Financial Administration Meeting Sharon Bell, Controller

March 30, 2016

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Next Controller’s Financial Administration Meeting – June 1, 2016

Controller’s Listserv ◦ Link on website JOIN Controller’s listserv

PowerPoint presentation available on Controller’s website “News & Updates”

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Doreen J. Bolster, CPA

Associate Controller-Accounting Operations doreen_bolster@uri.edu

401.874.4422

103 Carlotti Admin Bldg

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Controllers Office and URI Foundation are reviewing all “Non-gift” deposits to determine if funds should be processed through URIF or URI ◦ Donations processed by URIF

Outright gifts

Bequests & other deferred gifts

Pledges

Grants (see Administration of Grants, Contracts & Gifts (Policy 00-1)

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Examples of “Non-gift” deposits ◦ Event registration, conference or program fees ◦ Funds for goods or services ◦ Fundraisers (if donor will receive credit, needs pre-approval from URIF)

◦ Gift in kind (must needs to be accepted by the University before URIF can provide donor credit, for more information http://web.uri.edu/controller/files/Non-Cash_Gifts_Policy.pdf )

◦ Membership dues ◦ Raffles ◦ Scholarships w/recipient determined ◦ Staff Activities (ex: holiday or retirement party)

◦ Student groups ◦ URI Performances (theater or music performances, etc.)

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Controller’s Office has been receiving Invoice Voucher Forms for reimbursements for Gift Card purchases for State Employees to be paid with URI Foundation Funds. This is not allowable. URI cannot pay an existing state employee additional

money without going through the payroll system as additional compensation. IRS conducted an audit a few years back and one of the items cited was issuing an employee a W-2 and 1099 for the same type of service. IRS considers it compensation.

See guidelines on the Controller website for awards for

available options: Awards paid by URI Foundation Funds

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Cindy Mace Associate Controller

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Cash Handling Policy Effective 2/1/2015 Checks should be made payable “University of Rhode Island”. Departments accepting cash and checks must use proper

segregation of duties. ◦ The same person should not be:

Opening mail Endorsing checks Preparing deposits Reconciling to PeopleSoft budget statements

All checks/cash should be kept in a safe or locked drawer. (>$1,000 must be kept in a safe).

Money collected must be recorded in: ◦ Cash register ◦ Receipt book (Pre-numbered) ◦ Manual cash receipts journal (low volume of transactions)

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Checks and money orders are restrictively endorsed as soon as they are received. Endorsement stamps are obtained from the Controller’s Office.

Departments need to deposit all collections with Enrollment Service – Cashier Office within three business days. ◦ Do not send cash or checks through campus mail

Access to safe should be restricted to essential employees.

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Surprise Cash Audits ◦ Petty Cash and Change Funds ◦ Insure these funds are maintained in accordance

with University policy & procedures

Timely Deposits ◦ Monthly review of check dates and deposit dates to

confirm that departments are following cash policy

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Doreen J. Bolster, Associate Controller

URI Purchase Card is designed for small-dollar one-time purchases (etc.) ◦ Dues and Subscriptions ◦ Postage ◦ Magazines, books, publications ◦ Advertising ◦ Local conference fees

No Sales Tax – please make sure you carry tax exempt certificate

Personal use will result in permanent suspension of card

2016 Agreements will be going out by the end of April

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Late packages will result in temporary suspension of card, possibly without notice.

All transactions need to be approved in PeopleSoft by the due date listed in the email regardless of an exception.

Attach approved exception emails to the applicable reconciliation package.

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The PCard Office is highly encouraging our cardholder’s to attach their scanned receipts to each PCard transaction.

In the Comments section, include the business purpose of the purchase and provide a brief explanation of what was purchased.

Fund 500 Expenses – Comments are required

Hard copies of invoices\receipts with your monthly reconciliation package are still required (even if you attached the receipt in PS).

All PCard questions, including credit limit increases, credit card declines and notification of late reconciliation packages should be emailed to pcard@etal.uri.edu. This email is monitored throughout the day. Please do not send your questions/request to individual emails.

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Rollout of new chip-enabled PCards and Travel cards will begin in the first quarter of calendar year 2017.

Chip-enabled cards reduce fraud in regards to in-person transactions, not for on-line purchases.

Review transactions throughout the month to mitigate fraud.

In order to minimize potential declined transactions, if you are traveling out of state or out of the country, you may want to contact JP Morgan to let them know.

