Finance and University Comptroller

FISCAL ADMINISTRATORS MEETING

May 27, 2009

Procurement Services held a pre-session on System Navigation Tips

Following is some information from the session:

For procedures on how to do tasks in Oracle, go to the “How do I page,” found at this link and go down to the “finance” section and select “Purchasing.” Then select which responsibility you have, such PO Purchaser. A list of topics will come up with instructions for your review.

http://www.virginia.edu/integratedsystem/howdoi/index.html Call the Oracle Help Desk if you have questions about this page 3-7550

My best advice to you is, whenever purchasing, follow these steps.

1) Check the Goods and Services Procurement Guide first to see how you should pay for the goods and services you want. This guide tells you what payment methods are allowable. http://www.procurement.virginia.edu/pageprocguide

2) Then, once you know how to pay for it, determine if there is a contract vendor who can supply those items or services. http://www.procurement.virginia.edu/pagecontracts

If no Contract vendor is available, review the guidelines for competition. http://www.procurement.virginia.edu/pageguidelinesforcomp

Get at least one quote from a Woman or Minority owned vendor if the purchase is under 5k. Get at least 2 from a Woman or Minority owned vendor if the purchase is over 5K. This is ONLY if you are not buying from a CONTRACT vendor. How do I know if the vendor is woman or minority owned? You can search for vendors here http://www.procurement.virginia.edu/pagedmbesearch&from=114

If you are dealing with a new vendor, get them registered. Online registration is here https://www.procurement.virginia.edu/pagevendorregistrationform

If a vendor is refusing to provide services unless they get THEIR Contract signed, then do a “Buyer Assist,” form in i-Procurement/Mk place.

Stay informed. Make sure Procurement’s website is bookmarked on your computer for updates http://www.procurement.virginia.edu/

Stay in touch. Let me know how I can help you and if you would like a visit from Procurement to help you with policies and procedures.

FA Meeting

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.

Accounting Services deadlines for Year End are on their website Operating Calendar

Travel Cards – must complete training on-line by June 10. If this training is not completed, you card will be canceled without warning. You should have received an email reminding you of the training. Please call Laverne Beasley at 4-7070 if you have questions.

Endowment Distribution – the 2^nd half will be done in June, 1^st half was done in January. You will be able to see the distribution on the cash balance report by mid June. Installments will be done at the end of June

Student System Project – Susan Barr

Some go-live stats from March…..

Students used the new system to enroll this spring…there have been 100 changes to degree audits since system opened

As of May 4, 90% of undergrad students had gotten into the system and enrolled, each having around 13 credit hours.

Student Financial Services - very successful

The cut-over from ISIS to SIS will be a the end of June. It is very important that the interfaces do what they are supposed to do, so AP, SFS, ITC and OSP are all involved – meeting weekly. In mid June, we will be meeting every day.

August – grading/testing

· Summer transition plan - The link to the summer transition document is at http://www.sis.virginia.edu/index.html and also at http://www.sis.virginia.edu/adminusers/index.html

The folks who attended the last meeting we had on departmental aid on 5/21 - deans' designees plus their fiscal folks - are:

Hicks, Shy (smh6t); Parkins, Richard (rsp); Durrer, Vonda (vd9k); Elzey, Cheyrl (ce7e); Hulvey, Jennifer (jmh4aa); Thompson, Gail (ggt2v); West, Wendy (www6s); Hubbard, Yvonne (yhs); Kimata, Stephen (sak); Glasgow, Michael (mgg5e); Stovall, George (gas5a); Arnold, Tommye (tca3k); Mills, Amanda (ahs4c); Christmas, Gwendolph (gjc); Munson, Janice (jsm3c); Harris, Megan (msh8n); Spangler, Erica (ejs5r); Burns, Cynthia (cfb8e); Wicks, Joan (jew9s); Boyd, Brenda (bbb9q); Kelley, Brenda (bck); Davis, Brenda (bd8q); Edwards, Natalie (nae5c); Fox, Cathy (cjf3d); Lahue, Diane (dl3wc); Settimo, Lorraine (lds2k); Horwitz, Carole (crh5y); Bertram, Nancy (ncb8m); Innes, Allison (ahi2x); al6b@virginia.edu; Alexis Andres; alm7d@virginia.edu; Berger, Edward (ejb9z); ccr5k@virginia.edu; djd4j@virginia.edu; dpw@virginia.edu; ebf9q@virginia.edu; els8a@virginia.edu; gfb7c@virginia.edu; Starsia, Gerald (gs2t); Jacobsen, Lara (lo3k); jg2eforward; Lalonde, Jeannine (jcl7f); Schiff, Marjorie (mas4ys); Patashnik, Eric (emp5qr); ppm5y@virginia.edu; rm5f@virginia.edu; Roberts, Gregory (gwr2g); Barr, Susan (shb2a); SmithR@Darden.virginia.edu; Stegmaier, Mary (ms2bu); Teahan, John (jwt5z); Thornton, Kathryn (kt4n); Carroll, Theresa (tjc4g)

