Finance and University Comptroller

FISCAL ADMINISTRATORS MEETING

February 27, 2008

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

Opening Comments - Steve Kimata

Quikpay is now at UVA - went live yesterday, February 26th.

Bills are sent electronically
Bills can be paid electronically by either a checking account (no cost) or a credit card (2.75% user fee)
In response to a question: right now 1st years still have to pay Admission deposit by check - can only pay what they are billed for through Quickpay
Pop-up blockers must be turned off to use Quikpay

Internal Controls Questionnaire - should be sent out to department heads, and people who filled it out last year, by the end of the week. Due date is April 18, 2008.

Year End Deadlines

With restructuring, deadlines will be different than they have been in the past.

For example, invoices that had a mid-June deadline, will hopefully continue to be processed through June 30th

Looking at this now
Departments are saying it would help to have a deadline for budget purposes - more on this later

Student System Project - Susan Barr

Sign-up sheet made available for attendees to sign up for the SSP community website -- SSP encourages individuals who are involved with financial aid to students to sign up for access to the site

People Soft Campus Solutions - SSP team has been working on implementation since 2005

"Phased" - undergrad recruiting goes live Monday, undergraduate admission will go live this summer
SSP would like to add some people from the FA group for testing and training; interested in individuals who are involved in awarding departmental or school-based financial aid; the Dean’s group will also help SSP identify individuals in the schools
Spring 2009 - students will be advised and enrolled through People Soft - lots of changes (i.e., course numbers will be 4 digits instead of 3)
Fall 2009 - add/drop will occur in Campus Solutions

There have been many site visits, and many lessons have been learned about People Soft Campus Solutions. Student System is more complicated because of remapping business practices.

Q. Will it affect printing of transcripts?
A. Yes.
A. Kathy Woodson - encourage people to look at web site - become familiar with language and terms.
Q. Can departments store information on Campus Solutions?
A. There is an interest in finding out what Campus Solutions can store, and if departments within UVA have any plans to buy a separate system that may affect the implementation. If you are thinking of buying something to hook to People- Soft, let Susan know.

ISDS

Rose Chisholm

Discoverer 10.1 is up and running

FUSS Group will change the FM Report parameters on March 17th. See website:

http://www.virginia.edu/integratedsystem/reports/fuss17.ppt#273,1,Slide%201

Shy Hicks - Problem with Burdening on Projects with Multiple Awards

Problem she mentioned previously with the period July 1 - August 16. Burdening expenses posted to one award instead of multiple

We have a fix that is working somewhat. If you had this problem, please email Shy the incorrect project and award that was charged and the correct one, that should have been charged.

Procurement Services

John McHugh - MarketPlace

People are not understanding the difference between contract and non-contract

Contract catalogs - 53 - UVA agrees to the prices
Non-contract catalogs - 68 - UVA has no control over price changes/updates

Some of the non-contract vendors came with the SciQuest software and non-contract vendors are in complete control of updating their prices - sometimes they are invoicing at different prices than originally thought

We have extended offer to all SciQuest catalogs to make them UVA priced catalogs, but only 3 are interested. May turn them off if they don’t accept the offer.

Does not mean we are limiting vendors, just taking their catalogs off. You can still use the non-catalog form to order from them.

Appreciate help convincing them to accept UVA prices

The approval limit will increase from $10,000 - $50,000 for contract purchases to try to streamline the process - hope you will use contract vendors. ISDS is testing - Go live March 16th - will send out email.

Make sure if using non-catalog form your description is detailed - will go straight to the vendor. Restrictions are still tied to expenditure types

Electronic POs and Invoices

Pay attention to email notifications. Trying to send email out when new vendor is added to electronic invoices. There are 4 right now. Dell is getting close.

Eric Denby

Scam? Vendors are being called by At Works - this is a subcontractor - pay mode with Bank of America. Not a scam.

I-expense - will be able to route for approval, but won’t let you do things that aren’t allowed. Probably a year out, but will simplify travel.

At last SciQuest Conference, UVA was given an award - named the Top Transactions Customer.

Thanks for asking vendors to send invoices directly to AP.

Facilities Management - Materials Division - now reports to Procurement. Headed up by John Gerding. Buyer Diane Morse is here today. This group only purchases goods and services needed by Facilities.

The University won 2 more SWAM awards. University representatives were recognized for this at the Governor’s Reception.

The next Fiscal Administrators Meeting will be on Wednesday, March 26, 2008 at 10:00 in the South Meeting Room, Newcomb Hall.