F&A Advisory Group SuggestionsResponses & Proposed Changes

CONTROLLER’S OFFICE, UNIVERSITY OF MASSACHUSETTS BOSTON

Presented By: Leanne Marden Director of Fiscal Operations & Controller

Controller’s Office

Process to Add/Update Vendors

ISSUES: Turn-around time to add vendor/notification of vendor addition

FY 2013 Changes

• Emergency vendor add requests are being forwarded directly to KrisAnn O’Herron

• Vendors that have not been migrated to BuyWays only require a completed CON-01 Vendor Add/Update Information form

• All Vendor Add/Update forms are logged and distributed daily to Accounts Payable staff

FY 2014 Initiatives

• Monthly training will be conducted in 2014 – comprehensive Vendor and Payment workshops are in development/revision

Process to Add/Update Vendors (cont’d …)

Controller’s Office

FY 2014 Initiatives (cont’d …)

• Pursue measures for reporting on vendor addition/update metrics to identify root causes and identify opportunities for process changes

• e.g. # of Days from receipt of CON-01 form to submission to Central Vendor Team

• e.g. # of Days from receipt of CON-01 form to system date of vendor addition/update

• Proposed Change:

• Vendor forms which are incomplete (illegible, missing signatures, etc.) will be returned to the department with follow-up instructions attached

Process to Add/Update Vendors (cont’d …)

Controller’s Office

Reminder:

• All Finance system users have ability to look-up Vendors in PeopleSoft Finance; available Job Aid on Controller’s website:How to Lookup a Vendor URL: http://www.umb.edu/administration_finance/controller/job_aids

• Contact Controller’s Office (7-5120) for status updates on Vendor additions/updates

Controller’s Office

Accounts Payable Statistics

Controller’s Office

Accounts Payable Statistics (cont’d …)

Controller’s Office

Accounts Payable Statistics (cont’d …)

Controller’s Office

Accounts Payable Statistics (cont’d …)

We Need Your Help !!!

1.Review & Submit appropriate Vendor Forms well in advance2.Send all invoices to Accounts Payable immediately3.Further guidance on payment process will be provided in the Vendor/Payment Training ( in development )

July 2013 August 2013 September 2013Total Invoices 949 1447 2072

Rcv'd after Invoice Due Date 365 513 607Percentage of Late Invoices 38.46% 35.45% 29.30%

Controller’s Office

Travel Cash Advances

• Travel Cash Advance procedures have not changed (per Travel Policy FY09-CON-002-04 )

• Travel Cash Advances are currently allowedPlease Note: Future efforts will be made to minimize cash advances and provide alternative methods to alleviate out-of-pocket expenses for staff and faculty

• The Controller’s Office and Internal Audit are monitoring outstanding Travel Cash Advances

• Communication of all policy changes/updates are:• Reviewed by Grants & Finance Council; • Reviewed by F&A Advisory Members and;• Upon issuance, communicated to all Finance System users and

F&A Advisory Members

Controller’s Office

International Travel

Contracts & Compliance and the Office of International and Transnational Affairs (OITA) are collaborating on International Travel initiatives:

• Contracts & Compliance and OITA are piloting safety-related forms with several departments

• Training is available for faculty, staff and students who plan to travel abroad (contact OITA for more information on training)

• Terra Dotta RiskInfoSys (President’s Office initiative) establishes a registration database for faculty, staff and students traveling abroad from all 5 campuses (Amherst will pilot program)

• International Travel Committee will be formed to review and prepare comprehensive international travel documentation for all campus departments

• For more information please contact : Darryl Mayers (Assistant VC Contracts & Compliance)

Controller’s Office

Signature Authorization Process

The Controller’s Office frequently receives inquiries regarding the difference between the signature authorization process and access to the Finance / BuyWays system

Signature Authorization Process:

•A delegation of signature ( either electronic or wet signature)

•Based on a variety of transactions (e.g. Budget submissions, HR & Payroll documents, expenditure documents, etc.)

