Finance Town Hall Meeting October 12, 2011

Finance Town Hall Meeting

October 12, 2011

Overview

Employee Self-Service Phase II     AP ACH payments    Sponsored Accounting Update Budget Office Update     Revised Contract Policy/Process     New SunTrust Corporate Card    Compliance Awareness   Pay Card Update Questions and Answers

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Controller - Payroll

Employee Self-Service(ESS)

What’s NEW in Employee Self Service (ESS)?

ESS currently allows you to:• View your Pay Checks online

• View your W-2’s online

• View your Federal tax information (W-4 forms) online

• View direct deposit information online

Coming very soon, you will also be able to:• Enter your Federal W-4 exemptions online

• Enter your Direct Deposit distributions online

• Receive (.PDF) W-2 Wage & Tax Statements online

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Benefits of Self Service

Payment information is available 24/7 Current and archived W-2’s available at any time Accessible from any computer with internet access Current pay info. available 1 day prior to pay date Reduces delivery time to receive W-2 Wage & Tax Statements Saves time, labor, postage It’s a green alternative!

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Benefits of Self Service (continued)

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Campus Accessibility - employees with computer access can utilize CUA PC

Computer kiosks available for viewing information in:• Payroll• Mullen Library• Computer Lab in Leahy Hall• Pryzbyla Center

Be careful with confidential data in common areas• Log out• Pick up printouts

Payroll: Employee Self-Service Main Menu

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Payroll: Employee Self-Service (ESS) Main Menu

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Payroll: ESS View Paycheck

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Payroll: ESS Direct Deposit

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Payroll: ESS Direct Deposit - ADD

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Payroll: ESS Direct Deposit - EDIT

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Payroll: ESS Direct Deposit - DELETE

Payroll: ESS W-4 Tax Information

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Payroll: ESS W-4 Tax Information (cont’d.)

Payroll: ESS View W-2/W-2c Forms

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Receive/View/Print W-2 in Employee Self Service

Coming soon, you will be required to grant Consent online to receive new and view previous year W-2 forms.

Consent Granted:• You will receive an email each year indicating your W-2 is available to

view and print.• You will have access to view and print your W-2 history contained in

the payroll system. Consent Withdrawn:

• A paper W-2 will be mailed to you no later than 1/31/12, and each year thereafter by January 31st.

• You will not be able to view or print any of your W-2 documents.

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Payroll: ESS W-2/W-2c Consent

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Payroll: ESS W-2 Reissue Request

Controller – Accounts Payable

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Automated Clearinghouse (ACH)Payments

ACH Payments

ACH electronic funds transfer/EFT/direct deposit

Available to all vendors

Also available to faculty and staff for reimbursements

• Future plans to link to existing direct deposit data in payroll system

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Benefits of ACH

Funds are placed directly into a bank account

Faster receipt of funds

Notification of funds being deposited into bank account

No lost checks

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How You Can Help

Provide potential vendor names and specific contacts to Accounts Payable

Consider ACH for your next expense reimbursement

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New Vendor Form for ACH Information

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Other AP News and Reminders

Email notification of payment on PO• Day after check/ACH payment• Sent to PO requestor• Sent for PO payments only

Direct Pay Form restricted to:• Non-travel reimbursements• Memberships and registrations• Donations• Subscriptions• Honoraria• Petty cash reimbursements

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Office of Sponsored Accounting

Controller

Who We Are – Office of Sponsored Accounting

Paul Harrison, Director – harrisop@cua.edu; x6402 Susan Warshawsky, Grant Accounting Manager –

warshawsky@cua.edu; x5039 Tonya Gibbs, Senior Grant Accountant – gibbst@cua.edu;

x5682 Gina Martin, Grant Coordinator – marting@cua.edu; x5537 Donna Pauletti, Grant Coordinator – paulettid@cua.edu;

x6408

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What We Do - Sponsored Accounting

Represent and protect CUA’s reputation and interests

Manage annual (OMB Circular A-133) federal audit of grant activity

Invoice sponsors and manage receivables (checks, EFT, federal line of credit draws)

