FISCAL ADMINISTRATORS MEETING
April 18, 2007
Please note: Meetings are scheduled from 10:00 – 12:00. Please plan to attend the entire meeting.
9:00 – Pre-Session – Procurement Services and ISDS
eVA Billing Questions Answered
Procurement Services and ISDS held an information session regarding distribution of eVA fees to departments. The sessions included:
- A review of general billing information
- eVA fee management reports for use by schools and departments
- open question and answer period
Opening Comments – Steve Kimata
Internal Control Questionnaires will be coming out at the end of May.
ARMICS – Issued by State Comptroller – Susan Herod will discuss next month.
Fiscal Year End – State has not given dates yet. An email should be sent next week with the dates from Tommye Arnold.
Credit Cards Update
Discover has been activated and everyone should have either been through training or received the training materials via Email. If not please contact BC Worsley at 4-4362.
The contract issues have been resolved so American Express will go live the first of May.
MerchantConnect, the reporting system from our credit card processor Nova that provides the subtotals for each card type should be up and running by next week. Sorry for the delay
Credit Card Acceptance at the University
Credit cards acceptance in any capacity by all University departments must be approved by the Associate Controller, Ken Sinarski.
PCI-DSS fines increase this October to $100,000 for noncompliance of security requirements plus an additional $100,000 for each additional 30 calendar days such violation remains un-correct.
Data Security Breach of Credit Card information may also result in additional fines of $25.00 for each cardholder account number disclosed plus the financial responsibility for any fraudulent transactions and damages that the credit card companies incur as a result of the theft, loss or unauthorized use or DISCLOSURE of Cardholder information.
These fines may be assessed by each of the Credit Card companies so that our potential liability for any exposure of credit card data has just tripled.
ISDS – Shy Hicks
Annual Survey – you should have received email on this. It is important for everyone to participate, it really helps us see and make the changes that need to be made. Please complete survey by April 26th and you will be in the drawing for a $50 Simon Gift Card.
Email Rose Chisholm about problems, etc. on eVA fees. Her email address is ra6j@virginia.edu. In August, we will have another pre-session soliciting feed back on eVA reports.
Mail Services – Jack Parker
May 14 – Postage Increase – see website for new rates
Sponsored Program – Sharon Boyd
Look for the new review procedure on reconciliations of grants later this week. The emphasis with be on getting written approval from Steve Kimata and Barbara Deily if PI cannot review.
Procurement – Eric Denby
New Contracts - Paint, Equipment Rental Services.
Tents – need building permit if over certain size. Check our website for details.
The next Fiscal Administrator’s meeting is scheduled for Thursday, May 17, 2007 at 10:00 am in the South Meeting Room, Newcomb Hall.
