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Business Administrator Services (BAS)

Forum

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IT SecurityRobert Eckman, Chief Information Security Office

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Tis the Season for Tax Fraud1. Never respond to an email, text or social media contact claiming to be from the IRS2. Don’t give your personal or financial information to anyone who calls claiming to be with

the IRS3. Protect your personal identity information throughout the year4. Check your credit report regularly to detect fraudulent activity. Free Credit Reports (kids)5. Don’t ignore tax documents that you receive. Strange W-2?6. Don’t wait until the last minute. Look over prior year, file early7. Get an identity protection pin from the IRS

4/9/2021

2017: 189,000+ victims of identity theft. IRS caught 443,000+ false tax returns

Report Emails to phishing@irs.gov.Report Calls to 800-366-4484 or https://www.treasury.gov/tigta/contact_report_scam.shtml

https://www.irs.gov/individuals/secure-access-how-to-register-for-certain-online-self-help-tools

Get a Pin at:

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Data Classification

To secure it, you must first know what it is

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Establishes the KSU approach to protecting the various types of data we have at the University

REGULATED

CONFIDENTIAL

MODERATE

PUBLIC

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Matt Pahls, Sr. Mgr of SecurityBrendan Walsh, Assoc Director of SecurityBob Eckman, CISO

Sean Barbour, Sr IT Security AnalystNicole Brooks, IT Security AnalystZach Oshinsky, Assoc IT Security AnalystLloyd Park, Sr. Network Design EngineerKim Price, Lead IT Security EngineerTom Schindler, Lead Security EngineerEric Bollinger, Application Developer, Identity and Access MangtRyan Miles, Lead Application Developer, Identity and Access Mangt

Security TeamHow to best Contact Security:Call the Help DeskSend email to Security@kent.eduSend email to anyone on this listVisit Website: https://www.kent.edu/it/cybersecurity

My Contact Information:Bob Eckman, CISO330.672.9641330.414.3082Reckman@kent.edu

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Division of Human Resources

Sheba MarshallDirector, University Benefits

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New Carriers for KSU Group Life, AD&D and Long-term Disability Insurance

• Kent State University (KSU) is committed to providing employees with valuable benefit programs.

• Effective April 1, 2020, Minnesota Life Insurance Company, an affiliate of Securian Financial, will be the new carrier for our group term life and accidental death and dismemberment (AD&D) insurance. Unum will become the new carrier for long-term disability coverage.

• Don’t worry, your current life and AD&D insurance, and long-term disability coverage will automatically transition to your new carriers – you do not need to take any action at this time.

• You will have an opportunity to make changes to your coverage elections in the fall, if you wish.

• You will be receiving more information in the next few weeks from Securian Financial and Unum about your life and AD&D insurance, and long-term disability coverage.

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Faculty & Staff Activities

• Employee Appreciation, Mon., Apr. 13, 11:30 a.m., KSC Ballroom; 2nd/3rd shifts, 10 p.m.

• Employee Family and Friends Appreciation Days Basketball Games at the MACC• Fri., Feb. 21, men vs. Buffalo, 7 p.m.• Sat., Feb. 22, women vs. Miami, 1 p.m. • Tues., Mar. 3, 7 p.m., men vs. Bowling Green• KSU Night at Rocket Mortgage FieldHouse, Sun., Mar. 8, 7:30 p.m.• Kent State Day with the Penguins, Sun., Mar. 8, 1:30 p.m., at PPG Paints Arena in

Pittsburgh • Office Support Staff Recognition Luncheon, Wed., Apr. 22, 11:30 a.m. (invitation

only)

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Trip & Off-site Location Reporting

Presented byLieutenant Nancy Shefchuk, KSUPD

&Nichole DeCaprio, Office of General Counsel

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KSU’s Obligations Under the Clery Act

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• Required to report annually to the U.S. Department of Education crimes that occurred on campus, on adjacent public property and on non-campus property

• To report crimes, we rely on information provided by Campus Security Authorities, and we contact applicable law enforcement and get statistics for reportable areas

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Non-Campus Property• owned or controlled by a

student organization officially recognized by university; or

• owned or controlled by an institution that is used in direct support of, or in relation to, the institution’s educational purposes, is frequently used by students, and is not within the same reasonably contiguous geographic area of the institution

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Non-Campus Property includes University-sponsored trips, programs or activities conducted at an off-campus site that includes students, if KSU has control over space by written agreement

• Examples: reserving hotel rooms, leasing apartments, leasing space for athletic purposes, or an agreement for academic space.

