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Last updated 8.01.19
Business
Operations
Service
Agreement
Service Agreement
1 | P a g e
FY18 through FY20 Budget Information
FY 2018 FY 2019 FY 2020
Business Operations
Service Unit Allocation for Primary Unit $ 7,901,306.00 $ 3,163,888.00 $ 5,297,008.00
Service Agreement
2 | P a g e
Service Unit Brief Description of Services Core Premium Recharge Page
#
Office of the Associate Vice President for
Finance
The Office of the Associate Vice President for Finance is responsible for assisting the Vice President for Finance and Operations
and providing leadership in the overall financial oversight of the University.
X 4
Resource Planning & Allocation
Responsible for the implementation and maintenance of UND’s responsibility-
centered management budget model named MIRA, including strategic financial
modeling, calculators, data visualizations and other tools. In conjunction with the
Central Budget Office, we provide ongoing support for the incentive based budget.
X
5
Central Budget Office
We are responsible for central administration of the annual and biennial
budget process for the university. In conjunction with the Resource Planning
and Allocation office, we provide ongoing support for incentive based budget. We are
also responsible for recharge rate development, and assist with other costing
services.
X 6
Business Service Center-
Departmental Services
Provide payroll, budget and accounting services including reporting to our service
unit and primary unit customers. X X 7
Business Service Center-University
Services
We are responsible for providing timely, accurate and convenient services in the
administration and management of UND's cash and investments as well as
management of the Universities Assets.
X 8
Controller’s Office
Responsible for the preparation and issuance of UND financial statements and
general ledger integrity. Responsible for departments of Procurement and Payment Services, Student Accounts Services, One
Stop Student Services, and Business Service Center - department and university services
X 9
One Stop Student Services
One-Stop provides customer service for Student Financial Aid and Student Account Service in a single, convenient location. You can access One-Stop online, by phone, or in
person on the first floor of the Memorial Union.
X X 10
Service Agreement
3 | P a g e
Service Unit Brief Description of Services Core Premium Recharge Page
#
Procurement & Payment Services
We are responsible for the procurement and payment of goods and services; the
campus wide P-card program; coordinating RFP's and Invitations for Bid; conducting
competitive bidding processes; vendor negotiations; contract management;
construction contracts and procurement; monitoring compliance with the State and
NDUS policies and procedures; and refinement to include user guides, training,
forms, and paperless processing
X 11
Student Account Services
Student Accounts Services provides setup and billing of tuition and fees, refund processing, third-party and external
customer account billings, and waiver processing.
X 13
Service Agreement
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Name of Service Unit: Office of the Associate Vice President for Finance
Contact: Karla Mongeon-Stewart, Associate Vice President for Finance
Web address: http://UND.edu/finance-operations/associate-vp/associate-vp-finance.cfm
Brief Description: The Office of the Associate Vice President for Finance is responsible for assisting the Vice President for Finance and Operations and providing leadership in the overall financial oversight of the University.
Customers Eligible to Request Service:
Staff and faculty
Core Services Specifics:
A resource for the financial oversight of the university by assisting the VP for Finance and Operations in performance of work responsibilities
Evaluate current policies and practices and recommend changes/improvements as needed
Formulate and administer policies and procedures and develop long range strategic goals, objectives and plans
Provide leadership in the implementation of MIRA, an incentive-based resource allocation model
Provide leadership for Controller, Budget, Resource Planning & Allocation, Athletics Business Operations and all related departments
Provide financial leadership for Athletics
Champion for change and process improvement
Recharge Services: N/A
Premium Services: N/A
Service Agreement
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Name of Service Unit: Resource Planning & Allocation
Contact: Odella Fuqua, Director
Web address: https://UND.edu/finance-operations/resource-planning-allocation/
Brief Description:
Resource Planning & Allocation is responsible for the implementation and maintenance of UND’s responsibility-centered management budget model, the Model for Incentive-based Resource Allocation (MIRA), including strategic financial modeling, calculators, data visualizations and other tools. In conjunction with the Central Budget Office, we provide ongoing support for the incentive based budget.
Customers Eligible to Request Service:
Primary and support units, administration
Core Services Specifics:
The incentive based model is a high level planning tool to guide unit’s resource spending. The annual budget process is the ground level, operationalizing of that high level plan. They are different, and information goes back and forth between the two levels, which requires collaboration between the Central Budget Office and Resource Planning & Allocation.
Implementation of MIRA, including developing procedures and processes; training; marketing; public relations; educational materials; facilitation; committee support; administrative support, etc. The timing of projects depends on the complexity involved.
Support/maintain MIRA tools and processes. Requests are acknowledged within two business days and projects timelines are mapped out and approved with involved parties.
