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Fiscal Administrators Meeting Wednesday, January 18, 2012 South Meeting Room, Newcomb Hall FA Meeting Opening Comments – Steve Kimata · The Endowment distribution was submitted on Tuesday, January
17th. The total amount
was $68 million. Revenue Collections – Ken Sinarski EPay@UVA – Online Credit Card & eCheck
Process Devin Herod Yoke
San Reynolds and Accounting Services have restored the full Business
Professional Development Program for 2012-2013. · Internal Controls and University
Business Administration continue to be required of all UVA staff, faculty,
and students that have requested a new responsibility in the Integrated System
(Oracle), no matter the length of time in service. This policy went into effect
in 2008 and completion of these courses is part of the University’s internal
controls requirements. These instructor-led courses are available every two
weeks through the Spring on Tuesdays. · Our Intermediate BPDP
courses are back and are scheduled each is scheduled once a month through the Spring. o
Basic Fund Accounting - An introduction to the principles of fund
accounting in higher education. o
Controlling Cash, Checks, & Credit Cards at UVA – An exploration
of policies, risk management, best practices, and internal controls designed to
protect University assets with cash value and University employees from
malpractices. o
Mastering Account Reconciliation - This course is a
guide to performing expenditure reconciliations at the University of Virginia
using Recon@UVA. o
Award and Cash Management - This course is designed to show the
"big picture" of money management using the Integrated System and
relevant reports. It provides an overview of all award types and cash
monitoring requirements. · You can earn your
Business Professional Intermediate Certificate with the completion of all six
courses (the two required basic and four intermediate). This is great for
professional development (Lead@) and to add to your résumé if you are seeking
another position at the University. · We have updated our
Business Professionals Guide, a resource manual for University administrators,
and it is available for download on our website. · We continue to offer our
bi-monthly Brown Bag lunches covering topics such as Recon@UVA,
Purchasing, Student Tuitions, and Credit Card options. Check out the latest
schedule at: http://www.virginia.edu/finance/genacct/brownbag.html. · You can learn more about
our classes and programs by visiting http://www.virginia.edu/finance and clicking on
‘Training and Outreach’ or by navigating directly to the program web page at: http://www.virginia.edu/finance/uvabp. · You can review course
handouts or enroll in the courses from the program webpage through Learner
Home. University Human Resources – Anne Broccoli 2012 Legislative Session/Retirement Bills · Still very early into
the Legislative Session so it is too soon to know what may actually continue
through the process. Valentine’s day is what is called cross over day
where bills move from one side of the house to the other and the session then ends
in March. · HB949 (Rob Bell): Establishes an Optional Retirement Plan (ORP)
that state employees can elect to join in lieu of DB plan. -no
details provided. · HB486 (Onzlee Ware): Provides employees
in Higher Ed ORPs with 10 years of service, an opportunity to purchase service
credit in the VRS Defined Benefit (DB) plan and thereafter be covered under the
DB plan. -no details provided on
formula for purchase of service costs (both to the employee and employer) · HB1129 (WJ Howell): modifies several provisions of the VRS Defined
Benefit plan (AFC, COLA, and employee contribution rate, and multiplier
rate). · HB1130 (WJ Howell)/SB498(John Watkins): creates a “hybrid plan” that would be a
combination of the DB plan and DC plan.
Will return in February with another update Office of Sponsored Programs – Sharon Brooks · The New Year could bring
sweeping changes in dealing with grants, very burdensome to manage federal
money (inefficient). · A21 Task Force has been
formed to examine results of survey, some things have been the same for the
last 20 year, so changes will be coming. We will be able to give you more
information in a few months. · National
Institutes of Health Salary Cap: Reduced to
Executive Level II = $179,700 effective on 12/23/2011 for all awards/funding
with an initial issue
date from the sponsor of 12/23/2011 or later. This reduced rate is in effect at
least through 9/30/2012 (federal
FY2012) and will continue into federal FY2013 until a new Appropriations Act is signed into
law. The accuracy of the effort report is totally dependent upon LD
scheduling against the effective CAPS. Additional faculty will now be subject to the lower cap Cap NOW applies to ALL Department of Health and Human Services
(DHHS) awards/programs effective as of the
December 23, 2011 initial issue date from the Sponsor · Do not use ‘characters’
in LD adjustment batch names: Avoid including ‘characters’ in LD adjustment
batch names. This includes characters like: < > { }
& “ ‘ %. Use ONLY alpha/numeric naming conventions without such special
characters – some of which are noted above. · New Educational and
Outreach Programs are coming, good foundation for employees who deal with
grants. First session Primer will
be held at Carruthers Hall on February 3rd
from 9:00-10:00. Please check our
website for details. · New workshops coming up · Encouraged everyone to
attend monthly forums at Newcomb, contact Sharon to be added to mail list, open
to all. Kelly Hochstetler · President Obama’s Export
Reform Initiative is in full swing with several proposed rules being published
each month. So far none have become interim or final rules, but we are
