The Daily Bruin

We are quickly approaching the closing of our books for fiscal year 07-08.  Each year at this time we notify you of the cut-off date for anything that needs to be charged in last year.  That cut-off date for this year is July 23, 2008.  After that time, any costs associated with fiscal year 07-08 will have to go into your fiscal year 08-09 budget.

1.    Please forward any invoices to Financial Affairs for goods and/or services that were received prior to July 1, 2008.
2.    Please review your 2007-2008 budget report and notify Financial Affairs if there are any outstanding Purchase orders for goods and/or services that were not received prior to July 1 so they can be disencumbered.

Please continue to pray for us as we are aggressively coming up to speed on the new PeopleSoft systems, while trying keeping up with the year-end closing and the preparation for our annual audit.

Please call us if you have any questions on this.  (ext. 2160)

Financial Affairs

To assist in closing the financial books on 2007-08, HR is requesting staff and administrators to submit June time sheets and time-off reports as soon as possible. This will enable HR to enter vacation and sick leave used in June right away so year-end balances can be reported and accounted for in a timely manner.

If you have any time-off reports or time sheets from earlier in 2007-08 that you have not yet submitted, please turn those in as well. If a supervisor’s absence will cause a delay, please send HR a copy of the original and submit the original after it has all of the requisite signatures.

Thank you,

Human Resources

The registrar’s office has two full-time openings for enrollment counselor, one at the Portland Center and one on the Newberg campus. The Portland position is posted at jobs.georgefox.edu and is open to both external and internal applicants. The Newberg position is currently open only to internal applicants (employees).

You can e-mail hr@georgefox.edu to request a transfer request if you would like to apply for either position. (Job description is the same for both positions.)

Congratulations to the financial affairs office for successfully making the July 1 “go live” date on the new software. This is a significant milestone, and while there remains a steep learning curve in adjusting to the new system, we commend the financial affairs team on this significant accomplishment.

A few reminders …

• After July 1, financial transactions for the fiscal year 2009 will need new cost center numbers. Please do not assume your cost center is the same as last year with a zero added. See the financial affairs website for a listing of new numbers.
• Still wrapping up financial transactions for the 2008 fiscal year? Please use your old cost center number.
• Continue to use IFAS purchase request and financial reporting after July 1 for fiscal year 2009 until we have the PeopleSoft requisition and reporting features deployed in August.

Portland Center employee box numbers have changed. Barbi Doran (Telephone Services) has posted an updated list on the employee resources page on the university’s website.  Just look in the Employee Information section for the employee telephone/box list.

Please start using the new box numbers immediately. If you have questions, call ext. 2555.

Thank you,

Mail Services

The Office of Marketing Communications is currently collecting orders for name tags.
Submit your requests online at: academic.georgefox.edu/foxforms/forms/Order Name Tags.html.

Provide the name of the person for whom the name tag is needed, title or department, and the budget to be charged.

The Office of Marketing Communications is now collecting orders for business cards. Orders are due Thursday, July 3. Please place your orders through your department’s administrative assistant. Expect delivery Aug. 15.

Please submit your order using our online form:

georgefox.edu/offices/communications/creative_srv/bus_cards.html

The financial affairs office has been working with great diligence in completing all the tasks necessary to meet the July 1 deadline to go live with the new PeopleSoft Financials system. There are still tasks that we need to complete, but we anticipate making a smooth transition to PeopleSoft.

Important information:

• Receive all POs in the IFAS system by 5 p.m. on Thursday, June 26, if you have received your product.
• The IFAS financial system will be down (including purchasing and all financial reports such as budget managers report) beginning at 5:30 p.m. Thursday, June 26, until Tuesday morning, July 1, while we do the final data conversion.
• The IFAS student system will be down beginning at 5:30 p.m. Thursday, June 26, until Friday morning, June 27, when you will be notified the system is available.
• After July 1, financial transactions for the fiscal year 2009 will need new cost center numbers. See the financial affairs website for a listing of new numbers.
• Still wrapping things up? If completing financial transactions for the current fiscal year 2008, please use your current cost center number.
• Continue to use IFAS purchase request and financial reporting after July 1 for fiscal year 2009 until we have the PeopleSoft requisition and reporting features deployed in August.

Please support the financial affairs office while they learn all the details of the new system.

This is a reminder that the University Store will be closed Wednesday, June 25, through Monday, June 30, to conduct its year-end inventory procedure. During these days, the Newberg campus bookstore, textbook annex, and online store will be shut down for any type of sale or request. All bookstore employees will be unavailable for assistance.