Maintain users and training for the web applications of Oracle Planning & Budgeting Cloud Service (PBCS) and Strategic Planning Online (SPOL) Requests are typically acknowledged and processed within two business days.
Customize data analysis and resource planning services, such as data analysis tools, calculators, models, charts, dashboards, brainstorming ideas, etc. Requests are acknowledged within two business days and projects timelines are mapped out and approved with involved parties.
Recharge Services: N/A
Premium Services: N/A
Service Agreement
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Name of Service Unit: Central Budget Office
Contact: Cindy Fetsch, Budget Manager Dawn Pladson, Cost Manager
Web address: http://UND.edu/finance-operations/budget/
Brief Description:
We are responsible for central administration of the annual and biennial budget process for the university. In conjunction with the Resource Planning and Allocation office, we provide ongoing support for incentive based budget. We are also responsible for recharge rate development, and assist with other costing services.
Customers Eligible to Request Service:
Staff & Faculty
Core Services Specifics:
Prepare and submit the annual and biennial budget o Develop Calendar and Maintain Website with current annual
budget information o Prepare annual budget schedules for NDUS o Review all departmental budgets and provide support to units
regarding annual budget o Monitor actual total tuition collections to Projections/Budget o Monitor Scholarships
Reconcile annual budgets to MIRA PBCS financial statements.
The incentive based model is a high level planning tool to guide unit's resource spending. The annual budget process is the ground level, operationalizing of that high level plan. They are different, and information goes back and forth between the two levels, which requires collaboration between the Central Budget Office and Resource Planning & Allocation.
Primary liaison for providing financial and budget information to the NDUS as requested
Provide training to departments on a quarterly basis and by request
Audit and enter budget journals within two days
Enter Position Funding Forms (PFF) prior to each payroll run
Provide recharge and other rate development support for departments
Prepare Facilities and Administration (formerly Indirect Cost) rate proposal and related compliance cost recovery support.
Prepare EERC vacation sick leave rate proposal and negotiate rate with Department of Health and Human Services.
Recharge Services: N/A
Premium Services: N/A
Service Agreement
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Name of Service Unit: Business Service Center – Departmental Services
Contact: Allison Peyton, Manager
Web address: http://UND.edu/finance-operations/business-service-center/
Brief Description:
Provide payroll, budget and accounting services including reporting to our service unit and primary unit customers. Please see our Business Service Center - University Services for service agreement related to cash and investments and fixed (capitalized) assets services we provide.
Customers Eligible to Request Service:
Service unit and primary units with service level agreements
Core Services Specifics:
Provide accounting, payroll, budget and accounts receivable assistance for departmental customers
o Process financial transactions daily o Prepare financial reports and reconcile funds on a monthly
basis o Prepare payroll paperwork as needed o Monitor payroll expenses and provide leave reports o Prepare Position Funding Forms (PFF) as needed o Prepare budget journals as needed and assist with annual
budgets o Prepare departmental deposits daily o Manage and submit accounts receivable including billing for
customers o Prepare purchase requisitions o P-card reconciliation and reallocation o Process accounts payable invoices in Perceptive o Enter and/or manage Travel and Expense reimbursements o Prepare journal vouchers and journal entries
Recharge Services: N/A
Premium Services: All of the above services can be provided to Primary Units on a fee-for-service basis.
Service Agreement
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Name of Service Unit: Business Service Center – University Services
Contact: Lisa Heher, Assistant Controller
Web address: http://UND.edu/finance-operations/business-service-center/
Brief Description:
We are responsible for providing timely, accurate and convenient services in the administration and management of UND's cash and investments as well as management of the Universities Assets. Please see our Business Service Center Department Services for service agreement for department services we can provide.
Customers Eligible to Request Service:
Central accounting, departments, administration
Core Services Specifics:
Manage all UND Cash and Investments o Bank and general ledger reconciliations and receipt of ACH
and wire transfers on a monthly basis o Balance Touchnet and Marketplace online payment software o UND Lease Receivables – maintain lease documents, monitor
term, record and track lease payments o BND and PCI DSS (payment card industry data security
standard) Requirements and Reporting o Set up of Marketplace Sites and assist departments with
Marketplace
Manage all UND Capitalized Assets o Responsible for accounting and financial reporting of
capitalized equipment, buildings, land, leases, purchases and donations
o Issue major equipment inventory tags and responsible for coordinating annual equipment inventory
Recharge Services: N/A
Premium Services: N/A
Service Agreement
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Name of Service Unit: Controller’s Office
Contact: Sharon Loiland, Controller
Web address: http://UND.edu/finance-operations/associate-vp/controller.cfm
Brief Description:
Responsible for the preparation and issuance of UND financial statements and general ledger integrity. Responsible for departments of Procurement and Payment Services, Student Accounts Services, One Stop Student Services, and Business Service Center - department and university services
Customers Eligible to Request Service:
Students, families, campus departments, North Dakota University System, external auditors, and vendors
Core Services Specifics:
Financial Statement Preparations
Liaison for all external audits and lead on several external audits
UND member of NDUS Controller's group
Leadership responsibilities for UND departments Procurement and Payment Services, Student Accounts Services, One Stop Student Services, and Business Service Center - department and university services
Recharge Services: N/A
Premium Services: N/A
Service Agreement
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Name of Service Unit: One Stop Student Services
Contact: Matthew Lukach, Student Account Relations Manager
Web address: http://UND.edu/one-stop/
Brief Description:
One-Stop provides customer service for Student Financial Aid and Student Account Service in a single, convenient location. You can access One-Stop online, by phone, or in person on the first floor of the Memorial Union. We know your time is valuable and we'll help you make the most of it. Student Account Services provides services through setup of billing, refunding, and waiver processing.
