business update - financial services | unc charlotte · business update april 13, ... o new...
TRANSCRIPT
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Business Update
April 13, 2015
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Agenda
• Welcome
• Information Technology Services Update o New Password Manager – Identity Management System
o Google Migration
• Internal Audit Update o Audit Planning Process Overview
o FY16 & Future Plans
o HR L&D Training Opportunities
• Travel Update & Year End Reminders o Enhanced Travel Forms & Revised Manual Available
o Upcoming Training Opportunities
o Disbursements Year End Calendar
o Next 49er Mart Forum – 4/23
• Other Financial Services Reminders o Account Code Use
o Record Retention
o Annual Internal Control Self Assessment
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Information Technology Services Update
Beth Rugg Associate Vice Chancellor for Client Engagement
Information Technology Services
Ext. 7-6118
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Google Migration – Different but GOOD
Why?
o Cloud-based solution - Google web interface
Enhanced disaster recovery preparedness
No downtime!
Mobile Devices
o Other Benefits Google Apps Education vs. Office 365 Evaluation
Migration Dates
o Google Calendar – May 22-24 (All at once)
o Google Email – Late June to Mid August (Phased approach)
Don’t clean-up Outlook Email! (2014 & back already copied)
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Google Migration - Resources
Face-to-Face Training
o Various locations across campus Find Yours!
Overview: “Getting to Know Google Calendar” – April 15 – May 13
Hands On: “Intro to Google Calendar Workshop” – April 22 – May 21
o Local IT
o Drop in support Atkins Service Desk
o Desktop support throughout migration
Online Resources – Search for your Question
o Migration FAQs
o Support FAQs
o IT Service Desk
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Google Calendar
What Outlook items will migrate to Google?
o Meetings/Appointments/Future & History
o Attendees
o Room Resources (official 5 letter abbreviation for each building)
Will need to monitor “migrated” meetings on room resources
o Calendar Sharing Permissions
Early adopters using Google
o May start receiving Google Calendar invites
Brief Demonstration
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Google Calendar
Shared Calendars
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Google Email
What Outlook items will migrate to Google? o Contacts/Distribution Lists
o Majority of messages migrate
o Folders > Labels (remove symbols)
What Outlook items will not migrate to Google? o Listservs
o Deleted mail, Rules & Filters, Notes
o PST files – working on solution
Additional Comments: o Outlook desktop mail client not reliable with Google
Google features optimized for web experience
o Mail merge options
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Questions?
Don’t forget to visit our
Website & Training Calendar
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Audit Planning Process Overview
Review current year plan for deferred or cancelled topics
Interview Cabinet members for input on initial draft plan
Present final plan to ACERM for approval
Adjust draft based on management inputs
We are here
Execute Approved Audit Plan
Create draft plan for interviews with Cabinet members
Present draft plan to Cabinet for approval
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FY16 and Future Audit Plans University Goal Planned Audit Topics
FY2016 FY2017 FY2018 FY2019
Goal 1
Deliver high-quality,
affordable, and
effective educational
programs that produce
educated and
responsible citizens
and a competitive
workforce.
Admin Review:
BCOB
Undergraduate
Admissions
Admin Review:
CHHS
Academic Services
Admin Review:
COED
Institutional
Research
Admin Review: CCI
Admin Review:
Library
Goal 2
Stimulate increased
research, creative
activities, and
community
engagement with a
focus on programs and
partnerships that
address the major
needs of the Charlotte
region.
Technology
Transfer
Effort Reporting
Early College High
School support
Data Use
Agreement
verifications
Biosafety
Centers and
Institutes
Vivarium
Operations
Data Use
Agreement
verifications
Goal 3
Improve the readiness
of human resources
and our academic,
administrative,
physical, and
technological
infrastructure to
efficiently and
responsibly operate an
urban research
university serving
35,000 students.
IT security-related
topic TBD
FM Design
Services
Human Resources
Internal Controls
Self-Assessment
IT security-related
topic TBD
Capital
Construction
Contracting
Business Continuity
Program
IT security-related
topic TBD
EHSO
-Lab Safety
-Fire Safety
-HAZMAT/EPA
PCI Compliance
Internal Controls
Self-Assessment
IT security-related
topic TBD
Information Privacy
-FERPA
-HIPAA
-GLBA
MCD Policy
Application
Reconciliations
Goal 4
Improve significantly
the base of
supplemental non-state
revenues for academic
programs and
administrative support,
physical facilities, and
student development,
particularly need-based
student financial aid.
Capital Campaign
gift management
procedures
Restricted Gifts and
Scholarships
Treasury Services –
gift accounting
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FY16 and Future Audit Plans University Goal FY2016 FY2017 FY2018 FY2019
Goal 5
Enhance opportunities
for learning and working
together in a socially and
culturally diverse world.
