Fiscal Administrators Meeting
Tuesday, September 18, 2012
South Meeting Room, Newcomb Hall
Opening Comments – Steve Kimata
University Human Resources
Our third cohort of Super Temps begins training Sept. 17 through Sept. 28. Just as a reminder, the purpose of this program is to help you, our partners, fulfill departmental staffing needs while providing excellent opportunities to 12 extremely talented, capable and skilled individuals. This one-of-a-kind program provides Super Temps with Integrated System Human Resources, Finance, and Student Information System training, as well as equipping them with an I-key and ID. Combining their already outstanding talents with knowledge of the Integrated System, the Super Temps immediately contribute to departments by filling challenging roles.
This cohort of Super Temps will be ready to begin work on Oct. 1. Attached you will find the training outline for the program. You will notice that all of the Super Temps will be trained in both HR and Finance.
We will not be hosting a Meet and Greet session for this cohort nstead, we invite you to view the personal introduction videos, biographies and "Skills at a Glance" for each Super Temp on the Temporary Search Group website at http://www.hr.virginia.edu/other-hr-services/uva-temps/super-temps/super-temps-cohort-3/.
Much like last year, you will want to reserve a Super Temp early! Contact me via email at email@example.com or via phone at 434.924.3330 to reserve your Super Temp today!
Following is the third cohort:
For the past nine years, Karen has been sharing her skills as a Marketing and Communications Manager in a national recruiting agency. Business development, sales and marketing communication materials, direct mail and email campaigns, trade shows, and public relations, including social media and web development, are what comes natural to Karen Barnes. She wants to put her knowledge of contract negotiations, her relationships with various vendors and her marketing skills to use with the University. Karen has her MBA in Marketing from the Wharton School of University of Pennsylvania.
Mutinta completed her degree in Commerce from the University of Virginia with a concentration in Marketing and Information Systems and Business Analytics. Mutinta’s knowledge and passion to help maximize the efficiency and productivity within an organization makes her a great benefit to the work force. Her excellent communication skills were gained during her work as a Linguistic Assistant, as well as in her customer service position with the University of Virginia Bookstore.
Phil recently completed a Post Baccalaureate Pre-Med program at the University of Virginia, following a Master of Science in Healthcare Administration from the University of North Carolina at Chapel Hill. Prior to his enrollment into those programs, Phil worked as a Project Manager in Missouri for a large S&P 500 company, designing electronic medical record systems for regions worldwide. Additionally, he managed staffing, travel planning, and project performance for over 75 people, and processed RFPs for client and third-party vendors with project values of over $1 Million. Phil has a Bachelor of Science in Marketing Management.
For the past 12 years, Laurie has provided executive support at Cornell University, most recently to the top manager of a 54-person organization with staff located all over the country. Managing the Board of Trustees Committee on Alumni Affairs, contributing as a member of the Alumni Affairs Leadership Team, and serving as a principal liaison are a few things among many in Laurie’s background. Having worked in a diverse and ever-changing office within higher education, Laurie comes equipped and ready to be a great fit at the University of Virginia. Laurie received her Bachelor of Music from Ithaca College.
Robert spent most of 2011 with the University of Virginia at the Darden School of Business putting his marketing and communications expertise to use. As the Strategic Communications Manager, he drafted fundraising proposals, wrote stewardship reports, and shaped news stories and publications targeting Darden’s donor base. Prior to Darden, Robert utilized his research and marketing skills to create music, video and book products for an international direct-marketing company. Robert has also written and developed content for television, print and the Internet for well-known media and publishing companies. He has a Bachelor of Arts degree in English from Brown University.
Michelle recently left Wyoming where she spent the summer as a Mentor for Americorps’ Field Education Staff summer internship program. With a Bachelor of Arts degree in English Literature and Psychology from Miami University and a Master’s of Education degree from Xavier University, Michelle spent seven years teaching Language Arts and Experimental Programs in middle schools. Most recently, Michelle designed international field programs with Semester at Sea in their Department of Academic Affairs. International Relations is a passion for Michelle, having recently taken a trip to Haiti with the Building Goodness Foundation.
For over a year, Michelle has been operating her own management consulting company, assisting corporate, nonprofit and government clients in organizational development, research and evaluation, strategic and operational planning. As a consultant and project manager, she has experience in project design, market research, proposal and grant writing and program implementation. Prior to becoming an entrepreneur, Michelle managed US Federal Government contracts, including USAID projects, supporting economic development all over the world. Michelle has her MBA from ESADE Business School in Barcelona, Spain.