Customers Eligible to Request Service:
Students, families, staff, faculty, external customers
Core Services Specifics:
Provide student and family customer service in a timely and efficient manner
o Answer questions over the phone, email, chat and in-person
Process and deposit departmental funds for the university ($87 Million in deposits in FY17 with 17,954 receipts, averaging deposit of $3,628 for 168 different department numbers)
Collections on UND Accounts Receivables ($2 million in accounts over 121 past due on 965 unique accounts of which 22 are companies not individuals)
Producing and distributing UND ID Cards and retrieving finger biometrics for dining access.
Recharge Services: N/A
Premium Services: TSA Badging for the Aerospace for airport security
Service Agreement
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Name of Service Unit: Procurement & Payment Services
Contact: Jana Thompson, Director
Web address: http://UND.edu/finance-operations/purchasing/
Brief Description:
We are responsible for the procurement and payment of goods and services; the campus wide P-card program; coordinating RFP's and Invitations for Bid; conducting competitive bidding processes; vendor negotiations; contract management; construction contracts and procurement; monitoring compliance with the State and NDUS policies and procedures; and refinement to include user guides, training, forms, and paperless processing
Customers Eligible to Request Service:
Staff, faculty, external vendors
Core Services Specifics:
Responsible for procurement of goods over $10,000 and services over $50,000 ($142 million in annual spend)
Issue and award bids within 4 weeks within completed request
Develop and maintain all RFP’s, RFI’s, and RFQ’s within 3 to 6 months from start to contract issuance with completed request forms, completion of timeframe depends upon complexity and volume
Issue and award public improvement bids/RFP/RFI/RFQ within 3 to 6 months according to NDCC, SBHE, UND and AIA contractual policies and rules, timeframe depends upon complexity and volume
Process electronic and paper payments within 30 days
Issue payments via check, ACH and wire (Mon/Wed/Fri)
Sample audit payments for compliance
Vendor setup,1099 reporting, and W-9/W-8 BEN collection (8,230 vendors paid annually)
Audit and approval of travel and expense payments
Develop and maintain contract documents according to NDCC, SBHE, and UND contractual policies and rules
Create and maintain all master leases for large equipment purchases
Monitor ending date and contract renewals (over 900 active contracts)
Data analysis of spend for process efficiencies, process improvements and savings
Administer Purchasing Cards (546 cards with annual spend of $13 million)
Manage General Ledger transactions including Journal Vouchers/Journal Entries/Journal Imports
Minor inventory under $5,000 and with a useful life greater than one year.
Service Agreement
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Recharge Services: N/A
Premium Services: N/A
Service Agreement
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Name of Service Unit: Student Account Services
Contact: Chelsea Larson, Student Account Operations Manager
Web address: http://UND.edu/admissions/student-account-services/
Brief Description:
Student Accounts Services provides the "backend" services to UND through setup and billing of tuition and fees, refund processing, third-party and external customer account billings, and waiver processing. One-Stop Student Services provides the front facing of these services to students, families, and departments.
Customers Eligible to Request Service:
Students, staff, faculty and external customers
Core Services Specifics:
Setup tuition, fees and other charges and credits using PeopleSoft Campus Solutions to post to the students' and other customers' accounts
o Ensure Billing is accurate, understandable, and all transactions comply with UND, NDUS, State and Federal guidelines
o Ensure tuition and fee setup is tied to the correct general ledger information
o Maintain website for communication on tuition and fee charges to the campus community and current and prospective students and families
o Responsible for Campus Solutions PeopleSoft testing and implementation of new functionality
Responsible for all aspects of 3rd party (ex. Veteran's Administration) billing of tuition and fees including federal agencies, businesses, etc.
Manage the tuition waiver process
Manage the student financial aid refund process in accordance with federal rules and regulations
Recharge Services: N/A
Premium Services: N/A