1. CFO Roundtable April 12, 2012

2. Welcome & Introductions Mike McKee Assistant Vice President and University Controller

3. Linda Orfield, Associate Controller Payroll & Tax Services

4.  HR/PR Upgrade Status

5. Ruth Harris Associate Controller University Financial Services

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

7. Brenda Harrell, Accounting Coordinator Cost Analysis & Construction Accounting

8.  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

9.  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.

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

11. Effort Certification - Status Fall 2011 Term CollegeTotal Outstanding Effort RecordsOverall Total Required ReportsPercentage Complete 02 - Office of the Provost 19 8377% 04 - Office of Student Affairs 24 6865% 07 - Division of Housing 11 0% 11 - Sponsored Research 18 10483% 12 - Graduate School 2 875% 13 - College of Fine Arts 74 25271% 14 - Information Technology 6 714% 15 - College of Design Construction & Planning 147 20528% 16 - College of Liberal Arts & Sciences 1,359 2,14237% 17 - College of Business Administration 98 24360% 18 - College of Education 178 45261% 19 - College of Engineering 1,049 1,64536% 20 - International Center 6 933% 23 - College of Journalism 109 14927% 24 - College of Law 77 14748% 26 - College of Health and Human Performance 50 18072% 27 - Office of Health Affairs 16 1916% 28 - College of Veterinary Medicine 250 29114% 29 - College of Medicine 1,956 2,85031% 30 - College of Medicine Jacksonville 332 42822% 31 - College of Nursing 67 9328% 32 - College of Pharmacy 71 21267% 33 - College of Public Health and Health Professions 287 39527% 34 - College of Dentistry 203 31936% 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 4 2282% 55 - UF Libraries 15 12088% 56 - FL Museum of Natural History 57 13658% 57 - Whitney Labs 173 19712% 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%

12. Effort Certification - Status Fall 2011 Term College EFFORT COORDINATOR EFFORT REVIEWER EMPLOYEE TO CERTIFY 02 - Office of the Provost 2 17 04 - Office of Student Affairs 5 19 07 - Division of Housing 11 11 - Sponsored Research 3 15 12 - Graduate School 1 1 13 - College of Fine Arts 74 14 - Information Technology 5 1 15 - College of Design Construction & Planning 90 57 16 - College of Liberal Arts & Sciences 837 1 521 17 - College of Business Administration 15 83 18 - College of Education 14 164 19 - College of Engineering 723 326 20 - International Center 4 2 23 - College of Journalism 11 98 24 - College of Law 2 75 26 - College of Health and Human Performance 4 46 27 - Office of Health Affairs 3 13 28 - College of Veterinary Medicine 157 1 92 29 - College of Medicine 873 3 1,080 30 - College of Medicine Jacksonville 135 197 31 - College of Nursing 35 32 32 - College of Pharmacy 26 45 33 - College of Public Health and Health Professions 117 170 34 - College of Dentistry 127 76 36 - College of Public Health and Health Professions 55 6 47 - University Press 1 50 - VP Development 1 52 - Division of Continuing Education 1 3 55 - UF Libraries 15 56 - FL Museum of Natural History 57 57 - Whitney Labs 142 31 60 - College of Agriculture and Natural Resources 636 2 716 71 - Environmental Health & Safety 1 73 - University Police 1 Grand Total 4,038 7 4,032

13. Effort Certification Status Summer 2011 Term CollegeTotal Outstanding Effort RecordsOverall Total Required ReportsPercentage Complete 02 - Office of the Provost 10 12992% 04 - Office of Student Affairs 4 4691% 11 - Sponsored Research 1 9699% 12 - Graduate School - 10100% 13 - College of Fine Arts 5 13896% 15 - College of Design Construction & Planning 25 16084% 16 - College of Liberal Arts & Sciences 212 1,76488% 17 - College of Business Administration 5 18597% 18 - College of Education 22 32893% 19 - College of Engineering 321 1,55479% 23 - College of Journalism 39 12469% 24 - College of Law 1 13999% 26 - College of Health and Human Performance 2 15599% 27 - Office of Health Affairs - 16100% 28 - College of Veterinary Medicine 54 28381% 29 - College of Medicine 439 2,88285% 30 - College of Medicine Jacksonville 99 42377% 31 - College of Nursing 7 7390% 32 - College of Pharmacy 1 20399% 33 - College of Public Health and Health Professions 26 40394% 34 - College of Dentistry 46 39488% 36 - College of Public Health and Health Professions 2 6197% 52 - Division of Continuing Education 1 2095% 53 - UF Privacy Office 1 10% 55 - UF Libraries 1 10699% 56 - FL Museum of Natural History 12 11790% 57 - Whitney Labs 50 18273% 60 - College of Agriculture and Natural Resources 165 2,67094% Grand Total 1,551 12,66288%

14. Effort Certification Status Summer 2011 Term CollegeEFFORT COORDINATOREFFORT REVIEWEREMPLOYEE TO CERTIFY 02 - Office of the Provost 10 04 - Office of Student Affairs 4 07 - Division of Housing 2 11 - Sponsored Research 1 13 - College of Fine Arts1 4 15 - College of Design Construction & Planning1123 16 - College of Liberal Arts & Sciences191192 17 - College of Business Administration 14 18 - College of Education 121 19 - College of Engineering6 315 23 - College of Journalism 39 24 - College of Law 1 26 - College of Health and Human Performance 2 28 - College of Veterinary Medicine1 53 29 - College of Medicine271411 30 - College of Medicine Jacksonville6192 31 - College of Nursing 16 32 - College of Pharmacy 1 33 - College of Public Health and Health Professions2 24 34 - College of Dentistry 46 36 - College of Public Health and Health Professions 2 52 - Division of Continuing Education1 53 - UF Privacy Office1 55 - UF Libraries 1 56 - FL Museum of Natural History 12 57 - Whitney Labs10 40 60 - College of Agriculture and Natural Resources211143 Grand Total9681,449

15. 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

16. Karen Frank, Assistant Director Purchasing Services

17.  Purchasing Helpdesk 392-1335  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

18. Randy Staples, Associate Controller Disbursement Services

19. 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 $761k-1.1m/year), and gets the payment to the vendor in a faster and more reliable manner. Current Statistics: Vendors Currently Enrolled: 192 Number of Vendors Paid: 101 First Weekly e-Pay submission:$ 8,512.79 March 30, 2012 e-Pay submission:$ 275,533.47 Total Paid January – March 2011:$2,061,660.50 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.

20.  Effective July 1, 2011, the capitalization threshold for tangible personal property increased from $1,000 to $5,000.  Effect:Inventory Items at June 30, 2011 109,731 Current Inventory Count 23,656  Current Inventory Status:Missing Items 463  Current University practice is that all inventory items will be located Property Inventory

21.  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.

22. Suzanne Sindledecker, Assistant Controller Treasury Management

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

24. Suzanne K Sindledecker Assistant Controller Treasury Management ssindle@ufl.edu 273-0493 Questions

25. Sheela Moudgil, Associate Controller General Accounting

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

27. Annual Financial Report  Annual Financial Report for FY 2011 published  http://fa.ufl.edu/ http://fa.ufl.edu/

28.  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

29. 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

30. Mike McKee Assistant Vice President and University Controller Finance & Accounting

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

32. 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 119.071(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.

33. Questions? Contact Dannielle Godwin pgodwin@ufl.edu pgodwin@ufl.edu