Please see the following information about the operation of university-wide business offices during the governor’s "stay-at-home" order and how to contact them.
Accounting Services and Accounts Payable
- We are working remotely and regularly checking and responding to email and voicemail. If you have questions, please reach out to your usual contacts or Charlie Cox.
- All invoices with a due date of April 30 or earlier that had been received by accounts payable have been processed and the checks have been mailed.
- For concerns about other items that must be paid before April 8, please contact Charlie Cox.
- Direct deposit (ACH) processes are continuing as usual.
- Travel reimbursement requests may also be sent to Accounts Payable. We will suspend the 60-day deadline for submitting requests through June 30, 2020.
- To help avoid duplicate transactions, please do not mail hardcopies of any documents that you’ve scanned/emailed to Accounting Services for processing during the COVID-19 situation.
- We will continue to enter budget allocation adjustments (BAAs) for Federal Work Study to help ensure that SIU utilizes FWS funding.
- Other budget adjustments will be processed in the future.
- Questions should be directed to Julie McReynolds.
- We are working remotely to process electronic payments, such as credit card deposits and student payments.
- We are regularly checking and responding to voicemail and email.
- Departments should hold deposits until further notice. If you are concerned about making a deposit, please contact Jill Kirkpatrick for assistance.
Campus Mail and Central Receiving
- Both offices will continue to receive and process mail but there will be no on-campus delivery.
- All deliveries from UPS, FedEx and other services will be made to Central Receiving and not directly to campus offices.
- All mail and packages will be held until the university’s physical offices reopen.
- If you have business mail or packages that are essential to operations before April 8, please contact Campus Mail or call 453-5348 to schedule a time to pick it up. Do not pick up routine mail that can be held until offices reopen.
- Campus mail services should not be used for non-university business. Employees who may have personal items that have been sent to their campus offices must wait until offices reopen to receive them.
Custodial Service and building maintenance
- We will respond to emergencies as necessary. Please email the Facilities Operations Center or call 453-3621 in such instances.
- Cleaning and trash removal services will continue to be provided to essential areas only, such as residence halls, the power plant, and the Department of Public Safety. If you think your area is essential, you are approved to be on campus, and you require services, please contact the Facilities Operations Center.
Employee and Labor Relations
- We are working remotely and regularly checking and responding to emails and voicemails. Emails may be sent to Lori Foster, Tracy Bennett or Labor and Employee Relations.
- The deadline for annual Administrative/Professional performance evaluations has been extended to June 30, 2020.
- The deadline for Civil Service evaluations has been extended by 90 days.
- We are waiting for guidance from the state civil service system office regarding evaluations for civil service employees currently working in a probationary period.
- Employees will be paid as expected and on time.
- For the next student payroll (ST 7), a notice was sent last week stating that time should be entered by March 25. If you have not already entered time and are no longer able to, please email the student names and hours to Vicky McLaskey and she will enter time. If we do not receive time for your students we will enter an average based on hours for the six weeks before spring break. If your students did not work during this period, please enter the hours that they are regularly scheduled to work.
- For the next bi-weekly payroll, time entry will be due April 2. If you are unable to enter time remotely, please send the employee names and hours worked to Vicky McLaskey or Susan Jennings and we will enter time. If we do not receive time entry or time information, employees will be paid according to their contracts.
- Fringe benefit reporting will not be required at this time and will be caught up at a later date.
- Employment staff members are working remotely, and the review of applications through HireTouch is ongoing. Civil Service testing is suspended at this time. Positions waiting for the names of candidates to interview will be scheduled at a later date. Employment questions may be directed to your usual staff contacts or Human Resources.
- Benefits staff members are working remotely and regularly checking and responding to emails and voicemails. Orientation information for new employees is being emailed to them. Questions may be directed to your usual staff contacts or Human Resources.
Printing and Duplicating
- Printing and Duplicating is not operating during the “stay-at-home” order.
- Procurement officers are working remotely and regularly checking and responding to email and voice mail.
- Purchase requisitions should be sent to Procurement Services for routing to the appropriate buyer.
- Approaching deadlines include April 1 for requisitions over $100,000 to allow time for bidding and May 1 for purchases under that amount.
- Procurement staff can assist with paying vendors using their high limit p-cards. If you have a payment that must be made before April 8, please contact Debbie Abell.
- The daily limit for all p-cards has been raised to $9,999.99, from $4,999.99, to help facilitate purchases during this time. Accordingly, the purchase requisition limit has been raised to $10,000, effective immediately.
- Orders to Office Depot should be limited at this time only to essential supplies for offices that are still operating, such as the public safety, student health services and housing.
- To help avoid duplicate transactions, please do not mail hardcopies of any documents that you’ve scanned/emailed to Procurement Services for processing during the COVID-19 situation.
- We have requested and received an extension of the deadline to submit the annual equipment inventory to the state. The new deadline is July 1. We will reach out to departments that have not already submitted inventories to coordinate their submissions under the new deadline.
- We are working remotely and continue to evaluate and assign tags to be placed later on newly acquired equipment items.
- We understand that there is currently an increase in the off-campus use of SIU equipment. We ask each department to keep track of “who has what.”
- Any questions may be directed to Property Control.
We are tracking expenditures occurring as a result of COVID-19. More detailed information about this tracking will follow in the coming days. Please note that a special departmental activity code (DA1) of 29999 has been established for this purpose. Please enter this code for appropriate p-card purchases and on requisitions or invoice distribution forms (IDFs).