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New Travel Agent- Short’s Travel Management ◦ Effective 2/1/16 ◦ URI State Employee’s must complete a Traveler Profile ◦ Grad Students and Internal Payroll will not be allowed

to book their travel directly with Short’s. Their professor/supervisor will need to book the travel on their behalf as “Guest” ◦ User Guide and additional information

http://web.uri.edu/controller/travel/

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TAR’s must be approved prior to travel booked ◦ Any airfare over $1,000 requires approval by our office ◦ If we don’t have an approved TAR, we can’t approve

flight International Travel must be booked through

Short’s Travel ◦ TAR requires Export Control document ◦ Compliance with Fly America Act

Registration for Conferences should be paid using PCard after TAR is approved. ◦ Those in the CELS pilot program should use their

individual travel card for the registration.

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Employees – travel and other reimbursements Vendors/Suppliers – payment for services and

goods ◦ Checks are processed once per week mailed checks (delivery takes 5-10 days) ◦ ACH Payments – processed once per week in bank account within 24-48 hours

ACH signup form on Controller’s website

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Controller’s Office is continually refining form, instructions and list of allowable items – please check website often http://web.uri.edu/controller/forms/

Recent changes to list of allowable items paid on invoice voucher: ◦ Advertising at Ryan Center (Learfield Communications Rhody Sports

Properties, LLC) ◦ Meals Allowable reimbursements to employees for allowable meals (excluding sales tax) Non-allowable invoices for catering or direct pay to restaurants

◦ Performers

Check the website often for updates of Allowable Items

Extraordinary payments need to be approved by the URI Controller

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Invoice & Receiving reports - email to aprec@etal.uri.edu LVPOs and POs are to be issued prior to goods or services

ordered Do not process an Invoice Voucher for items not on the

allowable items list. ◦ If so, the IV and invoice with a Document Return Form will be returned

to you. ◦ All purchasing violations must be approved for payment by the

Controller. Examples of documentation to submit with the appeal to Controller:

Memo with a written justification explaining why URI should pay vendor along with explanation as to why the department did not follow URI Purchasing Policies & Procedures

Invoice Contract/Agreement If College Requisition (CR) or AOC was denied by Purchasing, attach a copy of

correspondence from Purchasing as to why CR or AOC cannot be processed If purchase is on a LVPO, attach copy or indicate PO number

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All Vendors requiring a Purchase Order must register through the vendor registration

A URI W-9 is required for all new vendors Make sure vendor gets registration number One time vendors under $1,000 that meet criteria of

PCard strongly encouraged to use PCard ◦ Please follow Purchasing regulations (quotes, etc.)

Address changes for existing vendors can be updated using the Vendor Change Request Form

International vendors only need W-8BEN: no registration required ◦ New W-8BEN forms are out – we are still trying to get IRS

guidance on the different forms ◦ More to come

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URI Accounts Payable is actively pursuing Vendor Discounts Discounts will be recorded in chartfield string of purchase

in account #5893 List of Vendors with discount terms are on the Controllers’

website: Vendor Discount List

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Vendor ID Vendor Terms 1 0000000471 Ardente Supply Co Inc 2% 10 Days 2 0000006999 WB Mason Co Inc 2.25% 20 Days 3 0000007185 Wilkem Scientific Ltd 1% 10 Days 4 0000011003 Merck & Co Inc Human Hlth Div 2% 30 Days 5 0000055403 Garland Company Inc,The 1.5% 10 Days 6 0000035610 Oak Hill Farm LLC 3% 15 Days 7 0000049843 Alive Tek Inc. 2% 10 Days

We are currently rolling out WB Mason on-line ordering Users will need to complete a Signup & Maintenance

form. ◦ Coming Soon - form will be posted on the Controller’s website

under Forms/General Accounting when available. An approved PO or PCard can be used for the purchase.

PCard policies do apply. Fund 500 supplies must be purchased on an approved

PO.

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Definition: An honorarium is a small payment made on a special or non-routine basis to an individual who is not an employee of the University to recognize or acknowledge the contribution of gratuitous services to the University.

The payment: o should be made as a token of appreciation o should have a nominal value assigned to it o should not be an equivalent value to a professional charge o should not be an agreed upon amount between individual providing a

service and individual seeking service Examples:

o Special lecture or short series of lectures o Assistance for set-up or supporting activities at special events o Serving as guest speaker at an educational event or other similar

function

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Issues:

o Honorarium or compensation for services performed? o Controller’s Office will be evaluating honorarium payment

requests more closely based on above criteria

Documentation o Honorariums to be sent to HR for approval prior to IV being

received in Accounting o The following information is required on a letter or memo:

• Name of speaker/presenter/volunteer • Permanent address of the payee • Taxpayer ID (W-9 required) • Date of presentation or event • Title of presentation or event • Host: class/dept/program • Reason for honorarium

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If you send a general journal entry to the Accounting Office for the second time, please write “copy” at the top of the entry page. This will help prevent the duplication of an entry.

