Finance and University Comptroller

FISCAL ADMINISTRATORS MEETING

January 23, 2008

Please note: Meetings are scheduled from 10:00AM – Noon. Please plan to attend the entire meeting.

Opening Comments – Steve Kimata

Announced a new course in the Business Professional Development Program called “Controlling Cash, Checks, and Credit Cards at the University of Virginia” beginning January 30, 2008. You may enroll through the integrated system for any of the monthly sessions now. The course will be held in conference room E (8:30 – noon), in Carruthers Hall. People who handle deposits, and their supervisors should attend this course.

February 27, 2008 – Next “Brown Bag” Lunch to discuss Cost Transfers – we would appreciate input from you. If you have questions or topics that you would like discussed, please email them to costtransfer@virginia.edu or lws5c@virginia.edu. This session will be sponsored by Accounting Services, Sponsored Programs and ISDS in the Commonwealth Room, Newcomb Hall right after the Fiscal Administrator’s Meeting that day. Refreshments will be provided.

OTPS and Labor Suspense will be discussed at a different “Brown Bag” Lunch.

Reminder - please check Labor Suspense accounts and clean them out.

Budget Office – Melody Bianchetto

General Budget Topics

Budget training is complete for 2008-09 Budget Development, responsibilities are now activated. Deadlines and forms are on the web at http://www.virginia.edu/budget/forms.html

Budget development, including the Budget Narrative and Addenda Requests, should consider the preliminary report from the Commission on the Future of the University, found at http://www.virginia.edu/planningdocuments/commission/

One change this year, eliminated carry forward form, not required anymore. Because the University manages our cash balances now, we do not need to go to extraordinary efforts to use any state funds prior to year-end. Year-end balances will carry forward automatically to each respective vice president. We hope this eliminates the many cost transfers that were processed in previous years in order to use state funds.

State Budget – Reductions in 07-08 were made permanent. December revenues did not look good at the State, we will be watching over the next month. Due to the tight state budget, the Governor’s budget has proposed that the November 25th salary increase be deferred to July 09. The Senate and House will consider this during the General Assembly and the final outcome will not be known until April.

ISDS – Rose Chisholm

FUSS Initiative to standardize FM report parameters – extending number of parameters – will go live March 17th. A demo will be given next month.

Florence Buchholz, a member of our FUSS Team is retiring January 24th. We will miss her.

Discoverer Upgrade Update

LSPs are beginning to install Discoverer 10.1, should be completed by February 8th.
If installed on your PC, Discoverer version 10.1 is now available for use.
Discoverer version 4.1 will continue to work between now and February 14.
As of February 15th, Discoverer 10.1 will be the only version that will work.

Reminder:

Be sure to MAKE A BACKUP copy of all your user-defined report BEFORE opening any of them in the new version.
Don’t forget to go into TOOLS/OPTIONS/Query Governor in the new version and reset all your minute and row limits.

Procurement - John McHugh

Price increase occurred in the Marketplace in January

We require vendors to honor their catalog prices – vendor must give us (Procurement) 30 days to review. If vendor calls about an invoice where the amount is higher, tell them to talk to Procurement, this higher amount must be approved by us. Procurement will always pay the lower price, even if the invoice is higher.

Statistics of Marketplace:

Non-catalog – 55% of transactions

Catalog – 43% of transactions – this number needs to increase. This will reduce eVa fees and help control costs. Will be faster because we can do electronic invoicing.

If vendor is saying they will give a department a special deal, Procurement wants to know about it, we want it to apply to all of UVA.

Frank Fountain – Buyer

Copiers – copier vendors are terrible with invoicing, we are making them abide by the terms. They must have a valid PO number on their invoices

Terry Butler

Introduced Wanda Taylor and Debbie Lane today.

Electronic invoicing - 1st Apple one will go out tomorrow. Invetrogen and Supply Room will go out next week.
The FUSS group is looking at creating a new report to see electronic invoice information
Invoices stay on our website for 45 days, you can look up by delivery location code.

Eric Denby

Legislative Bills – we review all that affect the University related to procurement. Right now Jlark study – Joint Legislative Audit and Review Committee to study the effect of eVa on small businesses. We support and want to expand this study to see what the are benefits to agencies.

(NOTE from the Office of Learning and Development – Janet Turner Giles)

Hoos Managing the U.Va. Way: Applications are still being accepted! The application deadline is February 1, 2008. Please submit your nominations asap to secure a spot in the upcoming session!

Hoos Managing the U.Va. Way is a seminar-based learning experience that teaches solid University management principles and how to apply these principles to daily managerial decision-making at U.Va. The program begins March 4, 2008 and continues through July 15, 2008. There are eight sessions scheduled on Tuesdays at the Darden School of Business. For more information, please visit the website at http://www.hrs.virginia.edu/career/dot/hoosmanaging/ or contact Janet Turner-Giles (email: jmt4q@virginia.edu or phone: 434-924-3330).

The next Fiscal Administrators Meeting will be on Wednesday, February 27, 2008, at 10:00 in the South Meeting Room, Newcomb Hall.