uri controller’s office
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URI Controller’s Office. Financial Administration Meeting October 30, 2013. Audited Financial Statement Highlights. The University’s financial statements received an unqualified opinion from the independent auditor. The University’s financial statements were completed on time, Sept 30th. - PowerPoint PPT PresentationTRANSCRIPT
URI Controller’s OfficeFinancial Administration Meeting
October 30, 2013
Audited Financial Statement Highlights
• The University’s financial statements received an unqualified opinion from the independent auditor.
• The University’s financial statements were completed on time, Sept 30th.
• Audited Financial Statements on the Controller’s web site – Financial Reporting
• A-133 Single Audit due November 30th
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Contracts to General Counsel
• Agreements and Contracts must go through Office of General Counsel for approval before being signed by URI authorized individual
• If associated with PO, URI Purchasing Office will send contract to legal for review with copy of the CR
• If contract is under $5,000 and will be processed on LVPO, include a copy with correspondence to Office of General Counsel
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ACH \ Credit Card Payments• If department needs to collect payment by credit card
or ACH• Contact Mary Stiller, Chief Accountant
• Contract with vendors • RBS Worldpay • Sallie Mae (HigherOne)• Reg-Online- conferences & registrations• BunkOne –camp registration
• DO NOT CONTRACT with 3rd party vendor without prior approval from Controller’s Office
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Credit Card Terminals• Any old credit card terminals that are not
being used, return to Financial Reporting Office in Carlotti Bldg, room 116
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Affordable Care Act• Effective January 1, 2015- Large ER required to
provide “adequate” health insurance or pay fines • Office of Higher Education hired consultant
Conner Stone • Determine if URI, RIC and CCRI are one control group
or multiple ERs for internal payrolls• Look back period-determine # FTEs (full-time
equivalent)• Develop estimate hours per credit for per-course
instructor (teaching, advising, prep)
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Affordable Care Act (cont.)• FTE employees
• EE working over 30 hours or more a week over 130 days or 20 consecutive weeks will be eligible for health insurance
• Jobs entered in PS need to make sure hours “scheduled” are realistic to EE actual hours worked.
• EE Terminated & Rehired• ER can restart the measurement clock
• If time lapse in service is greater than 26 weeks, • Or if lapse in service is greater than weeks worked
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Affordable Care Act (cont.)• URI Internal Employees
• Pre-course• Contract – non hourly\hourly
• Grants• Events – theater, athletic, etc.• Coaches
• Temporary employee• Seasonal
• More inform to come
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Overview• URIF’s Mission• Donors• Responsible Parties involved with fund activity
Operating Funds• Types of Operating Funds
Fund Maintenance• Creating/Opening a New Fund• Signature Authorization Forms/Chartfield Strings• Monthly Reporting• Fund Assessments
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URI Foundation Fund Policies & Procedures Manual
Revenue• Accepted sources of revenue• Non-Accepted sources of revenue• Ways to Give
Expenditures• URIF Flexibility• Payment Requests• Internal Transfers (between foundation funds)• Scholarship Awarding Process
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URI Foundation (cont.)
Endowment Management• Endowment overview/types• Spending policy• Income Distribution
Stewardship and Donor Relations• Donor Receipts and disclosures• Stewardship Reports• Donor “Thank You” notes
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URI Foundation (cont.)
AccountingAccounts Payable/Travel
Trish CaseyAssociate Controller
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Accounts Payable UpdateReminders:• Catering policy and Policy A-36
• Make sure catering requests meets Policy A-36 (excludes Fund 401)
• Purchase orders and Limited POs should be issued prior to goods or services being “ordered”
• New Check day – Monday morning
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From the Travel OfficeState RFP• Current contract with Short’s Travel ends
12/31/13• New RFP completed and will go out within next
few days• Could have new Travel Agency by January• As soon as we know we will distribute
information as rapidly as we can
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Travel Office cont.
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Travel mixed with Personal Travel• The TEV must include a quote from Shorts Travel
indicating what the flight cost would be without the personal travel
• The URI Car Rental Agencies do not cover you under insurance while traveling for personal reasons
Cliqbook• Reminder, domestic travel can be booked using the
on-line Cliqbook portal• Make sure that a TAR is approved prior to booking travel
Automotive ChargesState Automotive Charges:• Activity will now be posted by vehicle
number• State usually sends us the detail reports about
the 10th of the following month• We will try to get all activity posted in the month• Questions, send me an email and will try to
investigate
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Invoice VoucherInvoice Voucher Instructions have been updated for clarification, including types of allowable items and they will continue to be update over next several months http://web.uri.edu/controller/files/Invoice_Voucher_instructions_1013.pdf
Items no longer to be processed on IV• Advertisements• Freight
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Questions???Please don’t hesitate to contact any of us with questions, concerns…
New fiscal staff – call us for training on paper processing
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PayrollJim Cacciola
Assistant Controller
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EE Action Forms• Pilot project has started in October 2013
• CELS & Dining• EE Action Forms includes workflow approval• Fills in existing EE information, including
distribution
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Direct Deposit Advices• On-line EE direct deposit pay advices
• Similar to PS Internal Payroll• Eliminate paper copies
• Historical direct deposits pay advices will be available on line
• Supervisor will be able to print for EE without access to computer
• Target date – January 2014
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W-2 ReminderSeparate W-2s for State and PeopleSoft
payrolls.
