FISCAL ADMINISTRATORS MEETING August 12, 2009 Fiscal Administrators Meeting South Meeting Room, Newcomb Hall Opening Comments – Eric Denby Director, Employee Development – Bryan Garey Information Technology & Communication (ITC), the Integrated System (IS), and the Student Information System (SIS) are moving forward with the transition from separate help areas to a single, unified help desk for IT services at UVa. In addition to being a central place for providing help, services will be enhanced to include 24/7/365 support to the University community via email, phone, chat, and online self-service. The number to dial in is 924-HELP. Office of Strategic Planning &
Analysis – Susan Herod The required reports in reconciliation procedure
(1-4) have been modified in recent months to EXCLUDE the IS.FM_Project BBA
by Expenditure Type. In its place is the new required report, IS.FM_Project
BBA Summary. This report contains the same data as the original
report in a condensed format, thus producing less paper. Additionally, it
contains signature lines for both the reconciler and the approver, similar to
the PI reports. The IS.FM_Expenditure Detail by Project is still
required for all types of reconciliations. ISDS – Shy Hicks · Self Service Time & Leave Go Live - Production will be
unavailable from 5pm on Friday, September 11th until 7am on Monday,
September 14th. This
will include all responsibilities and the Marketplace will be unavailable. So you should plan your purchasing
before this weekend to insure that your people who work on the weekends have
what they need before the 14th. · Improvement to UVa Payment Voucher/Invoice Report - A new optional parameter
- Voucher Preparer ID - has been added.
By entering both an Integrated System user id in the "Voucher
Preparer ID" field AND a range of voucher numbers, the process will
generate a report for each voucher number within that range that was prepared
by that user. Vouchers within the
specified range that were prepared by someone else will NOT be printed. This will allow users who enter
multiple payment vouchers in a single day to run the process once to produce
reports for ALL payment vouchers that were entered by them. ·
Marking
awards and projects for SIS – When you
are creating a new project that can be used in SIS, you should answer Yes to
Question 6 on the revised Project Create form and attach it to the project
before sending it to your GM Setup Specialist. If you are using an old version, please go to the Forms
Directory and save the newer version. If
"Yes" is checked, your GM Setup Specialist will mark the associated
award on the reference tab to appear in SIS as a valid award. Because it is the source of funds that
detemines whether expenditures related to student activities can be incurred,
the award is flagged rather than the project. If a
previously created project-award combination subsequently becomes eligible for
use in SIS, you must contact your GM Setup Specialist and request that the
associated award be marked for use in SIS. The award
source of funds will indicate which GM Setup Specialist should be contacted
since different sources of funds are handled by different areas. Here is a
link to the Processing Funds website which shows which offices handle each type
of funds: http://www.virginia.edu/finance/funds/Fr_RevenueProcess.htm GM Setup
Specialists are receiving a separate email which explains how to flag the award
for SIS use. IMPORTANT
NOTE: This does NOT apply to
projects linked to sponsored program awards (Gs and Zs). The Office of Sponsored Programs sets
up these projects and awards and will mark them for use in SIS in accordance
with the grant requirements. UHR – Darrell Kozuch The Fringe Benefit rates have been
approved by DHHS…what was submitted was approved. Take 5 for Five – Over the next
five months five BIG changes are coming for U.Va. employees. Please see our website for
details: http://www.hrs.virginia.edu/news/postings/take5.html
Procurement Services John McHugh Our pre-session today
was well received, thanks to those who attended. Webinar Presentation - On July 22, we held a
webinar to outline the recent changes to the Marketplace. It was a big success!
For those who missed it, we’ve posted a recording – the audio starts
right away, and the video comes in a few minutes later. You may need to install
a special codec to be able to view the video. Mac users, we are sorry, but
despite GoToWebinar’s insistence that this should be viewable, we have not been
able to see this on a Mac. A link to the standalone Powerpoint presentation
used for the webinar is provided for those who can’t see the video. UVa
Marketplace Webinar Presentation Conversion to new Fedex
contract was July 1st.
Call Charles Kidd if you don’t think you were converted, if your address
had UVA in the name or local zip code, it was automatically done. You can save money by choosing 2 day
shipping instead of priority overnight. Chasens – had to
sell – sold to American Office, who still distributes Herman Miller. The sale is not completely finalized,
still in transition period. Shannon Wampler FY09 SWAM Stats –
minority owned $13.5M – 12% better than last year, Women owned $24M
– 66% better than last year.
Total SWAM amount is $167,589,761, a 45.4% increase over last year. Non construction rose 13.7%. Thank you for your
efforts. Eric Denby Government
Executive Order 82 – no bottled water regardless for source of funds,
can’t buy unless you have documentation for health
or safety reasons. Equipment
Energy Star rated – we can only purchase equipment with this rating Copiers/Printers
must accept recycled paper If
you are having a conference, you should use a VA Green Hotel, check their
websites. The hotels must fill out a simple questionnaire to become
Green, it is not hard to become certified. We
sent a letter to everyone who does business with UVA speaking of our budget
cuts, asking them to look at their prices. 30 to 40 have responded in a
positive way, we will indicate which ones in the Marketplace who participated. The next Fiscal Administrators meeting
is scheduled for Wednesday, September 9, 2009, at 10:00 am in the South Meeting
Room, Newcomb Hall. |
E-mail comments to: Comptroller@Virginia.edu |