FISCAL ADMINISTRATORS MEETING Fiscal Administrators Meeting ISDS – Shy Hicks Missing University Staff fringe benefits encumbrance data from January Discoverer FM Reports January Payroll Encumbrances: January 2009 payroll encumbrances on Discoverer FM reports for University Staff expenditure types do not include the associated fringe benefits for any awards except Sponsored Program awards that include F&A expenses. Unfortunately, these fringe benefit encumbrances cannot be recreated, so you should manually calculate the missing fringe benefits if it is critical that the January 2009 BBA and Expenditure Detail reports include them. The affected fringe benefit encumbrances are for University Staff only; actual fringe benefits for University Staff appear correctly on all reports. Classified Staff and Faculty fringe benefit actual and encumbrance amounts are correct. We are working with Oracle to correct the problem and apologize for the inconvenience, Printing and Copying Services – Carl Ford We have created a taskforce to determine how we can best help the university community during these difficult economic times.
Postage rates are going up an average of 3.8%. I gave last year’s increase date incorrectly. The rate change implementation date is May 11, 2009 as I was ably reminded by Jack Parker. It appears that there will be minimal increase in the non-profit (average $0.14 per piece) and standard mail rates (average $0.25 per piece) as opposed to the new rate of $0.44 per piece for first class letters and $0.28 per piece for cards. To help the departments with their budgets and to keep as many dollars as possible within the university we are matching prices from outside vendors when possible. Mail Services – Jack Parker May 11, 2009 – 3.8% postage rate increase – from 42 cents to 44 cents Presort will increase .08% Standard mail up 2.2 cents or 1.8 cents We will email more information soon. Remember that Fedex and UPS charge service charges, so please think about priority mail. Payroll – Nancy Knight • LD Adjustments Fringe Benefits with no salary problems occur when LD adjustments cross over Fiscal Year End, adjustments must be made for the whole pay period. To correct, use the same dates and adjust back, then do again through the whole pay period. Darrell Kozuch asked me to mention that the LD adjustments for this fiscal year must be initiated in LD by June 24, 2009 at 5:00. After 5:00 p.m. on June 24th, only schedules can be entered or viewed. The last payrolls for this fiscal year are as follows: Procurement Dolores Hildebrand BOA Cards are in the mail. Mailed later than expected. – Call if not received by Friday, Feb. 20th The P-card part of our website will be updated by the end of the week. – It is almost a total rewrite to make the information flow better. ***Change since the Fiscal Administrators Meeting*** You should receive a new BOA Visa card at your departmental address by Thursday, February 26, 2009.
If you still have your GE MasterCard, it can also be used until February 28, 2009. We apologize for the inconvenience to the University community. However, we are trying to avoid the reoccurrence of the recent fraud issues that happened with the GE MasterCards. Fraud - Make sure cardholders complete and return the GE Fraud Affidavit. Have them keep an eye on their on-line GE statement for the charges and also for the credits. A lot of the charges were caught by GE and will not clear; if that is the case then the Affidavit does not need to be completed. John McHugh The year-end schedule is already set, we are way ahead this year. There will be no requisition cut-off date because of different variables eVA – we are still required to use eVA quick quote for goods, we use for every purchase between $5,000 - $50,000. We also use for Sole Sources. If we use a different vendor, we let the department know. Linda Estep The Procurement website and been redone to look more like UVA’s website. Show on overhead. Terry Butler The YE Schedule is now on our website, it is more like previous years, not last years, with more definite dates. Reminder – subscription renewals – we need stub to mail to correct place Starting February 16 – no more paper invoices will be mailed to departments. Go to Quick Links and find Invoice Lookup to find your invoices. Your PUC will receive an email every day saying that you have invoices to look at. You will go through net badge to get to them. The invoice will stay there for 60 days, after that you may get them through Oracle. Following are what the letters mean that you see on the electronic invoices:
Departments are not required to print! Eric Denby He has made 75 phone calls in the last 3 days to departments who are receiving invoices in their departments instead of having them sent directly to Procurement. Please tell vendors to send invoices directly to Procurement. The next Fiscal Administrators meeting is scheduled for Wednesday, March 11, 2009, at 10:00 am in the South Meeting Room, Newcomb Hall. |
E-mail comments to: Comptroller@Virginia.edu |