If departmental aid admin users call 4-HELP and push 3-3-4, s/he will get to the SIS Help Desk.

Steve said when reconciling, make sure everything looks ok, you may see something odd from SIS System.

Accounting Services – Devin Herod/BC Worsley

New Federal credit card legislation – mostly to do with personal credit cards, for us it is pretty much the same as last year.

Major credit card merchants have made it harder for hackers, so higher education is a bigger target.

Any credit card numbers that are exposed, cut out the middle numbers (you can keep 1^st 6 and last 4).

SAQ – annual surveys – hoping to get out earlier this year, will be going out next week, will be sent out by email and posted on the UVA PCI-DSS collab

Emphasis on policies and procedures – see section 12 in SAQ (written plan and that people have been trained).

In August, we will be coming out to departments to help resolve issues.

All unused credit card machinery needs to come back to us to be destroyed properly, contact BC for with any questions at 4-4362

For any hosted website or 3^rd party group, you can no longer enter data into the site for a customer. If it is a requirement, you will need to obtain & use swipe-machine, cannot be hacked because it is a phone line.

SAQ – there will be 2 additional sections at the end…a worksheet to explain why process needs to be changed, example in packet. If you check N/A…you will have to explain why.

We are planning workshops to answer questions in the next two weeks, please bring your questions.

Sponsored Programs - Sharon Boyd

Office of Sponsored Programs Year End Processing Deadlines 2009

Grant and Contract Fiscal Year Activity

As with past years, all grant and contracts received at OSP on or before June 30 with a start date prior to July 1, 2009 will be counted in FY09 grant and contract totals. All grant and contracts received on or after July 1, regardless of start date, will be counted in FY10.

Cost Transfers over 90 days old (retroactive requests)

Retroactive requests for permission to transfer labor and/or OTPS costs to a grant must be received by 5:00 p.m. on Wednesday, June 17to be processed as part of year end closing. Requests should follow the normal procedure.

Note: All other requests follow the normal published year-end processing calendar.

University Bookstore – Pat Perkins

New program – gift giving to departments, look to us, we can do the same as outside vendors, some advantages that we offer are:

Accept PTAO

Offer free gift wrap

Deliver fee on grounds

Custom engraving, embroidery

Will help with set up and help hand out gifts

Parking & Transportation – Becca White

We serve patients, employees, students and parents

Support Event Operations

Please see our website for all of our services at http://www.virginia.edu/parking/

Gift Accounting – Debbie Emmart

ISDS – Shy Hicks

IS User Survey

The gift card winner is Edward Miller at the Com School.

We had lots of good feedback from the survey this year. Many people provided comments that included enough detail that we can explore how to improve specific areas of the system. As always, some of the people who are experiencing specific problems did not give us a name. We do have solutions for many of these issues and will be sending out an FAQ document with those answers. Hopefully those people will read it.

A few people said that the system was not available enough, especially on weekends. Our weekend downtime is 3am-noon on Sundays. However, the system is actually usually up by around 8am. So if you’re one of those people who like to work on Sunday mornings, try logging on before noon because you probably will be able to get in. The system is available the rest of the weekend.

The FUSS team will also be reviewing the responses, minus names, to see if there are any issues they would like to tackle on your behalf.

And, as I said last time, you don’t need to wait for next year’s survey to offer suggestions. If you’ve got an idea for how to improve the system, email me and we’ll take it under consideration.