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Jim Cacciola Assistant Controller

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State Payroll – Required as of JUNE 30! ◦ Employees who have not yet signed up for direct

deposit are encouraged to do so to avoid missing a pay check.

Internal Payroll – Highly Recommended

Through PeopleSoft Self Service

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STATE PAYROLL ◦ Contact– Human Resources Office (Nancy Gardner)

INTERNAL PAYROLL – Request by email (include employee name, ID number and delivery method (address or pick-up)

A-L Beth Ulricksen bulricksen@uri.edu

M-Z Chris Morelli cmorelli1@uri.edu

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Payroll charges that occur in June (FY2016) but are paid in July (FY2017) must be moved from FY2017 to FY2016.

Accrual journals will be dated 6/30/16 ◦ State Payroll Journals – “STAC26”, STACGR26”,

STAC01”, STACGR01” ◦ Internal Payroll Journals – “INAC26”, INACGR26”,

INAC01”, “INACGR01”

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Reversal journals in FY2017 will be dated

sometime between July 25 – 29.

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40% (4 DAYS) OF PP1 ACCRUED BACK TO FY2016

Job Data (esp. contracts)

Difficulties changing end dates and amounts Make sure data is correct

Time and Labor Problems

“Approval in Process” status Do not enter 0 (zero) hours. Enter data in days

actually worked only.

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Dave Hansen Associate Director

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Travel and Expense Implementation PeopleTools Upgrade 8.53 - 8.55 Financials Application Upgrade from 9.1 – 9.2

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CELS Beta Test ◦ Ending 5/1/2016 ◦ All Travel and Expense Documents submitted after this date will

use T&E Module. ◦ Challenging module implementing Workflow and configuration

simultaneously. ◦ HR Supervisor – New Concept @URI ◦ State Travel Agent changed from PanAm to Shorts Travel 2/1/16. ◦ Travel Life Cycle unpredictable

Rollout will continue after we get through year end July/Aug with Non Admin Departments i.e. Library and Transportation

College Rollout Plan – We will be coordinating a demo meeting with all Business managers to discuss requirements and planning. ◦

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Targeted for Memorial Day Weekend 5/28 – 30 ◦ PeopleTools 8.53 out of Support 6/30/16 ◦ Required for 9.2 Upgrade ◦ Look will change in minor ways ◦ Navigations and Business Processes will not change ◦ Crystal Reports being Retired and replaced with BI

Publisher.

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Financials Upgrade to 9.2 – Spring 2017 ◦ Work Centers – Business Processes streamlined ◦ Fluid Navigations for Mobile Devices – i.e. Tiles ◦ Ability to use Mobile Device for Expense reports

Workflow Approvals ◦ Pivot Grids Improved ◦ Embedded Help which explains how to complete

tasks or transactions ◦ Manager Dashboards

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Michele Wood AssociateController

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OSP - Tracking expenditures, transactions through 30 days after

project end date (or through final expenditure posting).

Best practice: final expenditure posting by 30 days after project end date

S&CA - issuing final invoices, cash drawdown and reports, closeout in PeopleSoft – follows AFTER OSP completion above.

Best practice: final invoice/draw 45 days after project end date final report 90 days after project end date, final PeopleSoft project close-out 120 days after project end date

We are still seeing transactions posted after 30

days past end date!!!!

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Late spending solutions/recommendations

◦ Request NCE 60 days prior to end of award ◦ Review open encumbrances 60 days prior to

end of award Equipment Subcontractor invoices Payroll!!!

If you are experiencing difficulty with this please contact me

to see if there are PS reporting solutions, etc.

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Implemented June 2015 Since then issued over 3,000 invoices Info on what’s billed/paid in grants portal If you would like access to the grants portal

please fill out PS security form and send to PS Financials

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Timeline change for FY 17 rate process Ann to be sending info out in May (end of April) Try to use same process for budget office

request as for service center budgets Surplus/deficit if significant after year end

closed will be reviewed and rates adjusted if necessary

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August 2015 Dept of Interior – no report yet February 2016 NOAA – no report yet March 2016 Dept of Justice – no report yet April 2016 USDA/FNS

If you receive audit notifications please

forward to SCA and OSP

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Common audit steps ◦ Verification of payroll to source documentation ◦ Review for unallowable expenditures ◦ Review of supplies ◦ Review of service center charges

Ensure expenditures posted to the grant: allowable, allocable and reasonable (Uniform Guidance Subpart E Composition of Costs)

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FY16 is the Base Year for the upcoming F&A indirect cost proposal

Space surveys have recently started and trainings continue

Emphasis on research space functional categorization

If you have any questions please contact Ann Cannon x 2351

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