Financial Administration Meeting October 28, 2015

Sharon Bell, Controller

Next Controller's Financial Administration meetings • 3/30/16 • 6/1/16

Controller’s Listserv • To join – link on website JOIN Controller's listserv

PowerPoint presentation available on Controller’s website “News & Events” http://web.uri.edu/controller/news/

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The University’s financial statements received an unqualified opinion from the independent auditor.

The University’s financial statements were completed on time, Sept 30th.

Audited Financial Statements on the Controller’s web site – Financial Reporting

A-133 Single Audit due November 30th

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Sharon Bell, Controller

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Assistant ControllerAccounting Operations

VACANT

Accounts PayableManager

Kevin CaswellPSA

AccountantP-Card

Alisha StebbinsPTAA

Higher Ed Fin Pre-Audit Clerk

Invoice VoucherKathy Lacroix

ACT

Higher Ed Fin Pre-Audit Clerk AP

Linda WaltonenACT

Higher Ed Fin Pre-Audit Clerk

P-CARDLee Mitchell

ACT

Higher Ed Fin Pre-Audit Clerk AP

Pam MarionACT

Senior Business AnalystLisa Richard

PSA

Higher Ed Fin Pre-Audit Clerk AP

C. BertaudACT

Higher Ed Fin Pre-Audit Clerk AP

Susan KilduffACT

Higher Ed Fin Pre-Audit Clerk

GSO TravelLinda Lenz

ACT

Higher Ed Fin Pre-Audit ClerkPam Thompson

ACT

Higher Ed Fin Pre-Audit Clerk APNancy Pelliccione

ACT

Information Aide – Vendor Maintenance

VacantACT

Payment Distribution & Vendor Maintenance

ManagerWendy Asting

PSA

Higher Ed Fin Pre-Audit Clerk

TravelRobin Santini

ACT

Higher Ed Fin Pre-Audit Clerk

TravelHelene Bucka

ACT

FTE 20 (Unfunded FTE 6)

2 vacancies

Higher Ed Fin Pre-Audit Clerk AP

Linda FournierACT

P-Card & Travel & Misc Disbursements

Manager Judy Moore

PSA

University of Rhode IslandOffice of the Controller

Accounting Operations

Senior Word Processor Payment Information

(Part-Time)Michelle Chantre

ACT

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QTY Amount QTY Amount QTY AmountPayments/Checks:

Accounts Payable 14,924 58,559,783$ 16,920 71,922,733$ 17,202 68,983,955$ Rush - Special Handling 2,363 18,380,290 2,655 22,354,430 3,565 24,665,458 ACH 6,831 69,347,993 6,026 64,157,131 6,038 56,494,293 Student Refunds 1,035 1,803,323 1,096 1,931,537 1,194 1,999,402 Internal Vendors 914 11,634,120 904 10,337,828 898 11,452,488 Bank Wires 596 71,105,738 722 66,866,447 766 72,289,703 RIFAN - GO Bonds/COPS 74 38,330,177 31 8,398,876 87 4,743,112 Total Payments 26,737 269,161,425$ 28,354 245,968,981$ 29,750 240,628,410$

Transactions:Fund 100 Unrestricted 18,323 52,732,192$ 18,752 51,735,583$ 19,673 44,860,308$ Fund 101 - Self Supporting 2,269 2,695,046 2,487 3,519,943 3,237 4,467,465 Fund 110 - Overhead 2,450 2,787,796 3,128 3,977,849 3,064 3,586,717 Other Fund1XX 2,191 5,492,777 2,032 5,561,392 1,182 3,680,907 Auxilliaries and Enterprise 14,365 52,705,311 13,740 50,560,931 12,213 49,933,679 Fund 4XX Gifts and Foundation 4,981 9,709,145 5,409 14,313,563 5,543 17,602,967 Fund 500 Research 8,660 25,275,166 9,542 25,867,735 10,780 31,410,769 Fund 6XX 49 90,824 95 178,424 71 12,097 Fund 900 Agency/Other 451 443,244 428 429,744 456 400,528 RICAP/RIHEBC/GO BONDS 2,059 55,240,776 1,965 26,480,908 2,208 24,251,356 Pcard Transactions 32,662 8,061,475 29,118 6,941,752 26,420 5,895,998 Total Transactions Processed 88,460 215,233,751$ 86,696 189,567,824$ 84,847 186,102,792$