Finance / BuyWays Access

•CON-15 form (Request for Training & Access) is based on role(s) a staff member is responsible for in the Finance /BuyWays system (Financial Reporting, Procard Realloc., Requisition Entry/Approval, Expense Reimbursement Entry/Approval, etc.)

•If online approval access is required, the staff member must also be a department signatory, as they are obligating funds on behalf of the University

Questions / Comments ?

Thank you for your feedback!

Controller’s Office

Department Hiring Policy for Benefitted Employees

Review the Hiring GuideWill be part of the policy after STEP 10

Department Hiring Policy for Benefitted Employees

Changes made in Response to Comments

• Clarify Background Checks– All new employees– After offer has been accepted– Spring

• Clarify External Postings– Must be advertised by HR– Chargebacks

Department Hiring Policy for Benefitted Employees

Changes made in Response to Comments

• Clarify Info required for 1st round of interviews

• Clarify Reference Checks– Required-Same individual– Staff-Hiring Manager or designee– Faculty- Search Committee

Department Hiring Policy for Benefitted Employees

Changes made in Response to Comments

• Added dept chair to offer letter for faculty

• One form -- ODI Hiring Report & Data Collection Form

Thank You!!Comments being encouraged until 12/14

Department Hiring Policy for Benefitted Employees

TRAINING

• HR Staff -- December, 2013

• Key Departments -- HR, ODI, Provost,

ORSP, Budget & Planning

December, 2013

Department Hiring Policy for Benefitted Employees

TRAINING

• HR Hiring Process—(staff and faculty)

January 6-10, 2014 9 -11am and 1- 3pm

January 13th 9-11am

January 14th 9-11am and 1-3pm

• Faculty Process Only

January Assistant Dean’s Mtg.

Department Hiring Policy for Benefitted Employees

Implementation

Issue Final Policy—December 19th

Effective Date—January 15, 2014

Questions

BuyWays UpgradeClassic vs. Phoenix

Contracts & Compliance

BuyWays Upgrade

• BuyWays will enable a new user interface called Phoenix in January 2014.

• SciQuest has a long term commitment to enhance the interface to create a better overall user experience.

• Current Classic interface– tab-driven menu that is always present across the top of

the page.

• New Phoenix interface– features a slide-out menu. – menu items stay out of the way until they are needed for a

cleaner, less cluttered site.

New Icons

New Menu

BuyWays Upgrade

Monday, November 25th:

All BuyWays users will receive: •Instructions for switching from the current Classic Interface

to the new Phoenix Interface •A description of the system functions that have changed

Optional drop in training will be available on the following dates:

•Wednesday, December 4th @10:00 and @2:00•Wednesday, December 11th @2:00

If you have any questions, please call the Procurement

Help Line @7-5060.

UNIVERSITY OF MASSACHUSETTS BOSTONBudget & Financial Planning

Revenue Update Nov 2013

Jessica Gelabert Senior Budget & Policy Analyst

Unrestricted Revenue SummaryOct 2013

Student charges Budget Fee Waiver Net Fee % of Budget

TuitionRetainined (NR) 8,892,000 4,594,855 1,216,180 3,378,675 52%Remitted 9,522,000 4,950,973 2,262,968 2,688,005 52%

Mandatory ChargesCurriculum support 112,710,000 58,489,361 4,856,028 53,633,333 52%CAPS 34,934,000 10,855,208 474,715 10,380,493 31%Non-state course 12,187,000 6,677,497 1,623,346 5,054,151 55%Combined mandatory 5,927,000 2,622,884 104,041 2,518,843 44%

Other Student FeesDifferential 3,602,000 1,568,249 44,646 1,523,603 44%New student 3,082,344 2,381,237 77,399 2,303,838 77%Special programs 1,346,000 630,606 2,328 628,278 47%Other 4,277,656 1,428,771 14,066 1,414,705 33%

