Financial Affairs Emergency Contacts:

See a list of departmental contacts

 

CARES Act HEERF Reporting

Financial Affairs HEERF Reporting page

 

Updated Policies and Guidelines Due to COVID-19

Payroll Guidelines for Limited Business Operations: Effective May 10, 2020

Interim Policy on Salary and Benefits Expenses on Sponsored Awards

 

UAB Event Updates:

UAB revised events guidance effective August 12, 2021. Consult the UAB United University Events page for the latest guidance on planning UAB events. Please note, the guidelines below outline the necessary approvals to host an event. All allowability rules still apply and have not changed regarding allowable charges on UAB accounts.

All on campus and off campus events must be registered through UAB’s Event Approval and Scheduling page. In addition to registration, if the event has 250 or more participants, approval by an appropriate administrator will be required during the UAB scheduling process. Supporting documentation of event registration or documentation stating event registration is not necessary will be required to allow reimbursement of event expenses.

Notes on event approvals

  • Similar to pre-COVID procedures, Financial Accounting will require an Event Approval Form (EAF) signed at the Dean, VP, or equivalent level for Off Campus Events.
  • In general, student events should register only through Engage and the registration process outlined above is not applicable. Also, an Event Approval Form is not necessary for student events unless the event is held at someone’s home.

 

Travel Updates

Restrictions on domestic travel due to COVID-19 have been removed. All standard UAB Travel policies are applicable.

Domestic travel must be approved by the traveler's supervisor via a Travel Pre-Approval Form prior to committing to related expenses.

International travel restrictions will remain until further notice.

As travel resumes, units are encouraged to be strategic and responsible with expenses. UAB is working on enhanced guidance to manage budgets in a manner that demonstrates accountability and good stewardship, while also maintaining commitment to the professional development of faculty and staff and advancing UAB’s reputation.

All allowability rules still apply and have not changed regarding allowable charges on UAB accounts.

 

Update on Check Deposits

UPDATE: Effective immediately, department check deposits should be submitted using the Financial Operations Center (FinOps) lock box located in AB 160 on the first floor of the Administration Building (See address and picture below). Check deposits and documentation are required to be in a sealed envelope or deposit bag. FinOps will routinely check the lock box throughout each work day and process all deposits in a timely manner. A confirmation email will be sent to departments acknowledging receipt. Cash deposits must be processed in person and by appointment only. Do not leave cash in the lock box.

During modified business operations, some departments with minimal credit card deposit activity have sent their supporting documentation to This email address is being protected from spambots. You need JavaScript enabled to view it.. Financial Accounting works with Fins Ops to ensure these items are processed. This will continue until OnBase or a similar solution is in place to submit this documentation. However, if you have significant credit card deposit activity, please leave the deposits in the lock box in a sealed envelope/bag. In addition, if your department has a combination of check deposits and credit card deposits, all items and related support should be left in a sealed envelope/bag in the lock box at AB.

Fin Ops staff will be available by appointment to distribute greenphire cards and VISA cards. Departments can use the contact information below to schedule appointments or discuss deposit activity or discrepancies.

If you have questions regarding these procedure changes please feel free to contact Bernard Mays, This email address is being protected from spambots. You need JavaScript enabled to view it..

Department and Building Address: Financial Affairs Operations Center 701 20th Street South, Birmingham, AL 35294, AB 160

Contact Information Phone: 205-934-4151, Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

Financial Operations Center lock box:

FinOps drop box 

 

Personal Protective Equipment (PPE)

Effective May 29th, 2020, in the spirit of continuous improvement, we have modified the Personal Protective Equipment (PPE) ordering process. University Purchasing will place all PPE orders on behalf of the requestor of the PPE Request Form. This will help to ensure compliance with University purchasing policies and procedures, allow our team to be more accountable and ease the future PPE spend reporting burden. The following, while not a comprehensive list, and subject to update are the PPE items subject to this updated process:

  • Gloves
  • Masks and Mask Filters
  • Face Shields
  • Hand Sanitizer
  • Sanitizing Wipes
  • Clinic/Hospital Gowns
  • Spray Bottles
  • Disinfectant Spray
  • Head/Shoe Coverings
  • Plexiglass Safety Shield
  • Liquid Bleach (removed from this list effective 6/8/21)

PPE purchase questions may be directed to This email address is being protected from spambots. You need JavaScript enabled to view it..

 

Financial Affairs Limited Operation Update Meetings

View the Financial Affairs Limited Operation Update Meeting (Recorded on 3/27/20)

Download the Financial Affairs Limited Operations Update Meeting Q&A (3/27/20)

Download the Financial Affairs Limited Operations Update meeting slides (Updated on 3/18/20)

View the recording of Financial Affairs Limited Operations Update meeting (Recorded on 3/16/20)

 

UAB FN Spec Doc Entry/Approval Remote Training

Please review our instructions for working UAB FN Spec Doc Entry/Approval while remote

 

Payroll Information Extracts (PIE) - New Training

New video tutorials on running Payroll Information Extracts (PIE) are available on the Financial Affairs' PIE webpage under PIE- Labor Distribution (LD) Extract.