YOY % Growth 2.0% 13.5% 2.2% 1.9% 3.8% -17.2%

TAR's Processed 3371 5,141,798.20$ 3382 4,832,646.72$ 3166 4,384,579.19$

Active Pcards 497 458 434

FY2015 Statistics FY2014 Statistics FY2013 Statistics

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New State RFP issued for Travel Agency • estimated start date 1/31/2016

If airfare quote from PanAm is high and traveler can find lower cost • EE can purchase lower cost fare • PanAm quote needs to be included with TEV

International flights need to comply with Fly American Act

Travel Expense Voucher is due 10 days after end travel

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Please send all correspondence to PCard email: pcard@etal.uri.edu

The Pcard Office is highly encouraging our cardholder’s to attach their scanned receipts to each P-Card transaction.

In addition, if the invoice\receipt does not clearly identify the business purpose of the purchase (especially on Fund 500), please provide a brief explanation in the comments section.

Hard copies of invoices\receipts with your monthly reconciliation package still required.

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Office & Computer (Exception: WB Mason) Landscaping Education (books, videos, exams, etc.) Shop & Industrial Medical (excludes medications) Building Supplies & Materials Scientific/Lab Fabric & Linen Paper Goods Telecom-Parts & Supplies Janitorial & Maintenance Photographic Supplies Membership Dues & Subscriptions Fees/Licenses/Dues Magazines & Publications Employee Training/Tuition Equipment Repair (no maintenance agreements) Participant Costs-Fees & Registrations Mail Services (Fed-EX, UPS, postage) Advertisements Furnishings & Equipment Periodic Rental of Tools & Equipment (no leases)

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∅ Alcohol, Food & Beverages (consumable items) ∅ Major Construction or Renovation Projects ∅ Automotive Rentals, Repairs & Fuel ∅ Meals & Entertainment ∅ Cash Advances ∅ Personal Purchases ∅ Cell Phones, Pagers or Calling Cards ∅ Prescription Medications ∅ Donations or Charitable Contributions ∅ Radioactive Materials & Controlled Substances ∅ Equipment Maintenance Contracts ∅ Rare & Precious Metals ∅ Fines, Penalties & Late Fees ∅ iTunes & Software Downloads ∅ Firearms, Ammunition & Explosives ∅ Special Occasion Items (Flowers, Gift Baskets, etc.) ∅ Gift Cards, Gifts, Prizes & Awards ∅ *Travel (Transportation & Lodging) ∅ Leases or other Contractual Agreements ∅ Purchases from University of RI Employees

An approved travel addendum required • Must be received at least two weeks prior to travel • Airfare or baggage fees are not allowed • Lodging does not include hotel services, meals,

beverages, miscellaneous sundries or entertainment, including, but not limited to movies, room service, laundry, personal sundries, tours or other social activities

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√ Lodging* √ Automotive Rentals/gas for rental car (only) √ Railroads √ Taxis √ Ferries √ Local/Suburban (subways, bus, etc.) √ Hotel Wireless Internet √ Parking/Tolls

Invoice & Receiving reports • email to aprec@etal.uri.edu

LVPOs and POs are to be issued prior to

goods or services ordered All Contracts need to be reviewed by legal

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Check website -Invoice Voucher Form | Instructions | FAQ | Allowable Items

Still returning many invoice vouchers to Dept which should have been purchased with PO\LVPO

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New Form is posted on Controller’s & Foundation websites.

Includes additional signatures boxes

Please use this form for all non-purchase order invoices.

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Payment Order URI Foundation Request for Payment

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URI standard vendor terms - Net 30 days • Unless indicated on PO or in vendor file • No exception unless approved by Controller • Dept. should not make statements to vendor on

guaranteed payments by certain date

Check Runs are only processed on Mondays

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URI Accounts Payable is actively pursuing Vendor Discounts Current Vendor with discount terms

• WB Mason – 2.25%, 20 days o MPA items only; excludes furniture, coffee, janitorial supplies, ice melt, etc.

