Fiscal Officer Meeting Thursday, January 15, 2009

E-Verify 01/15/09

E-Verify 1996 Congress passed the Illegal Immigration Reform and Immigrant Responsibility Act (IIRIRA) Verify all New Hires eligibility to work Effective January 1, 2009 Voluntary, but Missouri passed law for mandatory use

E-Verify Verification with Department of Homeland Security (DHS) and Social Security Administration (SSA) Internet based verification program Verifies information on the I-9

E-Verify Notice Requirements Employees must be notified that we use E- Verify, notices include: –E-Verify Poster –Office of Special Counsel for Immigration- Related Unfair Employment Practices (OCS) Right to work Poster Posters are available on the website

E-Verify Use Do not use E-Verify unless: –A job has been offered –A position has been accepted, and –The Form I-9 has been completed Must complete E-Verify within 3 days of completion of the I-9 For Hire Date –Use the date the employee signed the I-9

E-Verify Use, cont. Can’t use E-Verify on current employee’s Can’t use E-Verify as a hiring screening tool Must safeguard E-Verify information Can’t take any negative action against new hires while SSA or DHS is processing the request –You can face legal action, including civil penalties and back awards

E-Verify Set-up Fiscal Officers/Similar position –Most will be setup as Program Administrators I will setup your General Users You will manage them after set-up

Program Administrators Perform Verifications Create and unlock General Users accounts Perform queries, view reports Update E-Verify profiles

General Users Perform verification, queries View reports, and Update their personal user profiles

E-Verify Tutorial and Test HR must set-up UserID and temporary Password for Program Administrators Must take the online tutorial –Can complete the tutorial at different times –Use the website listed in the earlier slide Must pass the mastery test sometime after completing the tutorial

Conclusion Started January 1, 2009 Most details are in the Tutorial Being challenged in the Courts Contact: Errol Benson with questions

Other Topics New I-9 in Feb Talx – The work number Time Clocks, Time and Labor

Senior Fiscal Officer Meeting PS Access Certification

Semi-annual review of security access to the financial, payroll, and student administration systems Provides opportunity to identify and correct possible weaknesses in internal controls relating to segregation of duties Must be completed by January 30, 2009 UMSL Senior Fiscal Officer Meeting, January 15, 2009

PS Access Certification Log in to Blackboard using your SSO ID Click on –Administrative Services Controllers St. Louis (under My Organizations, left hand side) –Certifications (gold border, left hand side) –PeopleSoft Access Certification UMSL Senior Fiscal Officer Meeting, January 15, 2009

PS Access Certification Certification includes the following sections Background information Steps 1 – 11: Instructional material and quizzes over the following topics Segregation of Duties Authorization Recording, Verification, and Custody of Assets Managerial Review Summary UMSL Senior Fiscal Officer Meeting, January 15, 2009

PS Access Certification Step 12 – Review the following reports: –Web Apps Access Report –PeopleSoft User Access Report (Production) –Workflow Route Control Assignments Indicates who may initiate and approve requisitions –PeopleSoft HR User Access –Student Access Focus on assigned role of Student Financials UMSL Senior Fiscal Officer Meeting, January 15, 2009

PS Access Certification UMSL Senior Fiscal Officer Meeting, January 15, 2009 If answer True, you are completed, if False, complete Step 14 where you explain your segregation of duties issues and mitigating controls STEP 13

UMSL Senior Fiscal Officer Meeting, January 15, 2009 STEP 14 (Optional) PS Access Certification

Hints Successfully submitted does not mean successfully completed.

Expenditure Reduction

President Forsee’s letter –Expectation of significant reduction in specified categories –Progress to be monitored –Campus to provide feedback

Possible way to monitor PS Financial Reports under Income Statements –First use run Rpt 13 to find what funds you use. Copy funds starting with 0 (0xxx) –Create an Excel spreadsheet that compares the current month and the current year to date to last year.

Possible way to monitor – cont’d –Run Rpt 11 using funds 0xxx for January –Run Rpt 11 using funds 0xxx for January –Combine the spreadsheets using the bold lines that summarize groups of accounts like travel.

Possible way to monitor – cont’d This is only a suggestion The Chancellor, Provost or Vice Chancellor may come up with additional guidelines in the future.