Skip Navigation

Southern Oregon University

Home

Please select from the tabbed categories and under the category select a topic.  

Can't find an answer to your question?  Contact one of your Service Center team members and we will find you an answer.

Purchasing/Contracting

There are four ways to purchase items:

  1. Contact your Support Specialist by email or phone.
  2. Complete the Purchasing Request form.
  3. Use your Purchase Card.
  4. Order directly from Facilities or Print and Copy.

If you have specialized purchasing needs (such as medical or lab supplies) or if you have questions about a purchase, please contact your Support Specialist for further assistance.

For further information about purchasing policy at SOU, please visit the Purchasing webpage or contact your Support Specialist.

As an authorized Card User, you will not see much difference from the current process. You check-out the Purchasing Card from the Card Custodian in your department, make an authorized purchase, and return receipts and any other required documentation to the Card Custodian.
Your Support Specialist will:

  • Collect receipts and index codes
  • Redistribute the expenses in Banner
  • Audit Card Custodian logs
  • Collect and process any Purchasing Card change documentation (ie add/delete Card Users, etc)
  • Provide monthly statements for Budget Authority to review and approve

If a Purchase Card is not available in your department, your Support Specialist will have cards available to be checked out by authorized Card Users, or they can order items on your behalf.

More information about Purchasing Cards can be found here. If you have any further questions, please contact your Support Specialist.

Your Support Specialist will process invoices. ALL invoices will be directed to the Service Center. In the event a department receives an invoice directly, promptly add the index code and forward to the Service Center.
Upon receipt of the invoice, the Support Specialist will:

  • Confirm receipt of the item(s)
  • Confirm Index Code(s) for expenses
  • Verify Budget Authority approval
  • Pay invoice in Banner

If you have any questions about invoice payment, please contact your Support Specialist.

Travel expense forms will be processed through the Service Center. The steps for this process are:

  1. Faculty/Staff identifies need for travel.
  2. Traveler receives approval to travel from appropriate authority (out-of-state travel requires pre-approval form). A copy of the pre-approval form will be forwarded to the Support Specialist.
  3. The traveler, director, or appointee will inform your Support Specialist of travel and approximate cost so that amount may be encumbered.
  4. If requesting pre-travel reimbursement, the traveler works with their Support Specialist to complete the pre-travel reimbursement forms, with proper receipt documentation (showing exact cost and application of payment verification).
  5. After travel is complete, the traveler completes and submits post-travel reimbursement forms, with proper receipt documentation, to your Support Specialist.
  6. Support Specialist will enter travel expense forms into Banner.

If you have any questions or need assistance with travel expenses, please contact your Support Specialist.

Employees should utilize SOU purchase cards for purchasing items. In cases where an employee must purchase an item at their own expense or a student purchases something for the University, prior approval of Budget Authority is required.

Contact your Support Specialist to complete a Reimbursement Request form and, if applicable, a Meals or Refreshments at Meetings or Hosting Groups/Guests/Candidates form. You must have:

  • Itemized receipt of purchase
  • Documentation showing payment of item (cancelled check, copy of credit card statement or other receipt showing purchaser’s name, making sure to black-out sensitive items, like card number)
  • Confirmed approval of Budget Authority

If you have any questions, please contact your Support Specialist.

At your direction, your Support Specialist will enter encumbered expenses into Banner several ways:

  • Purchase Order - Use this option if you want to do one or more of the following:
  • make a purchase exceeding $5,000 that is neither a recurring payable nor a payment related to a previously signed contract,
  • encumber the funds,
  • produce a hard copy for a vendor,
  • purchase a fixed asset,
  • leasing contracts,
  • purchase where you cannot use a Purchase Card.

Your Support Specialist will enter Purchase Order information into Banner.If you have any questions or need assistance with travel expenses, please contact your Support Specialist.

  • Manual Encumbrance- Support Specialists will use this option to track expenses in Banner for:
  • items that do not require a Purchase Order and,
  • are recurring expenses that occur over a period of time (eg copier payments) or,
  • are one-time recurring expenses that occur during a future period (eg software maintenance, travel, conferences).

To accurately enter and track manual encumbrances, notify your Support Specialist or Account/Budget Specialist as soon as you know the funds need to be encumbered. Once the expense has been paid, the Support Specialist will remove the equivalent portion of the encumbrance.

If you have any questions, please contact your Support Specialist.

If you are considering hiring an independent contractor or non-employee to provide a service, please contact your Support Specialist to determine if a Personal Services Contract (PSC) is needed. If so, the Support Specialist can assist you with completing the correct forms and submitting for authorized signatures. Please visit the Personal/Professional Services Contracts webpage for more information. Remember, a PSC must be completed and approved prior to work being done by the contractor.

Contact your Support Specialist if you have any questions.

Budget

The assigned Account/Budget Specialist will reconcile budgets monthly and work with the Support Specialist and Departments to resolve any anomalies.

If you have any questions, please contact your Account/Budget Specialist.

The Account/Budget Specialists will monitor their assigned budgets monthly, and in addition to monthly reports, will provide ad hoc reports about budgets as requested. They will also provide research and analysis into budget or accounting issues that may arise.

If you have any questions, please contact your Account/Budget Specialist.

Contact your Account/Budget Specialist if there are temporary adjustments that should be made to your budgets. Certain adjustments may require approval of the Budget Office, but your Account/Budget Specialist will review and coordinate requests as needed.

