Fiscal Officer Meeting Thursday, January 15, 2009

Fiscal Officer Meeting

Thursday, January 15, 2009

E-Verify

01/15/09

E-Verify• 1996 Congress passed the Illegal

Immigration Reform and Immigrant Responsibility Act (IIRIRA)

• Verify all New Hires eligibility to work

• Effective January 1, 2009

• Voluntary, but Missouri passed law for mandatory use

E-Verify• Verification with Department of Homeland

Security (DHS) and Social Security Administration (SSA)

• Internet based verification program

• https://www.vis-dhs.com/WebBP

• Verifies information on the I-9

E-Verify Notice Requirements

• Employees must be notified that we use E-Verify, notices include:– E-Verify Poster– Office of Special Counsel for Immigration-

Related Unfair Employment Practices (OCS) Right to work Poster

• Posters are available on the website

E-Verify Use• Do not use E-Verify unless:

– A job has been offered– A position has been accepted, and– The Form I-9 has been completed

• Must complete E-Verify within 3 days of completion of the I-9

• For Hire Date– Use the date the employee signed the I-9

E-Verify Use, cont.• Can’t use E-Verify on current employee’s• Can’t use E-Verify as a hiring screening

tool• Must safeguard E-Verify information• Can’t take any negative action against new

hires while SSA or DHS is processing the request– You can face legal action, including civil

penalties and back awards

E-Verify Set-up

• Fiscal Officers/Similar position– Most will be setup as Program Administrators

• I will setup your General Users

• You will manage them after set-up

Program Administrators

• Perform Verifications

• Create and unlock General Users accounts

• Perform queries, view reports

• Update E-Verify profiles

General Users

• Perform verification, queries

• View reports, and

• Update their personal user profiles

E-Verify Tutorial and Test

• HR must set-up UserID and temporary Password for Program Administrators

• Must take the online tutorial– Can complete the tutorial at different times– Use the website listed in the earlier slide

• Must pass the mastery test sometime after completing the tutorial

Conclusion

• Started January 1, 2009

• Most details are in the Tutorial

• Being challenged in the Courts

• Contact: Errol Benson 516-5803 with questions

Other Topics

• New I-9 in Feb

• Talx – The work number

• Time Clocks, Time and Labor

Senior Fiscal Officer Meeting

PS Access Certification

PS Access Certification

• Semi-annual review of security access to the financial, payroll, and student administration systems

• Provides opportunity to identify and correct possible weaknesses in internal controls relating to segregation of duties

• Must be completed by January 30, 2009

UMSL Senior Fiscal Officer Meeting, January 15, 2009

PS Access Certification

• Log in to Blackboard using your SSO ID https://blackboard.missouri.edu

• Click on – Administrative Services Controllers St.

Louis (under My Organizations, left hand side)

– Certifications (gold border, left hand side)– PeopleSoft Access Certification

UMSL Senior Fiscal Officer Meeting, January 15, 2009

PS Access Certification

• Certification includes the following sections• Background information• Steps 1 – 11: Instructional material and

quizzes over the following topics• Segregation of Duties• Authorization• Recording, Verification, and Custody of Assets• Managerial Review• Summary

UMSL Senior Fiscal Officer Meeting, January 15, 2009

PS Access Certification

• Step 12 – Review the following reports:– Web Apps Access Report– PeopleSoft User Access Report (Production)– Workflow Route Control Assignments

• Indicates who may initiate and approve requisitions

– PeopleSoft HR User Access– Student Access

• Focus on assigned role of Student Financials

UMSL Senior Fiscal Officer Meeting, January 15, 2009

PS Access Certification

UMSL Senior Fiscal Officer Meeting, January 15, 2009

If answer True, you are completed, if False, complete Step 14 where you explain your segregation of duties issues and mitigating controls

STEP 13

UMSL Senior Fiscal Officer Meeting, January 15, 2009

STEP 14 (Optional)

PS Access Certification

Hints

• Successfully submitted does not mean successfully completed.

Expenditure Reduction

Expenditure Reduction

• President Forsee’s letter– Expectation of significant reduction in

specified categories– Progress to be monitored– Campus to provide feedback

Possible way to monitor

• PS Financial Reports under Income Statements – First use run Rpt 13 to find what funds you

use. Copy funds starting with 0 (0xxx)– Create an Excel spreadsheet that compares

the current month and the current year to date to last year.

Possible way to monitor – cont’d

– Run Rpt 11 using funds 0xxx for January 2009.

– Run Rpt 11 using funds 0xxx for January 2008.

– Combine the spreadsheets using the bold lines that summarize groups of accounts like travel.

Possible way to monitor – cont’d

• This is only a suggestion

• The Chancellor, Provost or Vice Chancellor may come up with additional guidelines in the future.