Presentation Title | May 4, 2009 F&A Advisory Group Suggestions Responses & Proposed Changes CONTROLLER’S OFFICE, UNIVERSITY OF MASSACHUSETTS BOSTON Presented By: Leanne Marden Director of Fiscal Operations & Controller

Presentation Title | May 4, 2009 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

Presentation Title | May 4, 2009 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

Presentation Title | May 4, 2009 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

Presentation Title | May 4, 2009 Controller’s Office Accounts Payable Statistics

Presentation Title | May 4, 2009 Controller’s Office Accounts Payable Statistics (cont’d …)

Presentation Title | May 4, 2009 Controller’s Office Accounts Payable Statistics (cont’d …)

Presentation Title | May 4, 2009 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 )

Presentation Title | May 4, 2009 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

Presentation Title | May 4, 2009 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)

Presentation Title | May 4, 2009 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

Presentation Title | May 4, 2009 Questions / Comments ? Thank you for your feedback! Controller’s Office