agenda item: vi florida polytechnic university finance and … · 2020-06-17 · employee...

AGENDA ITEM: VII

Florida Polytechnic University Finance and Facilities Committee

Board of Trustees September 7, 2016

Subject: Transition from UF Shared Services Update

Proposed Committee Action

No action required- Information only

Background Information

Progress report showing duties transitioned to-date and the related fee reductions. Pursuant to a December 2015 Amendment to the 2012 Memorandum of Agreement for Shared Services provided by UF, Poly has transitioned to its staff many services formerly provided by UF. The corresponding fee reduction earned to-date have reduced the fee from 10% of non-capital expenditures to 4.32%. The final reduction to 0% will occur with the October implementation of Workday. The fee reductions have been earned as follows:

Supporting Documentation: Fee reduction Checklist and Status Report Transition Agreement Shared Services Graph

Prepared by: Mark Mroczkowski, Vice President and CFO

Finance and Facilities Committee 09.07.16 8

University of Florida - Finance and Administration

Administrative Fee Allocation

By Support Task Activity

Reduction in

7.5%

Charge

Department

Task

Performed Activity Detail (Service Provided)

Transition

Training

Completed

Disbursements

Disbursing Funds 0.13%

Record manual payments in the AP subsystem for payments withdrawn

directly from the bank (#13) Trained Sprenkle and Mackoon

Running Pay Cycles (Phase III)

Printing and disbursing checks (Phase III)

Handle bank rejects and positive pay exceptions (Phase III)

Handle voided checks and reissues (Phase III)

Vendor Maintenance 0.06%

Process paperwork to add new vendors (#14) Trained Yazici

Modify vendors in the system (#15) Trained Yazici

Annual/Monthly Tasks 0.02%

Resolve any issues and close the AP and Travel subsystems (Phase III)

Issue 1099's (Phase III)

Work and submit stale dated checks (Phase III)

Travel

Employee Profile/Locations/Admin Support 0.03%

Training provided to FPU - Various staff members were trained 0.03%

Asset Management

Account maintenance, depreciation and reporting requirements. Inventory and Financial Stmts 0.04%Screen and approve PO's for capital equipment purchases (#38) Trained

Sprenkle and Mackoon

Create and update property records (Phase III)

Print property decals (Phase III)

Inventory support (Phase III)

Calculate monthly depreciation (Phase III)

Payroll and Tax Services

Payroll Related Services - Ongoing 0.16%

Review of new employees' gross to net calculations to ensure they are

taxed correctly according to the W-4 submitted (Phase III)

Request FPU-SSC to create voucher for garnishment check (Phase III)

Request FPU-SSC to create vouchers for Div of Retirement, Division of

State Group Insurance and IRS (Phase III)

Record Payroll data in a spreadsheet that will be used to reconcile to the

quarterly 941 (Phase III)

Send payroll summary prepared by James Moore to FPU staff (Phase III)

Book1 5/9/2016 Page 1 of 5

Finance and Facilities Committee 09.07.16 Page 19




Reduction in

7.5%

Charge

Department

Task


Transition

Training

Completed

Review of the FLPTU general ledger for all payroll related FL accounts

(Phase III)

Review of the 941 prepared by James Moore prior to sending to FPU

(Phase III)

Request that UF General Accounting set up new general ledger accounts

(Phase III)

Request that UF Disbursements create new vendor ID's (Phase III)

Prepare journal entries to record gross wages, employee paid benefits and

taxes, net pay and expense for employer paid benefits and taxes and

related liabilities (Phase III)

Payroll Related Services - Annual 0.00%

Gather data for year-end adjustments and related notes (Phase III)

Human Resources

Personnel and Related Records 2.16%

Develop job descriptions (#39)

Provide FPU with compensation analysis for similar positions (#40)

Develop job advertisements (#41)

Recommend recruitment strategies, when appropriate (#42)

Review and approve hiring paperwork (#43)

Submit E-Verify for new employees (#44)

Complete criminal background checks (#45)

Complete education verification (#46)

Create and maintain personnel files (#53)

Benefits and Retirement 0.73%

Prepare payroll documents to send to payroll company (#47)

Send information to UF Benefits to initiate enrollment processes (#48)

Review and approve time sheets (#49)

Send time sheets to payroll company (#50)

Review and approve preliminary paylist (#51)

Monitor benefits and retirement calculations and deductions (#52)

Benefits counseling and enrollment (Phase III)

Serve as FPU liasion with PeopleFirst (Phase III)

Serve as retirment coordinator and enter retirement records (Phase III)

Reconcile Division of Retirement invoices (Phase III)

Assist and advise with open enrollment (Phase III)

Other Personnel Related Support 0.05%

Advise and recomment on issues involving employment actions (Phase III)

Provide advisement on policies and regulations intrepretation (Phase III)

Counsel managers on issues in the workplace (Phase III)

Serve as an advisor for FPU General Counsel in regards to union activity

(Phase III)

Book1 5/9/2016 Page 2 of 5





Reduction in

7.5%

Charge

Department

Task


Transition

Training

Completed

Advise and assist with unemployment claims (Phase III)

Provide specialized online myUFL systems training tooklits (Phase III)

UF training programs are available to FPU employees

Serve as an advisor for HR policy and regulation development

Service as an advisor for performan management program development

Treasury Management

Ongoing Cash and Bank Transactions 0.38%Check for ACH debits against FPU bank accounts and approve/disapprove

