cfo roundtable
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CFO Roundtable. April 12, 2012. Mike McKee Assistant Vice President and University Controller. Welcome & Introductions. Linda Orfield, Associate Controller Payroll & Tax Services. HR/PR Upgrade Status. Ruth Harris Associate Controller University Financial Services. - PowerPoint PPT PresentationTRANSCRIPT
CFO Roundtable
April 12, 2012
Welcome & Introductions
Mike McKee Assistant Vice President and University Controller
Linda Orfield, Associate Controller
Payroll & Tax Services
HR/PR Upgrade Status
Ruth HarrisAssociate Controller
University Financial Services
Student Accounts Receivable User Group
Student A/R Write Off
Brenda Harrell,Accounting Coordinator
Cost Analysis & Construction Accounting
Released for Input on Monday, April 9th
Interviews Complete with space occupants by Friday, May 4th
Input Complete by Departments by Friday, June 1st, 2012
Authorization by DDD’s by Friday, June 30th, 2012
Space Allocation Survey
Space Allocation Survey 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.
Effort Certification
New Reports Available to help with the Effort Process.
Effort Certification - Status Fall 2011 TermCollege Total Outstanding Effort Records Overall Total Required Reports Percentage Complete 02 - Office of the Provost 19 83 77% 04 - Office of Student Affairs 24 68 65% 07 - Division of Housing 11 11 0% 11 - Sponsored Research 18 104 83% 12 - Graduate School 2 8 75% 13 - College of Fine Arts 74 252 71% 14 - Information Technology 6 7 14% 15 - College of Design Construction & Planning 147 205 28% 16 - College of Liberal Arts & Sciences 1,359 2,142 37% 17 - College of Business Administration 98 243 60% 18 - College of Education 178 452 61% 19 - College of Engineering 1,049 1,645 36% 20 - International Center 6 9 33% 23 - College of Journalism 109 149 27% 24 - College of Law 77 147 48% 26 - College of Health and Human Performance 50 180 72% 27 - Office of Health Affairs 16 19 16% 28 - College of Veterinary Medicine 250 291 14% 29 - College of Medicine 1,956 2,850 31% 30 - College of Medicine Jacksonville 332 428 22% 31 - College of Nursing 67 93 28% 32 - College of Pharmacy 71 212 67% 33 - College of Public Health and Health Professions 287 395 27% 34 - College of Dentistry 203 319 36% 36 - College of Public Health and Health Professions 61 61 0% 47 - University Press 1 1 0% 50 - VP Development 1 1 0% 52 - Division of Continuing Education 4 22 82% 55 - UF Libraries 15 120 88% 56 - FL Museum of Natural History 57 136 58% 57 - Whitney Labs 173 197 12% 60 - College of Agriculture and Natural Resources 1,354 2,784 51% 71 - Environmental Health & Safety 1 1 0% 73 - University Police 1 1 0%Grand Total 8,077 13,646 41%
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
Effort Certification Status Summer 2011 Term
College Total Outstanding Effort Records Overall Total Required Reports Percentage Complete02 - Office of the Provost 10 129 92%04 - Office of Student Affairs 4 46 91%11 - Sponsored Research 1 96 99%12 - Graduate School - 10 100%13 - College of Fine Arts 5 138 96%15 - College of Design Construction & Planning 25 160 84%16 - College of Liberal Arts & Sciences 212 1,764 88%17 - College of Business Administration 5 185 97%18 - College of Education 22 328 93%19 - College of Engineering 321 1,554 79%23 - College of Journalism 39 124 69%24 - College of Law 1 139 99%26 - College of Health and Human Performance 2 155 99%27 - Office of Health Affairs - 16 100%28 - College of Veterinary Medicine 54 283 81%29 - College of Medicine 439 2,882 85%30 - College of Medicine Jacksonville 99 423 77%31 - College of Nursing 7 73 90%32 - College of Pharmacy 1 203 99%33 - College of Public Health and Health Professions 26 403 94%34 - College of Dentistry 46 394 88%36 - College of Public Health and Health Professions 2 61 97%52 - Division of Continuing Education 1 20 95%53 - UF Privacy Office 1 1 0%55 - UF Libraries 1 106 99%56 - FL Museum of Natural History 12 117 90%57 - Whitney Labs 50 182 73%60 - College of Agriculture and Natural Resources 165 2,670 94%Grand Total 1,551 12,662 88%
Effort CertificationStatus Summer 2011 Term
College EFFORT COORDINATOR EFFORT REVIEWER EMPLOYEE TO CERTIFY02 - Office of the Provost 1004 - Office of Student Affairs 407 - Division of Housing 211 - Sponsored Research 113 - College of Fine Arts 1 415 - College of Design Construction & Planning 1 1 2316 - College of Liberal Arts & Sciences 19 1 19217 - College of Business Administration 1 418 - College of Education 1 2119 - College of Engineering 6 31523 - College of Journalism 3924 - College of Law 126 - College of Health and Human Performance 228 - College of Veterinary Medicine 1 5329 - College of Medicine 27 1 41130 - College of Medicine Jacksonville 6 1 9231 - College of Nursing 1 632 - College of Pharmacy 133 - College of Public Health and Health Professions 2 2434 - College of Dentistry 4636 - College of Public Health and Health Professions 252 - Division of Continuing Education 1 53 - UF Privacy Office 1 55 - UF Libraries 156 - FL Museum of Natural History 1257 - Whitney Labs 10 4060 - College of Agriculture and Natural Resources 21 1 143Grand Total 96 8 1,449
Effort Certification
Fall 2011 Term Deadlines
Department Effort Coordinators Submitted for Certification by Friday, April 13th
Faculty, PI’s and Employees Certified by Friday, May 4th
Karen Frank, Assistant Director
Purchasing Services
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
Randy Staples, Associate Controller
Disbursement Services
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: 192Number of Vendors Paid: 101 First Weekly e-Pay
submission: $ 8,512.79March 30, 2012 e-Pay submission: $ 275,533.47Total 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.
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
109,731Current Inventory Count 23,656
Current Inventory Status: Missing Items 463
Current University practice is that all inventory items will be located
Property Inventory
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.
Suzanne Sindledecker, Assistant Controller
Treasury Management
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
Sheela Moudgil, Associate Controller
General Accounting
Annual Financial Report
2012 Year End Closing
Material and Supply Fee Fund KK Rule set Change
Annual Financial Report
Annual Financial Report for FY 2011 published
http://fa.ufl.edu/
Year End
Year End Closing Friday, July 13th
Detail schedule will be available on General Accounting website in early May
Year End Workshop May 17th G001 McCarty Hall D 3-4:30pm
KK Rule Set change for Fund 162AKA: 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
Mike McKeeAssistant Vice President and University Controller
Finance & Accounting
Evaluation of Centralized Invoicing Process
GBAS Update
Proposed Fringe Benefit Pool Rates
Audit Update
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.
