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FISCAL ADMINISTRATORS MEETING September 12, 2007 Please note: Meetings are scheduled from 10:00AM – Noon. Please plan to attend the entire meeting. Steve Kimata - Opening Comments Budget Office – Melody Bianchetto Budget Reductions -The state’s revenue forecast was for 6.5% growth last year, but actual growth was only 5%. As a result, more money was appropriated to state agencies than was collected by the state. - Therefore, the State has an overall revenue shortfall of $641 million for this and last year. All state agencies have been asked to submit budget reduction plans. - The University submitted to the state a budget reduction plan for a 7% ($10.7 million) reduction on Monday, September 10th. - University departments with SG, SS, and LG awards have been asked to prepare a 5% reduction plan over the next several weeks to submit to their VP. - The VPs will review plans to identify budget reduction strategies that can be implemented. VP-reviewed budget reduction plans are due to the Budget Office on November 10th. - Actual budget reductions to be assessed to departmental budgets will be communicated after review of these plans. - In December we will hear the 2008-2010 budget from the Governor and will learn about potential budget reductions next year. - We are looking at these, not as cuts but, as a strategy for the future. We are cleaning up unnecessary expenses so that we can reinvest resources into strategies identified by the Commission on the Future of the University. Internal Audit - Barbara Deily Personal Use of Computers - Just a reminder that there should be no running of personal businesses while on University time, or while utilizing University resources. You should not use your computer to keep up your website, your phone for making business calls unrelated to the University, or our mail system to send out mailers. For example, if you have a Real Estate business, you should not be making calls or updating your website during your day at UVA. - The University does not monitor what websites you visit or who you call unless there are allegations. Bandwidth, however, is monitored at all times, so if you are, say, downloading a movie, ITC will notice. Duplicate Reimbursements - We need to make sure we keep track of reimbursements on a departmental level. It is difficult to keep track of because there is no real system in place for this. Try to keep a list or folder of reimbursements to prevent fraud. We need to make sure we are keeping track of what expenditures we are expected to reimburse, and that they are approved before the expenses are incurred. - It was suggested that an email be sent out at the beginning of every month asking about planned travel for the month in order to stay on top of expenditure estimates, and to keep this information better organized. Exceptional Assistant’s Network – Tara Poleski Upcoming Conference - The 5th annual EAN Professional Development Conference, “It’s all About You: Taking Control of Your Life and Your Career”, is being held Wednesday, October 24, 2007 at the Doubletree Hotel. - It’s $100 for EAN members and $125 for non-members. The early bird price is being extended through next Friday, September 21. - Anyone in a support role is welcome to attend. It’s a good network to tap into – lots of good resources and support. - For more information, visit the website http://www.virginia.edu/ldc/conferences.html#october, or email Audrey Dodson (aed2f@virginia.edu). - If interested in becoming a member, go to the Leadership Development Website (http://www.virginia.edu/ldc/core.html#assistant) and take a look at the Core Program, which has been moved to October this year. It’s a 3 day course, after which you will become a member of EAN. ISDS - Shy Hicks Problems – These are the ones we are aware of. If you have any other issues, please call the Help Desk and report them, or if you are having anything similar, please let them know. 1 - You may find a blank in the Project Burdened Cost column in Expenditure Inquiry or in ASI. We believe we’ve corrected all these but if you do find one, please report this to the Customer Support Center. 2 - In August, some expenditures were flagged incorrectly and were not picked up in the monthly report table. So on Discoverer reports you may see F&A or Fringe Benefit expenses but the direct expenditure that generated the F&A or Fringe Benefits expense is missing. We are working with Oracle to identify and correct this population. 