Notes from the Mayor

A collection of upcoming dates, useful info, and general intelligence you need, straight from the desk of Carruthers Mayor Stacey Rittenhouse  . . . just in case you deleted the email.


REMINDER: POWER OUT OVER HOLIDAY BREAK

Don't forget that the power will be out in Carruthers Hall 12/23 - 1/1 as duct work begins.  This means the key entry system will be down and you will not have access to the building.  Please plan accordingly, put your personal valuables in locked areas, and remember your plants and refrigerator contents!   This will not affect your ability to access the network/phones remotely.

CONSTRUCTION ALERT: SOUTH PARKING LOT

Starting Saturday, November 18th, a portion of the south parking lot at Carruthers Hall will be closed off as part of a parking revitalization project.  Access to the lower end of Carruthers south will be accessible just to the right of the existing canopy.   This work is expected to take approximately 2-3 weeks to complete, depending on weather.

OUTAGE NOTIFICATION FOR CARRUTHERS HALL

Please Review the Outage Notification below from Facilities Management.  Don't forget your area's refrigerators during this outage!
You can also always see currently planned outages at http://www.fm.virginia.edu/fmalerts/utilityOutages/

Scheduled from: 11/24/2017 7:00:00 AM to: 11/25/2017 5:00:00 PM
This outage is to shut down Power to the 208V service providing power to the south side of Carruthers Hall. The power will be shut off by Dominion Power at the Pole. Dominion Power will be transferring power to the existing transformers to the new pole mounted transformer outside.

This outage begins each day at 7:00am and ends at 5:00pm


CVC/CORNHOLE TOURNAMENT & FALL FESTIVAL


UVAFinance will hold its 3rd Annual CVC Corn Hole Tournament & Fall Festival on November 3rd. I am writing to give you more information on this year’s Commonwealth of Virginia Campaign. The CVC is an annual workplace giving opportunity for state employees to donate to nearly 1,000 charities, many of which serve the local community.

You can donate by cash, check, payroll deduction, credit card or stock gifts. You can also give online.
Salaried employees may choose to give through payroll deduction. Payroll deductions begin with the first paycheck in January 2018 and end with the last paycheck in December 2018. Salaried employees may also pledge with a one-time deduction in January. Wage employees may pledge with cash, check, credit card or stock.

· CVC runs Oct. 2 thru Dec. 15 (online ends Dec. 26). Organizers are encouraged to collect pledge cards in early December to allow time to process.

· Pledge cards/posters/directories have been distributed You may return your pledge card (red envelope) to me if you choose this method.

For more information please visit the website at http://cvc.virginia.edu/

2016 Campaign Results

Working together to promote supporting non-profits thru the CVC, over $1M was donated to over 400 charities in the 2016 campaign.

Here are few details from last year’s efforts:
  • $450,063 donated online; $361,680 donated by paper pledges; $199,051 donated through Special Direct. 44% of donors gave online. 
  • The top 3 charities are the Blue Ridge Area Food Bank, Charlottesville Free Clinic, and Hospice of the Piedmont. 
  • Undesignated gifts decreased to $50,067 compared to 2015’s total of $52,671. 
  • Participation in the 2016 campaign dropped to 14% compared to 15% in 2015. 
  • UVAFinance donated a total of $17,714.32 
Through the years, UVA employees have contributed $14.5M through the CVC – a solid investment in the community we are proud to call home. 

FLU SHOTS IN CARRUTHERS HALL


Flu shots will be administered in Carr-1 & Carr-2 on Friday, October 13 from 8:30am – 11:00am. Please remember to bring your UVA ID.

Following is the link to other times and places around Grounds where they will be given.

https://www.medicalcenter.virginia.edu/occupational-health/2017-uva-on-grounds-flu-vaccination-schedule/view.

NEW MAIL SCHEDULE


Due to a staff shortage in Mail Services, mail deliveries in Carruthers Hall will now be twice a day. Morning drop off will be by 11 am, and the last pick up of the day will be at 2 pm instead of 3 pm.


CONSTRUCTION ALERT 

Starting Monday, September 11, 2017, a project to remove the brick wall and steps in front of Carruthers Hall will begin. This project will replace the brick wall with new concrete curbing and remove the steps going up to the front of Carruthers Hall. Crews will also be placing new seating areas around the front of the building. 

