FISCAL ADMINISTRATORS MEETING Fiscal April 22, 2009 Opening Remarks – Steve Kimata • Year-end – please clear out labor and OTPS Suspense accounts. A big thank you from Lisa Shuler for your cooperation in getting this done. • Treasury Operations – Issued $250 Million in bonds for UVA, the first Build America Bonds for higher education in the country (Fed Stimulus) – the University will save $2+ million in debt service every year for the life of the bonds. • F&A Rates Negotiations – effective July 1, 2009. Important for proposals coming into the pipeline, make sure new rates are on proposals. • Auxiliaries – Self supporting, revenue generating, not subsidized by the State. They are feeling pinch with economy. So this meeting, and in May, we will hear about their operations, products and services. Housing – Jim Williams and John Evans • The University has 74 properties • Provide housing for 6,500 undergrad and graduate students • Property available to rent to faculty and staff • With economy, much more flexible, we are trying to get more staff in • Proving short term leases, very convenient, on bus routes • Check website under Housing, has pictures/floor plans, rent information, etc. • Only require 45 day termination notice Dining – Nicole Jackson • Garden Room – closes April 28th, open during school year, anyone can eat there, faculty and staff. Is located at Hotel E…upscale dining atmosphere, open from 11:30-2:00, need to make reservations. • Weekend Value Pack – O-Hill - Bruch - $7.75, Dinner $8.75…bring as many people as you would like • Open during the summer – Alderman Café, M-F, 8:00-2:00, Bookstore, 8:30-3:00, Newcomb Hall, check website. • We have to be creative with economic times • Six Guides • We are revamping our website to make ordering easier this summer • No late fees now (suspended) • Can do custom menus – will do best to meet your budgets, will try to make things right for you Bookstore – Wayne Terwilliger General Books Manager – Competition is Amazon and Barnes and Noble because they are able to offer discounts. We can approach or match more often than you would expect, please give us a chance. Fast dependable service Trained staff – can intelligently answer questions…our website is good for everything but general books. If you got of bookstore@virginia.edu, can get to us eVa compliant is our concern Can use PTAO rather than Visa, very simple We deliver anywhere on grounds, no extra charge Can ship books around State We have book fares on site Gifts If you have an emergency, it is our emergency All money spent stays at UVA. Accounting Services – Lisa Shuler • The cut-off dates are on the operational calendar on our website 6/22 – Internal Service Providers last feed date to load files – picked up 6/23 ISDS – Shy Hicks • User Survey – thanked everybody for participating, the drawing for the gift card will be in the next few days. Please send Shy an email with your comments if you did not put your name on the survey. We strongly encourage people to send emails if you would like to see a change to something • Last month, burdening of FB was showing up a day late, this has been fixed, turned out to be one project – a patch from Oracle fixed it. • Self Service Time and Leave System – asked group if it would be useful to have a pre-session on this soon? The group said yes, there will be one before the June meeting. Rose Chisholm • University Staff encumbrances were not showing up last month, is fixed now. • New report – UVA AP Pcard distribution – see how it is calculated before is post (real time) • New OSP report – FM PI Sponsor Invoice – detail sub award and sub contract activity only…email will be going out Strategic Planning & Analysis –Susan Herod Project and Award Management Tool – capacity to review what you are responsible for. Demonstration given to group. ARMICS Survey – questions came from DOA, not us. There were 30 questions. There were actually 500 questions and 30 were pulled out based on what how we think about how we do business here at UVA. The survey will come out again next year, this is different from the Internal Control Questionnaire, which is coming soon and will be due in June. Procurement John McHugh • Introduced Michael Warlick – IT Buyer and Tina Brice – AP Specialist • When using Internal Service Providers, no eVa fees are charged, we encourage you to use them, many are listed on our contracts page – click and go directly to their webpage. • The Supplier Ranking Tool has been launched, so far 17 vendors have been ranked, we encourage you to use, has 5 categories to rank. If you have a negative experience, please provide comment, it will just be sent to the buyer, not public. Requires net badge ID. • New Contract – Marriott Worldwide Booking Services – they can help plan outside of Charlottesville, they know our requirements. Hotel rates are based on occupancy, if not filled, they will drop their rates. Always ask for best rates, they are usually willing to reduce because of the economy. The next Fiscal Administrators meeting is scheduled for Wednesday, May 27, 2009, at 10:00 am in the South Meeting Room, Newcomb Hall.
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