Fiscal Administrators Meeting
Wednesday, May 23, 2012
South Meeting Room, Newcomb Hall
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
of his major responsibilities include:
the deans, subject to presidential consent, and oversee their evaluations;
with the deans and directors to maintain excellence and realize the
academic aspirations of the individual schools and of the University as a
as chief personnel officer for academic faculty:
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;
interdisciplinary and innovative approaches to education and research, as
well as foster diversity of faculty, students and staff;
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;
global academic activities, including foreign study, Semester at Sea, Universitas 21, international exchange of scholars and
the promotion of international study;
academic planning, building on current strategies for advancing academic
programs and efficient resource allocations, and nurturing innovations in
all programs; and
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
revenue was distributed based on activity.
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
committee is now utilizing a customized budget simulation tool to test a full
range of financial model scenarios (tax rates, service level options, hybrid
task forces are working over the summer on their charges. These task forces,
each led by members of the steering committee, include faculty, administrators
Reporting, System Preparedness and Training (James Hilton, chief information
Change Management (Bob Pianta, Curry School dean, chair).
Incentives (Bob Bruner, Darden School dean, chair).
Cost and Service
Level Architecture (Paul Mahoney, Law School dean, chair).
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?
How to address the stagnation of Faculty
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.
University of Virginia is a caring community that aspires to treat every
individual with kindness, dignity and respect, regardless of position or
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.
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
-- 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.
· 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.
Lori Ponton, Senior Furnishing Buyer. She can be reached at 924-4216 or firstname.lastname@example.org.
The next meeting is
scheduled for Wednesday, June 20, 2012 at 10:00 am in the South Meeting Room, Newcomb