RRC notes -- 12/11/13

There was an RRC meeting on 12/11/13.
27th pay period:  As we discussed several months ago during FY14 budget entry, central will begin collecting funds each year to be used to cover the 27th pay period expense when it next occurs.  See this previous post as a refresher:

http://cse.umn.edu/x_hosted/itcomm/fiscaladmin/2013/04/rrc-notes----41713.php

Rather than use FY13 data as the basis for the FY14 charges, central will base the calculations on FY14 data.  This is primarily to avoid assessing the charge on chartstrings that were active in FY13 but are now inactive.  Central will not allow the college to direct the charge to one chartstring.  I had hoped that would be a possibility to minimize the administrative burden on departments, but it will not be allowed.

HRMS upgrade:  Please see the attached presentation about key decisions associated with the HRMS upgrade.  It is a good summary of important changes that will be coming.  If you have questions about this presentation or other aspects of ESUP, we will address them at the 12/13/13 Administrators' Meeting.

hrms-upgrade-update.pdf

UMarket:  UMarket accounted for considerably more purchasing volume during FY14 Q1 than UStores did during the same period in FY13.  Central is looking at specific p-card users who routinely use p-cards with vendors that are in UMarket.  Additional communications will be sent to direct these p-card holders to UMarket as the University's preferred method of procurement.  Central is not looking to block UMarket venders from p-cards, as there are some legitimate cases where using a p-card is a reasonable last resort, but examples were given of other universities that have suspended p-cards for people who fail to use their own institution's e-procurement system.  To avoid a more strict central policy, please remind p-card holders that UMarket should be used whenever possible.

Shutting down chartstrings midyear

Upon request, central will close chartstrings midyear.  

Match Transfer Policy

As discussed at the 10/18 admin meeting, future CSE matches will be transferred to program code SEMCH.  

ISO certification forms are past due

FY14 ISO certification forms were due Sept. 30th.


Central requires an ISO certification form to be filed every fiscal year for every ISO.  They were due on Sept. 30th.  My signature is required before they go to central, and, to date, I have received very few.  If you are responsible for overseeing ISOs, please get the form filled out and to me for signature ASAP.  I attached a blank version to this post.  DJP

sls_iso_certification_FY14_rates.docx

RRC notes -- 10/16/13

There was an RRC meeting on 10/16/13.  

RRC notes -- 9/18/13

There was an RRC meeting on 9/18.  

Student System Update

There are town hall meetings to provide updates on the Student system upgrade project to all interested parties. 

Deposits

You can process deposits in the CSE financial cluster -- 126 Walter Library.  

FY14 capitalization and asset management changes

In FY14, the capitalization threshold and asset management process will change.


Please carefully review the message and attached documents from central.  DJP
.....................
Attached are two documents from Accounting Services related to the

July 1 capitalization threshold change and asset management business process.



If you have questions, please contact the University Financial Helpline

at 612-624-1617 or finsys@umn.edu <mailto:finsys@umn.edu>.

AssetProcessJAJune2013.pdf
CapitalizationThresholdJune2013.pdf

Account value changes

There will be changes to the University's account values in FY14.

Travel Aid

The CSE CA Committee produced a travel aid.  


The attached Travel Aid brings many University policies and procedures together in one user-friendly document.  Many thanks to the CSE CA Committee members for pulling this together. 

NOTE: Per diem section edited 6/28/13.  DJP

Travel aid.pdf

Budget entry deadline

CSE's budget entry deadline is only two weeks away.  

Use Agreements

Reminder:  Fully executed use agreements must be submitted to the Real Estate Office.

May 9 Deadline

The deadline for Foundation transfer requests is this Thursday, May 9 at noon.  

RRC notes -- 4/17/13

There was an RRC meeting 4/17.  
RRC 2013-04-17.doc

27 ppd.pdf

imaging-via-email-2.pdf

RRC Meeting Summary -April
17, 2013

Legislative update:  The legislature continues to consider
University of Minnesota funding levels for the next biennium.  We are unlikely to have a final appropriation
until sometime in May.

27 pay-periods:  The next fiscal year with 27 pay periods
is FY21.  Beginning in FY14, central will
begin collecting funds each year, so by FY21 most of the money will be
available for the 27^th paycheck for hourly employees (CS/BU).  Salaried employees will have their annual pay
divided over 27 reduced paychecks in FY21, so there will not be an additional
cost to the University for these employees. 
See attached for details on the new process.

U-Market update:  U-Market will go live in FY14.  It will be piloted in CSE beginning in
early/mid-May.  Job aids and training
will be available in CSE prior to the pilot.

Imaging by email:  Central is rolling out imaging by email
to the entire University.  It is voluntary;
documents can still be sent to central for imaging.  CSE has been participating in the pilot for
this activity.  See attached for further
information.

Fee Deadline

The fee deadline in CSE is Friday.  

Change to commitment spreadsheets

Academic department commitment spreadsheets will soon be managed differently.  