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Establish grant budgets and Cardinal Financials set-up with notice from the Office of Sponsored Programs

Provide internal and external financial reporting

Review expense requests from grant funds:• Direct payments• Purchase requisitions• Scholarships• Faculty Appointments and Staff Hiring (EDF)• Travel Reimbursements

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What We Do - Sponsored Accounting

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Office of Sponsored Accounting

Processing Area Primary Point of ContactAppointment Forms and all other hiring forms (budget and project period checks)

Donna Pauletti & Gina Martin

Travel expense reports Donna Pauletti & Gina Martin

Budget transfers Donna Pauletti & Gina Martin

ProCard review and issues Tonya Gibbs

Invoices and AR (non-federal) Tonya Gibbs

New grant set-up (only with notice from OSP)

Tonya Gibbs

Cash drawdowns (federal) Susan Warshawsky

Quarterly and special reports Susan Warshawsky

Effort certifications Susan Warshawsky

Audit coordination Paul Harrison

Agency interaction (post-award issues) Paul Harrison

All other issues and questions Paul Harrison

Be familiar with relevant University policies:• Grants and Contracts Policy• Travel Policy• Both accessible on: http://treasurer.cua.edu/Sponsored/index.cfm

Understand and regularly monitor grant reports• We provide individual PI training• We help you understand how to use your reports to better manage your

grant activities • We cannot help with the science!

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For Fastest Service - Sponsored Accounting

Sponsored Accounting Website

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http://treasurer.cua.edu/Sponsored/index.cfm

Associate Vice President for Finance

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Budget Office Update

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Budget Office Update

General Areas of Focus

General Budgeted Fund 11

New Program Fund 12

Auxiliary Enterprise Fund 15

Reserve Funds 18, 19

Capital Project Funds 39, 53

Mandatory Request

Capital Requests

Position Control

Budget Transfers

Budget Office: 230 LHY[OPEN], Director, ext. 6731Fred Blair, Senior Budget Analyst, ext. 5553• Provost and Academic areas• Law School• Development• Enrollment Management

Joe Miranda, Budget Analyst, ext. 6536• President’s Office• Finance and Facilities• Student Life

OPEN, Budget Analyst, ext. 6355

Budget Office Staff Directory

Associate Vice President for Finance

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Revised Contract Policy/Process

Revised Contract Policy/Process: Policy Highlights

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The contract policy has been revised to clearly define the University’s review and approval requirements and protocols for signature authority

• Contract initiators are responsible for conducting the preliminary contract review to ensure completeness and that purchases are consistent with the University’s mission, terms and conditions, and tax-exempt status

• All contracts require General Counsel review and concurrence

• The Bylaws of the University specify only the President is authorized to sign and execute contracts, however, he may delegate this responsibility to appropriate University officials

• The Provost has the authority to sign contracts arising out of the normal academic operations of the University, e.g., grants and faculty appointments

• The Vice President for Finance and Treasurer has the authority to sign contracts arising out of the normal business operations of the University

• Additional limited delegations may be granted by the Provost and Vice President for Finance, but only in writing

• All business contracts must be accompanied by a Contract/Agreement Routing Form

Revised Contract Policy/Process: Approval Routing Forms

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• originates with the requesting department

• ensures all information is complete• ensures all contracts are routed

through General Counsel for review, concurrence, and sign-off

• ensures all business contracts are routed through Procurement Services to facilitate review of all pertinent stakeholders

• ensures funding is in place in advance of any contract negotiation

Contract/Agreement Routing Form

The Contract/Agreement Routing and Justification for Sole Source forms have been revised to facilitate the contract review and approval process

Justification for Sole Source Form

• accompanies the Contract/Agreement Routing form for any contract that is “sole source”

• provides a description of the unique product or service to be acquired and need placed on the University to acquire

• describes evidence the contractor has the experience to provide the product or service needed

Associate Vice President for Finance

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New SunTrust Corporate Travel Card

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New SunTrust Corporate Travel Card

In order to centralize business-related travel expenditures:

• Current AMEX cardholders will be transitioned to the SunTrust Visa Corporate Card (the travel card), which will result in:o Consistent controls and oversighto Streamline and integrate reporting capabilitieso Consistent to-date and monthly reporting capabilities

