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June 19-June 25, Volume 8, Issue 25

Announcements:

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Please save the date for the next upcoming…

NICAP Summer Social, Friday, July 22 at 5PM. We look forward to sharing more details over the next couple months.

 

The Annual Physician Billing Compliance Update Training for 2016 is now available online.

All UF faculty, staff, and residents not otherwise exempt must complete this training by July 1, 2016. If you attended a live Physician Billing Compliance session in 2016 as a part of your new employee orientation process you need not complete this training.

This training is housed in the myTraining system. To complete this course you must use Internet Explorer (Windows) or Safari (Mac). Pop-up blockers must be disabled in order to view the training content.

To begin the training please go to http://mytraining.ufhealth.org/ select your organization and login with the appropriate credentials.

• Once logged into myTraining, ensure you’re in Learner mode (hover over the Learner tab at the top, then click on Dashboard).

• In the Activity Search box, enter ‘PBC’ and click the magnifying glass.

• Once you’ve located the correct training course, click the blue ‘Register’ ‘button to register, click ‘Submit’ and then click the blue ‘Start’ button to begin the training.

• After you have completed the training, your ‘Training Transcript’ will be updated immediately. Once you’ve successfully completed training you can navigate to the ‘Training Transcript’ to view, print, or export your certificate as proof of completion to forward to your departmental administrator.

 

FY16 – Fiscal Year-end closing – important deadlines

It’s that time of year again – time to prepare for the annual closing of the fiscal year.

Please pay close attention to the departmental fiscal deadlines listed below in red.  It is important that these deadlines are followed in order to allow departmental staff adequate time to prepare for the university wide year-end closing process.  Please share with your faculty/staff/residents/students.

**FOR ALL FACULTY:  Flex dollars (professional funds) DO NOT carry forward.  Faculty flex allotments start over on July 1.  If you need to know what your current flex balance is, please let me know**

PAYROLL DISTRIBUTIONS:  If you need to make any changes to the funding sources for your (or your staff) payroll  for this fiscal year (15/16) please make sure to submit any changes to me by 6/13/2016 in order to ensure the changes post in time for the last payroll retro distribution run on 6/16/16.  Now is the time to make sure that you are accurately distributed to all research grants/projects for which you have effort.  Any changes made after 6/16/16 will not post until next fiscal year, FY17.  If you have questions about this, please let me know.

TRAVEL/EXPENSE REIMBURSEMENTS:   6/16/2016 – Deadline for submitting a travel or expense reimbursement request to departmental staff in order to ensure payment from current fiscal year funds. This is especially important if using your flex allotment or any other unrestricted funding source that does not carry forward.  The travel/expense module will close down at the end of business on 6/21/2016 and will not re-open until 7/5/16.  If your travel and/or expense reimbursement request is submitted to fiscal staff after the 6/16/16 deadline, there is no guarantee that we will be able to get it entered into the system before it closes us out on 6/21/16 which means that you will have to wait until the system reopens in July before your reimbursement can be processed.  All reimbursements/expense reports must be approved in the system by 6/22/2016 in order to ensure payment from current FY funds.

*For unrestricted funding sources only:  Please note that setting up a travel authorization for a travel ending while the system is closed will not hold or carryforward your FY16 flex funds, neither will requesting a cash advance.  The expense has to have occurred and be posted before the system closes in order to pay from FY16 funds.  If you are wanting to use your FY16 flex funds for a travel that occurs at the end of June 2016, please let us pre-pay the expenses (hotel, airfare, registration, etc.) on your behalf in order to ensure that it comes out of FY16 funds.   If you choose to go this route, please see the pcard deadline information below.

PURCHASING & DISBURSEMENT DEADLINES: 

Monday 5/2/2016 – Deadline for submitting purchase requests to fiscal staff for orders above $75,000 that require competitive bidding.

Tuesday 6/14/2016 – Deadline for submitting purchase order requests which are intended to be encumbered against and paid from current FY funds.  Please have all PO requests submitted to fiscal staff by 6/14/2016 in order to allow sufficient time for the requisition process.  This includes myUFmarket carts/requisitions.  All purchase requisitions must be entered into the system by close of business 6/17/16 in order to be encumbered against current fiscal year funds.   This is especially important if using your flex allotment or other unrestricted funding source that does not carry forward from year to year.  Anything processed after this date will automatically roll to FY17.

Monday 6/20/2016 –Deadline for submitting invoices to staff for payment to ensure approval and payment from current FY funds.

Wednesday 6/1/2016 – Deadline for submitting PCard purchase requests to staff, again very important if using your flex allotment or other unrestricted funding source that does not carry forward.  Due to timing issues with vendors submitting credit card transactions to their bank, there is no way to determine the exact date the transaction will be uploaded for approval into the myUFL PCard module.  A purchase could be made on 6/13/2016, but not show up in the system until as much as 10 days later – 6/23/16  – meaning there is no guarantee that the charge will show up for approval before the system shuts us out on 6/22/16 so please plan purchases accordingly – the sooner the better.  All pcard charges must be approved by close of business on 6/22/2016 in order to ensure payment from current FY funds.

All UF Financial systems will close at the end of business on 6/21/2016 and will not re-open until 7/05/2016.

 

DEA RENEWALS

Federal Regulations governing DEA registration provide an exemption from registrations fees ($390) for any individual practitioner who is required to obtain an individual registration in order to carry out his or her duties an as official of any state agency. The practitioners at the University of Florida qualify for this exemption.

When renewing your DEA registration using Form 224A online, question #7 asks for Certification for Fee Exemption. The form also asks for the name of the “Certifying Officer”. This would be your department chair.

Please note, that this is an exemption from paying registration fees. You are still required to register and to comply with any other requirements or duties prescribed by law.

 

Conference Schedule

 

June 20 June 21 June 22 June 23 June 24
12pm Noon Conference,  Dr. Ghosh – TBI/PAID, MBI L3-101, Neurology Large Conference Room 12pm Neurology Grand Rounds, Meeting to discuss Residency Program, MBI, LG-101, DeWeese Auditorium 12pm  Noon Conference, Continuum, MBI L3-101, Neurology Large Conference Room 12pm Thursday Case Presentations with Dr. Wilson, MBI L3-101, Neurology Large Conference Room 12pm  Noon Conference, Continuum, MBI L3-101, Neurology Large Conference Room

Click here  for the complete (online) version.