F&A Advisory Group Suggestions Responses & 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: 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 advance 2.Send all invoices to Accounts Payable immediately 3.Further guidance on payment process will be provided in the Vendor/Payment Training ( in development )

Controller’s Office Travel Cash Advances Travel Cash Advance procedures have not changed (per Travel Policy FY09-CON ) Travel Cash Advances are currently allowed Please 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 Guide Will 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 1 st 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, am and 1- 3pm January 13 th 9-11am January 14 th 9-11am and 1-3pm Faculty Process Only January Assistant Dean’s Mtg.

Department Hiring Policy for Benefitted Employees Implementation Issue Final Policy—December 19 th Effective Date—January 15, 2014 Questions

BuyWays Upgrade Classic vs. Phoenix Contracts & Compliance

BuyWays Upgrade BuyWays will enable a new user interface called Phoenix in January 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 4 Wednesday, December 11 If you have any questions, please call the Procurement Help

UNIVERSITY OF MASSACHUSETTS BOSTON Budget & Financial Planning Revenue Update Nov 2013 Jessica Gelabert Senior Budget & Policy Analyst

Unrestricted Revenue Summary Oct 2013

Tuition & Student Fees A. Tuition remitted FeeWaiverNet % Waived UG 4,085,579 1,907,737 2,177,84347% Graduate 865, , ,16241% Sub-total 4,950,973 2,262,969 2,688,00546% B. Tuition retained FeeWaiverNet % Waived UG 2,927,748 99,159 2,828,5893% Graduate 1,667,106 1,117, ,08667% Sub-total 4,594,854 1,216,179 3,378,67526% C. Curriculum support FeeWaiverNet % Waived UG 50,055,715 2,047,814 48,007,9014% Graduate 8,433,646 2,808,215 5,625,43133% Sub-total 58,489,361 4,856,029 53,633,3328% D. Non-state course FeeWaiverNet % Waived UG 6,062,187 1,442,639 4,619,54824% Graduate 615, , ,60429% Sub-total 6,677,498 1,623,346 5,054,15224%

Headcount to Revenue Headcount Student FTE Undergrad/Graduate Resident/Non-Resident Waivers Net Revenue

Revenue Operations Actual Results Beginning Balance RevenueExpenseBalanceChange Memo: Encumbrances 51193Financial Services 1,960,455 21,599 (18,909) 1,979,364 18, Book Shop 1,432, ,534 76,334 1,773, , , Copy Centers 1,403,456 25,334 (82,419) 1,593, ,172 1,014, Food Services 1,257, , ,193 1,167,271 (90,013) 222, Health Services 1,016,160 1,010, ,524 1,375, ,172 1,128, Computer Trust Fund 489,974 2,658 55, ,270 (52,705) 55, WUMB Radio Station 175, , ,642 (12,584) (188,147) 263, Stores Inventory 101,416 3,418 (84,309) 189,142 87, , Campus Center Activities 77, ,174 62, ,128 69, , Nantucket Housing 66,353 3,738 4,997 65,094 (1,259) 2, Marine Operations 41, , ,865 39,468 (2,171) 61, CVIP (Commercial Ventures) 5, , Parking & Trans (951,999) 1,301,952 1,519,434 (1,169,481) (217,482) 3,960, Child Care Program (1,647,195) 182, ,608 (1,739,572) (92,377) 526,109 Total 5,428,264 3,547,671 3,185,781 5,850, ,710 8,147,432