Office of
Education
Abroad
International
Programs Business
Office Operations
Goal 6
Enhance the quality of
campus life and the
collegiate experience for
students and other
members of the campus
community, both on
campus and in adjacent
University City
neighborhoods.
NCAA
compliance:
-Football
attendance
-Transition to
FBS football
SUAR operations
NCAA compliance:
-Football attendance
-Investigating Rules
Violations
Dean of Students
operations
Minors on Campus
NCAA compliance:
-Football attendance
-Rules Education
Building Access
Controls and 49er
Card
NCAA compliance:
-Football attendance
-Amateurism
Auxiliary Services
Contracts
-Food Service
-Bookstore
-Vending
-Repro Services
Goal 7
Build local, state, and
national awareness of
and respect for the work
of the University and its
people.
Alumni Affairs Web
Communications
and Social Media
Operational Basics
University processes
outside the strategic plan
that are foundational to
all university operations
Financial Aid
Student
Accounts
Travel/Complex
Payments Office
External QAR
Compliance
Program
University
Governance
Committees
Chancellor’s Office
Totals
In-house 14 15 15 14
Outsourced
Space for unplanned 4 3 3 4
By Division
PROVOST 4 3 4 2
VCBA 4 4 3 5
VCSA 1 1
VCUA 1 1 1
VCIT 1 1 1 1
VCRED 1 2 1 2
ATHLETICS 2 2 2 2
VCLA 1
other 3 1
14 15 15 14
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HR Learning and Development Training Opportunities
Fraud Awareness Tue 11/3/2015, 9:00 – 11:00 am (Diana Hill and Julie Earls) Participants will be able to: Define fraud Identify fraudulent activities Identify appropriate internal controls that deter fraud Take appropriate steps when fraud is suspected
Internal Auditing Issues Wed 7/22/2015 and Wed 10/28/2015, 9:00 am – 11:00 am (Tara Pritchett and Raheel Qureshi) This informative session provides an overview of Internal Audit operations and lessons learned from recent audit projects that will greatly reduce your anxiety during an unexpected visit from an Internal Auditor.
Conducting a Controls Self-Assessment Tue 10/13/2015, 2:00 – 4:00 PM (Tara Pritchett and Tom York) This workshop will present what a CSA is and walk through the CSA process with a model department. We will use the Control Self-Assessment guide found on the internal audit website.
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Travel Update & Year End Reminders
John Ives Disbursements Manager
Controller’s Office
Ext. 7-8619
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Travel Update
• Enhanced Travel Forms and revised Travel Manual
• Financial Services ‘Recent News’ – posted 4/2
• A presentation of form changes is available to
prepare you for the ‘Enhanced Travel Forms:
Training & Questions’ sessions.
What?
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Travel Update
• Travel Forms
• More user friendly
• Improve efficiency & accuracy
• Prepare for future automated solutions
• Travel Manual
• Align guidance with state requirements
• Clarify existing policy & procedures
• Ease navigation (e.g. quick reference guides)
Why?
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Travel Update
• New Travel Forms are not mandatory at this time
• Departments may use the new forms or continue
using the old forms
• Send suggestions and comments on the new forms to
• Once sufficient feedback is received, a mandatory
transition date will be communicated
When?
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Travel Update
• Meet with Dept. Head, Business Officers, and Staff
to discuss adoption timelines for your department.
• Attend training sessions. No registration required!
Next
Steps?
Event Date Event Time Event Location
Weds., April 15, 2015
10a-11:30a
SAC Salon B & C
Thurs., April 30, 2015
10a-11:30a
CHHS, Rm 147
Enhanced Travel Forms: Training & Questions Sessions
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Year End Reminders:
Disbursements Calendar Goods or services and
invoice must be
received by cut-off
date in order to be
paid in FY15
P-Card Purchases: Must be posted in BOA
Works by June 5th to be
included in FY15
Questions/Assistance:
Jerri Painter, Invoice
Processing Supervisor
John Ives, Disbursements
Manager [email protected]
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Year End Reminders:
Topic: Corralling Your Orders in 49er Mart
Date: Thursday, April 23
Time: 2:00-3:00PM
Place: CHHS – Room 147
Working Smart in …
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Financial Services Reminders
Alicia Bartosch Business Process Analyst
Controller’s Office
Ext. 7-0950
Phil Maher Interim Compliance Manager
Controller’s Office
Ext. 7-5819
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Account Code Use:
Supports Better Decision Making
Controls the activity or balance reported on our Financial Statements:
Operating Ledger (Activity) Revenues = 1XXXXX
Expenses = 9XXXXX
Transfers In/Out = 8XXXXX
General Ledger (Balances) Assets = G1XXXX
Liabilities = G2XXXX
Net Position = G3XXXX
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Account Code Use:
Supplies & Materials: Common Areas of Confusion
Category (What’s being Purchased?)
Purpose (What’s the intended use?)
