Friday, December 30, 2011

RRC notes -- 12/14/2011

Notes from the 12/14/11 RRC meeting...

RRC 2011-12-14.doc

State Economic
The recent state economic
forecast showed an $876 million improvement, which minimizes the likelihood of
the State pulling funds back from the U this year or next.  The University's budget framework for FY13
appears to be sound.

Cost of Mission:  Central has conducted a study of the cost
of the University's missions.  They also
analyzed how revenues are allocated by mission area.  The study is completed, and the results will
be released in the next 1-2 months. 
Comparison across colleges within the U will be possible, but comparison
to other institutions is inappropriate due to inconsistent methodologies across

Tax:  The University is under an IRS audit for UBIT
(Unrelated Business Income Tax).  You may
receive questions from IRS auditors through the tax office. 

Friday, December 9, 2011

RRC Notes -- 11/16/2011

Nothing urgent at last month's meeting.
And, hence, I was slow in getting these out.  DJP

RRC 2011-11-16.doc

RRC Meeting Summary -
Nov. 16, 2011

STAR:  I think you've all heard plenty about the
new DMS-based scholarship tracking system, which pulls scholarship-related
financial information from several systems and unifies it.  If you need access, you need to go to training
and then I can authorize it. 

University Endowment
The University has been
uploading the documents related to University-held endowments into the
Foundation's DMS.  The RRC manager will
be responsible for granting access to view the documents.

At the December Board of
Regents meeting, the President will raise a proposal to allow differential
tuition (a tuition surcharge) for certain colleges.  The proposal will be specific to CSOM.  Board policy would have to be amended to
allow this.

Fee Management
A new fee (and tuition) management
system is being developed.  Among other
changes, in the new system RRC managers will likely be required to approve all
fees in their colleges.  The development
is in the early stages, but will move pretty quickly.

UM Reports vs.
Over 90% of sponsored reports
are being run in UM Reports, so central is investigating removing some of the
reports from EFS.  They will be
contacting (or have contacted) the people who are running them in EFS to
understand why they prefer EFS.

Thursday, October 20, 2011

RRC Notes -- 10/18/11

Light agenda for this month's RRC meeting...

Travel Policy:  Please see the attached presentation that
details the updates to the University travel policy, as there are some noteworthy changes.  DJP

Travel updates.pdf


Wednesday, October 12, 2011

Fabricated Assets on Procurement Card

Components for fabricated assets can be charged to a p-card under certain circumstances.  
Please see the attached guidance on purchasing components for fabricated assets on a p-card.  Thanks to Katherine Lindsay for putting this together.  DJP


Friday, September 23, 2011

Collegiate Procurement Card Policy

Effective this billing cycle (beginning 9/23/11), a new collegiate procurement card policy is in place for the College of Science and Engineering.

Please share this policy with all cardholders in your areas.  Also, please let them know the process that was used to write the policy, i.e. review by departmental administrators, accountants, the p-card office, deans, the Controller, and the Administrative Council. 

If questions arise during implementation, please let me know.  DJP

CSE Procurement Card Policy.docx

Thursday, September 22, 2011

Commitments updated again

The commitment sheets should now properly reflect the CSE Fellowships...

Monday, September 19, 2011


Commitment sheets have been updated...

Tuesday, September 13, 2011

A couple of updates

Since the admin meeting this Friday has been delayed, and the next available time for an accounting meeting isn't until October, I want to provide a couple of updates...

Monday, August 22, 2011

Draft procurement card policy

Attached is a draft collegiate procurement card policy for comment...
Adopting a collegiate procurement card policy was discussed at the last Administrative Council meeting.  Since then, a group of departmental administrators met with Jay, Katherine, and me, and we agreed to guidelines for the policy.  The policy was drafted and put to the group for comment.  The policy that came out of that process was reviewed by the Controller and Procurement Card Offices.  I am now putting the policy, attached to this post, to all of you for further comment.  I expect it will be the topic of another Administrative Council meeting this fall.  If you have comments or concerns, please let me know.  Thanks, DJP

Draft p-card policy.docx

FY12 COA Manual

There is an FY12 COA manual --

Friday, July 29, 2011


If you mark up products for resale to internal customers...

Friday, July 15, 2011


Inventory services will be doing an asset inventory in CSE soon. 

Tuesday, June 21, 2011


Academic department commitment spreadsheets were just updated -- 

Wednesday, June 15, 2011

RRC Notes -- 6/15/2011

Notes from the 6/15 RRC meeting...
See below and attached.  DJP

Budget:  The budget was discussed, but no new information is available.  Even if there is a state
shutdown, the U will be able to run for at least two months with minimal

Scholarship Tool:  The Foundation developed a scholarship
tool in DMS that brings together all scholarship and fellowship
information.  A PPT presentation is
attached.  In the demo, it was quite
impressive.  It should be rolled out this

RRC 2011-06-15.doc

Friday, June 10, 2011

Budget Submitted

The college budget was submitted on Friday. 

Thursday, June 2, 2011

Budget entry deadline

The collegiate budget entry deadline has been extended...

Tuesday, May 31, 2011

EFS allocations

When will allocations go into EFS?  

Monday, May 23, 2011

Stimulus funds

Please do not make any further adjustments to stimulus fund 1613. 

Thursday, May 19, 2011

RRC Notes 5/18/2011

Notes from the 5/18 RRC meeting. 

RRC Meeting Summary -
May 18, 2011

Budget:  It will be weeks or months before the
University has a final appropriation from the state, but central will make
allocations to colleges next week.  This
will allow us to put O&M allocations in EFS, so collegiate units can budget
O&M revenue in EFS.  (Hopefully,
everyone is already working on the rest of their budgets in EFS!)

Tomorrow (Friday, May 19), I will send tentative allocations
to academic departments.  They are very
unlikely to change, but, of course, they are subject to the college's final
allocation being within the range we are anticipating.

Expense Audit:  An audit of senior executive expenses
recently concluded.  Attached is a
document from the auditors that describes the issues they found.  Many of them are also applicable to expenses
for other University employees, so please review this document and make
appropriate adjustments to your policies and practices.


RRC 2011-05-18.doc