access to a computer or internet to access the self-service portal they can contact payroll and schedule an appointment to use a workstation to allow them to update their information in Oracle.

Cost and Space Analysis:

• We are currently beginning the process of changing our space management software.
• The current INSITE Space Management System is being sunset.
• We will continue to have access to INSITE, but the updates and maintenance of the application will no longer be available.
• The goal is to be fully implemented into FM Systems over the next 90 days.
• The intent is the upcoming FY 24 Space Survey which takes place late summer into fall, will be in the new software.
• We will have more information and training as it becomes available.

FY 25 Budget Timeline:

• A draft of the FY 25 budget timeline is available.
• This is meant to be a general guideline of due dates. Once we know more exact due dates, will send that information out.
• March 1st – We will push FY 2025 metric data for the RCM model.
• March 8th – is the deadline for Central Units to submit FY25 requests and info to Budget Administration.

Shipping and Receiving:

• All copy paper orders should be delivered directly to the individual departments. They should not be addressed to shipping and receiving.

Changes to Central Worklist Approvals:

• Travel and non-travel payment requests have been backed up for several weeks.
• Financial Affairs has modified work assignments and implemented mandatory overtime to make up for the volume of backlogged transactions.
• Financial Accounting is monitoring this activity daily to ensure we prioritize all resources appropriately.
• Effective Wednesday, February 7th, we have asked the Financial Accounting staff to return requests with incomplete documentation.
• This will allow the department to prioritize the request and collect documentation and the review team can move forward with clearing items.

Travel and Meals:

• Financial Affairs is working on guidance and training to provide clarity on the new travel and meal guidelines that were implemented in October and November.

Board rule 406 and Board of Trustees meeting dates

• The next meeting date is April 11th – 12th.
• The deadline for agenda items has already passed.
• Information on board rule 406.

Due to an Alabama State legislative bill recently signed into law, starting on or after January 1, 2024, Non-Exempt (Bi-weekly paid) employees will receive a withholding exemption from Alabama state taxes on overtime wages.  

This tax exemption will take effect on the January 19th bi-weekly payroll, covering the pay period from December 31st to January 13th.

Please note that for overtime wages earned between December 17th and December 30th, non-exempt employees will be subject to Alabama state tax withholdings on overtime wages on the January 5th payroll.

If you have any questions, please reach out to payhelp2@uab.edu.

There has been an increase in AskIT tickets created in relation to OnBase access during the transition from Region’s Intersect to US Bank (Oracle PCARD Review). 

During this transition always remember:

• Backup documentation for unreconciled Region’s transactions will continue to be uploaded to Intersect.  
• Backup documentation for unreconciled US Bank transactions is uploaded to OnBase using the OnBase button from the Oracle PCARD Review form. 

In an effort to provide clarity on UAB business meal procedures and policies, we have updated guidelines regarding meal reimbursement and incidental meals. These guidelines are effective November 1, 2023. Additional guidance regarding incidental meal and business meals can be found here.

New P-Cards are being mailed to Cardholders who have completed the training. Visit the P-Card page to view important dates as they relate to the transition process.

Effective October 1, 2023, UAB is implementing several changes related to Oracle Payment Request used to process travel reimbursements. See additional information here.