Scott is the co-founder of the Central Virginia Lacrosse Club, putting his vast knowledge of business development and customer service to great use. Prior to going full time into his own venture, Scott worked as a Sales Development Manager, leading the mission to create significant change in the company’s sales culture, as well as aiding in the branding, and the changing of organizational behaviors. Scott is well-versed in identifying suppliers, developing marketing strategies and research. He holds a Bachelor of Arts degree from the University of Virginia in Rhetoric and Communication Studies.
Super Temp Skills at a Glance
Super Temp Training – Cohort 3
Combining HR and Finance Training For Our Third Cohort Group
Two Week Session
· Information Technology Set-up – ITS tokens, Netbadge, Responsible Computing Quiz
· Online required training – Emergency Preparedness
· UVA Systems Overview and Access (HR/Finance, Jobs@UVA, SIS, ESHARP, Skillsoft, etc.)
· IS Navigation and Discoverer
· Purchasing (Purchasing at the University of Virginia – online; PO1: Departmental Purchasing, and PO2: Advanced Departmental Purchasing/Payment Vouchers)
· Grants Accounting (GA1: Projects and Awards, Finance Reports, and GA4: Transactions)
· General Ledger (GL1)
· Accounting Services classes (Introduction to University Business Administration and Internal Controls)
· Human Resources (HR: Departmental Human Resources and HR: Capstone)
· I-9 Online
· SIS training
· Employee Self-Service
· Closing, Evaluation, Feedback and Graduation
IS Responsibilities that would be immediately available
· PO Shopper
· PO Requester
· PO Purchaser
· AP/PO Viewer
· GM Transaction Specialist
· GM Award Manager
· GM Project Manager
· GM Viewer
· GL Viewer
· GL Specialist
· HRMS Specialist
· HRMS I-9 Specialist
· HRMS Viewer
· ODS Specialist or ODS Specialist-Limited (for HR functions)
Note on SIS roles: The two-week training program will not provide any of the Super Temp with immediate access to SIS. Depending on SIS roles requested upon placement in the department, additional training will be provided by a UHR trainer. However, the Super Temp will have completed all SIS prerequisites.
Shana can come to your department if you are interested.
400 people came to the health fair held at the JPJ.
Click here for PowerPoint file: Hooswell
Health Question or Concern? Call the Informed Health Line 24/7 at 800.556.1555.
Talked with an RN and get trusted answers to health-related questions.
Visit the DocFind online provider directory at www.aetna.com/docfind/custom/uva or
call Member Services at 800.987.9072 for help finding in-network providers.
Aetna Disease Management: Get support, information and advice for over 35 health
conditions from trained disease management nurses. 866.269.4500.
Open Enrollment October 29 – November 16, 2012
Email will be sent announcing.
Click here for PowerPoint file: Open Enrollment 2013
Expenditure Credits – An audit was recently done, a lot are not being done correctly. Expenditure credits should only be used when the payment reimburses the University for an expenditure that it has incurred. It is not to be used for fees or course payments. If you have any questions about this, please contact Debby Kessler at 3-2216 or dak2a.
Data cleanup effort is underway! The two-part process involves technical changes to the data source (ODS) that will remove projects previously identified as problems. This effort will correct data for Oct-12 and future months, and will be implemented Oct 1.
The second part of this process involves the removal of these projects from the Oct-11 through Sep-12 data. This effort is currently underway, and will continue after the Oct 1 implementation mentioned above. The anticipated completion date is Dec 31.
As part of the Oct 1 implementation we will be changing a column heading on the Welcome screen. The percentage column title “Success/Timely” will be changed to “Percent Complete” to properly reflect the calculation of the overall completion rate. A second column will be added at a future date to calculate the percentage of reconciliations completed on time.
Accounting Services is offering a new class/workshop on Cost Transfers. Two sessions were scheduled in October and filled within minutes! Future sessions will be added using feedback from the initial sessions. Check our website or follow us on Twitter: @thelynns_uva
Office of Sponsored Programs – Sharon Brooks
1) Core classes/workshops are scheduled out through December, these courses serve as a good refresher as well as providing the building blocks for new employees in Sponsored Programs Management.
2) Research Administrators Forum – Next meeting: Tuesday, October 2, at 8:30am in South Meeting Room, Newcomb, open to all, current topics, guest speakers – all are welcome to attend.
1) 1) Effort@uva upgrade – User Interface look will change, with some user enhancements added. Demos of the newer look/feel are coming up in the months ahead. We need testers, if interested, please email Andrew Bedotto at ab3ah.