(#2) Trained Sprenkle and Carlton

Check for ACH/wire deposits and process when needed. (#3) Trained

Sprenkle and Carlton

Review bank anaylsis statement and process service charge payment (#5)

Reconcile financial records with bank statements (2 FPU accounts, 1

Foundation account) and SPIA investment account (#6) Trained Sprenkle

and Carlton

Process (post) cash and check deposits (#7)

Order and maintain bank supplies, i.e. deposit tickets and endorsement

stamps (#8) Trained Sprenkle and Carlton

Provide bank wire instructions for incoming wires (#9) Trained Sprenkle

and Carlton

Manage bank relationship some of which may include coordinating the

establishment of new accounts; coordinating the establishment of new

services on existing accounts; managing security to online banking; and

preauthorizing automatic debits to accounts (#10a-d) Trained Sprenkle

and Carlton

Prepare and submit Public Depositor Annual Report (#12) No training

required.

Configure PeopleSoft banking module for new bank accounts (Phase III) NA

Investment and Interest Allocations 0.04%Calculate cash needs for the day and either invest excess cash with SPIA

or bring money in to cover expenditures (#1) Trained Sprenkle and

Carlton

Post interest earned on SPIA investments and allocate to cost centers as

appropriate (#4) Trained Sprenkle and Carlton

Year End Reporting 0.00%

Gather data for year-end adjustments and related notes (Phase III)

General Accounting and Financial Reporting

General Accounting 0.77%

Book1 5/9/2016 Page 3 of 5





Reduction in

7.5%

Charge

Department

Task


Transition

Training

CompletedReview and post GL journals from SSC, construction and payroll as they

are entered (#35)

Grant project setup and budget management (#55)

Provide accounting support e.g. appropriate Chartfields, reconding

transactions for new business processes, researching transactions posted

to GL/KK. (Phase III)

Delivered Monthly Financial Reports when in production (Phase III)

Add GL business units (Phase III)

Add Chartfields for fund, account, department, source of funds and flex

codes (Phase III)

Testing configuration, updates and enhancements to PeopleSoft (Phase

III)

Review , correct and post any sub-system journals in error (Phase III)

Financial Reporting 0.27%Report management for journal detail transaction; transaction detail; trial

balance financial reporting Crosswalk query; Statement of Net Position;

Statement of Revenues, Expenses and Changes in Net Position; and

Statement of Cash Flows (#36)

Year-end closing of subsystems and GL (Phase III)

Assist with the preparation of the Annual Financial Report (Phase III)

Unaudited Financial Statements (Statement of Net Position; Statement of

Revenues, Expenses and Changes in Net Position; Statewide Financial

Statement Component Unit Note Forms; Statement Financial Statement

Adjustment Forms (Phase III)

SUS GAAP Financials for the State of Florida Auditor General (Phase III)

Cost Analysis and Construction Accounting

Cost Analysis - Reporting Compliance 0.02%

Review and submit SEFA report to State (Phase III)

Construction Accounting - Ongoing Transactions 0.04%

Process invoices for construction funds (#22)

Process PO changes orders for construction projects (#23)

Construction Accounting - Financial Support 0.23%

Make PECO draw (#16) Trained Irvine

Make PECO deposit (17) Trained Irvine

Make DOE Receivable adjustments (#18) Trained Irvine

Update FPU on PECO Project position (#19) Trained Irvine

Review GL balances for construction projects (#20) Trained Irvine

Manage interest earned on construction funds (#21) Trained Irvine

Book1 5/9/2016 Page 4 of 5





Reduction in

7.5%

Charge

Department

Task


Transition

Training

Completed

Process construction deposits (#24) Trained Irvine

Process budget/cash transfers for construction projects (#25) Trained

Irvine

Consult on construction policy (#26) Trained Irvine

Manage project budgets (#27) Trained Irvine

Research and reply to customer questions regarding construction

transactions or balances (#28) Trained Irvine

Enterprise Systems

Systems Support 1.23%

General Administration

Administrative Oversight of FLPTU Support/Liaison Services 0.78%

Accounting Support and Financial Liaison - Trained Horton, Sprenkle, Carlton, Mackoon 0.29%

UF Budget Office

Budget Assistance and Consultation 0.06%Oversee deposits of General Revenue and Lottery appropriations from the

State (#37)

Review journal and post new State Appropriation budget (Phase III)

Gather and review data, generate journal and load carryforward

appropriation budget (Phase III)

Work with ES and FPU Budget Office to correct or adjsut history year

financial data and load to SUDS (Phase III)

Work with ES and FPU Budget Office to generate current year financial

data and load to SUDS (Phase III)

Work with ES and FPU Budget Office to general Salary Category Detail file

for both history and current year and load to SUDS (Phase III)

Work with ES and FPU Budget Office to generate Salary Category Detail

file for updated current year State Appropriations data and load to SUDS

(Phase III)

Work with ES and FPU Budget Office to generate End of Year Salary

Category Detail file for updated current year State Appropriations data and

load to SUDS (Phase III)

Total Service Fee Allocation 7.51%

Book1 5/9/2016 Page 5 of 5


agenda item: vi florida polytechnic university finance and … · 2020-06-17 · employee...

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