3 - From July 1st thru August 16th, there is a problem with Fringe Benefits and F&A burdening being posted to the wrong award. Within a specific expenditure batch, if a project was funded by multiple awards, the burden expense was charged to only one award rather than split between the various awards. For example, a labor expense generated fringe benefits expense for an employee paid from one project funded by two awards. In that case, the total fringe benefits were charged to only one award rather than split between the two awards. Projects funded by single awards were not affected. PLEASE DO NOT ATTEMPT TO CORRECT THESE YOURSELF. We are working with Oracle to identify and correct this population as well. 4 - August 25th and 26th system upgrade changed the underlying database configuration. Some reports are taking longer to run than usual. Specifically the GL Project Activity Reports and the Expenditure Detail Reports. This issue is being worked on. 5 - Project to create credits from eVA on your billing will be implemented as part of the next bi-monthly fee distribution in November. The solution will create a final eVA transaction for the difference between the total PO amount and the total Invoiced amount where the status of the PO is Closed or Finally Closed. If the difference is a credit, this transaction will be submitted to eVA and the resulting eVA fee credit will be received as part of the next bi-monthly fee distribution. If the difference results in additional expense, the transaction will be submitted to eVA and the resulting eVA fee will also be included in the next billing. There will be more on it at the next meeting. 1-4A PI Reports - Reports have been cleaned up so that they only take up one page - $0 lines have been deleted, if there is no activity the account does not show up, etc. - BBA Summary Report shows only non-grants now, as opposed to both. There is a place to sign the bottom of the report. To see the prototype, you can look at RA6J.FM.Project_Summary. - There are lots of different search criteria to narrow or broaden the search. You can set it up to default to the prior period, or you can set it to automatically run the report the 1st of every month. - To see a prototype of these reports, open the RA6J.FM_Project BBA Summary report in Discoverer. Procurement – John McHugh Changes - Jefferson Supply has changed their name to Commonwealth Distribution. - Concerto has been sold to the primary owner Guy Brown. It will have a new Tax Identification Number (TIN), will be 100% minority owned, and will have a new name. The eVA fee was temporarily be 2% due to the TIN change and registration status in eVA. Everything else will remain the same. NOTE: Concert has resolved their registration status with eVA and is not called Concerto – A Guy Brown Company New We are about to release 50 new catalogs in the Marketplace. Some of them include: - Anixter – electrical supply - Southwest Janitor – a big minority run wire supplier out of Roanoke - Technology Integration Group (TIG) – national supplier, minority - Qiagen – a chemical supply company, will be changed to Punchout Electronic Invoicing - October 1 we will be turning it on with Fisher Scientific. - Call Terry Butler if you would like a demo. - Audit will look at electronic invoices online – you do not need a hard copy in your files. The new Fisher Scientific electronic invoices will appear on the FM_Expenditure Detail reports for monthly reconciliation. In the "transaction no" field, the voucher number prefix will be 'ELC". Example" Vchr:ELC8803 Inv:1506106. This will indicate to reconcilers and auditors that the invoice is stored electronically within the system and no paper copy is required in the reconciliation paperwork. - Negative confirmations are still done the same way – notify procurement. - People are concerned about others following through with looking at invoices online – makes fraudulent orders easier. You can change responsibilities so that orders must be approved. - These invoices are only from orders made in Punch-out Catalogs in Marketplace. - We are easing into electronic invoicing. We will have to deal with issues as they arise, which is why we are starting with only one vendor. We look forward to working with you all on this, and welcome any suggestions you may have. Visit Procurement Services website for more information about Electronic Invoicing http://www.procurement.virginia.edu/main/departments/ElectronicInv.html Purchase order delivery When a PO is approved by Procurement Services, The Integrated System notifies you of the approval. Because you can now see when an order has been approved in the Integrated System, we are looking to do away with sending out hardcopy POs. You will be able to check the status in the System and keep track of it that way. Any contracts will be scanned and attached to the PO online. We will start asking that documents be faxed to us as opposed to being sent by Messenger Mail. The next Fiscal Administrators Meeting will be on Thursday, October 18, 2007 at 10:00 in the South Meeting Room, Newcomb Hall. |
E-mail comments to: Comptroller@Virginia.edu |