Account Code
Supplies & Materials (Products)
Supplies:
Office Laboratory Educational Non-Educational Snacks/Beverages (No preparation)
Alcohol Materials:
Food for Resale (Candy for sale)
931100 930251 930250 932300, Miscellaneous 930200, Food Supplies 930210, Un-allowed F&A 931550
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Account Code Use:
Supplies & Materials: IT-related FAQs Differentiate between computer-related (equipment & software) Department purchases:
Q: What if I’m
purchasing software
used exclusively in the
classroom….?
A: Ask What, not Why
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Account Code Use:
Supplies & Materials: IT-related FAQs Computer-related (equipment & software) purchases used mainly by ITS or with their guidance/approval:
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Account Code Use:
Services: Common Areas of Confusion
Category (What’s being Purchased?)
Purpose (What type & intended use?)
Account Code
Services
Contracted:
Catering (Prepared food)
Video taping & transmitting Other
Administrative: Meals (Non-travel or excess subsistence)
Passport & VISA Processing fees Copyright & Publishing fees
Signage: Advertising Public Relations Printing/Binding/Duplicating
Travel: Parking Tokens
Current: Other
922150, Spec Food Event 928130 920700 951360 953100, Other 953100, Other 928380, 951410, 928170, 925440, Non-Employee Transportation 951760
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Account Code Use:
Services: IT-related FAQs
Rental of Software or Software Licenses: Depends on the use…
“Software as a Service” usually via web-based interface (e.g. subscriptions):
Internet use:
#928110 Mobile Communication Device Allowances
#928140 Wi-Fi, Miscellaneous Internet
#928141 Telecommuting Internet Reimbursement
#925220 Subsistence-Other/Tips/Etc. (In-State Travel Status)
#925380 Subsistence-Other/Tips/Etc. (Out of-State Travel Status)
#926170 Subsistence-Other/Tips/Etc. (Out of Country Travel Status)
Maintenance Agreements:
#927320 Maint Contract-PC/Printer Equip
Q: What about bundle purchases…?
A:You may use multiple accounts to
record items listed on the
quote/invoice.
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Category (What’s being Purchased?)
Purpose (What type &/or intended use?)
Account Code
Services
IT-related: Application Development IT Project Mgmt. & Analysis Temp Contractor Labor Internal Services for Resale Authentication & Authorization Managed Server Managed WAN Electronic Managed Desktop Online Processing Fee
920060 920070 920770 928450 928460 928470 928480 928500 928510 952170
Account Code Use:
Services: IT-related (added Dec 2013)
Questions/Assistance: Kim Seamans, Senior Financial Reporting Accountant [email protected]
Reference: Expense Account Code List, Descriptions, & FAQs
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Records Retention
Authoritative Guidance: UNC-GA Schedule (adopted 2007)
NC State Agency Schedule (adopted 2009)
NC G.S. §121 & 132
UNC Charlotte Policies:
101.8 (personnel)
311 (security)
402 (FERPA)
605.2 (HIPAA)
605.3 (University Records)
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Financial Records Retention
Financial Services is responsible for the majority of our financial records retention.
* if no litigation, claim, audit, or other official action initiated.
Items Disposition Guidance
Leave Requests Original: After 5 years*
Reference: When ref. value ends
G.S. 126-22, G.S. 126-23 &
G.S. 126-24 regarding
confidentiality of records.
Time Sheets After 6 years and when posted to
applicable retirement plan
UNCC Human Resources
PIM 54
Telephone Billings Original: After 3 closed fiscal years*
Reference: After 1 year.
Mail transmittal slips After 1 year.
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Departmental Personnel Records Retention
* if no litigation, claim, audit, or other official action initiated.
Items Disposition Guidance
Performance Evaluation and
Management
Original: Retained in HRMS
Reference: After 3 years*
Personnel (Active) File Transfer to HR for official personnel file 1
year after employee terminates service
G.S. 126-22,126-23, &
126-24
Personnel Action Forms After 1 year
Personnel Correspondence
File
After 3 years
Student Assistants/ Work-
Study Students
5 years after student terminates
employment
G.S. 126-22, G.S. 126-
23, G.S. 126-24, G.S.
126-29 & G.S. 132-1.1
Training Programs
Conferences, and
Workshops – Attended
Training Records File
Original: Transfer to Personnel (Active)
File upon completion of training
Reference: When reference value ends
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Internal Control Self-Assessment:
Over Financial Records What?
o A proactive management tool for Departments/Colleges to use to assess the
adequacy of internal controls within their area.
o Joint effort between the UNC-GA Finance Improvement & Transformation (FIT)
Initiative and NC Office of the State Controller (OSC)
Why? o Provides reasonable assurance of the reliability of UNC Charlotte financial
statements
o Shows effective & efficient use of the University’s resources
(e.g. assets, people, money, and reputation)
o Compliance with North Carolina laws and regulations
o Helps identify potential opportunities to improve processes
When? o Conducted annually between April – May
o Final report due to UNC-GA & OSC by July 31