Finance/Budget Business Officers Monthly Meeting JSOM 1.517 Wednesday, January 20, 2016 1
Agenda 1. Welcome Dr. Bernoussi 2. Credit Card Acceptance Policy Highlights Dr. Bernoussi 3. PeopleSoft Roles and ChartField Access Review Dr. Bernoussi 4. PeopleSoft University Updates Dr. Bernoussi 5. Current Enhancement Projects Dr. Bernoussi 6. Service Center Studies Greg Argueta 7. Sponsored Programs Close out Greg Argueta 8. Reconciliation Status Jennifer Mayes 9. Procurement Updates Deborah Reynolds 10. Greenphire (Clincard) Program Andre Josiah 11. Departmental Updates 2
Credit Card Acceptance Policy Highlights Dr. Reda Bernoussi 3
Credit Card Acceptance Policy Purpose The purpose of this policy is to protect the interests of the University and its customers by establishing strong internal business controls and standard revenue collection methods throughout the University This policy provides guidance so that the processes of accepting electronic payments comply with: Payment Card Industry Data Security Standards (PCI DSS) Sections 35.61, 72.004 and 502.002 of the Texas Business & Commercial Code 4
Credit Card Acceptance Policy Statement Any department electronically collecting revenue (through credit cards or electronic checks) on behalf of the University for goods or services must utilize a secure web based storefront Marketplace is the University's preferred web based application for electronic collection of revenue If a department believes that it has a significant business case or processing requirement that cannot be achieved using Marketplace it may be granted authorization to use other credit card processing systems 5
Credit Card Acceptance Policy Merchant Responsibilities Follow the Card Acceptance guide (or similar rules) of the merchant processor/acquirer (e.g., Global Payments) and the operating regulations and rules of any card associations/networks that will be accepted by the Merchant Department (e.g., MasterCard, Visa, etc.) Ensure that all employees, including the MDR, contractors and agents with access to payment card data complete compliance training on an annual basis Revenue collection arrangements that require payees to enter credit card numbers on preprinted order forms which are then mailed to a UTD department are not allowed Ensure that all credit card data collected, regardless of how it is stored is secured 6
Credit Card Acceptance Policy Exception to Using MarketPlace If a department believes that it has a significant business case or processing requirement that cannot be achieved using Marketplace, they must provide the details of their case, in writing If the Merchant Department needs to utilize this alternative, they must: Complete the Application to become a Merchant Department. The request should include the details of their business case Provide proof that the alternate vendor is certified PCI compliant Comply with all relevant provisions of the UT System Information Use and Security Policy and the UT Dallas Policy for Accepting Credit Card and electronic Payments 7
PeopleSoft Roles and ChartField Access Review Dr. Reda Bernoussi 8
PeopleSoft Roles and ChartField Access Review PeopleSoft Roles Review PeopleSoft ChartField Access Review 9
Chartfield Security Access Review Beginning this fiscal year, Chartfield security access will be included in the Departmental listing review provided by PeopleSoft Security. Any changes or corrections for chartfield security will be submitted to and corrected by Systems Administration. Please Note: Owner and Approvers will not be included in this review. For questions or concerns contact Stephanie Williams at ext. 2637 1/20/2016 Systems Administration 10
PeopleSoft University for Staff Updates Dr. Reda Bernoussi 11
PeopleSoft University for Staff Goals Create department PeopleSoft Team Leads Create Users that demonstrate proficiencies in multiple areas of the ERP System; Procurement, Finance, Budget, and HCM Help to establish a career development plan for departments 12
PeopleSoft University for Staff Fall/Spring Sessions OFFICE OF BUDGET AND FINANCE Fall/Spring classes are now complete One final examination session will be offered later this month Graduation ceremony will be scheduled in February 13
PeopleSoft University for Staff Spring/Summer Sessions Instructor led classes, lecture, and practice OFFICE OF BUDGET AND FINANCE Classes will be scheduled on the 2 nd and 4 th Tuedays of every month Classes begin on Tuesday March 29 th Presentations by Subject Matter Experts Certificate delivered at the successful completion of the program Assessment 14
PeopleSoft University for Staff Spring/Summer Registration OFFICE OF BUDGET AND FINANCE Registration for the program will open soon Link will be available on the Financial Management Services home page http://www.utdallas.edu/fms/ 15
