FISCAL ADMINISTRATORS MEETING Fiscal Administrators Meeting Opening Comments – Steve Kimata • Endowment Distribution – 2 installments done, one in January for 79M and one will be done in June for 79M. We took out the new endowment fee in January (1/2 percent) • F&A Negotiation – it is 51.5% this year. DHHS is coming to review and negotiate a new rate. They were here last week to visit a few departments. The visit went well, thanks for your help. We hope to have a new rate by July 1st. Student System Project Update– Susan Barr • On Monday, March 16 the system will open up for Students and Faculty. Students will be able to see transcripts, holds, financial business, advisors, they will be able to change schedules, enroll for 2009-10 classes. Faculty will be able to see class rosters, advisees, etc. • Administrative Office Users – 700-800 now, there are different roles in different areas • March 26 – Decision letters will go out • SFS will post Financial Aid on the web • Enrollment will be stretched out • June – cutover from ISIS to New System, we are working on transitional web pages ISIS-SIS – it will ask student what they want to do? • Sign up for loans or payments in Nelnet • Everything should be ready by the Fall….they want to collect and respond to any questions you may have. • There will be videos on the web telling how to do things (demos) • 60 people on our team – this is a “Big Deal”. We thank the University community for coming together on this. SIS.va.edu Business Professional Development Program Graduation – Steve Kimata • 1st Class in fall – 11 graduates • 44 graduates today • The program advance courses are on hold due to budget cuts. This program may slow down a bit. • Thanks to you supervisors for letting your employees com to the program Audit – Barbara Deily • It is “Fraud Season” – tight times due to increased financial pressures. People are turning each other in, want to reward themselves. People are cutting back on controls and others are taking advantage of it. • We are seeing P-Card abuse for personal use. • Try not to cut back on internal controls in your departments • Previous honest people now may be tempted because of pressures • Keep close eye on P-Cards Steve – Federal Stimulus Package (ARAA) –will be funding the University. There will be a lot of Accounting and Reporting regulations that will need to be put in place. Sponsored Programs – Vonda Durrer We are getting slammed with questions about stimulus money. We are hearing weekly reports and learning along with you. Anything that is stimulus related, make us aware, we will have to report on this separately, please check the VPR Web site for details. Sub contractor expenditure type – one charges F&A and the other doesn’t. It is your responsibility to choose the correct one. When you use and/or correct the expenditure type, the system will deal with F&A appropriately. Designed only for “G” Awards, so shouldn’t be seeing it on other non-G awards. We are seeing it used with other awards, and may contact departments. Reorgs – Portfolios shifted – Tim Conlon retired, Laura Jensen is now over account create team, Jim Bowen is over Accountants, Catina Seitz is over Accounts Receivable – changes should be on web site today. Michael Ludwick is the new Associate Director of Grants, came from William and Mary, is in Gerry Kane’s area. Procurement John McHugh • Introduced Kevin Crabtree – travel buyer, Kevin asked the group if they would be interested in a tool used to rate vendors and their performances. He is currently working on this tool; it will be a 5 star system – ranked. Help us be more proactive, wants responses both good and bad. • Recently redid Hotel/Conference contracts…some hotels raised concerns about being paid on time. You may use a PO or Payment Voucher, and provide them the number. Do not fill out direct bill application, this should not be required – it is covered under the UVA contract. • Two new catalogs – Carrie McGowan – P-Card • All Master Card P-Cards were closed on February 28th • Please shred the 1st Visa you received….everyone should have their 2nd one by now, please contact me if you have not received it. • Your monthly recon may be confusing this time with all the different cards • An email will be coming about the yearly P-Card refresher on-line training that is required for card holders and supervisors. We will be checking to see that it has been done. Terry Butler • Introduced Paula Chapman and Wanda Taylor, AP Specialists • Electronic invoice website – reminder that detail is coming from the line detail on your PO’s. Per your request, the project number has been added. We are also going to be adding this to the first page of the invoice search screen. Keep in mind, invoices are only out there from February 16th. Invoices entered into Oracle prior to this date, must be viewed using the Oracle invoice form. Newest invoices may not show up until mid morning each day You don’t have to print – Barbara Deily stated to use your best judgment, Audit does not require a paper copy. Invoices remain in the Oracle system. AP has documentation if ever required. • If non-catalog form is used instead of catalog, the vendor can charge more, please use the catalog if available. • Credit memos – money is being lost because we are not following up and staying on top of vendors. Please make sure you receive the credits you are owed. Eric Denby Stressed again about the importance of receiving credits…if vendor will not respond, let them know, they will call vendor. Don’t wait too long, stay persistent. Receiving Holds – please remember to receive, we had 175 on hold this morning. Once you receive the product, Receive in the system Please read emails that are sent from Procurement! The next Fiscal Administrators meeting is scheduled for Wednesday, April 22, 2009, at 10:00 am in the South Meeting Room, Newcomb Hall. |
E-mail comments to: Comptroller@Virginia.edu |