Sub-total student charges 196,480,000 94,199,641 10,675,717 83,523,924 48%

Other unrestricted revenue Budget Revenue Waiver Net State appropriation 73,042,000 22,386,620 - 22,386,620 31%Revenue ops* 10,019,000 3,605,581 57,909 3,547,672 36%F&A indirect 6,238,000 2,422,069 - 2,422,069 39%Ed sales & service (ESS) 3,000,000 1,953,902 - 1,953,902 65%Gifts 2,393,000 58,454 - 58,454 2%TFI/OSF 1,935,126 1,936,526 - 1,936,526 100%Other revenue 474,000 724,233 - 724,233 153%Sub-total other unrestricted 97,101,126 33,087,385 57,909 33,029,476 34%

Total 293,581,126 127,287,026 10,733,626 116,553,400 43%

* includes auxiliary services

Tuition & Student Fees

Undergraduate Graduate

Full-Time     8,759 Full-Time    1,240 Part-Time     3,607 Part-Time     2,671 Total HCT   12,366 Total HCT     3,911 Total FTE     9,688 Total FTE     2,645

Total HCT & FTE  Enrollment

Total University Fall 2013 Fall 2012

Total HCT 16,277 15,874Total FTE 12,333 12,001FTE/HCT 76% 76%

A. Tuition remitted

Fee Waiver Net%

WaivedUG 4,085,579 1,907,737 2,177,843 47%Graduate 865,394 355,232 510,162 41%Sub-total 4,950,973 2,262,969 2,688,005 46%B. Tuition retained

Fee Waiver Net%

WaivedUG 2,927,748 99,159 2,828,589 3%Graduate 1,667,106 1,117,020 550,086 67%Sub-total 4,594,854 1,216,179 3,378,675 26%

C. Curriculum support

Fee Waiver Net%

WaivedUG 50,055,715 2,047,814 48,007,901 4%Graduate 8,433,646 2,808,215 5,625,431 33%Sub-total 58,489,361 4,856,029 53,633,332 8%D. Non-state course

Fee Waiver Net%

WaivedUG 6,062,187 1,442,639 4,619,548 24%Graduate 615,311 180,707 434,604 29%Sub-total 6,677,498 1,623,346 5,054,152 24%

Headcount to Revenue

Headcount

Student FTE

Undergrad/Graduate Resident/Non-Resident

Waivers

Net Revenue

Revenue Operations

Actual Results

Beginning Balance

Revenue Expense Balance ChangeMemo:

Encumbrances

51193 Financial Services 1,960,455 21,599 (18,909) 1,979,364 18,909 -

51001 Book Shop 1,432,152 417,534 76,334 1,773,352 341,200 171,652

51020 Copy Centers 1,403,456 25,334 (82,419) 1,593,628 190,172 1,014,949

51010 Food Services 1,257,284 141,179 231,193 1,167,271 (90,013) 222,299

51179 Health Services 1,016,160 1,010,697 651,524 1,375,333 359,172 1,128,908

51018 Computer Trust Fund 489,974 2,658 55,363 437,270 (52,705) 55,433

51041 WUMB Radio Station 175,563 195,495 383,642 (12,584) (188,147) 263,121

51062 Stores Inventory 101,416 3,418 (84,309) 189,142 87,726 625,630

51016 Campus Center Activities 77,961 131,174 62,007 147,128 69,167 114,502

51196 Nantucket Housing 66,353 3,738 4,997 65,094 (1,259) 2,660

51194 Marine Operations 41,639 109,695 111,865 39,468 (2,171) 61,795

51039 CVIP (Commercial Ventures) 5,046 969 453 5,562 516 -

51197 Parking & Trans (951,999) 1,301,952 1,519,434 (1,169,481) (217,482) 3,960,375

51017 Child Care Program (1,647,195) 182,231 274,608 (1,739,572) (92,377) 526,109

Total 5,428,264 3,547,671 3,185,781 5,850,975 422,710   8,147,432