December 7, 2020
To: Faculty, Staff, and Administrators
From: Michelle Rogers, Vice President for Administration
Subject: Regional Stay at Home Order Update: Administrative and Financial Services During Shutdown
As we communicated on December 4, in response to the governor’s latest “Regional Stay At Home Order” the Redlands campus is currently limited to personnel with essential functions that cannot be performed remotely. However, we will continue to provide all essential business services with limited staffing plans utilizing physical distancing protocols, limited hours, and staggered staffing 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, 10 a.m. to 2 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, Michelle Rogers, 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 Wednesdays. 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, you can contact Controller Pat Caudle at 909-748-8171.
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 Services 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 909-748-8114 for questions about contracts, vending machines, or water units. Please call 909-748-8116 for Event Services support.
The Copy Center will be closed and will not be processing any copy jobs. If you have copying needs, please place an order through Office Depot’s print services. The turnaround time through Office Depot is approximately three business days and orders will be delivered to Office Services. If you are in urgent need of paper or disinfecting wipes, you can find a small supply on the counter of the Copy Center and you are free to take what you need. If more supplies are needed, please email your request to email@example.com. The Copy Center staff will continue to service University copiers as needed and can be reached at 909-748-8462.
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, outgoing, and intra-office mail can be picked up and dropped off at the Office Services window in North University Hall between the hours of 10 and 11:30 a.m. Please call 909-748-8010 for inquiries about mail.
Office supply orders through Office Depot are being processed daily. Purchase orders will be completed Thursdays between 1 and 5 p.m. for requests received by 12 p.m. on Thursday. Please call 909-748-8429 for inquiries about office supplies or purchase orders.
Students may retrieve mail at the Student Mail Center Mondays and Thursdays between 9:30 and 11:30 a.m. Please call 909-748-8427 for inquiries.
These operational modifications will be in effect through January 3, 2021, and will be reevaluated in accordance with the Regional Stay at Home Order. For more information on the University’s response to the pandemic, see www.redlands.edu/urready.