FISCAL ADMINISTRATORS MEETING January 14, 2009 Please note: Meetings are scheduled from 10:00AM - Noon. Please plan to attend the entire meeting. Opening Comments – Eric Denby Records Management – Caroline Walters Powerpoint presentation on Records Management at the University of Virginia. Presentation covers the definition of records management in the Commonwealth of Virginia, public records, destruction of public records, research records, staff and focus areas of the Records Management Office at the University, as well as the benefits of records management. See presentation here. Office of Sponsored Programs Vonda Durrer P-Card- can grant be used – the answer is “NO”. Use non-grant money….for unique situations, call Vonda to discuss. Reconciliations – it is really important that they are done on time, for exceptions, talk to Barbara Deily and Steve Kimata. Supporting Documentation – please keep all documentation, let OSP know if it has been lost or destroyed, we have been through quite a few Audits and may need them. PI’s cannot take documentation when they leave. Sharon Boyd Auditors can ask for proof of destruction of records. OSP Certification Program – New courses are under development with plans of offering a UVa OSP Certification to those completing required and elective courses over a defined period of time. It is planned that there will be ‘Core Courses’ which are required of all interested in the certification, along with a certain number of ‘Concentration Courses’ (delving into more specific pre and post-award topics) and ‘Electives’. Competencies will be assured through some form of quiz or test on the majority of the core and concentration courses that individuals will participate in toward certification. Remember that all courses and OSP offerings are available to those not interested in obtaining a certification, but just for information and awareness. Our courses and sessions are currently offered free of charge. Stay tuned for more information and announcements on new offerings. Remember to visit the OSP web. Time and Effort Certification Initiative – Introduced Greg Ball – Project Manager for several OSP initiatives currently working on the Time & Effort project. Greg comes to us from Darden and has a system development background. The project is moving forward in many facets with focus teams meetings on a regular basis. These teams include a Steering Committee, System Team, Clinical Team and a Policy/Procedure & Education/Training Team. Today, we are sharing the basic functionality that an electronic system would provide. Periodic effort reports would be generated by the system after edit and validity checks have been performed and distributed to points of contact in the field through electronic workflow and assignment of roles/responsibilities in the system. A ‘pre-review’ time frame is provided in which assigned ‘Effort Reporting Coordinators’ have the opportunity to review the generated report and edit with updates including the performance of necessary LD adjustments that they are aware of. The effort report would refresh for eventual forwarding to the ‘Individual Certifier.’ After a pre-determined time frame this ‘pre-review’ period will close and the system will electronically forward the effort reports for review and certification to the official certifiers. Should certification not occur within a set time frame the effort report is then forwarded to a designee for assistance in completion. The certification period will close after a pre-determined time frame. Effort reports then either have a status of archived (indicating certification has been obtained) or delinquent – going into the hands of administrators in the system to resolve. Attention in the system will be placed on reference and How-Do-I tools, quality assurance, pop-up boxes and warnings, statuses of the reports, archiving, and various monitoring and reporting tools. There is much more detail to document and make decisions on, but stay tuned for further updates. ISDS – Shy Hicks FINALLY CLOSING PO’S We’ve begun finally closing the Marketplace PO’s that meet our criteria and it’s taking longer than expected, due in part to the holidays but also because of the number of PO’s meeting our criteria. The total closed so far is around 60,000. Add that to the total pre-Marketplace PO’s that we’ve closed and it’s a grand total of approximately 295,000 PO’s. We now estimate that we will be finished with the remaining 95,000 PO’s by the end of February. When those are completed, we will be publishing a Discoverer report that will allow you to identify PO’s which you must finally close because they do not meet the criteria for ISDS to do that. The ISDS criteria is available on the Comptrollers’ website in the September 2008 minutes. eVA FEES We have found that certain changes to invoices need to be picked up in the eVA fee process so you may see some additional eVA fees on future reports that have not been included before. We previously only compared the PO amount to the invoiced amount shortly after the PO was closed. We are now checking the invoiced amount once a month, which could generate additional eVA fees/credits. The other change that generated additional eVA fees was the correction of a bug in our process. In some cases we didn’t pick up all of the invoiced amounts and therefore the adjustment for a closed order was for the wrong amount. We reran the adjustment process, which, if needed, created a credit for the previous adjustment amount and a debit for the correct amount. The bug also completely skipped some closed orders, so the rerun created the first adjustment for those POs, if needed. So you may see some additional fees or some additional fee credits on this month’s reports. December Discoverer Report Problems Finally, all Grants Accounting users should have received an email on last Friday about the problems with December FM reports. We were able to rebuild the December reporting tables and all supplier invoice and payment vouchers will now appear on your reports. The December labor encumbrances, however, could not be recreated so those fringe benefits will not be included in December reports. That includes all awards using the Fringe Benefits, No F&A burden schedule – which is all of the non-G awards and the G awards that cannot charge F&A. If you need to include those fringe benefit costs in any reports, you can use the rates posted on the University HR website for that calculation.
Procurement Services Dolores Hildebrand The Commonwealth's Department of Accounts (DOA) has notified us that current GE MasterCard Purchasing cardholders should receive their new Visa Purchasing Card by Friday, February 13, 2009. If you do not receive your card by Monday, February 16th please contact the Purchasing Card Administrator at prs-trng@virginia.edu . All GE MasterCard Purchasing Cards will expire on February, 28, 2009. Cardholders should destroy their card. Once you receive your VISA card you should do the following:
You will continue to receive a GE MasterCard statement until all transactions have cleared. The Visa Purchasing Card will have the same billing cycle as the GE MasterCard had. If you have any other questions regarding this change or the Purchasing Card Program in general, please contact Purchasing Card Administrators Carrie McGowan at csd6n@virginia.edu or 434-9243147 or Dolores Hildebrand at djh2c@virginia.edu or 434-924-4233. John McHugh New vendor – McMaster Carr (Catalog Vendor) – we are 1 of 3 institutions in the country that have a catalog with them. Operon in now available in the Marketplace. Concerto has changed their name to Concerto A Guy Brown Company – we are negotiating with them to reduce their costs. They ship from Tennessee. We recommend that you look and check their prices. Will receive electronic invoices from them in the near future. We are seeing fluctuations in prices by many vendors, some are increasing, some are reducing, we are trying to watch them and keep them down. Around 1 dozen catalogs are not being used. We are working on eliminating and replacing them with new ones. Goal to get 60% of line items to come from catalogs, right now it is at 54%. PO Descriptions – make sure vendor can understand! This helps with eVA compliance and helps buyers. Terry Butler Introduced Patsy Knight. In the near future, we will stop sending copies of invoices to departments. Invoice copies will still be sent for those that are unable to be matched to a valid purchase order. The PUC contact will receive an email everyday saying you have invoices. Invoice information can be accessed from Procurement Services web site just as other electronic invoices are accessed today. They will remain on our web site for 60 days. After that, you may run a report in Oracle to obtain this information. Eric Denby Challenged you to look at processes in your office for budget savings. The next meeting will be on Wednesday, February 11, 2009 at 10:00 in the South Meeting Room, Newcomb Hall.
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E-mail comments to: Comptroller@Virginia.edu |
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