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Fiscal Administrators Meeting

Wednesday, May 23, 2012

South Meeting Room, Newcomb Hall

FA Meeting


Opening Comments – Steve Kimata

 For Fiscal Year end cutoffs, please see the Accounting Services website http://www.virginia.edu/finance/genacct/key_dates.html , more detail has been provided this year. 

 Reminder:  For the cost transfer date, if it is sent on the last day and is incorrect, it will be sent back and won’t be included in  this fiscal year.  Please submit any final cost transfers as early as possible.

 Internal Control Questionnaire – due June 29th.


 Executive Vice President and Provost – John Simon

 Began at UVa on September 1, 2011. 

 Came from Duke University, where he was responsible for overseeing their strategic planning and for nurturing campus-wide academic initiatives to connect the humanities, social sciences and sciences.  Prior to serving as vice provost, he chaired Duke's chemistry department for five years.

Amazed at the love the alumni have of this institution.

At Duke, graduation is a big event, but here, graduation is awesome! 

  Some of his major responsibilities include:

  • Appoint the deans, subject to presidential consent, and oversee their evaluations;
  • Work with the deans and directors to maintain excellence and realize the academic aspirations of the individual schools and of the University as a whole;
  • Serve as chief personnel officer for academic faculty:
  • Manage the University's academic budget, working closely with the president and chief operating officer, including co-sponsoring the effort to implement a new financial model for the University;
  • Promote interdisciplinary and innovative approaches to education and research, as well as foster diversity of faculty, students and staff;
  • Develop and implement a thoughtful vision for the future of the University and its relationship to other societal, governmental and economic institutions, and to society at large;
  • Oversee global academic activities, including foreign study, Semester at Sea, Universitas 21, international exchange of scholars and the promotion of international study;
  • Oversee academic planning, building on current strategies for advancing academic programs and efficient resource allocations, and nurturing innovations in all programs; and
  • Act in place of the president as necessary.

 New Internal Financial Model

 Achieving our mission requires that we migrate from an appropriations-based model to one that fosters entrepreneurial and collaborative actions, in which revenues flow based on the activities that generate them, and where accountability is a feature of planning.

·       Enrollment growth revenue was distributed based on activity.

·       Greater shared data and transparency in discussion of the state budget and tuition-setting.

·       More thorough and proactive financial reporting, enabling improved ability to adjust the budget cycle and encourage planning.

·       Deans and VPs meet regularly as a steering committee to shape governance and shared expectations across the University, within schools and between academic and administrative/finance professionals.

·       The steering committee is now utilizing a customized budget simulation tool to test a full range of financial model scenarios (tax rates, service level options, hybrid plans etc.).

             Five task forces are working over the summer on their charges. These task forces, each led by members of the steering committee, include faculty, administrators and staff:

·       Financial Reporting, System Preparedness and Training (James Hilton, chief information officer, chair).

·       Communication and Change Management (Bob Pianta, Curry School dean, chair).

·       Revenues and Incentives (Bob Bruner, Darden School dean, chair).

·       Cost and Service Level Architecture (Paul Mahoney, Law School dean, chair).

·       Decision-making, Governance and Policy Making (Kim Tanzer, Architecture School dean, chair).

 Forecast for the Fall

 The work done throughout the summer by the Steering Committee and task force members will prepare us for activity and decisions to begin this fall.  Plans are being made for informational meetings across the Grounds.  Stay tuned for announcements of presentations and meetings.

 Question: Can revenue earned be used for salaries in the new model? 

Answer:  Yes, we have the ability to do that if we can find the resource streams.  This needs to be reflected in the budget that is pushed forward.

 Question:  What are your two top concerns?


1.      How to address the stagnation of Faculty Compensation

2.     The Global Landscape, UVa is not engaging, we are a decade behind, need to go outside grounds and experience other places.  How do you globalize teaching?


University Human Resources – Michael Schwartz


After the two incidents that happened when President Sullivan arrived, Yeardley Love and the Virginia Quarterly Review incident, she asked Susan Carkeek to form a task force to look at the policies, structures, and resources necessary to support a culture of civility and respectful behavior at U.Va.  The task force consists of Susan Carkeek, Vice President for Human Resources, as chair, 26 faculty and staff members.  The task force has worked diligently over this past year, researching best practices and identifying ways to build a more caring community. The task force members believe that to become best in class as a respectful workplace, we will need commitment from everyone working at all levels of the University.

The University of Virginia is a caring community that aspires to treat every individual with kindness, dignity and respect, regardless of position or status.

 The University encourages every member of our community to promptly report any instance of abuse or mistreatment of anyone by University personnel, including workplace bullying, to appropriate supervisors, unit heads, department managers or deans, or through the incident reporting system, with the full confidence that such reports will be treated seriously and investigated promptly and impartially, and without fear of reprisal or retaliation for making a good faith report.

 Please visit website for more information at http://hr.virginia.edu/dev/respectatuva/


 Procurement – John McHugh

 Beginning June 1, 2012, payments to the following vendors may be made *only* with the University Purchasing Card:

-- Virginia Linen

-- Staunton Steam

-- Shenandoah Water

-- Century Link

 These vendors will be deactivated in the Integrated System and purchase orders can no longer be created for them. 

 If you do not have a University Purchasing Card and would like to apply, the instructions, training, and application may be found at http://www.procurement.virginia.edu/pagepcard#section74. 

 Please Note:  Regardless of source of funds or payment method by Purchase Order or Purchasing Card, departments must retain documentation of the business purpose for these purchase transactions, which are subject to audit.  Please see the University's procurement policy at http://www.virginia.edu/finance/polproc/pol/viic1.html.

 Travelectra Update  

·       Hoping to go live at the end of June, we have been working to get the rules right.  

·       There will be a 1 hour demo before the June 20 Fiscal Administrators Meeting.   

·       P-Card can be used to book travel out of town, airline, hotel and rental car…fees much less.

 Introduced Lori Ponton, Senior Furnishing Buyer.  She can be reached at 924-4216 or lp3s@eservices.virginia.edu.

The next meeting is scheduled for Wednesday, June 20, 2012 at 10:00 am in the South Meeting Room, Newcomb Hall.

E-mail comments to: Comptroller@Virginia.edu
Last Modified: Tuesday, 19-Jun-2012 14:24:12 EDT

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