The “Greening” of Business Affairs

Sustainability and Efficiency Efforts

Direct Deposit◦ Replaces paper◦ Online enrollment option

Earnings Statements◦ Opt-out w/Direct Deposit

EPAF’s

Payroll

Payroll Direct Deposit

Cheaper than Checks

Uses Less paper & expensive ink

Easy to access & use

Convenient

Direct Deposit Opt Out

Eliminates:

◦Paper◦Printing◦Envelopes◦Expenses◦Lost Statements◦Available 24/7

By the Numbers … OSU could Save

119,000 sheets of paper 107,000 envelopes Handling, folding, stuffing and delivery of

same $10-12,000 in printing expenses $5000 check stock and envelopes $1500 postage

More Numbers

63% of Direct Depositors still printing

28,500 Payroll Checks printed

Equates to 90,000 (180 reams) more paper plus envelopes & efforts expended to fold/stuff/handle same.

Payroll – Additional Efforts

EPAF’s

◦Saves paper◦Saves Time◦Better Data

◦Result? More accurate and timely pay for Everyone!

Grant files in NOLIJ◦ Reduced paper and copier usage

Estimated paper savings about 300,000 sheets yearly

◦ Files are available for viewing at any time◦ Less time spent looking for missing files◦ Files are shared by OPAA, OSP and BC’s

Effort Reporting◦ Reduced .5 fte by creating automated process to

track PAR forms submitted◦ Record retention in Nolij◦ Less time spent pulling PAR forms for audit

OPAA

Vendor MaintenanceDedicated email boxo Vendor.Maintenance@oregonstate.edu

Substitute W-9 available as electronic formIn January 2011 Portal will be active

Current vendors will receive notificationVendors complete substitute W-9 electronically

through the portalCompleted process creates printed form Vendor signs and sends to Business AffairsVerified form is a direct feed into Banner

OPAA

Substitute W-9 combines three forms into one – ACH, W-9, and vendor maintenance

Activation form combines two forms into one for students and employees

Copy ACH banking information from Payroll Copy current mailing address from system Saves paper Portal saves Banner entry time

Vendor Maintenance Efficiencies

User friendly for large businesses Increased direct deposit usage No longer require voided check Portal reduces incomplete forms and errors

◦ Forms are neatly printed and easy to read◦ Validates banking information◦ Includes contact information

Overall set-up process is faster – can be done in one day, if form filled out correctly

Vendor Maintenance Efficiencies

P-Card statements in NOLIJ

◦ Account numbers will be truncated to 4 digits on card statements.

◦ Budget Authority signature line change.

◦ Online statements only, paper statements will no longer be mailed.

◦ BC’s will begin scanning and Indexing statements in NOLIJ

Financial Acctg & Analysis

Start date will either be December1st or January 1st.

No paper copies will be stored. All statement storage will be electronic in NOLIJ.

Units should contact Rose Hamilton if they need access to the US Bank website.

Financial Acctg & Analysis

Electronic Billing saves approx $90K annually

Electronic Perkins Prom Notes◦ Joint project with FinAid

ID Center r◦ eCopy of Employee Welcome Letter

Use of NOLIJ ◦ reduces copies, storage space, staff effort

Charge Agreement Online◦ 2010 for all incoming freshman

Student Finance

Online tuition payments at 45%◦ Decrease in paper checks

Direct Deposit of FinAid refunds at 56%

More Marketplace online sales◦ 21 online merchants in TouchNet◦ Deposits directly to Banner and Cashier’s◦ Over 42,000 transactions in FY10◦ Merchant and Treasury statements online

Cashier’s

Partnering with Business Centers on

streamlining processes

Looking to automate workflows for routing

and communications

Seeking greater use of eSignature within

new requirements

Improving service and customer access

More to Come…

Thank You