UM Reports

There are dozens of financial UM Reports available.  
As reporting evolves at the University, central reviews which UM Reports get the most hits from users to indicate which ones are more or less critical to the financial community.  Over the past 5 years, dozens of reports have been added to UM Reports, yet a handful of key reports receive the overwhelming majority of usage.  I want to be sure everyone is aware of the many reports that are out there, so please see the attached list of reports with their descriptions.  Thanks to Cathy Burke for creating this.  DJP

List of UMReports financial reports.docx

Budget and fee entry

If you or anyone in your department will need to enter budgets or fees this year...

FY14 fee deadlines

Fees must be submitted for RRC approval by Friday, April 12.  

RRC notes -- 2/20/2013

A summary of the 2/20/13 RRC meeting is below and attached.  DJP

RRC Meeting Summary -February
20, 2013

EFS Update:  Information on the EFS upgrade project
can be found here:

https://sites.google.com/a/umn.edu/finance-project-work-stream/home

EFS Billing:  University-wide, 70% of billing activity
is flowing through EFS.  Within the next
12-24 months, central wants to have the other 30% flowing through EFS.  If there is any billing occurring in
CSE outside of EFS, please let Jay Delaney know ASAP. 

New Asset Management
Processes:  Please see the attached
document regarding asset management changes to be implemented on July 1,
2013.  There will be more to come as the
implementation date approaches. 

Closing of Bursar's
Office:  The TC Bursar will close on
June 28, 2013.  Attached is a
presentation on this topic.  "Remote
Deposit Capture" devices will be distributed to RRCs in order to record
deposits.  In March, the Office of
Investments and Banking will meet with each RRC to discuss a strategy to implement
this technology in the RRC. 

Budget Training:  Training Services and the Budget Office
are considering moving to a Train the Trainer model for delivering budget entry
training.  There will be some traditional
budget entry classes offered this year, but next year it may be entirely Train
the Trainer-based.  CSE will be working
with Training Services to implement a Train the Trainer model this
year.  If you have anyone in your area who
will need budget entry training this year, please let Dave Pappone know.

RRC 2013-02-20.doc

Asset Management.pdf

Bursar.pdf

Chartstring exceptions report

There is a UM Report to help identify invalid chartstrings.  
This report can be run by deptid or zdeptid, and it will generate a list of chartstrings that are suspected, using various criteria, to be invalid chartstrings on which expenses have been incurred.  If you do transfers to move the expenses, fund the chartstring, or budget in the chartstring, then the chartstrings will fall off this report.  Cathy put together the attached document to explain how some of the report options work.  DJP

Chart String Exceptions report.docx

AR for Foundation Transfers

There will be a new account code for Foundation transfers accounts receivable (AR). 

Audit findings

The University auditors compiled a report of common audit findings.  


Please see the attached document for a very useful review of common audit findings.  Thanks to Katherine Lindsay for tracking this down.  DJP

Findings 2012.pdf

Late Travel Reimbursements

A further change...

RRC notes -- 1/16/13

Notes from the 1/16/13 RRC meeting are below/attached.


RRC 2013-01-16.doc

RRC Meeting Summary -January
16, 2013

EFS Update:  Information on the PeopleSoft upgrade
project can be found at upgrade.umn.edu. 
More detailed websites for each workstream (Student, HR, EFS) are being
developed.  The Student system site is
already up, and EFS will be up by the end of January.  The EFS site will have progress updates, a
calendar, lists of who is involved with the project, and a feedback/suggestion
form.

Work on the EFS upgrade will pick up in 1-2 months.  Because EFS is the newest of the three
systems, the other two are moving through the implementation partner's upgrade
process first.  This staging of the work
is part of the overall upgrade plan, but internally we have already done and
continue to do a considerable amount of preparation for the EFS upgrade.

New Fee System:  FY14 fees will go in the new Fee Request
System.  Training will begin in
mid-February.  The Budget Office manually
converted all fees from the old system to the new system, but ALL fees will
need to be reviewed and verified in FY14. 
Also, beginning in FY14, all fees will have to be approved by the RRC
manager or designee before being forwarded to the Budget Office for
approval.  Those involved in the fee
process will hear more about this soon.

Imaging HSAs:  HSA documentation can now be imaged, but
it does not have to be (for now). 
Documents can be imaged by simply emailing them as an attachment with
the HSA number in the subject line.  Detailed
instructions have already been broadly distributed, so I will not repeat them
here. 

The ability to get documents into the imaging system
automatically via email eventually may be rolled out for other document types,
too.

Enterprise Assessment:  The enterprise assessment is increasing
from 1.25% to 1.75% in FY14.  Central
explored changing the method of collection to be more like a cost pool, but
decided to leave it as is for FY14.  Changing
the process may be considered again in the future.

Late Reimbursements

There is an important change to the processing of late travel reimbursement requests. 

Revising Endowment MOAs

Do you have endowments with outdated terms in the MOA?

Budget Entry Timeline

Central has established the schedule for FY14 budget entry.