2) 46% of the effort reports generated in August were not moved from the ‘pre-review’ status. There is concern that the 15 day ‘pre-review’ window is not used as intended for the review of completeness by the effort reporting coordinators (as best as we can determine being administrators of the process). Keep in mind that once an effort report moves beyond the ‘pre-review’ status and if LD adjustments become necessary, a retro request form is required. This places added burden on both the field and OSP. Labor Suspense costs included on any effort report should be fully investigated prior to the report moving into an ‘uncertified’ status. This does not mean that the suspense costs necessarily are assignable to sponsored projects – only that those suspense dollars need to be correctly cleared and applied to another source of funds.
3) OSP Forms – when there are lines for approvers and signatures, please be certain that they are completed by person having the knowledge and authority to attest to the information contained on these forms. Forms that are not properly authorized and signed will be returned for completion. The Goldenrod form can constantly change – be certain that you are using the most current form by accessing the OSP Forms page at: http://www.virginia.edu/sponsoredprograms/forms.html. Do not stockpile these forms and submit old versions.
4) Office of Inspector General (DHHS) audit at Florida State University – resulted in a $3 million settlement of unallowable/unsupported costs on Sponsored Programs. The ‘allocation’ of costs to grants/contracts relative to the specific benefits received was the main focus of the audit. The direct charging of costs that were not properly allocated or were F&A costs accounted for most of the findings.
5) 3% Lump Sum Bonus and Sponsored Projects (G and Z Funds):
The University wide 3% bonus is an allowable direct salary expense on sponsored projects (unless the sponsor per their terms and conditions is not supporting salary costs at all). When the bonus payment (paid via a ‘lump sum ‘payroll element type) is processed by Payroll, those bonus $$ will follow the LD Schedule (allocation) in place at the time of payment processing. Therefore, if a sponsored programs PATO is included in that LD schedule, the grant source will absorb it’s portion of the bonus $$. It is of course totally up to the PI if he/she does or does not want the bonus/or it’s allocated portion to be applied/charged to sponsored funds. Regarding the NIH salary cap, there are no payroll/system controls in place to prevent a bonus from being paid to the respective grant source thus exceeding the cap. This calculation/upper limit is something that needs to be controlled through proper LD scheduling.
6) Payroll Overpayments on Sponsored Projects (G and Z Funds):
HR/Payroll (Dorothy Moyer) will process LD adjustments to relieve the sponsored project of the overpayment as soon as there is an awareness that this has occurred. This action is inclusive of salary/wage overpayments as well as any type of employee leave overpayments. That adjustment will remove the associated costs to the unit’s payroll suspense account and the repayment process can begin. In no event should those costs ever be adjusted back onto a sponsored source of funds (unless it is a residual account). The responsibility to ensure that this 2nd adjustment is not done against sponsored funds rests with the unit/department. Please help us spread the word as these costs in essence are ‘unallowable’ and should be absorbed by other university sources/funds.
Procurement and Supplier Diversity Services
· Hospital Store Room Closing – email came out last week, cannot supply academic departments anymore, losing warehouse. Friday, September 21st was the last day they accepted orders. You may buy items that were purchased there direct from Owens & Minor (located in favorites list in Marketplace) at the same price.
· Hotel restriction on p-card has been lifted only for reservations in PanAm. If done outside of PanAm, department will receive warning, second time, card will be suspended.
· Form must still be filled out for 1st night reservation to use P-card. Once PanAm is live, this form will be removed.
· Please check website for list of vendors that must be paid with p-card. People are still using PO’s and payment vouchers.
· Carrie McGowen is going on leave soon, she is training Jose Cohen. Please email firstname.lastname@example.org or jc2be if you have questions. Please use p-card change form.
· Master Card program for local funds – less restrictions, can use in restaurants. If interested, let Dolores know.
· Surplus Property – New contractor started last week (JLR) out of Culpeper. You can still bid on items on-line, will bring them to you. Make sure all desks and file cabinets are empty and unlocked. Place all items together in a central location for pick up. Also need to hear from you if you’re having any problems with CRS.
· Creative Recycling Services is the contractor that picks up computers and other equipment that may have data. Please let us know if you are having any problems with them.
· Vendor training - will have a pre-session soon on what we teach vendors so you will have an idea of what they are told in case they ask you questions.
· PUC Coordinators list is not being updated
· We are having higher incidents of vendors delivering to Procurement and Supplier Diversity Services, make sure they have the correct department code.
The next meeting is Wednesday, October 17, 2012 at 10:00 am in the South Meeting Room, Newcomb Hall.