• Also includes travel that KSU has contracted with a third party to arrange on our behalf, if the third party enters into agreements for space on behalf of KSU.

• Student teaching, medical practicums, and College Credit Plus (CCP) programs do NOT need to be reported unless an agreement exists between KSU and the site for a specific space at the site to be controlled by Kent State.

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How to Get to the Form

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• Name of program/course/trip• Department/College• Name of Person leading

program/course/trip• Name and Contact

Information of Person Completing the Form

• Type of Off-Campus site: Lodging or Facility (Classroom, Conference Room, Athletic, etc.)

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Lodging/Facility Information Needed

• Name of Facility*• Location (Address, City, State, Zip)*• Floors/rooms/areas used (be specific – Rooms 102-111;

conference room A)*• Start & end dates and times of when the lodging/facility

was used*• Local Law Enforcement Agency (if known)• Has KSU used this space in the past 12 months (if

known)

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• You can choose to get an email receipt• When in doubt, report it, we will determine if it

needs to be counted• You can report them after each trip or all at

once (for example, at end of semester or at end of calendar year, but not at end of academic year - we report stats in October for previous year and need time to contact law enforcement for the previous year’s trips).

• Contact us with any questions:• Lieutenant Nancy Shefchuk, KSUPD, 330-672-1027• Nichole DeCaprio, Associate Counsel, 330-672-8319• Connie Hawke, Associate VP, Compliance & Risk

Management, 330-672-2359

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Independent ContractorsPresented by

The people that take your calls when there’s an issue

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Agenda

1. Purpose2. Process3. Payment4. Tax

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PurposeWhy we do what we do.

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The views and any legal opinions expressed or contained herein are not specific legal advice from its Office of General Counsel. This

presentation is for the educational benefit of the participants and each participant should always consult the Office of General Counsel

directly when faced with a legal issue – as each legal issue comes with it a particular set of facts and circumstances.

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Why do we have this process?

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Why do we have this process?

• Policy 3342-6-04.3 Turns 10 on 2/25/2020!• Predates centralized contract administration (3342-5-04.1; 7/1/2014)• Action taken to control the contracting process, and protect the University from

“bad contracts” and other liabilities• President’s Cabinet approved it.• Online process in HR created to help administer it.

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What’s the difference

between an IC and Employee?

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What’s the difference between an IC and Employee?

• Independent Contractors:• Are free to control the manner and means of their work;• Have a skill or area of expertise not available within the university (i.e. a contractor

does not perform work normally performed by another KSU employee);• Do not have set work times (example: 8 a.m. to 5 p.m.);• Provide an invoice to receive payment.

• Employees• Have an employment contract with the university;• Are subject to all the university’s employment policies;• Receive a paycheck.

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So what’s this policy?

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So what’s this policy?

• 3342.6-04.3 (https://www.kent.edu/policyreg/administrative-policy-regarding-independent-contractors).

• It’s part of the Ohio Administrative Code (http://codes.ohio.gov/oac/3342-6-04.3v1).• Key takeaways

• You can’t hire a current employee as an independent contractor.• You can’t hire an employee as an IC in the same calendar year they were an employee.• BUT MOST IMPORTANTLY:

• (D)(1)(c), “An independent contractor working arrangement will not be commenced or entered into, without approval from human resources.”

• This is not an option.• This is not a request.• This is the policy of the university.

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Do I have to follow the

policy?

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Do I have to follow the policy?

• Default answer here is “Yes.” But I’ll let you decide:• If you do not follow a university policy, you are ignoring the Ohio Administrative

Code.• If you ignore the Ohio Administrative Code, you are acting outside the course and

scope of your employment.• If you act outside the course and scope of your employment, you will be personally

liable under Ohio Revised Code 3.12• Which basically says, if you enter into a contract (or even take an action that

“purports” to bind the university) and you are not authorized to do so, then ”[the person] is personally liable thereon…”

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Okay, I’ll follow the policy. Who can sign the agreement?• 3342-5-04.1, Administrative Policy for Contract Administration

• Excluding the President and the VPs (who have authority under 3342-5-04), there are only 86 people at this University who can enter into a contract (You have to have a “Letter of Delegation” on file with our office). That means “wet” signatures, e-signatures, or click-throughs.

• You cannot “sign on someone’s behalf.”

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Do I have to use the agreement in the HR forms library?• No.

• Contractors should have their own contracts.• You can use the KSU form when the contractor doesn’t have their own.