UPDATE – FINALLY CLOSING POs – MAY 27, 2009

ISDS has run the automated process to finally close all POs that met the criteria previously communicated:

For POs Created prior to the UVa Marketplace (July 2001 – November 2006)

— PO has a Closed Status of CLOSED

— PO is in a APPROVED Status

— All Lines on the PO have a Line Type of LPO < $5,000

— Amount Billed is GREATER THAN OR EQUAL TO Amount Ordered

— PO’s Last Update Date is < 01-DEC-06

— Line End Date is < 01-DEC-06 or is NULL

— PO is NOT CANCELLED

For POs Created through the UVa Marketplace (December 2006 – Present)

— PO has a Closed Status of CLOSED

— PO is in a APPROVED Status

— PO was automatically generated from requisition – not created by a Procurement Services buyer

— Amount Billed is GREATER THAN OR EQUAL TO Amount Ordered

— PO’s Last Update Date is More than 6 Months Ago

— Line End Date is More Than Six Months Ago or is NULL

— PO is NOT CANCELLED

In an effort to help departments identify other POs that might be considered for finally closing, ISDS has developed a Discoverer report named PO.PO Not Auto Final Closed. This report should be available in iODS by in early June. Watch for an announcement from ISDS announcing its availability.

This report can be run by Project Number, Award Number, Carrying Out Org., MBU or Department, or any combination of these criteria. The report results will include all non-cancelled POs in a CLOSED status that failed to meet the criteria for automatically being finally closed.

POs on this report include those that meet one or more of the following criteria:

POs Created prior to the UVa Marketplace (July 2001 – November 2006)

· PO is NOT in an APPROVED status

· PO’s Last Update Date is less than six months ago

· Line End Date is greater than 30-NOV-2006

· Line Type on Any Line of the PO is NOT LPO < $5,000

· Amount Ordered is GREATER THAN Amount Billed

POs Created through the UVa Marketplace (December 2006 – Present)

· PO is NOT is an APPROVED status

· PO’s Last Update Date is less than six months ago

· Line End Date is less than six months ago

· PO/LPO Flag is NOT LPO

· Amount Ordered is GREATER THAN Amount Billed

ISDS will continue to automatically finally close POs based on the original criteria on a monthly basis. This automated process will be run the last week of each month. Therefore, the best time to run the Discoverer report will be the first week of each month. This will ensure that the latest results of the auto final close process are reflected in your results.

Departments should observe the following guidelines before finally closing a PO:

· A PO should NOT be finally closed if additional receipts, invoices or credit memos are expected against it.

· All invoices matched to the PO should be paid BEFORE finally closing a PO.

· *Do NOT finally closing a PO until any contract period or period of performance associated with the PO has passed by at least six months (Line End Date more than six months ago).

· *The last update date for the PO should be at least six months in the past PRIOR TO a PO being finally closed.

· Purchase Orders created by Procurement Services buyers should NOT be finally closed by the department. Instead, the department should request the PO be finally closed by submitting an online PO Change Form located on the Procurement Services website at https://www.procurement.virginia.edu/netbadge/pagepochange&page=pochange

NOTE: These criteria are NOT applicable if OSP has directed you to finally close all POs associated with a Sponsored Program Award (Award number starting with a G) that is being closed out.

Rose Chisholm

· June 3rd announcement on the IS Reports web page regarding the new LD report http://www.virginia.edu/integratedsystem/reports/index.html

Procurement

John McHugh

Thanks to those of you who attended the pre-session. We will have many more.

Introduced Matt Marshall and Becky Sims

New contract with GuyBrown Products (formally Concerto) – minority vendor, they have good pricing, they have a hot list of 350 items. Prices on HP Toners are better than other vendors

Supplier Quality Rating Tool – Please use, vendors know we have it

Dolores Hildebrand

Purchasing Card – register with BOA Works to see statements on-line. We will eventually stop getting paper copies.

Email reminders – requirement for annual training, can do through self-service….this is a State requirement.

The next Fiscal Administrators meeting is scheduled for Monday, June 15, 2009, at 10:00 am in the South Meeting Room, Newcomb Hall.

The next Fiscal Administrators meeting is scheduled for Wednesday, May 27, 2009, at 10:00 am in the South Meeting Room, Newcomb Hall.