APRIL 23, 2014
MEETING ROOM, NEWCOMB HALL
Comments – John McHugh
the University Comptroller - Dave Boling
Reconciliations & timeliness - early April sent email to
U Bus. Council. Reps schools & central. Immediate priority is get
current for FY14, but working on March and the three remaining months of year.
Accounts from previous periods are already past due, but we still need complete
them by June 30.
What seen in April -
Preparer stats in March, 96% prepared on time. 10% higher than recent average. Gap has really been with Approvers. On average ~56% approved on time in the
past. That is up to 80% in March. Few units still behind. College of Arts & Sciences got close
to 100% prepared & 96% approved on time. Thank you to all for the extra
efforts. Auditors will be coming back before year-end for an
update. Please help us keep this going.
Cleaning up role
assignments has helped; please continue that work as well.
emails. Teams have met to review the process and review the language. We
plan to do a pilot of the email notifications
before rolling it out to everyone.
There are a number of projects going on at UVA that may
impact finance areas. A week or so
ago, a team was asked to release a survey related to the University Financial
Model (previously NIFM), the Managerial Reporting Project, Organizational
Excellence, and leadership initiatives.
The survey is fairly short and is structured to allow you to
ask questions of the project stakeholders that are of interest to you.
We will send the survey link out again once more. We encourage you to complete the survey
by April 30th. The anonymous survey
results will be provided to the project leads so they are aware of your
thoughts and common interests.
ITS Enterprise Applications - Sue Clements
Changes related to Integrated System
All IS users who hold
any responsibility other than self-service will need to change their password
annually. If you have not changed it yet, it was suggested that users
change it before leaving this afternoon. If that is not done, the change
that goes into effect tonight will prompt users to change it when signing in
the next time.
When an employee terminates their primary
assignment - all responsibilities
will be terminated and they will be assigned the non-employee self-service
If a users Org and
position number or org. and working title changes on their primary assignment,
all current responsibilities will be end-dated and the new supervisor will need
to use ESharp to request the applicable
responsibilities for the users new role.
Q: When the new
supervisor requests responsibilities that the user may have previously held,
will re-training be required? No. Past training records are
maintained in the system and people re-acquiring the same responsibilities will
not need to attend training again.
Same changes coming to
SIS in the near future.
Sponsored Programs - Vonda Durrer
Change in Federal Reporting
Requirements/Requesting payment of funds
Email Vonda (email@example.com) if you are having issues with internal service provider
billing timeliness. Will need to work
to get that issue resolved due to impact related to the change in Federal
Reporting Requirements/Requesting Payment of Funds.
Info also on website & will be kept up-to-date.
and Supplier Diversity Services - Eric Denby
Beginning December, Feds required that if purchasing goods
or services, unless buying from established contract (Marketplace), if over
$3,000, will need to seek competition.
Feds may require sampling of documentation to prove.
Will help avoid issues if begin practicing now and share
info with departments.
Procurement will continue to seek to develop contracts to
reduce the onus.
These requirements are tied to the Uniform Guidance
Catering Concierge - made
award to America-to-Go (ATG) - most experience with Sciquest (Marketplace) & Higher Ed. ATG is engaging caterers to load menus to
catalog. Catalog to-live in August. Will schedule ATG to come in
& provide training. Do have ability to load custom menu to create
menu if complex event. Will not include UVA Catering, but always a first
option & available through their website. If current caterers contact
you about letter, encourage them to contact America to Go.
P-Card with local hotels -
May 1st, you need to start using P-Card for local hotels. Have sent
multiple emails out related to prepare. If you have needs, must take the
steps. Form on website will give instructions as well.
Must have hotel
lodging restriction lifted on your p-card, be aware who is on contract.
Recently added Boars Head, not currently on list, but available. Updating
contract list as new hotels are engaged.
P-card can be used for lodging &
conference services as well as dining.
Will also send an additional receipt to
cardholder. If you do not get that, need to let PSDS know since hotels should be doing this by contract.
If you have local MasterCard, probably
already have the restriction lifted.
Office Supplies, in final negotiations
hope to make award in May. Created a core list of items most
purchased. Negotiations were based on current best pricing of core items
regardless of where the product came from. Final negotiated core list
prices should be better than current best price. PSDS anticipates significant
savings overall. Will add vendor scorecard to measure performance and
will provide additional vendor support to increase performance & your
satisfaction. Will send an email to update as process continues &
plan to brief everyone at fiscal admin meeting in May. Plan to invite vendor to make presentation.
The next meeting is scheduled for
Wednesday, May 21, 2014 at 10:00am in the South Meeting Room, Newcomb Hall.