ADDRESSES• Address changes need to be in system by
12/15/13• State Payroll – Form USP-5 processed HR• PeopleSoft – On-line
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Expired Grants Procedure• We will no longer extend a distribution on a
research project after grant has expired.
• Initiating a new process in Payroll charge to overhead accounts when Action Forms (USP-2a) distribution data is not up to date.
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PS Payroll Appointment Changes
ADVANCE NOTICE
Affordable Care Act may require us to pay most PeopleSoft Inhouse personnel on an hourly basis.
Must maintain ACCURATE record of hours worked.
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PS Payroll CFSUSP-2s are being processed to CFS(s) that haven't been setup in PS HR. • Department/Foundation is responsible for requesting a
CFS be setup in PS HR by checking off the "personnel" box on the CFS create form. • If that box isn't checked off, it doesn't get setup in PS HR, only in
Financials. • Cost Sharing \ Match – OSP needs to be notified to setup
the HR chartfield string
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Questions???
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Financial System Management
Dave HansenAssociate Director
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Year-End Reports
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• FY2012 - We have archived these reports on our secure drive
• FY2013 – Closed – Y/E Reports ran over the weekend located in Report Manager
Year-End Reports 2013
PeopleSoft Tools 8.53 Upgrade
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• Weekend of 11/9 – 11/11• Highlights
• Pivot Grid Reporting Tool• Re-Organizing Favorites and Folders• Export Trees to .pdf and capability to print trees• Portal Dashboards and Workcenter Development
Tools
PS 9.1 Tools 8.53 - Cont
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• Lowlights• Hover Menu no longer exists – must click to
navigate
Financials V9.1 – Process Improvements
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• Budget Transfers – Close to Beta Phase in Prod
• Sig Auth Workflow – Development delayed due to Tools upgrade - Target – 3rd Qtr FY2014
• Travel and Expense Module – FY2015• AR/Billing FY2016
Questions???
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Sponsored & Cost Accounting
Michele WoodAssistant Controller
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PeopleSoft Grants Enhancement
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• Project took place Summer 2013• Main goals - improve analysis and reporting,
close-outs, automate manual processes• Closed over 3,000 old projects• Grants portal (in process) – currently being
piloted by CELS – award and project information
• Milestone notifications (in process) – currently in use for certain awards
PeopleSoft Grants – Current project list
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• OSP, S&CA, UCS currently reviewing pre-award PeopleSoft functionality
• Roll-out of Grants Portal college by college, slated for Spring 2014
• PeopleSoft A/R and Billing TBD
Project Close-Out Updates
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• Still seeing transactions posting AFTER grants have ended
• 90, 60, 30 day email notifications should be reminding departments to take action to close/stop activities
• Payroll transactions posting AFTER 30 day window will be transferred to department overhead by OSP via USP 2a form, initiated by OSP and sent directly to Payroll
OMB Omni-Circular – Grants Reform
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• Proposed OMB Uniform Guidance: Cost Principles, Audit and Administrative Requirements for Federal Awards (combining A-21, A-50, A-87, A-89, A-102, A-110, A-122, A-133 into 1 circular)
• OMB has indicated their goal to release the final version is December 2013
Inspector General Topics
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Recent IG reports:• 7/19/12, University of Florida
• $3 million in findings based on a sample of 100 salary and 100 non-salary transactions.
• Issues included:• Direct charging of clerical and administrative staff• Direct charging of general use supplies, such as toner
Inspector General Topics (cont)
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Recent IG reports:• 3/31/11, Ohio State, citations included:
• Inadequate subaward monitoring. • NSF visited subawardees and was unable to support
claimed costs• Inadequate controls for meeting cost share
commitments• Inadequate controls for meeting participant support cost
commitments
Grant Financial Compliance – Key Areas to Review on Your Grants
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• Transactions after grant end date – should not be occurring• Cost share – monitoring throughout grant (at least quarterly)• Direct charging of clerical, administrative salaries and
general purpose items• Mail charges• Phone charges (no grants are to be used as defaults; charges only
booked if approved by OSP)
Also, remember to review overhead revenue monthly
Questions, need help, please call
ARRA Update
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• 23 active ARRA awards• 17 of the 23 ended 8/31/13 and are working
through the close-out process• Few awards received agency approval to
extend beyond 9/30/13
