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FISCAL ADMINISTRATORS MEETING October 18, 2007 Please note: Meetings are scheduled from 10:00AM – Noon. Please plan to attend the entire meeting. Opening Comments – Steve Kimata Update on Training – Business Professionals Development Program is now in place. This means all new employees must take the Intro to University Business Administration and the Internal Controls classes before they will be granted IS access for Oracle Finance Responsibilities. We can come out to the different Schools to give training if it makes it easier. Just let us know. The Auditor of Public Accounts is almost done with the Audit for FY2007. One management comment that we received is about security access. If someone leaves or changes departments, you must make sure to terminate their access to any systems. Even if they are going to have access in another department, terminate it. Let the other department set up the proper access for them. It’s VERY IMPORTANT! Printing & Copying – James Higgins Kandy Harvey – Customer Service Rep (was once Desktop and Design Supervisor) Desktop and Design – We just got a new 4-color press installed. If you are beginning work on a project, give us a call and we will help you with printing ideas. We are here to support the University – save you time and money. Let us help you avoid pitfalls - many desktop programs are not set up to format documents properly for printing, but we can format correctly the first time. What you send out represents UVA. Let us help you maintain UVA’s identity by ensuring official branding. ISDS – Shy Hicks Handout eVA BILLING INSTRUCTIONS The University is charged an eVA fee by the Commonwealth of Virginia for each purchasing transaction. The fee will be charged back to the department that initiated the original purchase. After discussions with various user groups and central departments, the rules for charging the eVA fees to departments have been established and are presented below. SPONSORED PROGRAM AWARDS NON-SPONSORED PROGRAM AWARDS Option 1. The department may designate a default PTAO for all expenditures initiated by that department based on the Organization code. This is a single PTAO combination and will be used for all expenditures, regardless of the PTAO combination that exists on the PO Option 2. The department may request that all eVA fees be charged to the PTAO combination that exists on the PO at the time of billing. CURRENT eVA INSTRUCTIONS BY ORGANIZATION http://www.virginia.edu/integratedsystem/howdoi/docrepository/Organizations.xls The third tab of this spreadsheet contains each organization and their current instructions for both “G” and “non-G” awards. CHANGES TO eVA BILLING INSTRUCTIONS BILLING CYCLE IS BI-MONTHLY FREQUENTLY ASKED QUESTIONS 1. Can I give different instructions for different projects? Answer: No, the instructions are specific to each organization value. For non-sponsored program awards, you may choose to distribute the eVA fee back to the PTAO that funded the original purchase or you can select a single default PTAO to charge all eVA fees for your organization. But you cannot select more than one default PTAO for your non-sponsored program awards. For sponsored program awards, you must provide a single default “non-G” PTAO for each organization value. 2. Can I change my instructions? Answer: Yes, you can change instructions for the sponsored program award or the non-sponsored program award or both at any time by emailing Sue Clements (sbc5s@virginia.edu). 3. How do I get a refund if I do not spend the total amount of the PO? Answer: You can receive a fee refund by changing the PO status to Closed or Finally Closed. This will then generate a transaction for the difference between the total PO amount and the total Invoiced amount. That new transaction will result in a fee credit if the PO amount is greater than the invoiced amount. If the invoiced amount is greater than the PO amount, this will result in an additional eVA fee. 4. What happens to the eVA fee if I change the PTAO on the PO distribution line after the PO has been created and approved? Answer: If the PO distribution line is changed before the end of the billing cycle, the eVA fee will be distributed to the latest PTAO. If the PTAO is changed after the end of the billing cycle, the change will be picked up as a transaction in the next cycle and you will receive a credit to the original PTAO and a new debit to the latest PTAO. PO’s YY and University charges should not commingle. Create 2 separate PO’s. Corrections from July/August should be on the November reports. Credits for closed and finally closed PO’s should be in the November billing. If not, you will see it in January. They will be retroactive, but we are not sure how far back yet – eVA purges data after so long. We are trying to match up as much as we can. Procurement Services Terry Butler e-invoices Catalog orders only - non-catalog and add-ons will still be paper. 800 e-invoices so far, and going very smoothly for AP Because your invoice is sent so quickly, allow about a week to receive your goods before putting the invoice on departmental hold! If you do not receive an invoice, you can run the Payment Voucher/Invoice Report in Oracle to see it Dell will be the next vendor to go electronic Holds As of yesterday, there were 125 invoices on hold requiring a new PO. People are still calling the vendor and placing the order instead of using the Markeplace. Do Not Do This! Travel New Travel Limits effective as of October 1st for lodging, meals and incidentals. See web site. John McHugh Introduced Charles Kidd and Lana Kelsey PayPal Cannot use it – it’s a legal issue. UVA cannot agree to indemnify PayPal. General Counsel is trying to work through it so you can, but as of yet have not been able to come to an agreement If/when there are any changes with this, we will let you know. If another company uses PayPal to process your credit card, that is okay, but you cannot directly use PayPal for University transactions. Marketplace Applied Bio-Systems will be switching over to punch-out next week Eric Denby Electronic PO’s will start November 1st SWAM Last FY, did well. Increased numbers from 05-06 to 06-07 by more than 100%! Numbers will be on the website. First quarter this year, there were ten times more orders going to minority owned businesses than last year (most in construction area). November 29th, SWAM Fest - will be at the JPJ this year, and will primarily focus on construction Marketplace Let me know who is still calling in orders without creating a PO first, and I will talk to them and their boss. This is causing payments to be late, which is not good. They cannot keep doing it. If PO ends up being more, once the order has been places, just go in and increase the PO. Surplus Dynteck Surplus Computers has not cost us until now because of funding we were receiving, but there is no more funding. To make up for this, one options might be that it gets paid through surplus property – if an item is sold below it’s monetary threshold, that money would not be credited to the department, which is what we do now, but would instead go to this computer service. Still thinking about the options. Reminders Steve Kimata
Rose Chisholm
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 |