FISCAL ADMINISTRATORS MEETING December 17, 2008 Please note: Meetings are scheduled from 10:00AM - Noon. Please plan to attend the entire meeting. Opening Comments – Steve Kimata All of you should have received a memo from Ralph Allen, Director of Environmental Health and Safety concerning the shipping of Dry Ice. Employees must be trained before doing this. Please call Environmental Health & Safety at 982-4908 with any questions. Endowment Administrative Fee – a fee of 0.5% (of June 30, 2008 market value) will be applied to all endowments, as approved by the Board of Visitors at its June, 2008 meeting. This fee will be applied in December. (In future years, it will be applied earlier in the fiscal year). It will generate about $15.8 million for the University. Half of it will go into a central administration pot, with the money being used to support University initiatives. The other half will be returned to schools/units as unrestricted funds, and used to support initiatives within the schools. Projects and awards will be set up to hold these funds. The awards will use an EF prefix (for endowment fee). Gift Accounting – Debbie Emmart Calendar Year-end Gift Processing Information: Friday, January 9, 2009 (NOON) –Last day to deliver gift checks to Gift Accounting (Piedmont Centre – 2405 Ivy Road) Wednesday, December 24, 2008 – Gift Accounting Office will be closed for the holiday Thursday, December 25, 2008 – Gift Accounting Office will be closed for the holiday Friday, December 26, 2008 – Gift Accounting Office will be closed for the holiday Wednesday, December 31, 2008 - Gift Accounting Office will be OPEN Thursday, January 1, 2009 – Gift Accounting Office will be closed for the holiday Friday, January 2, 2009 - Gift Accounting Office will be closed for the holiday Gift Delivery Address:
Physical Delivery:
Contact Information:
ISDS Announcements – Shy Hicks Finished finally closing PO’s - We’ve finished finally closing the pre-Marketplace PO’s that met our criteria and will be starting on the older Marketplace PO’s this month. We expect to be finished with those in January. When those are completed, we will be publishing a Discoverer report that will allow you to identify PO’s which you must finally close because they do not meet the criteria for ISDS to do that. We are still finding that a few people have closed a Procurement Services buyer’s PO by mistake. The good news is that we have had no repeat offenders. This is a problem because the Procurement Services buyer may still be using the PO even though the department thinks it is no longer needed. So please look carefully at the buyer and if it is someone in Procurement Services, do NOT finally close it. Instead, go to the Procurement Services website and use the PO Change Request form to request that the PO be finally closed. Procurement Services John McHugh Finally Close PO’s – We are really checking your requests, making sure there are no outstanding invoices or credits. Xerox Email – Everyone should have received from Eric. Xerox is an inactive vendor, you cannot order from them, any questions please call Frank Fountain at 2-3092. Dolores Hildebrand Purchasing Card conversion in mid February from MC to Visa. Not many details right now. No more MC Procurement cards will be ordered after January 1st. Please follow-up on outstanding credits or transactions. Don’t set up any new vendors. Steve mentioned that the same will be true for Travel Cards. Eric Denby We have a new Buyer in Facilities Management – Heather Hite. She can be reached at 982-5077 or hch3h. Restated that Xerox was inactive and stated that Oce is doing much better now and may be reactivated. ETF Requisitions are rolling in, please remember that you cannot agree to any prepayments. Freight of Board has to be in VA, can’t be used outside of VA. Be aware of the deadlines…lead time to get in by end of May. There is one ETF coordinator in every school, in Central, it is Angy Seago. Surplus – departments are calling to see how they can get something before if goes to Govtdeals…..just call Bobby Carefoot at 924-3338, he will hold it for you. The next meeting will be on Wednesday, January 14, 2009 at 10:00 in the South Meeting Room, Newcomb Hall. |
E-mail comments to: Comptroller@Virginia.edu |