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FY08 - December 2007 - ISSUE
12
*** UCIO Financial
News ***
University News
and Announcements
New University Office Supply Vendor
OfficeMax was recently
selected through a competitive RFP process as Harvard University’s
preferred vendor for office supplies. In
doing so, the University expects to achieve increased savings and improved
customer service for all of Harvard’s customers. Strategic Procurement has worked, and will
continue to work, with OfficeMax to ensure that we receive the best and widest
possible product selection, as well as aggressive pricing on our most popular
products.
Here is more information on
what you can expect from Harvard’s new contract with OfficeMax:
- Contract pricing will be on average 18% less than
our current contract pricing
- Products not covered by our contract will be
priced at 62% below list on average
- 30% post-consumer-waste copy paper will be priced
the same as 100% virgin copy paper
- All corrugated boxes used for delivery will be
made from 100% recycled fibers
- Environmentally friendly ink and toner cartridge
recycling programs will be available
- A limited number of same-day “emergency”
deliveries are available at no additional cost
- Harvard employee benefits will be available,
including a 5% discount on most items
- As a vendor partner committed to diversity;
OfficeMax ranked 23rd in DiversityBusiness.com’s top 50 list of
Fortune 500 companies
The transition to Office Max
for UIS/OAS has already been completed and authorized can now place orders
through an OfficeMax website devoted exclusively to Harvard users. Orders can also be placed over the telephone,
by fax, or through the Harvard Crimson Online Marketplace (HCOM), an online
purchasing tool now in its pilot phase.
For more information on this
initiative, please call Paula Stangenberg at 5-0307, or send an e-mail to paula_stangenberg@harvard.edu.
Important Dates and
Reminders
FY09 Rate Setting
Each year, during the fall,
UIS businesses participate in the detailed rate setting exercise.
As a full cost recovery fee-for service organization, UIS is required to
develop and communicate rates for our IT products and services to customers,
prior to the start of the next year's budget cycle. The rate setting
process is a critical component of the University-wide budgeting and planning
process, as the information we provide is incorporated into the schools' and
departments' cost estimates as they develop their plans for the next
fiscal year. The UIS FY09 rate setting exercise has already begun and
will end in mid-December, when customer rate communications are sent out.
FY09 Budget Process
Each year, in late fall/early
winter, all CIO units begin developing their operating budgets for the upcoming
fiscal year. This year, all budgets
(both Core Funded and Service Units) must be submitted to the University Budget
Office by March 15, 2008 (this is a
month later than prior years for Core Units).
In order to ensure a smooth, coordinated budget submission, a series of
internal budget deadlines will be developed and communicated by UCIO Finance in
an e-mail to all Budget Managers by January 15th. Please note that while the UBO
submissions for the Core and Service Units now coincide, the format and content
requirements will continue to differ.
Policy Highlights and Updates
Electronic Reporting
Beginning with the November
month-end close, the standard monthly financial reports, including the detailed
listing, monthly budget variance report and other department level reports,
will be provided using secure folders on the shared G drive rather than through
interdepartmental mail. We hope this
change will make the process timelier, efficient, less costly, and more
secure. Those who receive paper reports
today will receive an email when their reports have been placed into their
folders.
For more information, please talk
to your Financial Partner.
2008 Mileage Rate Reimbursement
Although the University discourages the frequent
use of a personal vehicle for business travel, employees may use their personal
car for business purposes when it is less expensive then an alternate
transportation or if it saves time. It is the responsibility of the employee to
carry adequate insurance. An employee will be reimbursed using the Federal
government mileage rate per mile and within IRS guidelines. Only the mileage
in excess of the employee's daily commute shall be reimbursable. This
reimbursement rate is issued each January and covers the employee's use of
their vehicle and gasoline. A Universal
Expense Form (UEF) should be used when requesting mileage rate reimbursement. Effective January 1, 2008 the new mileage
reimbursement rate is 50.5 cents per mile.
In addition to
the mileage rate reimbursement, an employee may be reimbursed for tolls and
parking. An employee will not be reimbursed for the following, even if
these costs are incurred during business travel:
- Car
repair
- Rental
car costs during repair of personal car
- Tickets,
fines, or traffic violations
We hope that
this issue of the UCIO Financial News has been helpful and informative. If you have any questions, or would like to
see a specific topic covered in a future publication, please email us at
uisfin_news@harvard.edu