• Merck – 2%, 30 days • Ardente Supply – 2%, 10 days • Wilkem Scientific – 1%, 10 days • Oak Hill Farm LLC – 3%, 15 days

Discounts will be recorded in chartfield string of purchase in account # 5893

List of Vendor with discount terms will be listed our website Working on PS production issues

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A-36 Guidelines for Purchase of Food & Beverages chart for examples of allowable and non-allowable payments and reimbursements. http://web.uri.edu/controller/files/food-and-beverage.pdf

All payment requests must include:

• detailed/itemized receipts (non-itemized credit card slip is not sufficient) • list of the names of people attending, their titles and/or organization • description of the meeting/event and purpose or agenda • location of the meeting/event • reference A-36 Allowable section

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University Club\Catering Events • If you want to host an event for 25 or more contact URI Catering 4-2229 URI RAM Accounts • To utilize funds URI RAM Account for food purchases allowable under A-

36 Food & beverages Policy – contact Becky Estey at 4-2055 • RAM Account is accepted at many off-campus locations. Check the

website http://web.uri.edu/dining/ram-account/ • To open URI ADMIN RAM http://web.uri.edu/dining/1206-2/

Dining Hall Tickets can be purchased at Campus ID or contact Becky • Breakfast $8.50, Lunch $10.50, Dinner $13.50

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Please don’t hesitate to contact any of us with questions, concerns… New fiscal staff in your office – call us for training

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Jim Cacciola Assistant Controller

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Received 3% increase for FY2016

Retroactive payments for first 6 pay periods

Required documents submitted to State (Providence) Payroll Payments to be processed this pay period, maybe

next

New health care coverage begins Jan 2016

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State memo applies to all new State employees hired after September 30, 2014

State employees hired prior to September 30, 2014 have until June 30, 2016 to initiate a request for direct deposit

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Process for displaying and printing State generated paystubs • Web based access with links to State documents • For Direct Deposits Only • Links for RI Paystub for State EE with Direct Deposit

https://www.ri.gov/app/DOA/payroll/ • Paystub RI Announcement • Paystub RI Quick Start Guide • How to Register Cheat Sheet

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Upgrade is complete

Recovering from conversion to 9.2 • Time and Labor • Contract Pay

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Separate W-2s for State and PeopleSoft payrolls.

ADDRESSES

• Address changes need to be in system by 12/15/15 • State Payroll – Form USP-5 processed HR • PeopleSoft – On-line

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Dave Hansen Associate Director

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All Signatories must have attached their signature in Employee Self Service before a CFS can be updated.

This form can only be utilized for existing CFSs. New/Additional CFSs must be added/reviewed by the Budget Office using the paper process.

Must be a Requester in order to access this Form.

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Responsible Person

Signatory

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Beta Test CELS On-Going Positive feedback from Users

Slower than anticipated rollout Complexity of module including workflow

approvals, year end budgeting impact, training requirements and issuance of new cards

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Community should be aware that a Travel Authorization or Expense Report could show up on PeopleSoft Work-List.

On Line Approver training being developed and

should be available soon.

Information expense module “Quick Reference Guide”: http://web.uri.edu/controller/travel/

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FY2014 - We have archived these reports on our secure drive

FY2015 – Closed – Y/E Reports have been run and are in your Report Manager

If you are missing any reports or have questions, please contact Deb Cole at 874-9523

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Michele Wood Associate Controller

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- Vice-President of Research - Division of Research – Office of Sponsored Projects - Vice-President for Administration and Finance – Controller’s Office – Sponsored & Cost Accounting ***YOU ARE HERE*** - -

PI/dept submits

proposal to OSP Pre-

award

OSP Pre-award

submits to agency

Agency makes

award to URI

OSP Post-award sets up award in PS &

monitors

OSP Post-award

“soft” close when grant

ends

S&CA reviews new award data & billing terms

S&CA prepares monthly billing &

cash draws

S&CA prepares financial reports

A-133 Audit & agency audits

report, etc

Grant Ends completes

billing, report & PS

closeout

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Implemented June 2015 May was 1st billing cycle

Benefits One system (eliminate duplicate entry and minimize

errors) Improved data integrity and confirmation of billing terms Improved internal controls, reporting & visibility to data

Risks Billing is complex and precise (ex: award billing limits) Ability to process and track corrections in PS Additional reconciliations throughout process

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New or changes to awards must be careful reviewed by SC&A to ensure correct billing information in PS prior to initiating billing