• Any changes must be approved by legal.

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ProcessHow we do what we do.

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What steps do I need to

take?

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What steps do I need to take?HR Process• Obtain information from contractor

• Social security number, birth date, resident status, address and contact information.

• Submit the online determination form • https://www.kent.edu/hr/independent-contractor• Occurs before you enter into the agreement. • Attach the unsigned agreement to the submission.

• Acquire contract signatures upon HR approval• Receive computer generated approval email.• If request is denied, do not enter into the agreement.

• Submit materials to Accounts Payable for payment

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Payment

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How do I pay an

independent contractor?

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How do I pay an independent contractorAccounts Payable Process• After HR approval is obtained

• Send PaymentWorks invitation to new vendors. (PaymentWorks does not replace the HR approval process.)• Have IC sign PEDACKN form within 30 days of start of service.

• Submit the following payment paperwork to AP• Completed and signed Payment Request Form• Copy of HR approval email• Copy of fully signed agreement• Completed and signed PEDACKN• https://www.kent.edu/accountspayable/independent-contractors

• If multiple payments are made under the same approval• Submit invoice/contract and HR approval email with every payment request.• Submit PEDACKN only with first payment request.

• Payment is issued in accordance with the agreement• Do not add “payment provided on date of service” wording to the KSU agreement form.• Allow 10 business days for AP processing.

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Tax

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Key Considerations

• Who is the IRS concerned about and why?• Employer Identification Number vs. Social Security Number• Foreign Visitor process

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PaymentWorksVendor Management Portal

Presented byEmily Hermon

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PaymentWorks Vendor Management Portal

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• Vendor Onboarding• Vendor Maintenance• Vendor Communication

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Who is affected and how does it work?

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• Department – initiates vendor invitation

• Accounts Payable – reviews and approves vendor invitation

• Vendor – registers by completing a questionnaire, updates information when necessary

• PaymentWorks – provides support for vendors attempting to register

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What are the benefits of using PaymentWorks?

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• Security• TIN verification• ACH (banking) information• Vendor is responsible for safeguarding its login info

• Compliance

• Improved information gathering

• Reduction in vendor setup time

• Vendors (and you!) can check payment status

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Timeline

4/9/2021

• Currently• AP Vendor Management website (https://www.kent.edu/accountspayable/vendor-management)

provides instructions (written and video) on how to invite vendors and training dates/registration links• PaymentWorks link is live and listed on website

(https://paymentworks.com/login/saml/?idp=kentstate)

• February 24 (Monday) – PaymentWorks link will be in Flashline under Employee Workflows

• March 5, 10, and 12 – Live Training• Training will include Procurement’s role in the supplier process, Supplier Diversity and the importance of pursuing

an inclusive spending process, and how to use PaymentWorks • More training sessions will be added

• April 15• Use of PaymentWorks is mandated• Payment requests submitted for vendors that have not been invited to register will be returned to requesters

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Vendor Management Resourceswww.kent.edu/accountspayable/vendor-management

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Logging In

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Is my vendor connected?

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Is my vendor connected?

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Is my vendor connected?

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Has my vendor been invited to register?

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Has my vendor been invited to register?

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Has my vendor been invited to register?

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Has my vendor been invited to register?

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Inviting A Vendor

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280 characters (including spaces)

Inviting A Vendor

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Inviting A Vendor

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Invitiation Email Sent to Vendor

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Vendor Invitation and Registration Status

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Payment Status Search

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Payment Status Search

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Thank You!

Contact us with your questions

• Emily Hermon – x28649, ehermon@kent.edu• Barb Biltz – x28644, bbiltz@kent.edu

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Procurement / Supplier DiversityTim Konczal, Director of Procurement

Veronica Cook-Euell, Supplier Diversity Program Manager

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Required Suppliers

• Contracts established as a result of :• Governor’s Efficiency and Effectiveness Task Force Initiative• Formal bid process managed by Procurement

• Considered required due to:• Statutory nature• Advantages in using the agreements

• Cross-departmental representation helped establish these agreements• University’s best interests are maintained• Agreements adhere to policy and state-level demands

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Asbestos, Lead and Hazardous WasteHEPA Environmental Services, Inc.