If you have any questions, please contact your Account/Budget Specialist.

Upon request, your Account/Budget Specialist would be happy to update you on current balances for PDA, field trip, course fees, and gift accounts.

If you have any questions, please contact your Account/Budget Specialist.

HR

Academic and Student Affairs:
For departments housed under Academic and Student Affairs, you will work directly with the Provost’s Office through this process. Your Account/Budget Specialist and HR/Payroll Specialist would be happy to provide you with details for information gathering, but coordination will be with the Provost’s Office.

Finance and Administration and Institutional Advancement:
When your department has identified a need to hire, whether replacing an existing position or hiring for a new position, contact your HR/Payroll Specialist and they will assist you with information gathering and form completion through the pre-approval process. If it is approved, your HR/Payroll Specialist will then work with you to complete the PeopleAdmin entry and launch for approvals and posting.

If you have any questions, please contact your HR Specialist.

Once a position is pre-approved, entered into PeopleAdmin, and posted, the Human Resources office will advise on the search process.

If you have any questions, please contact your HR Specialist.

Once the hiring authority has selected their candidate, both the Human Resources Office and the Service Center will be notified. Your HR/Payroll Specialist will begin working with the department to complete the process and welcome the new employee. Items your HR/Payroll Specialist will assist you with:

  • Offer letter
  • Key requests
  • Account paperwork
  • Employee paperwork
  • Orientation to the University
  • Staff ID Cards
  • Appointment with Benefits Specialist

If you have any questions, please contact your HR Specialist.

Your HR Specialist can assist you with determining whether you need an IEA or PSC.  They may also help you complete the the paperwork to forward for IEA approvals.

If you have any questions, please contact your HR Specialist.

Status Change Forms will continue to be processed in the same manner; however, your HR/Payroll Specialist would be happy to assist you with information you may need to complete the form.

If you have any questions, please contact your HR Specialist.

This process is still being determined.

If you have any questions, please contact your HR Specialist.

To change your address for both HR and Payroll, please go to the Human Resources webpage and complete the Address Change form. You may then turn it in to your HR/Payroll Specialist.

If you have any questions, please contact your HR Specialist.

Your HR/Payroll Specialist can assist you with all those little details that come from employees departing the University. They can help with:

  • Collecting keys
  • Closing accounts
  • Collecting SOU equipment
  • Making appointment with Benefits Officer

If you have any questions, please contact your HR Specialist.

Payroll

The timecard recording process will not change for all classifications: you will still complete the timecards, sign and date, and submit to your supervisor to sign and date. However, instead of sending timesheets to Payroll, they will be submitted to your HR/Payroll Specialist in the Service Center. 

You may find out more information about timecards, including due dates, here.

If you have any questions, please contact your Payroll Specialist.

If you have questions or concerns about your reported information, please contact your HR/Payroll Specialist. They would be happy to research and coordinate with the Payroll Office to correct any errors or discrepancies.

If you have any questions, please contact your Payroll Specialist.

If you need to change your tax withholding, please complete a new W-4 and submit to your HR/Payroll Specialist in the Service Center.

If you have any questions, please contact your Payroll Specialist.

Student Employment

There are three types of student employees:

  1. Federal Work-Study: student has been awarded Federal Work-Study money in their Financial Aid package which can be used to pay the student salary. Departments must have a work-study budget line to hire work-study students. Your Account/Budget Specialist can assist you with determining qualifications.
  2. Non Work-Study: standard employment with student salary part of regular department budget. Your Account/Budget Specialist can assist you with determining qualifications.
  3. PEAK: the PEAK (Professional Engagement, Achievement, and Knowledge) program will pay 75% of a PEAK student’s salary, the department must budget 25%. For more information on how to apply for a PEAK position and requirements please visit here. Your Account/Budget Specialist can assist you with determining budget qualifications.

Once a department has determined they intend to hire a student employee, they may send the student to the Service Center to complete hire paperwork and receive the referral form (PEAK students will receive their referral form from Max Brooks). 

**Please Note** Prior to completing paperwork, students must have original, non-expired documents to complete the I-9. A list of acceptable documentation can be found here. Students must complete this step within 3 days of beginning work.

If you have any questions, please contact your HR Specialist.

Departments will still keep track of student hours and approve monthly hour reports from Kronos. Those departments that have access to the Kronos timekeeping system will still be able to go in and correct missed punches, and those that submit manual timecards will still do so. These items will be managed by and come through your HR/Payroll Specialist in the Service Center.

If you have any questions, please contact your Payroll Specialist.

This process is still being determined.

If you have any questions, please contact your Support Specialist.

Misc

Staff and Faculty Parking Permits can be purchased through MySOU. Please review information about ordering and purchasing your parking permit here. If you select to pick-up your permit, you may do so in the Service Center beginning Fall 2014.

If you have any questions, please contact your Support Specialist.

Beginning September 15, 2014 all departmental deposits will come to the Service Center. You may bring them into the front counter, where one of our Support Specialists will enter the information into Banner. Please leave enough time for the Support Specialist to enter the deposit and provide you a receipt.

If you have any questions, please contact your Support Specialist.

This process is still being determined.

If you have any questions, please contact your Support Specialist.

This process is still being determined.

If you have any questions, please contact your Support Specialist.