During construction, the sidewalk on Emmet Street will be closed to pedestrian traffic. Also, the right lane on Emmet St. will be closed directly in front of Carruthers Hall reopening at the end of each day. The project is expected to take approximately 3 weeks to complete. Working hours will be Monday through Friday; 7:00 am until 3:30 pm each day.


Please note: The side walk directly in front of Carruthers will remain open leading to the front door and down to the South Visitors lot.


See area on map below marked in red.


Hurricane Harvey Relief 



Give Money


Do you want to help the people in this storm-ravaged part of Texas? Disaster Relief Charities say the best thing you can do is send money. Here is how to give now and get credit for your agency’s 2017 CVC campaign:


Americares (CVC #160333) Part of Global Impact


Provides water, food, supplies to medical relief centers, and much more.

To Give: https://secure.americares.org/site/Donation Be sure to print the screen or your receipt.

After you have given online, go to: http://www.cvc.virginia.gov/directgiving.html to upload your receipt and record your donation so it will count toward your agency goal.



Salvation Army (CVC #160338)


Provides food, water, and many items needed by families who have suffered the loss of their home, all of their belongings, keepsakes.

To Give: https://give.salvationarmyusa.org Be sure to print the screen or your receipt.

After you have given online, go to: http://www.cvc.virginia.gov/directgiving.html to upload your receipt and record your donation so it will count toward your agency goal.



American Red Cross Relief (CVC # 008228)


Sets up and maintains shelters, mobilizes emergency relief vehicles (ERVs) that provide food, fresh drinking water, blankets and medical attention.

To Give: https://www.redcross.org/donate/disaster-relief

and click on the box for hurricane Harvey Relief Be sure to print the screen for your receipt.


After you have given online, go to: http://www.cvc.virginia.gov/directgiving.html to upload your receipt and record your donation so it will count toward your agency goal.


Please direct any questions to CVCStaff@dhrm.virginia.gov



Give Supplies



Jessie McGann from Procurement Services has coordinated with Facilities Management and the Greene County Sheriff’s Office to organize a donation drive to benefit the storm victims in Texas. Below is a list of items that are needed. Items can be dropped off at Facilities Management’s warehouse at 575 Alderman Road. Facilities Management’s Safety/Occupational Programs has donated bags that can be filled; you are welcome to pick up a bag to fill at 575 Alderman Road. Bags are available in the coffee/break area and can returned to Mariah Kier through September 8. A note in the bag would be very meaningful to the recipient.



For any questions, please contact Jessie at jfm9n@virginia.edu or 434-243-5192. Thanks to Jessie for organizing this opportunity for us all to help out those in Texas. And thank you for your generosity!

Hurricane Harvey Relief Supply List

·        Shampoo
·        Disposable razors (male and female)
·        Toothbrushes
·        Children Toothbrushes
·        Clorox Wipes
·        Sanitary pads
·        Diapers
·        Diaper wipes
·        Body Wash
·        Diaper rash
·        Contact solution, holders
·        First aid kits
·        Laundry detergent
·        Flashlights
·        Batteries
·        Emergency candles
·        Ziploc bags
·        Aspirin
·        Tylenol
·        Tissues
·        Pet supplies
·        Medical supplies
·        Non-perishable food items, including baby food

Guidelines for using conference rooms


The Administrative Services Group communications team has put together a reference guide for use of UVAFinance conference room space.  Attention to these guidelines should make use of our common spaces more pleasant for everyone.  Questions?  Contact Stacey or Mariah.

Click image to view larger

Avoid South Visitors Parking until August 25

Please do not park in the South Visitors Parking lot (the lot between Michie and Carruthers) starting today, Thursday, August 17, through Friday, August 25.

Students are returning and student registration and student financial services are very busy. We do not want students to be ticketed because the parking that should be reserved for them is not available.

If you have visitors during this timeframe, please ask them to park in the North Visitor Parking lot [9 spots] or the Blue Lot (north entrance to Carruthers, visitor with ANY UVA parking permit).

Thank you for your attention and for helping to make Carruthers Hall a welcome place for our students!

Carruthers Hall Blood Drive

The Bloodmobile will be at Carruthers Hall on Monday, July 24 from 10 am - 2:30 pm.  For more details, click on the flier.  Visit https://donateblood.vablood.org or contact Stacey Rittenhouse to sign up.