BeveragePepsi

Car RentalEnterprise - National

Chemical Hazardous Waste RemovalVeolia Environmental Services

Computer Hardware & Peripherals***Brown Enterprises - MBE

Copiers & Printers***Comdoc

Document Shredding ServicesWeaver Industries - DBE

EnvelopesCenveo Corp/Envelope Products Groups

Event Equipment and SuppliesCanton Chair RentalEvent SourceLasting ImpressionsParty Safari

Event LinenL'Nique SpecialtyLiniform Service - WBE

Event Lighting, Audio and Video Production

Hughie's Event ProductionsNPI Audio Visual SolutionsVincent Lighting Systems

Event Production ServicesHughie's Event ProductionsNPI Audio Visual SolutionsVincent Lighting Systems

Food & CateringAramark

Janitorial SuppliesStaplesDawnchem/Nichols

Linen Rental or Laundering ServicesLiniform Service – WBE

Office Furniture – (Contact OUA Office)APG Office FurnishingsContract Source Inc.Environments 4 Business – WBEKimball Office, Inc.Knoll, Inc. and American InteriorsKrueger International, Inc.Ohio Desk and ASAP – MBERiver City Furniture – WBETransformations by Wieland, Inc. - WBE

Office Supplies***GBEX – MBE

Other Non-Contractual Amazon PurchasesUniversity Amazon Business Account

PrintingHKM Direct Market CommunicationsPrinting ConceptsHot cardsMinuteman PressOliver Printing

Printing - Large FormatCentral GraphicsRiot Creative ImagingScherba Industries, Inc.Visual Marking Systems, Inc.

Promotional ItemsAG PrintPromo Solutions - MBEGlobal Promotions & Incentives, Inc. –

MBE

Scientific Supplies***Fisher ScientificVWR International

Small Parcel Courier Service***FedexUPS

Required Suppliers

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Preferred Suppliers

• Contracts established through:

• Competitive bid process• Consortia agreements

• IUC-PG• Sourcewell• E&I

• Benefits• Maximizes best overall value

• Price• Delivery capabilities• Quality• Training• Reduced transaction costs • Ease of ordering

• Improved productivity• Already vetted • Terms already established• Saves time

• Savings due to purchasing power

• Improved contract administration• Procurement manages the

relationship• Procurement holds supplier

accountable• Allows us to obtain better analytics

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Preferred SuppliersAudio Visual Equipment & Services

Apex LampsAudio Visual InnovationsCDW_GEpson AmericaExtron ElectronicsICB Audio & VideoInternational Computer Tech.iVideo TechnologiesProtech Projection SystemsRadiant TechnologyRPC VideoSchoolhouse ElectronicsTape CentralTechnology Purchasing PartnersTroxell CommunicationsZones - MBE

Cellular Wireless Companies

Verizon WirelessAT&TSprint

Charter Busing Services

Anderson Coach and TravelBarons BusBrecksville Road TransitGreat Day ToursJ&L ToursLakefront LinesPrecious CargoThomas Limousine Service – WBE

Information Technology (IT) Hardware

B&H PhotoCDW-GSHI - WBE

Moving Services

American Shipping and Packing Inc. - MBEAmerican Way Van and StorageAndrews Moving and StorageCorrigan Moving SystemsEE Ward Moving and Storage – MBEHerlihy Moving and Storage (Mayflower)

Maintenance and Repair Services & Equipment

Lowe’s

Rings, Plaques, Trophies and Awards

Jostens

https://www.kent.edu/procurement

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Supplier DiversityInclusive spending process Veronica Cook-Euell

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Why is Supplier Diversity Important

• KSU values diversity and inclusion• Creativity and innovation• Diverse suppliers can be nimble and

agile• Often competitive in price and quality• State of Ohio requirements• Attracts talent: students, faculty and

staff

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What does Supplier Diversity Involve?• Identifying minority and women-owned

suppliers• Including those suppliers when asking

for quotes• Establishing a relationship and

communicating frequently• Intentional invitation to participate• 3rd Party Certification MBE/EDGE/DBE

Helpful Tools:• Instructions for Purchasers• Instructions for Suppliers

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Where to get assistance and more information

Contact Option #1

Contact Supplier Diversity Office by:•Phone: 330-672-9195•Email: vcook3@kent.edu

Contact Option #2

The Procurement Purchasing/Buyers by;•Phone: 330-672-2276•Email: diversevendorhelp@kent.edu

Search Supplier Diversity Website

Search in Supplier Diversity Database

Construction Projects & Services

Office of University Architect•Phone: 330-672-3880•universityarchitect@kent.edu

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Lean InitiativesPresented by

Holly Slocum, Director, Process Evaluation and Improvement

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A COMMUNITY OF PRACTICE is a group of people who share a concern or a passion for something they do and learn how to do it better as they interact regularly.