During this time:

• There will be no money available to make change.
• Phone orders or requests will not be taken.
• Candy, beverages, or other items will not be sold, along with any other type of merchandise.

The bookstore will resume full operation on Tuesday, July 1, but will be closed on Friday, July 4. Please plan ahead for merchandise needed before this time. We thank you in advance for your patience and cooperation as we perform our inventory process.

– University Store staff

In an effort to become better stewards of God’s creation — one of the strategic planning initiatives — by saving on gas consumption, the university is offering a trial four-day work week effective June 16 through Aug. 15 with the following guidelines:

1.  All offices need to be covered from 8 a.m. to 5 p.m. Monday through Friday.
2.  Employees may choose to work four 10-hour days if coverage is approved by their supervisor.
3.  If approved, employees may chose to take off either Monday or Friday. (This will leave Tuesday through Thursday to schedule departmental and cross-departmental meetings.)
4.  Overtime is only paid for hours worked over 40 in a week, not over eight in a day.
5.  The week of June 30 to July 4 will be a standard week for all employees due to the holiday.
6.  There may be some days such as Genesis that will necessitate more complete coverage for particular areas within the university.

It is understood that not every office or regional site will be able to participate, but it is agreed to leave that decision up to the director or VP of that department or site. Supervisors are to consider any service disruption to the customer or users they serve in making each decision. This program will not be offered to students as they will be needed to help cover for employees who are gone.

The University Store will be closed Wednesday, June 25, through Monday, June 30, to conduct its year-end inventory procedure. During these days, the Newberg campus bookstore, textbook annex, and online store will be shut down for any type of sale or request. All bookstore employees will be unavailable for assistance.

During this time:

• There will be no money available to make change.
• Phone orders or requests will not be taken.
• Candy, beverages, or other items will not be sold, along with any other type of merchandise.

The bookstore will resume full operation on Tuesday, July 1, but will be closed on Friday, July 4. Please plan ahead for merchandise needed before this time. We thank you in advance for your patience and cooperation as we perform our inventory process.

– University Store staff

The university’s offices will close Monday, May 26, to observe Memorial Day.

Shane Roghaar, the university’s TIAA-CREF representative, will be on the Newberg campus from 9 a.m. to 5 p.m. Wednesday and Thursday, June 11-12, in the Executive Dining Room. You may make an appointment with him to discuss your investments by using the online reservation system, accessible from the Human Resources benefits web page at georgefox.edu/offices/hr/benefits.html.

Employees in other locations, or those who are not available at this time, may call Shane to arrange a telephone consultation at 503-534-3670.

The Portland Writing Center will be remaining open over the summer term in a remote capacity. Our writing consultants will be checking the PWC inbox (pwc@georgefox.edu) every morning, Monday through Friday, for any questions or papers that need to be reviewed. If you would like a person-to-person consultation, e-mail the consultants at pwc@georgefox.edu with some potential times, and we’ll respond to your needs as best as we are able.

– Portland Writing Center staff

FoxTALE will undergo maintenance and therefore be unavailable from 6 to 6:30 a.m. on Tuesday, May 13.

Employee e-mail will be down for maintenance from 6 to 6:30 a.m. on Tuesday, May 6.

There will be one more opportunity this term for you to have your photo retaken for the website or for professional use. These are high-quality studio portraits suitable for professional promotional use.

The new studio in Pennington House (where University Relations is located) will be open Monday, April 21, and Thursday, April 24, from 2 to 4 p.m. for employees who would like a new photo. There will not be another opportunity until the fall, so don’t miss your chance. The studio is set up upstairs at the end of the hall.

Questions? Contact Janelle Townsend (Communications) at ext. 2124 or jtownsend@georgefox.edu.

If you would like a new photo to appear in the Bruin Directory next year, you need to have your photo retaken in Institutional Technology on the third floor of the Stevens Center. Go to IT and request a retake.

The complete video of the Apple event held in Klages Dining Room on April 4 is now available for viewing at:

iTunesU:
http://media.georgefox.edu/cgi-bin/itunesustaff.pl

or via Streaming at:
http://media.georgefox.edu/it/AppleEvent.mov

The HR office will closed most of this week as we begin our PeopleSoft training and implementation work.  The office will be open Monday, April 14th until 3:00 p.m.  It will be open only one hour each day Tues. (15th), Wed. (16th) and Thurs. (17th), between 4:00 and 5:00.  We will be open as usual on Friday, April 18th.  We regret the inconvenience, but appreciate your understanding and patience.

We will respond to email and voice mail as quickly as possible between training sessions.