UVA Saves Hour

On Thursday, June 22rd from 2-3 p.m., the University of Virginia is participating in a test of a statewide program to reduce electricity demand to help minimize stress on the electric grid during the summer months. UVA is seeking to support this program by measurably reducing electricity use during this one hour test.

Building occupants are encouraged to turn off non-essential items at or near their workspaces by 2 p.m. and keep them off until 3 p.m. Some items to consider are fans, lights, peripheral monitors, cell phone chargers, and printers. If there are computers or other devices that can be powered down at this time that will not impact work, please power them down. Remember, this is a test and it is not to interfere with work. 

To learn more about this program, and the importance of reducing our overall energy use on an ongoing basis, please visit the UVA Sustainability website.

Click on the graphic below for more tips on reducing energy consumption.

Click to view larger

Construction Alert:  North End of Carruthers Hall

Starting Tuesday, May 23, 2017; contractors will be working to install bollards along the north end of Carruthers Hall. This project is expected to take 10 working days to complete, weather permitting. Working hours will be 7:am until 5:pm daily.

Access to the building will be limited on the north end during construction. However, north egress for emergencies will still be allowed.

Please see map below marked in red for location.

Carruthers Hall Blood Drive on May 22

The Bloodmobile will be here on Monday, May 22, from 10:00 am - 2:30 pm.  Appointments are preferred, but walk-ins are welcome.  Please sign up with Stacey Rittenhouse or go online at https://donateblood.vablood.org 


Welcome, Deputy Mayor Mariah Kier!

Deputy Mayor Mariah at her post

In addition to her role at the Front Desk, Mariah Kier will also assist Stacey Rittenhouse as Deputy Mayor and with general UVAFinance Administrative Services Group (ASG) efforts. We are happy to announce that ASG will now support the MRP team and Mariah will be the MRP team’s point person within ASG.

Mariah has been helping with Front Desk work since January 2017 and we have received fantastic reviews for her friendly personality and customer service. She recently graduated from VCU specializing in political science and International relations.

Please congratulate Mariah the next time you see her.

  

Door Access to Sponsored Programs

As of Monday, April 17th, the door at the top of the stairs on the south end of the building leading into the Office of Sponsored Programs is locked to visitors. Access will be set up the same as the SFS doors downstairs. During business hours, no code will be required, before and after hours, a code will be required. All employees in Carruthers will have access to this door with their ID. Signage has been added to make this clear to visitors.


UVAFinance is a Fragrance-Free Workplace

UVAFinance is promoting a fragrance-free environment to protect our employees’ health. We ask for your support and cooperation in promoting a fragrance-free workplace, effective immediately. Fragrances from personal care products, air fresheners, candles, and infusers have been associated with adversely affecting a person’s health including headaches, upper respiratory symptoms, shortness of breath, and difficulty with concentration. 

UVAFinance recognizes the hazards caused by exposure to scented products and we are promoting a fragrance-free environment for all employees to keep a safe and healthy workplace environment. This applies to all UVAFinance employees:
  • All offices and spaces used by the staff will remain free of scented products. The use of air fresheners, candles and/or infusers are not permitted in the workplace. 
  • Employees will be mindful of strong scents including personal care products such as cologne, perfume, aftershave lotions, scented lotions, fragranced hair products and/or similar products. All employees are responsible for promoting an environment where employees respect one another and their place of work. 
Moving to a fragrance-free workplace will involve making some changes; please bring any concerns to your manager’s attention and we will work with you to find solutions.

Thank you for helping to maintain an environment where all employees respect one another and their place of work!


Spring Fling is Coming!

Fried chicken, veggie burgers, potato salad, chips, cookies . . .  are you hungry yet?  Don't forget to mark your calendar to join UVAFinance colleagues for these treats and more at Spring Fling 2017 on May 3.
Click to enlarge

Upcoming courses, workshops, labs, and Brown Bag Sessions for April, May, and June 2017!


We hope you will take advantage of these professional development opportunities for finance professionals. Descriptions of the classes, as well as links to enroll via Employee Self-Service are available from the Events section on the Finance Outreach and Compliance website at http://foc.virginia.edu/.

