Archived Announcements

Staples Discount Savings (Posted 02/09/12)
In accordance with the terms and conditions of our current contract with Staples, the university receives an additional discount based on the average order size (AOS). Click to find how to help the university get the additional discount.


Update to Entertainment, Food Purchases, and Group Arranged Events Fiscal Policy (Posted 02/08/12)

Treasurer Charles (Butch) Peccolo has announced that the following fiscal policy has been revised. The policy is effective February 1, 2012. Click here to see what has been updated.


New Standard Contract Form Finalized with Club LeConte (Posted 2/14/12)

The Contracts Administration office has finalized a standard contract form with Club LeConte. Click here to learn more about this and other contract templates.


Announcing Personnel Changes (1/10/12)

The University of Tennessee’s Office of Trademark and Licensing, Purchasing Office, and Office of the Treasurer are welcoming new employees and employees in new roles. Click here to meet them.


Vendor Showcase Presented on the UTC Campus

A Vendor Showcase was held on the University of Tennessee at Chattanooga campus on December 2.  The UT Office of the Treasurer, System Human Resources Office, and the UTC Finance & Operations Office organized the showcase which featured many of the vendors who provide goods and services to the university. The vendors provided great doorprizes - click here to see the lucky winners.


Update on Free Airline Tickets (2/13/12)

Earlier, the Office of the Treasurer announced that through our agreements with United and American Airlines, the university had earned several certificates that could be redeemed for free airline tickets. Many of these certificates have already been claimed. Click here to find out how much UT has saved on airline tickets.


New Master Agreements Finalized

Contract Administration has recently finalized three new master agreements with GE Healthcare, the Knoxville Hilton, and Park Vista in Gatlinburg, TN.  Click here to learn more about these new master agreements.


UT and Fisher Scientific sign contract
Recently, the University of Tennessee and Fisher Scientific signed a contract making them the primary approved supplier for research laboratory supplies, chemicals and equipment. Click here to learn more.


Recent Court Ruling Serves as a Reminder about Contracts

A University of Memphis professor made a mistake that will cost the university more than $1.7 million dollars – all because the professor signed a contract that he was not authorized to sign. Click here to learn more about the court ruling and how it effects university.


New Procedure for Processing Conference/Registration Payments

The Treasurer’s Office now requires all T-30 forms/conference invoices to be scanned and attached to the travel expense report in IRIS. Click here to find out more.


Fiscal Review Committee Expands to Include Goods

The Fiscal Review Committee has expanded the scope of non-competitive contracts. Click here to learn more.


New Requirement for Vendor Requests

A new requirement recently went into effect that requires all new vendor requests have the vendor’s W-9 form scanned and attached in IRIS. This new policy is in accordance with IRS guidelines. Additionally, any requests sent to the Treasurer’s Office for  payment (T-27 forms, contract invoices, etc.) requires a scanned W-9 form. Click here to learn more about this new requirement.


Reminder: Items That Go to the Treasurer's Office for Processing

Please remember that certain items should go to the Treasurer’s Office (or campus or unit business office) for processing.  Click here for to see what these items include.


Announcing Personnel Changes (1/10/12)

The University of Tennessee’s Office of Trademark and Licensing, Purchasing Office, and Office of the Treasurer are welcoming new employees and employees in new roles. Click here to meet them.


Bank of America Awarded New Procurement Card Contract

After a competitive bid process, Bank of America - Merrill Lynch has been awarded the University’s procurement card program. This will require us to reissue approximately 1,800 procurement cards throughout the university system. We will do our best to do this in a manner that doesn’t impact your ability to purchase items with your procurement card. More information will provided once we start this process


Avoid Duplicate Payments

Departments are processing similar but different vendor documents for the same transaction, thereby causing duplicate payments.  Read more.


Wire Transfer Payments to Incur New Processing Fee

Wire transfers are the most expensive method to pay vendors.  To discourage this, as of November 1, departmental accounts will be charged a $50 fee for each wire transfer processed.  Click here for more information on this new policy.


Possible Free Airfare

Through our agreements with United and American Airlines, the Unversity has earned several certificates that may be used for free airline tickets.  The first certificate was used by the Knoxville Campus' Center for Executive Education, allowing them to receive a $957 airline ticket for $47, the cost of applicable taxes and fees.  Read how your department may qualify.


Technology Enhancements

World Travel has implemented two technology enhancements for university employees using their service.  One will allow you to upload your travel itinerary directly onto your electronic calendar, and the other is a free mobile phone travel app. Read on.