AMEX cards will be limited to CUA’s Executive Officers and members of the President’s Council

The SunTrust corporate card is intended for staff and faulty who travel three or more times within a year on University business and mission

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New SunTrust Corporate Travel Card, cont’d

The Sun Trust Visa Corporate Card is separateand distinct from the Procurement card

University policies apply to all CUA card holders – active CUA faculty & staff

The Visa Corporate Card will be used for business-related entertainment and travel

Use of the Visa Corporate Travel Card must be in accordance with the university’s Travel Policy on allowable and prohibited transactions

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New SunTrust Corporate Travel Card, cont’d

Cardholders can access one central portal, SunTrust ESP, to manage both the Pro-card and the corporate travel card

University liability with the SunTrust Visa versus individual liability with AMEX, e.g., CUA pays the monthly bill and has no impact on an employee’s personal credit standing

Global acceptance and purchasing flexibility with the Visa Corporate Card

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New SunTrust Corporate Travel Card: Cardholder Responsibility

It is the cardholder’s responsibility to manage the card issued to them:

• Know available funding at all times

• Spend within budgeted limits The university retains the rights to any incentives, rewards, or rebates

resulting from the use of the Visa Corporate Travel Card. American Express incentives and rewards are taxable to employees when redeemed.

As with the Pro-card, personal charges are not permitted on the Visa Corporate Travel Card. Inadvertent personal charges made to the card must be settled within five (5) business days of the return travel date.

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New SunTrust Corporate Travel Card: Program Roll-Out

What Who How When

New Corporate Travel Card Policy

VP Finance and University Policy

CommitteeDraft policy has been developed; undergoing review and approval Completed

Communication & Guidelines:

Program Roll-Out

Director of Procurement

Services

A) General communication to each division announcing new program

B) Follow-up communication targeted to each cardholder on card program specifics, training, and transition

Underway Now

SunTrust Visa Corporate Card

Training Sessions

Director of Procurement

Services and Travel Card Administrator

Procurement Services will schedule training sessions on: SunTrust Visa Corporate Card use, website features, reporting and management capabilities

October 11 – November 11

Issue New SunTrust Visa Corporate Travel

CardsTravel Card

Administrator

After successful completion of Travel Card training, cardholders will return AMEX card and sign new cardholder agreement for SunTrust Visa Corporate Travel card

October 17 – November 17

Office of Treasury Services

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Financial Pay Cards

Payroll: Skylight Financial Pay Card

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Skylight Financial Pay Cards - Benefits

Safe & convenient alternative to cash and checks Electronic alternative for under-banked or unbanked

employees Funds available for use by 9am EST on payday Off-cycle payments can be delivered to the card – No

more checks!

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Payroll: Skylight Financial Pay Cards

Can be used anywhere Visa is accepted• Retail merchant purchases• Cash back at point of sale• Internet purchases• Restaurants• Reservations

o Hotelo Airline

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Payroll: Skylight Financial Pay Cards

Portable, should an employee change jobs Monthly statements provided

• Ability to manage accounts online including electronic statements, account activity, and history

• Free text messaging to receive daily or weekly account balance, and or deposit and transaction alerts

24/7 access to information via phone or web• Free live multi-lingual customer support, and 24/7

bilingual automated phone system

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Payroll: Skylight Financial Pay Cards

Bill pay available Deposits accepted

• Money Gram Express Payment• Bank wire transfers• Tax refund deposits• Other employment

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Payroll: Skylight Financial Pay Cards

Free Skylight Checks Free Check Cashing

• Any SunTrust Bank• Ace Cash Express

Visa Over the Counter Cash Disbursement• Allows cardholder to obtain 100% of available account

balance at any Visa Member Bank = over 95,000 locations

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Skylight Financial Pay Cards - Transition

Pay Card option will be available in the next month Conversion will begin for students and staff currently

receiving live checks in late 2011/early 2012. Skylight and Direct Deposit forms are available on

the Payroll webpage or in the office.

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Thank you for your attention.Questions?

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