Current Enhancement Projects Dr. Reda Bernoussi 16
Current Enhancement Projects BPM 2.0 epar 2.0 ARA 3.0 LOR 2.0 Scholarship Processing Workflow Payroll Encumbrances Automation of Data Validation and Reconciliations 17
Service Center Rate Studies Greg Argueta 18
Service Center Rate Studies Available online Current procedure will remain in place for FY17 study What is a Service Center? Is the purpose of the SC consistent with the University mission? Is the purpose of the SC part of the normal activity of the school/division? Does the SC provide unique goods or services that are not readily available outside the University? Does the SC provide convenience because goods and services are not easily obtained from external sources? Other options 19
Sponsored Programs Close out Greg Argueta 20
Sponsored Project Close out Procedure available online Effective 3/1/16 What s different? All cost adjustments (payroll, travel, P card, sub recipients) should be completed by the end date available on the ARA screen 45 day period from the end date to perform necessary reallocations and IDT s After 45 days, Accounting will clear salaries and M&O to: PI s indirect cost recovery cost center Dean s indirect cost recovery cost center Some awards may have tighter deadlines 21
Reconciliation Status Jennifer Mayes 22
Reconciliation Status: Periods 1 3, FY 2016 As of January 18, 2016 $30.9 million in expenses still need reconciliation and/or approval $3.7 million in revenue still needs reconciliation and/or approval 23
Timeliness of Reconciliation and Approval FY 2016 First Quarter (to date) How many days did it take us to complete? Minimum Reconciliation 0.4 Approval 0.01 Completion 0.4 Maximum 102.4 94.0 102.4 Average 13.9 10.0 22.6 Data includes calculation of days for reconcilers to complete 9,047 reconciliations and approvers to complete 5,021 reviews and approvals. 24
Is there someone in your area that needs Account Reconciliation Training? When: Friday, January 29 th Time: 10:00 11:00 a.m. Where: Brazos Computer Lab FO 1.206C Please contact Jennifer Mayes to make reservations: mayes@utdallas.edu 25
Procurement Updates Deborah Reynolds 26
Late Reimbursement Requests Effective January 1, 2016, enforcing a 60 day business expense reimbursement period for payment of allowable employee business expenses. This includes TRAVEL reimbursement requests. Taxable to the employee for federal, state, FICA and Medicare taxes; and withholding taxes will be withheld from the employee s paycheck. 27
One Card and T&E Automation In production as of 11/09/15 Procurement staff are utilizing designed T&E screens to enter travel reimbursements Workflow glitch Leaning toward use of SciQuest Decision will be made soon 28
Concur Online Booking Tool Fees Journal for full service fees will be completed weekly with the first to occur by end of January. Domestic full service = $30 International full service = $40 29
Business Justification of Purchases Where? Where did expense occur? Where to buy from? Who was or will be involved in the expense/purchase? What does the expense represent? Why or How does the expense/purchase relate to university business? Purpose and Justification When did the expense occur or when does purchase need to be made? 30
Please Watch your Dates of Approvals Review of Authorization for Professional Services Form indicates that in more than 75% of the forms submitted to Procurement, the date of authorizing signature for the cost center responsible for payment was AFTER the date of the event. Because the people signing the AFPS forms for initial submission do not have signature authority, the expenditures being processed after the fact could be considered a personal obligation. 31
Senate Bill 20 increased public scrutiny All orders over $15k necessitate more competitive bidding All orders, regardless of amount, posted on website Please allow more processing time 32
Additional Procurement Streamlining Business Expense (BE) form to be available electronically in SciQuest March 1 Authorization for Professional Services (AFPS) to be electronic April 1 33
Greenphire (Clincard) Program Andre Josiah 34
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Benefits of Greenphire Eliminate risks associated with cash Efficient payment administration Automated tracking and reporting Payment audit capability 36
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Questions? 38
Andre Josiah andre.josiah@utdallas.edu 883 6375 39
Departmental Updates Budget and Resource Planning Facilities Management Human Resources Information Security Payroll & Data Management Research Student Financial Services Miscellaneous Updates 40
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