Billing Limits are strictly enforced. If award increased, billing limits must be updated in PS. PS will not allow bill to exceed limit

Still refining business processes and reporting FAQ on Billing & reporting is on the website

http://web.uri.edu/controller/faq-billing-reporting/

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If you are interested in having pilot access to the

portal, please email Dave Hansen and Michele Wood

Functionality for invoice & payment inquiry is now available in portal

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Joint process between Office of Sponsored Projects (OSP) and S&CA:

OSP works with department to ensure all transactions properly

recorded to project by project end date & open encumbrances are cleared

S&CA prepares final bill, draw, report by agency due date and

closes in PeopleSoft which is necessary for internal control and system resources

If grant has needed, deficit transfer need to be processed in timely manner

Late transactions are problematic

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Project end date

Budget definitions end

date

January grants close

completed

Final invoice to be generated by

S&CA

Cash to be received on final

invoice SF-425 Federal

Deadline12/31/2012 1/31/2013 2/10/2013 2/15/2013 3/15/2013 3/31/2013

Transactions posted month following project end date for final payroll, encumbrances, etc.

F&A is posted to project for January transactions

After close is completed, the expenditure data is summarized by invoice and sent to agency with any requested supporting documentation

Typical cash receipt terms are net 30 days; letter of credit draw is normally completed within 15 days of billing cycle

Per SF-425 instructions, final SF-425 forms are due 90 days after the project/grant end date

End date + 30 days 40 days 45 days 75 days 90 days

Example of Sponsored & Cost Accounting's Internal Timelines Affecting Project Close-Outs

Budget Errors “No Budget Exists” errors for Student & Grads Before putting a job up, make sure there is a budget

in PeopleSoft for Student & Grads If unsure whether student or grad, put budget in for

$0 to eliminate “No Budget Exists”

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FY 16 rates approved in August all billing for FY 16 should be based on FY 16 rates

Policy updated in August to include changes in: equipment purchases (not allowed in service centers)

Training sessions now being held for service center managers if you are interested in training but are not a service center

manager please contact Ann Cannon training slides will be posted on the Controller’s website

FAQ on Service Centers http://web.uri.edu/controller/faq-billing-reporting/

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Six of the twelve universities accumulated $6.6 million in surplus fund balances

This resulted in a $1.2 m overcharge to federally sponsored research

Some universities used surplus fund balances for unrelated purposes One university reported a deficit balance when it improperly classified a

purchase of $729k in inventory as expenses

Equipment expensed rather than capitalized and depreciated

Three universities included $1.3m in unallowable costs including costs relating to entertainment, interest and bad debt

URI Policies have been updated New Uniform Guidance on website

• 2 CFR Part 200 | FAQs | UG Executive Summary

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Major Changes to General/Pre/Post Award Requirements 200.303, Internal Controls (internal control used 46 times in guidance)

• Establish and maintain effective controls o Comply with federal regulations, etc., evaluate and monitor compliance,

take prompt action on audit findings, safeguard protected personally identifiable information (new)

200.314, Supplies • All tangible personal property that fall below the threshold for equipment.

As computing devices fall below $5k, they shall be considered supplies (also 200.453 Materials and supplies costs, including costs of computing devices)

200.317- 200.326 – Procurement standards (various); delayed implementation by 2 years

• UG will need to be compared to current URI and State policies

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Major Changes to Post Award Requirements 200.331, Increased burdens for subaward issuance and

monitoring • Subrecipients without a negotiated rate can get an automatic

10% MTCD F&A rate or can negotiate rate with pass-through entity

• Substance over form when categorizing subawards and contracts (vendors)

• 200.343, Closeout. The non-federal entity MUST submit, no later than 90 days after period of performance, all financial, performance and other reports

• This is not a change but accompanied by “must”

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Major Changes to Cost Principles 200.413, Direct costs

• Salaries of admin and clerical - 4 conditions must be met including explicitly presented in budget or prior approval in writing

200.430 – 200.431, Compensation – A-21 examples have been removed.

• No changes to current system of effort reporting/certification 200.453 Supplies, Computing devices qualify as supplies and are

allowable if under $5k capitalization threshold. These costs will need to be justified as part of the budget documentation and deemed allocable (justified usage) to the award

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