Brown Bag Sessions
                                                                                                                           
  • Year-end Purchasing Procedures
It’s that time of the year! Find out what you need to do to be ready for Fiscal Year-end. A representative from Procurement and Supplier Diversity Services will review the scheduled dates and what departments should be doing to prepare.
    • April 12, 12:00-2:00
    • Presented by Linda Mayo and Charles Kidd, Procurement and Supplier Diversity Services
    • Carruthers Hall, Carr-1/Carr-2

·        Using UBI: Tips and Tricks (2 Sessions)
o   Thursday, April 20, 12:00-2:00  and Wednesday, June 28, 12:00-2:00
o   Presented by Ashley Bagby, Managerial Reporting Project
o   Bavaro Hall, Holloway Hall Auditorium (room 116)

·        Using America To Go
Do you order food for business lunches or events for your department? Do you use or plan to use America To Go? If so, join us for this session where representatives from America To Go and Procurement and Supplier Diversity Services will provide an overview of the America To Go catalog; ordering tips and tricks, including how to place custom orders, how to utilize the America To Go system to set up multiple catering events, and tips on developing strategic relationship with caterers, and how to look up SWaM vendors. You will also learn about the tax benefits of using America To Go and have the opportunity to ask questions about using America To Go.
o   May 3, 12:00-2:00
o   Presented by Vivian Bordon, America To Go
o   Carruthers Hall, Carr-1/Carr-2

  • The Steps of Change
Despite the fact that we're constantly faced with change, most of us spend our time fighting or ignoring it. In this workshop, we'll learn about the stages everyone goes through when experiencing change and what is needed to successfully navigate these changes.
    • May 10, 12:00-2:00
    • Presented by Theran Fisher, Center for Leadership Excellence
    • Bavaro Hall, Holloway Hall Auditorium (room 116)

·        ExpenseUVA: Overview and Demo
In April 2017, the University implemented ExpenseUVA, a new expense management system. In this session you will have the opportunity to see a demo of the system, learn about best practices for reporting both travel and non-travel expenses, and ask questions.
o   June 14, 12:00-2:00
o   Carruthers Hall, Carr-1/Carr-2

Courses, Workshops, and Labs

  • Finance Fundamentals
What is UVA’s mission? What is the Code of Ethics and why is it important? What is the organizational structure of UVA and where do you fit in? What is a PTAEO? What are the sources of revenue at UVA and how are funds processed? What do you need to know about internal controls, and what are some best practices to follow? In this class you will get answers to these questions and more, as well as have an opportunity to interact and network with other administrative professionals. This class is a required course for access to the finance applications in the Integrated System, but is also open to anyone who wants to learn about UVA’s financial operations.


    • April 10, 1:30-4:30 (New date!)
    • April 25, 1:30-4:30
    • May 9, 1:30-4:30
    • May 23, 1:30-4:30
    • June 15, 1:30-4:30
    • June 27, 1:30-4:30
    • All sessions are held in Carruthers Hall, Conference Room 2

  • Mastering Account Reconciliations
This course is designed to navigate the expenditure reconciliation process at the University of Virginia using Recon@ UVA. In this course, we discuss how to comply with policy and procedure to accurately complete your monthly expenditure reconciliations. This course will be most useful for UVA Staff and Faculty who prepare, review, and approve expenditure reconciliations.
    • May 11, 1:30-4:00
    • Carruthers Hall, Conference Room 2

  • General Ledger Revenue Reconciliations Workshop
This course will provide guidance in performing revenue reconciliations at the University of Virginia and understanding the requirements. In this course, we discuss how to comply with policy and procedure to accurately complete your monthly revenue reconciliations.
    • June 1, 1:30-4:00 (New date!)
    • Carruthers Hall, Conference Room 2

  • TravelUVA: Lab
Do you need help with Concur, UVA’s new travel booking system? During this lab, you will be able to practice, ask questions and even log into the live system and book upcoming travel with the help of travel experts from Procurement and Supplier Diversity Services. The lab has an open format – come any time during the session and stay as long as you like. Please enroll in a class so that they are not overbooked.
    • April 12, 9:00-10:30
    • May 18, 2:00-3:30
    • June 15, 9:00-10:30
    • All sessions listed above will be held in Michie North, room 219

·        ExpenseUVA: Lab
Do you need help with UVA's new expense management system, ExpenseUVA? During this lab, you will be able to log into the live system and submit expense reports help from the UVAFinance team. You will also learn where to go for resources and help. IMPORTANT: This class is a lab where you can come for help with entering actual expenses, and is not intended to replace the online training. Please complete the Expense Management System - Online Training prior to attending the lab and bring your work with you. Please arrive at the stated time of the class and then stay as long as you like.
o   Multiple sessions will be offered beginning April 18, 2017
o   Most sessions will be held at 2400 Old Ivy Road, room 136; several sessions at Michie North, room 219; several sessions at Mechanical Engineering, room 215.
o   For immediate training and help, please refer to the online training Expense Management System - Online Training

As always, if you have any questions, suggestions, or need to discuss training needs, please contact foc-training@virginia.edu.



