CFO Roundtable April 12, 2012

Welcome & Introductions Mike McKee Assistant Vice President and University Controller

Linda Orfield, Associate Controller Payroll & Tax Services

 HR/PR Upgrade Status

Ruth Harris Associate Controller University Financial Services

 Student Accounts Receivable User Group  Student A/R Write Off

Brenda Harrell, Accounting Coordinator Cost Analysis & Construction Accounting

 Released for Input on Monday, April 9 th  Interviews Complete with space occupants by Friday, May 4 th  Input Complete by Departments by Friday, June 1 st, 2012  Authorization by DDD’s by Friday, June 30 th, 2012 Space Allocation Survey

 Please pay attention to the definitions of the following categories:  Other Institutional Activities (OIA)  Use this category to report space used for all activities that are not specifically assigned to other categories. For example: department break rooms, department kitchens, emeritus used space (non-UF paid), volunteer space, etc.  Auxiliary  Residence halls, dining halls, service centers, recharge centers, theaters, public museums, housing, bookstores, etc.

Effort Certification  New Reports Available to help with the Effort Process.

Effort Certification - Status Fall 2011 Term CollegeTotal Outstanding Effort RecordsOverall Total Required ReportsPercentage Complete 02 - Office of the Provost % 04 - Office of Student Affairs % 07 - Division of Housing 11 0% 11 - Sponsored Research % 12 - Graduate School 2 875% 13 - College of Fine Arts % 14 - Information Technology 6 714% 15 - College of Design Construction & Planning % 16 - College of Liberal Arts & Sciences 1,359 2,14237% 17 - College of Business Administration % 18 - College of Education % 19 - College of Engineering 1,049 1,64536% 20 - International Center 6 933% 23 - College of Journalism % 24 - College of Law % 26 - College of Health and Human Performance % 27 - Office of Health Affairs % 28 - College of Veterinary Medicine % 29 - College of Medicine 1,956 2,85031% 30 - College of Medicine Jacksonville % 31 - College of Nursing % 32 - College of Pharmacy % 33 - College of Public Health and Health Professions % 34 - College of Dentistry % 36 - College of Public Health and Health Professions 61 0% 47 - University Press 1 10% 50 - VP Development 1 10% 52 - Division of Continuing Education % 55 - UF Libraries % 56 - FL Museum of Natural History % 57 - Whitney Labs % 60 - College of Agriculture and Natural Resources 1,354 2,78451% 71 - Environmental Health & Safety 1 10% 73 - University Police 1 10% Grand Total 8,077 13,64641%

Effort Certification - Status Fall 2011 Term College EFFORT COORDINATOR EFFORT REVIEWER EMPLOYEE TO CERTIFY 02 - Office of the Provost Office of Student Affairs Division of Housing Sponsored Research Graduate School College of Fine Arts Information Technology College of Design Construction & Planning College of Liberal Arts & Sciences College of Business Administration College of Education College of Engineering International Center College of Journalism College of Law College of Health and Human Performance Office of Health Affairs College of Veterinary Medicine College of Medicine , College of Medicine Jacksonville College of Nursing College of Pharmacy College of Public Health and Health Professions College of Dentistry College of Public Health and Health Professions University Press VP Development Division of Continuing Education UF Libraries FL Museum of Natural History Whitney Labs College of Agriculture and Natural Resources Environmental Health & Safety University Police 1 Grand Total 4, ,032

Effort Certification Status Summer 2011 Term CollegeTotal Outstanding Effort RecordsOverall Total Required ReportsPercentage Complete 02 - Office of the Provost % 04 - Office of Student Affairs % 11 - Sponsored Research % 12 - Graduate School % 13 - College of Fine Arts % 15 - College of Design Construction & Planning % 16 - College of Liberal Arts & Sciences 212 1,76488% 17 - College of Business Administration % 18 - College of Education % 19 - College of Engineering 321 1,55479% 23 - College of Journalism % 24 - College of Law % 26 - College of Health and Human Performance % 27 - Office of Health Affairs % 28 - College of Veterinary Medicine % 29 - College of Medicine 439 2,88285% 30 - College of Medicine Jacksonville % 31 - College of Nursing % 32 - College of Pharmacy % 33 - College of Public Health and Health Professions % 34 - College of Dentistry % 36 - College of Public Health and Health Professions % 52 - Division of Continuing Education % 53 - UF Privacy Office 1 10% 55 - UF Libraries % 56 - FL Museum of Natural History % 57 - Whitney Labs % 60 - College of Agriculture and Natural Resources 165 2,67094% Grand Total 1,551 12,66288%

Effort Certification Status Summer 2011 Term CollegeEFFORT COORDINATOREFFORT REVIEWEREMPLOYEE TO CERTIFY 02 - Office of the Provost Office of Student Affairs Division of Housing Sponsored Research College of Fine Arts College of Design Construction & Planning College of Liberal Arts & Sciences College of Business Administration College of Education College of Engineering College of Journalism College of Law College of Health and Human Performance College of Veterinary Medicine College of Medicine College of Medicine Jacksonville College of Nursing College of Pharmacy College of Public Health and Health Professions College of Dentistry College of Public Health and Health Professions Division of Continuing Education UF Privacy Office UF Libraries FL Museum of Natural History Whitney Labs College of Agriculture and Natural Resources Grand Total9681,449