LEAN, at its core, is about practicing respect for people and continuous improvement every day, with everyone, and in every situation.

Kent’s Lean Community of PracticeWhat a perfect fusion!

Community of Practice

Lean

Lean Community of Practice

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Kent’s Lean Community of Practice will help to…

4/9/2021

… connect people… stimulate learning… reflect on our practice and improve it… hear each other’s stories… build shared understanding and context… capture and diffuse existing knowledge… help each other solve problems… keep up with change

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Community of Practice Kickoff

Tuesday, February 25th, 20201:45 - 2:00 pm: Meet-n-Greet (optional)2:00 - 3:30 pm: Lean COP Meeting

116/118 Terrace

Kickoff Agenda• Welcome / Introduction to the Lean COP• The Lean Story• Lean Tools Overview• Next Meeting

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Lean Practitioner TeamProject: Private Loan Process

Team Members: Brenda Dillon, Student Financial AidPam LaFleur, Student Financial AidIris Mirelez, One Stop Student ServicesRhonda Dahlheimer, One Stop Student ServicesStephanie Allison, Information Technology

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Lean Kent State Office

www.kent.edu/lean

How to Get Involved• Community of Practice• Lean Practitioner information and application

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Utilizing storefronts for eCommerce /

Non-Student ARO billing updatesPresented by

Betsy Tierney, Manager, Cashiering

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Utilizing storefronts for eCommerce

• What is a storefront?• Storefront usage at Kent State University• Sample storefront pages• What are the benefits of a storefront?• How to initiate a storefront

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What is a storefront?

A storefront is an online store developed to allow departments to receive funds directly to their index.

Can be used for event/conference registrations, sale of merchandise, and departmental services provided.

Storefronts should not be used for ticketed events or student account items.

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Storefront usage at Kent State University

282 Storefronts, 158 currently active

2019 total revenue in sales - $2,040,797.58

Conferences and Events – all KSU campuses

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Sample Storefront –Spirit of Women in Business Conference

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Sample Storefront –Women's Heart Health Luncheon

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Sample Storefront –Dissertation Boot Camp

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What are the benefits of a storefront?Payments received through a storefront are deposited directly to your department index.

Eliminates the need for in-person handling of cash, checks or credit cards.

Allows for university-approved, PCI-DSS compliant payment processing.

Convenience of providing a link to your storefront in your communications.

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How to Initiate a Storefront• Reach out to cashier@kent.edu if you are looking to host a storefront

• Resources coming to https://www.kent.edu/bursar/cashiering• Storefront Request Form• Storefront FAQ• Storefront sample sites

• Information you will need:• Index/Fund and account to deposit funds• Details on your event/conference (dates, location, meals, etc.) or items to sell (t-shirt

sizes, item descriptions)• Contact information to display on the storefront

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Utilizing Storefronts for eCommerce

Questions?

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Non-Student ARO billing updates

Non-Student ARO Reporting

Onboarding New ARO billing departments

Wrapping up – online billing and payment

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Non-student ARO Reporting

COGNOS Reporting

• Non-Student Account Detail - statement of Non-student ARO account showing detail

• Departmental Non-Student Accounts Summary - By Index - view all ARO activity by index

• Department Detail Codes for Non-Student Accounts - view all

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COGNOS Reporting

Departmental Non Student Accounts Summary - By Index

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COGNOS Reporting

Departmental Non Student Accounts Summary - By Index

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Onboarding New ARO billing departments

• Review ARO billing process with your department

• Establish Banner and COGNOS access

• Train with Cashiering staff• Enter invoices into Banner• Reviewing account activity in Banner and COGNOS• ARO Reports in COGNOS

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Wrapping up online billing and payment

Online ARO billing – file generated from Banner activity, then bills created and stored within CASHNet

Online payment – ARO vendors will have access to pay online at https://payonline.kent.edu/

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Non-Student ARO billing updates

Questions?

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Budget Updates

Presented byJeannie Reifsnyder Sr. Assoc VP, Finance & Administration

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Quick reminders

• Winner of the Amazon gift card for participating in the Dec. BAS survey is Marcia Kibler

• Link to today’s recordings will be available later today at https://www.kent.edu/bas/forum-information

• Provide your topic suggestions and feedback @ https://www.kent.edu/bas/forum-information

• Request to be added/removed from BAS listerve @ https://www.kent.edu/bas/forum-information

• Next BAS Forum – Mid May, Look for a meeting invite soon

4/9/2021