Per Diem Rate Changes for In-State Travel 

As of October 1, 2011, the per diem rates for travel within the state of Tennessee have changed slightly.  Lodging rates for Nashville and Memphis have gone down, while rates for Oak Ridge, Knoxville, Chattanooga, Brentwood, and Franklin have gone up.  The per diem rates for meals and included expenses are still the same.  You can find more information here.


Master Contract Agreements Reduce Hassles

The Contracts Administration department has recently finalized master agreements with BD Biosciences and National Instruments which will cover the purchase of goods from both vendors and the purchase of maintenance services from BD Biosciences.  Read more here.


Make Sure Sales Taxes are Properly Charged

It is important to remember that contractors that purchase items from university departments (e.g., printing services, utilities, etc.) must pay applicable sales and use tax on those items.  For more detailed information, read on.


Changes to University-Provided Cell Phones

Employees who have been issued cell phones by the university will no longer have to keep a record of their use.  You can read more about the change and their taxability here.


State Employee Workers' Compensation Program Changes

Effective October 1, 2011, the list of doctors and other medical providers approved to treat university employees for on-the-job injuries has changed.  Read more here

Redesigned Ledgers Coming This Month

A redesigned ledger for educational & general funds (those starting with E, I, N, or R) is now available on the IRIS menu. This ledger generally has all the information found on current ledgers, but in a cleaner format. Read on for more details.


PCI Data Security Standards Self-Assessment Questionnaires (SAQ’s)

Accepting credit cards at the University of Tennessee as a payment option requires that the university comply with the security standards established by the payment card industry. The completion of an annual self-assessment questionnaire is part of this mandatory compliance, and any university department that stores, processes, or transmits cardholder data must comply with the Payment Card Data Security Standards and complete the questionnaire.  This questionnaire will be distributed to the Chief Business Officers throughout the university system in mid-September, and should be completed by mid-October. More information can be found here.


Common Travel Issues

As the new academic and fiscal years get underway, faculty and staff will be traveling to conferences and other university-related functions. That means more travel requests and expense reports. Here are some things to

keep in mind for travelers that can make the reimbursement process easier.


Treasurer’s Office Personnel Changes

The University of Tennessee Purchasing Department, Accounts Payable Department, and Office of the Treasurer have recently undergone some changes in personnel.  Read more here.


Taxable Fringe Benefits and Exclusions

The University of Tennessee provides several fringe benefits to employees which constitute a form of pay in addition to stated salary, and as the IRS is conducting nearly 6,000 audits over the next two years, it is important to know which benefits are taxable and which can be excluded.  Read more here.


Moving Allowance, Cell Phone, & Retirement Reception and Awards Policy Changes

Several policies affecting a number of university system employees have been recently updated. These include the university’s policies governing moving allowances (policy

#FI0450, the use of cellular telephones and other wireless communication devices (policy #FI0730), and retirement receptions and awards to employees (policy #FI0720). The moving allowances changes have consolidated the approval process into one form and also ensure that proper taxes are withheld.  The cellphone policy has eliminated the paper approval process, and the retirement reception policy now has a section with guidance on awards that may be given to employees.

Medical Intern/Resident FICA Refund (6/8/10)

The Internal Revenue Service has made an administrative determination to accept the position that medical residents are exempt from FICA taxes based on the “student exception” for tax periods ending before April 1, 2005.   If you were a resident for the University of Tennessee between January 1, 1994 and March 31, 2005, you may be eligible for a refund of the FICA taxes that you paid during your residency.  more

Procurement Card Fraudulent Messages (1/9/10)

If you have received email or automated phone messages from VISA asking you to reactivate your procurement card, please do not respond. These are fraudulent messages and should be discarded.  For questions or additional information, please contact Cindy Stockdale at  

Contract Management System Overview (12/3/09)

The IRIS Project Team, individuals from the Contract Office in the Treasurer's Office, and Campus representatives have collaborated to develop a new Contract Management system in IRIS.  The system supports the processing of Non-Competitive Justification requests and the processing of contracts through the review and approval process.  The initial phase of the system was released on June 1, 2009. The balance of the system which includes encumbrances, contract purchase orders, and imaging of approved contracts will be completed and released in the early part of calendar year 2010.  Each campus and entity has establishing a roll-out schedule and departmental training.  more

Travel Reimbursement Rates Effective 10/1/09

The travel reimbursement schedule for the Continental US (CONUS)was updated by the federal government effective October 1, 2009. Note that the meal per diem for any cities/counties not explicitly listed (in-state and out-of-state) has increased to $46.00/day.  more




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