Effort Certification  Fall 2011 Term Deadlines  Department Effort Coordinators Submitted for Certification by Friday, April 13 th  Faculty, PI’s and Employees Certified by Friday, May 4 th

Karen Frank, Assistant Director Purchasing Services

 Purchasing Helpdesk  Address conversion to street addresses (e911)  Sustainable Products Trade Show  Weds 4/18 from 10 – 2pm at Reitz Union  Pcard  Approval time frames  Sort/Grid Issue – Nigel Chong-You, Enterprise Systems

Randy Staples, Associate Controller Disbursement Services

E-Pay Through Bank of America  The University of Florida has implemented a new vendor payment process in partnership with the Bank of America. The arrangement is anticipated to save the University resources by eliminating the production of checks (estimated at $22-31k/year), generates revenue for the University through incentive payments (estimated at $761k-1.1m/year), and gets the payment to the vendor in a faster and more reliable manner. Current Statistics: Vendors Currently Enrolled: 192 Number of Vendors Paid: 101 First Weekly e-Pay submission:$ 8, March 30, 2012 e-Pay submission:$ 275, Total Paid January – March 2011:$2,061, In these times of diminishing resources, we would ask you to encourage your vendors to contact us in Disbursements Services so we can get them set up to receive payments through e-Pay. It is a win for everyone. We will be posting a listing of participating vendors on the Disbursements Services website so you can determine if your vendor is currently set up to participate.

 Effective July 1, 2011, the capitalization threshold for tangible personal property increased from $1,000 to $5,000.  Effect:Inventory Items at June 30, ,731 Current Inventory Count 23,656  Current Inventory Status:Missing Items 463  Current University practice is that all inventory items will be located Property Inventory

 University established a procedure, 4.16 – Safeguarding Attractive and Sensitive Property, to identify what inventory is constituted attractive and to provide guidance on custodians’ responsibilities.  Attractive Items: Attractive/sensitive assets are tangible personal property that cost less than $5,000 and can be characterized as "walk away" items. These items are prone to theft because they are either not secured, are easily portable, contain new technology and/or they are adaptable for personal use.  Examples of Attractive & Sensitive items:  Audiovisual equipment  Televisions  Projectors  Communication Equipment  Cellular Phones  Data Processing Equipment  Laptops  Computer peripherals  Scanners  Cameras  Digital Cameras  Lab equipment  MyAssets is a tool that the University has developed for many purposes associated with managing University property. One of the functions is to assist University personnel in tracking attractive items.  Number of items valued less than $5,000 in MyAssets: 33,922  Number of University departments with items in MyAssets: 285  A unique tag number may be obtained for the item by initiating a request in MyAssets. Tags must be placed on the equipment by the department.

Suzanne Sindledecker, Assistant Controller Treasury Management

 AR Write-Off deadline Friday, April 13  Research Participant Payment project  Status of the project  s will be going out to interested individuals and groups  Updating you on our progress  Asking for input  Looking for testers

Suzanne K Sindledecker Assistant Controller Treasury Management Questions

Sheela Moudgil, Associate Controller General Accounting

 Annual Financial Report  2012 Year End Closing  Material and Supply Fee Fund KK Rule set Change

Annual Financial Report  Annual Financial Report for FY 2011 published 

 Year End Closing Friday, July 13th  Detail schedule will be available on General Accounting website in early May  Year End Workshop  May 17 th G001 McCarty Hall D 3-4:30pm

KK Rule Set change for Fund 162 AKA: Material and Supply Fees  Effective July 1, 2012 fund 162 will require Dept Flex on all transactions  Enable controlling available balances at course level  More efficient and accurate reporting of revenues expenses, balances at course level  Working with departments and core offices to ensure a smooth transition

Mike McKee Assistant Vice President and University Controller Finance & Accounting

 Evaluation of Centralized Invoicing Process  GBAS Update  Proposed Fringe Benefit Pool Rates  Audit Update

Our operational audit disclosed the following: EXPENSES AND DISBURSEMENTS Finding No. 1: The University needed to improve its controls over electronic payments to vendors. Finding No. 2: The University’s monitoring of healthcare claim payments needed improvement. PERSONNEL AND PAYROLL Finding No. 3: The University’s procedures for documenting and monitoring alternate work location agreements needed improvement. Finding No. 4: The University’s monitoring of sabbatical and professional development leave needed improvement. STUDENT TUITION AND FEES Finding No. 5: Costs for distance learning courses were not always accurately shown in the Florida Higher Education Distance Learning Catalog. CONFIDENTIAL INFORMATION Finding No. 6: The University did not always provide the required written notification to individuals when their social security numbers were collected, contrary to Section (5)(a), Florida Statutes. INFORMATION TECHNOLOGY Finding No. 7: The University needed to establish an adequate alternate information technology (IT) processing facility. Finding No. 8: The University’s IT security controls related to logging and monitoring of system events needed improvement.

Questions? Contact Dannielle Godwin