submitting comments where Yoke San and I are preparing and submitting comments
on behalf of the University when it looks like there is a potential negative
impact on university activities. Final rules re-writing all of the
current Export Administration Regulations and International Traffic in Arms
Regulations categories are anticipated this year. · UVA Export Control
Policy has been approved and is available at http://www.virginia.edu/uvapolicies · Export Controls on
technology including research equipment. Unfortunately it is not possible
to provide researchers or purchasers with a list of technology that is subject
to export control restrictions or licensing requirements o
All
physical exports are subject to export control regulations, but most do not
require an export license. However, the facts of each export must be
looked at independently to arrive at a determination because the controls can
be on one or more of the following” §
Technology
itself §
Country
of destination §
End-User:
the organization and persons who will be using the technology §
End
Use: the specific application or project for which the technology will be
used o
There
are also controls on access to or use of certain types of technology by foreign
nationals here in the US. · The recent violation UVA
reported to the Department of State was due to our allowing a foreign national
access to a piece of controlled technology here on Grounds o
The
equipment was loaned to the University by a company that did not know it was
controlled o
No
review or tracking of the technology when it came to UVA o
UVA
became aware of the controls when the researchers contacted the manufacturer
for information and an engineer at the company informed them of the control
status · Significant fines and
penalties are possible for export violations §
Individual:
up to $1 million per violation and 20 years in prison §
Institutional:
fines and potential debarment from Federal contracting Procurement Delores Hildebrand Time to take P-card renewal training, Carrie is sending email with detail this
week. Training is same as last year
for P-card holders, very short for approvers. Terry Butler · Students are not required to use their taxpayer ID
number (TIN) when registering at the University as a Student. However, if a Student is paid for
services that may be considered taxable income and results in the issuance of a
1099, a valid TIN must be supplied.
This includes all Services Expenditure Type categories as well as Human
Subject payments, Cash Awards and Prizes, Honoraria, and any other taxable
expenditure types. If
your department is processing a payment for services as described above to a
Student and the only Supplier record in Oracle is the Student record, either: the
Student must complete a new vendor registration form for individuals found on
Procurement & Supplier Diversity Services'(PSDS) website at https://www.procurement.virginia.edu/pagevendorregistrationform; or the department can obtain the Student's TIN,
create a supplier by using the Vendor Add form in Oracle, and include the word
'Research' in the Special Status field as with other human subjects. Payment
Vouchers for services that reference an invalid TIN will be cancelled and the
preparer in the department will be notified by PSDS to reprocess the payment
with a valid TIN. Questions
may be directed to the Payment/Vendor File area by calling PSDS at 434-924-4212
or emailing prs-vend@virginia.edu. John McHugh · Travelectra (new on-line tool) – is close to being done. Roll out in February, we will do a pre-session before the February 15th meeting. Travelectra will be here, we recommend anyone who does travel to attend. The P-Card can be used to book lodging, includes local lodging also (only in Travelectra), not outside. Travel policies are built in, will give you warnings, etc. if things are not allowed. Will ensure compliance. Uses discounted rates · HP Toners – renewed “HP Big Deal” pricing with Guy Brown, save 8-12% over all vendors, not on all toners, but high transaction ones. · New PO Approver responsibility created – allows employees to approve requisitions if they have limited or no responsibilities (i.e. Faculty). On-line Purchasing training, along with Internal Controls and University Business Administration are only requirements to receive this responsibility. Eric Denby · Reminder: Following are the steps for using iProcurement to make changes to requisitions after a
purchase order has been issued. The system allows a user to use iProcurement to update the quantities on a requisition
and/or cancel requisition lines after a PO has been created. However,
once that requisition change is submitted, the system needs to know whether the
user wants the associated PO to be similarly adjusted. You
MUST approve the change to the purchase order via the notification that is
generated upon submission of your change in iProcurement.
Otherwise, the PO will remain in a status of “in process” and no
additional activity (i.e., receiving, invoicing) will be allowed. The
notification will have a subject of “Change Request for PO ####### from User
Last Name, User First Name.” Detailed
instructions on making changes through iProcurement
can be found in the Purchasing FAQs located at http://www.virginia.edu/integratedsystem/faq/faqPoAP.html#po17. If
you have questions, please contact the Help Desk at 924-HELP (4357) or 4help@virginia.edu. · We decided to pull the policy
2 weeks ago concerning reimbursements to employees using personal funds. As a department, you have the right not
to reimburse sales tax. The next meeting is
scheduled for Wednesday, February 15, 2012 at 10:00 am in the South Meeting
Room, Newcomb Hall.
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E-mail comments to: Comptroller@Virginia.edu |