FISCAL ADMINISTRATORS MEETING
June 14, 2007
Please note: Meetings are scheduled from 10:00 – 12:00. Please plan to attend the entire meeting.
Steve Kimata – Opening Comments
AS Year End Cutoff reminders:
- Cost Transfers and LD Adjustments – June 21
- Questions? Call Tommye Arnold or Lisa Shuler
- Clean out Labor Suspense and OTPS Suspense Accounts
- Questions? Call Vonda Durrer or Sharon Boyd
- Reminder F&A recoveries – Caroline Beeman will make final settlement in July
- Space Survey – base year request for data – if you have not filled it out yet, please do!
- Today is Martin Beekman’s last FA Meeting
ISDS Year End Closing:
- All responsibilities will be left on until 6/26 at 6:00 pm. After that time you will still be able to key data, but it will not process until the new year – 7/2
- Loading the Annual Budget 7/1-7/2, so the system may be a bit slow
Debbie Emmart – Gift Accounting
Fiscal Year End Processing Dates
- Monday, July 2 at 3:00 is the cutoff for processing gifts
Office of Development and Public Affairs - Gift Accounting:
Mailing Address:
PO Box 400807, 22904-4807
Fax: 434-243-0219
Physical location: (for deliveries only)
Piedmont Centre
2405 Ivy Road
(location: between Bellair Market and Charlottesville Tractor)
Director
Michael Lutz
924-6027
mel7u@virginia.edu
Asst Director for Reporting Gift Accounts - New Gift Accounts
Steve Farish
924-4013
sbf4w@virginia.edu
Asst Director for Special Projects - Gifts of Stock
Cecilia Baber
924-1015
cth5c@virginia.edu
Asst Director for Operations - Outside Foundation Reporting
Debbie Emmart
924-1013
dle6h@virginia.edu
Asst Director for Daily Operations - Oversees Daily Work Flow
Tracy Plunkett
924-4010
tmp3a@virginia.edu
Gift Processors
Gigi Roberts
924-6904
gsr8c@virginia.edu
Mary Poe
982-3034
mmp4y@virginia.edu
Nitin Tripathi
924-3269
nrt2c@virginia.edu
Leigh Ann Chewning
243-0625
lac5x@virginia.edu
Linda Powley
924-6933
law4x@virginia.edu
Useful Links:
Development Community Webpage: www.dev.virginia.edu
Deposit forms: www.dev.virginia.edu or forms directory – Hospital and University (PDF)
Conflict of Interest forms: www.healthsystem.virginia.edu/internet/grants
* Required with all SOM gifts from Corporations, Drug Companies, etc
Jim Matteo – Treasury Operations
- Update on Treasury activities
- System is live as of May 31
- Finalizing policies and procedures for internal investing and borrowing
- Introduced Julie Richardson – new employee – she worked for Lennar
Corporation (Homebuilder) in Miami, Florida
- Three new items to be released over the next two months
- New policies for internal investment and loan programs – they will be on the University Policy Directory late July or early August
- New procedures for both programs to be located on Treasury’s web site
late July or early August
- Draft procedure for Internal Investment handed out
- Fund types mentioned
- It will have links to policies, procedures and forms
Procurement Services
- can change PTAO, increase limit, cancel card, increase transaction limit,
change person responsible for changing PTAO, exemption from
monthly limit (over $7500)
- e-mail will be sent out with this info
- New vendor form – not yet available - once available, this will be the only form accepted – no paper or faxes
- Flashlight icon now brings down 100 results instead of just 10
- Expenditure Type search will soon be available
- Textile Rental/Sales expanded
- Festive Fare Catering, etc.
- Web Design Services and Paint and Paint Supplies have been expanded
- Introduced Cathy Woodson, Debbie Lane and Frank Fountain (Buyer)
- We offer training for Vendors –
- Electronic invoicing is coming.
- Planning to begin in July with one vendor – Fisher – then slowly add
more, like the Supply Room and Dell until people get used to it.
- Eric Denby reminded group that Procurement will come out to department for those that need help. Call and ask if interested.
Steve Kimata – Closing Comments
Because UVa is so decentralized, Restructuring Benefits depend on individual departments doing everything right. There are 52 targets and benchmarks that have to be met every year. UVa has to be certified of this on a yearly basis. Thank you, departments, for all you do.
The next Fiscal Administrators meeting is scheduled for August 15, 2007, in the South Meeting Room of Newcomb Hall at 10:00 am. There will be no meeting in July.
