EMSA Business Affairs
About EMSA Business Affairs
Mission
EMSA Business Affairs supports a student-centered mission by delivering accurate financial services, ensuring compliance, promoting efficiency, safeguarding resources, and driving continuous improvement to empower informed decision-making.
Vision
To be a trusted resource to EMSA and most importantly to our students, in all financial matters and to be viewed as a knowledgeable, helpful, and responsive department. Additionally, we aspire to become subject matter experts for EMSA in Finance, Accounting, Purchasing/Procurement, and Human Resources.
How Can EMSA Business Affairs Help You?
- Human Resources
- How to hire a new student employee?
Send a list that includes the student’s name, rate of payment, chart string, and position number to the [email protected].
- When can my student begin working after onboarding?
When they are fully hired in DASH, you will receive an email with the effective start date from Business Affairs. It is against policy and a liability to the University if students work before the effective start date.
- How to hire a Graduate Assistant?
Contact your Business Affairs representative to ensure a GA position with funding is budgeted. Once the funding source is confirmed, provide a scanned copy of the signed offer letter indicating acceptance, along with the position number, graduate program, hiring department, residency, GPA, and the number of hours enrolled to the [email protected].
- Why was my Graduate Assistantship tuition waiver taxed?
Once you reach the $5250 maximum amount in tuition cost over the calendar year you will be taxed. Fee Waiver for Employees | University of Tennessee at Chattanooga
- How to terminate a student employee?
Send a list of student names, personnel numbers, and position numbers to [email protected] for processing. Note: If a student employee works in another department, we do not completely terminate the student in DASH. We only remove them from your department account.
- How to hire a new staff member?
Contact your Business Affairs representative to ensure the position is budgeted. Once confirmed, submit the EMSA Vacancy Position Review for Rehire Form for approval. After the Rehire form has been approved, submit the classification request form to HR.
Upon receiving HR confirmation of classification details, EMSA Business Affairs will submit a requisition in DASH to begin recruitment with HR.
- What are the steps to request a moving stipend?
Prior to offer the moving stipend, contact your Business Affairs representative to ensure the funding is available. Once confirmed, per policy, Business Affairs will obtain CBO approval. Once the offer is made, send the offer letter to [email protected] for processing.
- How to terminate a staff member?
Send the official termination letter to [email protected] upon receipt from the staff member.
Once the termination has been processed, the supervisor will receive a notification to review and approve the employees off boarding. This step is required to confirm that all information is accurate and that the employee has returned all University property. All travel card and P-card transactions must be reconciled and approved prior to an employee’s last day worked.
- How to make the assignment change/reclassification?
Contact your Business Affairs representative to ensure the funding is available. Once confirmed, submit the EMSA Vacancy Position Review for Rehire Form for approval. After the Rehire Form has been approved, submit the classification request form to HR. Note: a completed Position Description and updated Organizational Chart are required with each submission.
- How to request salary adjustment?
Contact your Business Affairs representative to ensure the funding is available. Once confirmed, submit the Salary Adjustment Request & Approval Form to [email protected].
- Who needs access to ADP time keeping system?
Any supervisor who audits and approves their employee’s time.
- How to request the ADP badge number for a staff member or student employee?
Send a request of the list of names and personnel numbers of students or staff members to [email protected].
- What happens if my student/staff is not in ADP?
Send a request to [email protected].
- How to access my W-2, request or replace W-2?
Current employees may access their W-2 through ADP. If you have any questions, please contact the payroll office at [email protected].
- How to enroll in direct deposit?
To enroll visit https://directdeposit.tennessee.edu/
- How to change my direct deposit?
- How to view my pay statement?
To access your Pay Statements, visit https://dash.tennessee.edu/home ,select Employee Self Service, and pay.
- Procurement & Contracts
- What are the steps to request Marketplace (Amazon, Staples, etc.) access?
Contact your Department Director to request access to Marketplace. Upon approval, the Director should email the request to Business Affairs to initiate required training and access.
- What are the requirements for submitting the contract and purchase agreements?
90-day advance notice to [email protected] to include Draft of Contract, Agreement with terms and conditions, or MOU, Non-Compete Justification Form (if applicable), and Technology Purchase Review (if applicable).
- When should we use the informal competitive bid process vs Non-Compete Justification (NCJ) Form?
University policy requires that departments use existing agreements or obtain three competitive bids for all orders (purchase orders or contracts) totaling $10,000 or more. Any request to deviate from this policy (ex: sole source- only vendor that offers product or only product that’s compatible with our equipment) requires Non-Compete Justification form.
- When does a contract need to be reviewed by Technology Purchase Review committee?
Software related new contracts or renewals.
- Accounts Payable & Receivable
- What are the steps to process a journal entry?
Complete the Journal Entry form with correct charts strings for debit and credit. Include the amount and description and submit to [email protected].
- What are the steps to request a refund?
Submit the completed EMSA Refund Form to [email protected].
- What are the required documentations when submitting the invoices?
Invoice, pre-approval purchase form (if over $1000) with department approvals, Quotes, Attendee list for group-arranged events with fewer than 15 participants.
- Budget & Financial Reporting
- How to request budget revision/reallocation?
Contact your Business Affairs representative to ensure the funding is available. Once confirmed, send the completed Budget Reallocation Form with required approvals to [email protected].
- How to request SPSF funding?
Complete the SPSF Funding Request Dynamic Form for approvals.
- P-Card & T-Card
- How do I apply for a P Card or Travel Card?
Employees must obtain approval from the department head. Then take the Travel Card and Procurement Card Training in K@TE. Click on “Learning with Kate” from the DASH Home page and search “Travel Card training and questionnaire” and same for “Procurement card training and questionnaire”. Once you pass the tests, you will receive a certificate of completion which you will need to attach in DASH. After this, follow the instructions to request the card in DASH.
- When does my P Card or Travel Card need to be reconciled?
All previous month P Card and Travel Card transactions should be reconciled by the 15th of the following month; for example, October transactions should be reconciled by November 15th.
In accordance with the University’s P-Card and Travel Card policy, card transactions must be reconciled within 30 days of the transaction date.
- When do I use a Travel Card versus P Card?
Travel Card - Business travel, food, conference registration, Group Arranged Events.
P Card- Institutional membership fees/dues, supplies or snacks for programming that aren’t for a specific event.
See policy FI0530 – Procurement Cards and policy FI0531 – Travel Cards for the exceptions.
- What to do if my P-card or T card is lost, stolen or compromised?
Contact Bank of America 1-888-449-2273, then notify your Business Affairs Representative.
- Other
- What would be the turn around time for processing requests sent to Business Affairs?
10 business days.