April 1, 2020
To: Faculty, Staff, and Administrators
From: Pat Caudle, Director of Financial Operations/Controller; Cory Nomura, Senior Vice President, Finance and Administration
Subject: Coronavirus response update: Finance and Administration
The University’s Finance and Administration teams are covering all essential business services with limited staffing plans utilizing social distancing protocols. Finance and Administration functions continue to be operational, as needed, during the COVID-19 stay-at-home period.
The University will print checks once a week on Thursdays and checks will be mailed Fridays. Check Requests or Reimbursement Requests can be submitted by dropping off the completed forms to the Accounts Payable Office Monday through Thursday, during regular business hours (9 a.m. to 4 p.m.). The Administration Building will be locked, so you will need to call the Accounts Payable Office at 909-748-8185 or Public Safety at 909-748-8888 for access to the building. As an alternative, if you are not physically on campus, you can email your completed check request/expense reimbursement forms and supporting documentation (invoice/receipts) to AP@redlands.edu. For all forms submitted electronically, please retain original receipts and/or invoices for 90 days. Do NOT resubmit the originals to Accounts Payable.
If your budget manager cannot physically sign the check request/expense reimbursement, Accounts Payable will accept unsigned documents along with an explicit email approval by the appropriate budget manager. An example of an explicit email approval would be: “I, Pat Caudle, approve the check request to vendor ABC in the amount of $100 for payment of invoice 12356.”
The University will process department deposits and student account check payments on Tuesdays and Thursdays. If you have a cash receipt deposit form and related check/cash/credit card charges or a student account payment, please drop off these items at the Cashier’s drop box, located under the Cashier’s window in the Administration Building. Please make sure items placed in the drop box are in a sealed envelope so that items for deposits are not mixed together. The Administration Building will be locked so you will need to contact 909-748-8185 or Public Safety at 909-748-8888 for access to the building.
If you need finance business matters assistance during the closure, you can contact Controller Pat Caudle on her cell phone at 951-236-1331.
The University budget team is working on a forecast of the financial impact of the COVID-19 disruption to the current fiscal year FY 2019-20 budget and to the development of the fiscal year 2020-21 budget.
The Human Resources Department remains open and fully functional, although with a significantly reduced physical staff presence in the office at any one time. All HR staff are actively reviewing their email and voicemails and returning messages. If you would like to meet with a member of the HR team, please reach out directly to determine how best to meet. The entire department is set up to conduct transactions remotely relying heaving on WebEx. The HR team is working with the University’s Employee Assistance Program (EAP) to identify additional resources available to our employees, free of charge, during these uncertain times.
The Public Safety Department remains open and fully functional with dispatchers staffing the phones and officers patrolling the campus on a 24/7 basis. Public Safety management personnel are working from home and on-campus, as needed. Email and voicemail messages are being actively monitored at all times and will be responded to accordingly. We encourage any Public Safety questions or requests for service to be handled by telephone instead of in-person at the front counter to the greatest extent possible. Should you need Public Safety assistance, please call 909-748-8888.
Custodial Service will service only those areas on campus that are occupied. For Building Maintenance, please submit work requests as normal as staff will be monitoring the work order system. For any facilities emergencies, please contact Public Safety at 909-748-8888. Facilities Management staff will remain on call for emergency situations.
Warehouse receiving services will operate on a reduced schedule. Package deliveries from FedEx, UPS, etc. will be accepted from 10 a.m. to noon daily. Members of the campus community may retrieve their packages on Tuesdays and Thursdays from 10 a.m. to noon at the warehouse receiving door located on the east side of the Facilities Management building, near the loading dock along Grove Street. For any non-emergency concerns or questions, please e-mail Facilities Management at firstname.lastname@example.org.
Administrative Services and Event Services remain open and fully functional; however, staff are working from home unless needed on campus. Department staff members are actively reviewing their email and voicemails and returning messages.
Please call 909-748-8052 for questions about contracts, vending machines, or water units. Please call 909-748-8116 for Event Services support.
The Copy Center staff continue to service University copiers and are available to process any copy jobs on an as-needed basis. Please call 909-748-8462 for Copy Center inquiries.
The bookstore continues to service all web orders, including textbooks and merchandise, although the store remains closed to patrons. Please call 909-748-8951 for inquiries.
Incoming and intra-office mail can be picked up at the Office Services window in North University Hall between the hours of 10 a.m. and noon. Office supply orders through Office Depot are being processed daily and purchase orders processed as submitted. Please call 909-748-8010 for inquiries about intra-office mail, office supplies, or purchase orders.
Staff at the Student Mail Center are working from home during the campus closure. Please call 909-748-8427 for inquiries.