Administrative Forum Financial Management Office Updates April 24, 2013

Agenda NEW FMO Team Members FY13 Year End Deadlines Updated FMO Website Electronics/Software Purchase Approvals Graduation Expenses E-Reimbursement Status Update WSoB Audit Cost Transfer Documentation Shared Purpose & Partial Payment Expenses Miscellaneous Reminders/Updates

FMO Team Members NamePositionArea Jim Walker Assistant Dean – Director of Financial Management Fariba KianiAccountant – John WolfAccountant – Jenny YuanFinancial Specialist Kelly YoungFinancial Specialist Kory MidasFinancial Specialist Gina SrenaskiFinancial Specialist 3 Executive Education (Fluno Center)

FY13 Year End Deadlines FY14 starts July 1, 2013 Check the message board or FMO Website for deadlines list: Fiscal Year 2013 Processing Deadlines Sample Upcoming Deadlines: –DPs & PIRs = May 31 –Vendor Invoices (on POs) = May 31 * Forms/Requests submitted after the deadlines will be processed in FY14 (July 1)

Updated FMO Website FMO re-launched website as a Wiki site. Existing web address still works: management-office

Electronics/Software Purchase Approvals Please continue to obtain pre-approval from TSC before purchasing Electronics, Software, and Hardware items  Purchases made without TSC approval may delay reimbursement (if purchased using personal funds) while post-approval is reviewed and may result in item not being reimbursable  Pre-Approval from TSC prevents unnecessary purchases (i.e. If the school already has the item needed) & ensures proper tracking of University Property

Graduation Expenses Reminder that Graduation Expenses are not payable/reimbursable on the state side (i.e. costs for parties, graduation day expenses, etc.) –Some types of Graduation expenses may be payable/reimbursable through UW Foundation Please check with FMO staff to confirm expenses are payable, before incurring them

Thank you for your patience as the FMO works to get caught up with auditing/approving expense reports –The FMO is working to get current on the queue and expect to do so by fiscal year end e-Reimbursement Status Update

Internal Audit The purpose of the audit is to determine if the School’s internal controls are adequately designed and are operating effectively –Audit of Wisconsin School of Business continues Some may be contacted with questions, for feedback, etc., if they haven’t already –Additional info about audit posted on Message Board by Dean (on March 13, 2013)

Cost Transfer Documentation Please make sure to submit support documentation for all cost transfers (salary and non-salary) –Examples of documentation include: For p-card cost transfers: copy of statement, etc. For expense reports: copy of report’s cover sheet, etc. Please also make sure to provide a detailed justification/purpose for the transfer (including why transfer was necessary)

Shared Purpose and Partial Payment Expenses Shared Purpose Expenses (Personal/Business Expenses): Reminder that personal expenses are not reimbursable and also can not be paid for using the P-Card, (MDS), etc. –If an expense has a personal and business purpose, the expense(s) must be paid using personal funds and may be reimbursed, if cost comparisons are submitted with the request (if applicable) –Please check with the FMO prior to purchasing such items, to determine if there is sufficient Business purpose for reimbursement Partial Payment Expenses: For any expense where the UW will only be paying for a portion of the total cost, costs must be paid using personal funds and a request submitted to reimburse the UW portion –i.e. UW paying for $250 of a $500 plane ticket –Travel expenses for students may not be reimbursed until after the travel has occurred

Miscellaneous Reminders/Updates FMO meeting in late summer Advertising and Promotional Purchases must go through and/or be pre-approved by IMC Urgent requests, checks, cash, must be handed to a team member. Please do not leave in mailboxes, etc. Questions?