Information Due to COVID-19

Please check back as we will update this page as information becomes available.

In our effort to keep track of expenses directly related to COVID-19, please include "COVID-19" in all descriptions for Purchasing Card Reconciliations, Purchase Orders, and Employee Expense Reports. If only a part of the expense is related, please notate that.

Before beginning any of the following, contact Shannyn Jacobsen:

  1. Renew a current agreement with a vendor we have used for 5 years.
  2. Purchase a product/service claiming it is a single-source and total cost is over $25,000.
  3. Create an RFP for a product/service.

If you have a contract that needs to be fully signed and executed, sign it and email it to Shannyn Jacobsen. You may sign it using the signature tool on the pdf; a handwritten signature is not required. The person signing is required to have a Delegation of Authority to sign contracts. Please keep the original document, as Business Services may need to sign and file those at a later date.

Guidance for Contract Cancellations Due to COVID-19
You should examine all of your contracts at least through the end of this fiscal year, including but not limited to: any artists or performance contracts; any conferences, training, or speakers; summer camps or upward bound trips; any events like commencement with multiple related contracts (videographers, speakers, printing, catering, etc.); food service contracts; and anything else that may be delayed or postponed in the next few months. If you need to cancel a contract, please contact Shannyn Jacobsen to assist in the procedures required to properly cancel the contract.

Contract Templates
You are required to use the most current templates. System Office has edited the templates to include a Force Majeure clause.

What If the Vendor has Signed the Contract but Minnesota State Has Not Does the Vendor Need to be Notified That Minnesota State is Not Going to Sign?
If you are not going to continue with the contract let the contractor know that Minnesota State has decided it cannot move forward with the contract at this time.

What About RFPs In Progress?
If you currently have an RFP posted and would like to cancel the RFP, please let Shannyn Jacobsen know. If you no longer see an immediate need for the service or product, we should post a notice that your RFP is cancelled.

Employee

  1. Complete the Employee Expense Report as normal.
  2. Options to submit the expense report:
    1. Submitting by email
      1. Signature options
        1. Digital signature
          1. If you do not have a digital ID set up in Adobe, you will need to create one
            1. Instructions on creating a digital ID
          2. When you add a digital signature, it will require you to re-save the document
        2. Manual signaturea.Print formsign itscan it
      2. Upload receipts/additional documentation (ex. Travel Authorization, Special Expense form, etc.)
        1. You can scan multiple receipts at a time (review that they are legible).
        2. If taking a picture with your phone, make sure the file is saved as a JPEG.
      3. Forward email to the approving person
    2. Submitting by mail
      1. Send completed form, including receipts, to Business Services:
        MSUM- Business Services
        1104 7th Ave. South
        Moorhead, MN 56563
    3. Intercampus mail
  3. Please keep the original documents as Business Services may need those at a later date.

Approver

The following steps may need to be repeated twice if going to a Supervisor/Department Chair, and then to a VP/Dean/Director.

  1. When you receive an Employee Expense, check whether it is digitally or manually signed
    1. Digital signature
      1. Add in your own digital signature (it will require you to re-save the document).
      2. Include the newly signed document to the email.
      3. Forward the email with all attachments included to the next approving person.
    2. Manual signature:
      1. Print, sign, and scan form. Forward email (with all attachments) OR send all documents through intercampus mail.
  2. Completed form and attachments can be sent:
    1. Intercampus mail to Business Services
    2. Email to Deb Hval at hval@mnstate.edu
    3. Mail: MSUM- Business Services, 1104 7th Ave. S., Moorhead, MN 56563

Requestor

  1. Complete the Special Expense Request form in full.
  2. Obtain appropriate signatures by using one of the following means:
    1. Digital signature
      1. If you do not have a digital ID set up in Adobe, you will need to create one
        1. Instructions on creating a digital ID
      2. When you add a digital signature, it will require you to re-save the document
    2. Manual signature
      1. Print formsign itscan it
    3. No signature
      1. Copy and paste this statement in your email: I certify I have read the MNSCU board procedure 5.20.1 regarding special expenses and confirm the above expenses comply with this policy.
  3. Forward email to the approving person.
  4. Please keep the original document as Business Services may need it at a later date.

Approver

  1. When you receive a Special Expense Request form, check whether it is digitally or manually signed.
    1. Digital signature:
      1. Add in your own digital signature (it will require you to re-save the document).
      2. Include the newly signed document to the email.
    2. Manual signature:
      1. Forward email (with all attachments).
      2. Copy and paste this statement in the email: I certify I have read the MNSCU board procedure 5.20.1 regarding special expenses and confirm the above expenses comply with this policy.
  2. Email completed form to Alison Fraase at alison.fraase@mnstate.edu.

You also have the option to mail this form or send it through intercampus mail to Business Services. However, please make sure all signatures have been obtained before sending it in.

This information is specific to travel impacted as a result of the coronavirus (COVID-19). As the situation remains very fluid, please check the MSU Moorhead Business Services webpage for regular updates.

Step 1: Inquire if the vendor will provide a refund, regardless of how the airfare, lodging or conference registration was purchased.

Step 2: If the vendor will not provide a refund, obtain documentation of their response.

Step 3: If a credit/voucher was issued for airfare, complete the Affidavit – COVID 19 Travel

Depending on how your trip was paid, please see below:

Personal Expense
Submit an Employee Expense report with the following documentation:

  • Expenses: Receipts showing that the expense was paid in full.
  • Expenses that were not refunded: Documentation as explained in Step 2.
  • Airfare credit/voucher: Completed affidavit as explained in Step 3.
  • Cancellation fees (if applicable): Include cancellation documentation.

University Purchasing Card

  • Refund: Ensure that the refund will be credited to your university purchasing card.
  • No Refund: Send documentation as explained in Step 2 to Ginger Kallander.
  • Credit/voucher was issued: Complete the travel affidavit explained in Step 3 and send to Ginger Kallander.

University Purchase Order

  • Refund: Check issued to Minnesota State University Moorhead (you may need to request this from the travel provider)
  • No Refund: Send documentation as explained in Step 2 to Denise Hudson.
  • Credit/voucher was issued: Complete the travel affidavit explained in Step 3 and send to Denise Hudson.

Mobile device user

  1. Review your attached monthly Verizon statement.
    1. The following statement is included on your statement.
      1. I verify I have not used my mobile device for more than incidental personal use and have properly used the device in accordance with MnSCU Procedure 5.22.2.
    2. Forward email and monthly statement to your supervisor with the statement “I approve” or “I do not approve”.
      1. If you do not approve, contact Alison Fraase at alison.fraase@mnstate.edu to discuss in more detail.

Supervisors

  1. Review the monthly Verizon statement.
  2. Forward email to Alison Fraase at alison.fraase@mnstate.edu with the statement “I approve” or “I do not approve”.