1. F&A Advisory Group Suggestions Responses & Proposed Changes CONTROLLER’S OFFICE, UNIVERSITY OF MASSACHUSETTS BOSTON Presented By: Leanne Marden Director of Fiscal Operations & Controller

2. 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

3. 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

4. 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: http://www.umb.edu/administration_finance/controller/job_aids Contact Controller’s Office (7-5120) for status updates on Vendor additions/updates

5. Controller’s Office Accounts Payable Statistics

6. Controller’s Office Accounts Payable Statistics (cont’d …)

7. Controller’s Office Accounts Payable Statistics (cont’d …)

8. 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 )

9. Controller’s Office Travel Cash Advances Travel Cash Advance procedures have not changed (per Travel Policy FY09-CON-002-04 ) 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

10. 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)

11. 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

12. Questions / Comments ? Thank you for your feedback! Controller’s Office

13. Department Hiring Policy for Benefitted Employees Review the Hiring Guide Will be part of the policy after STEP 10

14. 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

15. 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

16. 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

17. Department Hiring Policy for Benefitted Employees TRAINING HR Staff -- December, 2013 Key Departments -- HR, ODI, Provost, ORSP, Budget & Planning December, 2013

18. Department Hiring Policy for Benefitted Employees TRAINING HR Hiring Process—(staff and faculty) January 6-10, 2014 9 -11am and 1- 3pm January 13 th 9-11am January 14 th 9-11am and 1-3pm Faculty Process Only January Assistant Dean’s Mtg.

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

20. BuyWays Upgrade Classic vs. Phoenix Contracts & Compliance

21. BuyWays Upgrade BuyWays will enable a new user interface called Phoenix in January 2014. 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.

22. New Icons New Menu

23. 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 th @10:00 and @2:00 Wednesday, December 11 th @2:00 If you have any questions, please call the Procurement Help Line @7-5060.

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

25. Unrestricted Revenue Summary Oct 2013

26. Tuition & Student Fees A. Tuition remitted FeeWaiverNet % Waived UG 4,085,579 1,907,737 2,177,84347% Graduate 865,394 355,232 510,16241% 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 1,117,020 550,08667% 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 615,311 180,707 434,60429% Sub-total 6,677,498 1,623,346 5,054,15224%

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

28. Revenue Operations Actual Results Beginning Balance RevenueExpenseBalanceChange Memo: Encumbrances 51193Financial Services 1,960,455 21,599 (18,909) 1,979,364 18,909 - 51001Book Shop 1,432,152 417,534 76,334 1,773,352 341,200 171,652 51020Copy Centers 1,403,456 25,334 (82,419) 1,593,628 190,172 1,014,949 51010Food Services 1,257,284 141,179 231,193 1,167,271 (90,013) 222,299 51179Health Services 1,016,160 1,010,697 651,524 1,375,333 359,172 1,128,908 51018Computer Trust Fund 489,974 2,658 55,363 437,270 (52,705) 55,433 51041WUMB Radio Station 175,563 195,495 383,642 (12,584) (188,147) 263,121 51062Stores Inventory 101,416 3,418 (84,309) 189,142 87,726 625,630 51016Campus Center Activities 77,961 131,174 62,007 147,128 69,167 114,502 51196Nantucket Housing 66,353 3,738 4,997 65,094 (1,259) 2,660 51194Marine Operations 41,639 109,695 111,865 39,468 (2,171) 61,795 51039CVIP (Commercial Ventures) 5,046 969 453 5,562 516 - 51197Parking & Trans (951,999) 1,301,952 1,519,434 (1,169,481) (217,482) 3,960,375 51017Child Care Program (1,647,195) 182,231 274,608 (1,739,572) (92,377) 526,109 Total 5,428,264 3,547,671 3,185,781 5,850,975 422,710 8,147,432