Save the Date for Spring Fling!

We've chosen May 3 for this year's Spring Fling event (May 4 rain date). Watch for more information soon.


Visitor Parking in the North Lot

Visitors are no longer required to obtain a parking pass to park in the visitor spaces in the north lot. The signage has been changed to reflect this change. Please inform your visitors that they will no longer need a pass to park in the north lot. Remember that this lot is intended for internal visitors (i.e., UVA colleagues who work in other locations). Employees who work in Carruthers should not park in these spaces; Parking and Transportation will monitor the spaces.

There is no time limit on the north lot visitor spaces, but visitor parking in the south lot still has a two-hour limit. Please let Stacey know if you have questions (or comment below!).


Construction Update

The back bathrooms are still undergoing construction. We expect this to be complete and the bathrooms open again within the first week of April.


A Few Updates!

 

·      We now have parking passes for visitor parking in the Y1 lot for the designated visitor spaces (front row).  Please see Linda Leake or me (next to the coffee area) for a pass until the building receptionist is hired.

·     Concerning handicap parking, following is the latest information I received:

Once the rain has cleared and we can paint and post some signs, there will be 2 additional Handicap Spaces created in the Y1 Parking Lot.  As a reminder, there are Handicap spaces on the South Side of Carruthers near the entry door. 

If all Handicap Spaces are used, then a Valid Handicap license plate or placard can be used in the Y1 Lot for the day, while we get the additional 2 constructed.

·        Carr-1 and Carr-2 Conference Room -  If you find that you need the divider taken up or down, please ask me or Toni Hash.  She is located in the first office in ITS on the left of lobby.  We were trained and have the tool needed to do it.  We check the calendar each day to make the adjustments ahead of time if possible.

Please let me know if you have any questions.  Again, I thank you for your patience during these renovations and changes.


Carruthers Hall Holiday Blood Drive December 13

Get festive - Donate Blood - Support Life. 

The Bloodmobile will be here on Tuesday,  December 13 from 10 am - 2:30 pm.  A festively tacky holiday t-shirt will be given to all donors while supplies last.

Appointments are preferred, but walk-ins are welcome.  To sign up, please contact Stacey Rittenhouse at 4-4294, or go online to https://vadonor.org and use sponsor code Carruthers Hall.


Carr-1 & Carr-2 in Transition


Carr-1 (left) and Carr-2 (right) are now available to reserve separately.  If you need to reserve the rooms as one, please book both in Outlook.  Training sessions will be held soon on the AV equipment in the rooms.  

Do remember that Carr-1 and Carr-2, as well as the front lobby, will be closed December 19-January 2 to install the storefront glass.


Coffee & Tea in Carruthers Lobby



Two Keurig machines and a water cooler have been installed in the coffee/break area in the new Carruthers lobby.  Now you can grab a cup of coffee or tea and catch up with your colleagues in our new shared space! 
  
In the new lounge area you will find some basic items for ourselves and guests to the building:
  • ·        K-cups in Regular, Decaf, & Basic Tea
  • ·        Disposable cups and stirrers
  • ·        Sugar, equal, and sweet & low
  • ·        Creamer

  Starting 1/1/2017 an honor payment will start: $1 per cup for coffee and $0.5 per cup for tea

What you need to provide:
  • ·        Your own coffee/tea cup (be green!)
  • ·        Your own K-cups if you prefer a flavor besides the basics listed above.  No honor payment required.

More good news:  You can order K-cups at Supply Room prices.  Just call Shelby Haigh of TSRC at 434-979-3392 and order with your personal credit card.  Your K-cups will be delivered to Carruthers with the next departmental order. 
Coffee area etiquette:
  • ·        Keep the area clean
  • ·        Remove your used K-cup
  • ·        Be mindful of others waiting in line
  • ·        Replenish supplies from cabinets when they run low, and let Stacey know if we’re low on stock


Thank you to Procurement & Supplier Diversity Services for working with TSRC to secure this discounted pricing for all of us! #PSDSRules

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