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Finance Town Hall Meeting October 12, 2011. Overview. Employee Self-Service Phase II AP ACH payments Sponsored Accounting Update Budget Office Update Revised Contract Policy/Process New SunTrust Corporate Card Compliance Awareness Pay Card Update - PowerPoint PPT Presentation
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Finance Town Hall Meeting
October 12, 2011
Overview
Employee Self-Service Phase II AP ACH payments Sponsored Accounting Update Budget Office Update Revised Contract Policy/Process New SunTrust Corporate Card Compliance Awareness Pay Card Update Questions and Answers
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Controller - Payroll
Employee Self-Service(ESS)
What’s NEW in Employee Self Service (ESS)?
ESS currently allows you to:• View your Pay Checks online
• View your W-2’s online
• View your Federal tax information (W-4 forms) online
• View direct deposit information online
Coming very soon, you will also be able to:• Enter your Federal W-4 exemptions online
• Enter your Direct Deposit distributions online
• Receive (.PDF) W-2 Wage & Tax Statements online
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Benefits of Self Service
Payment information is available 24/7 Current and archived W-2’s available at any time Accessible from any computer with internet access Current pay info. available 1 day prior to pay date Reduces delivery time to receive W-2 Wage & Tax Statements Saves time, labor, postage It’s a green alternative!
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Benefits of Self Service (continued)
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Campus Accessibility - employees with computer access can utilize CUA PC
Computer kiosks available for viewing information in:• Payroll• Mullen Library• Computer Lab in Leahy Hall• Pryzbyla Center
Be careful with confidential data in common areas• Log out• Pick up printouts
Payroll: Employee Self-Service Main Menu
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Payroll: Employee Self-Service (ESS) Main Menu
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Payroll: ESS View Paycheck
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Payroll: ESS Direct Deposit
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Payroll: ESS Direct Deposit - ADD
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Payroll: ESS Direct Deposit - EDIT
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Payroll: ESS Direct Deposit - DELETE
Payroll: ESS W-4 Tax Information
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Payroll: ESS W-4 Tax Information (cont’d.)
Payroll: ESS View W-2/W-2c Forms
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Receive/View/Print W-2 in Employee Self Service
Coming soon, you will be required to grant Consent online to receive new and view previous year W-2 forms.
Consent Granted:• You will receive an email each year indicating your W-2 is available to
view and print.• You will have access to view and print your W-2 history contained in
the payroll system. Consent Withdrawn:
• A paper W-2 will be mailed to you no later than 1/31/12, and each year thereafter by January 31st.
• You will not be able to view or print any of your W-2 documents.
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Payroll: ESS W-2/W-2c Consent
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Payroll: ESS W-2 Reissue Request
Controller – Accounts Payable
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Automated Clearinghouse (ACH)Payments
ACH Payments
ACH electronic funds transfer/EFT/direct deposit
Available to all vendors
Also available to faculty and staff for reimbursements
• Future plans to link to existing direct deposit data in payroll system
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Benefits of ACH
Funds are placed directly into a bank account
Faster receipt of funds
Notification of funds being deposited into bank account
No lost checks
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How You Can Help
Provide potential vendor names and specific contacts to Accounts Payable
Consider ACH for your next expense reimbursement
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New Vendor Form for ACH Information
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Other AP News and Reminders
Email notification of payment on PO• Day after check/ACH payment• Sent to PO requestor• Sent for PO payments only
Direct Pay Form restricted to:• Non-travel reimbursements• Memberships and registrations• Donations• Subscriptions• Honoraria• Petty cash reimbursements
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Office of Sponsored Accounting
Controller
Who We Are – Office of Sponsored Accounting
Paul Harrison, Director – [email protected]; x6402 Susan Warshawsky, Grant Accounting Manager –
[email protected]; x5039 Tonya Gibbs, Senior Grant Accountant – [email protected];
x5682 Gina Martin, Grant Coordinator – [email protected]; x5537 Donna Pauletti, Grant Coordinator – [email protected];
x6408
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What We Do - Sponsored Accounting
Represent and protect CUA’s reputation and interests
Manage annual (OMB Circular A-133) federal audit of grant activity
Invoice sponsors and manage receivables (checks, EFT, federal line of credit draws)
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Establish grant budgets and Cardinal Financials set-up with notice from the Office of Sponsored Programs
Provide internal and external financial reporting
Review expense requests from grant funds:• Direct payments• Purchase requisitions• Scholarships• Faculty Appointments and Staff Hiring (EDF)• Travel Reimbursements
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What We Do - Sponsored Accounting
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Office of Sponsored Accounting
Processing Area Primary Point of ContactAppointment Forms and all other hiring forms (budget and project period checks)
Donna Pauletti & Gina Martin
Travel expense reports Donna Pauletti & Gina Martin
Budget transfers Donna Pauletti & Gina Martin
ProCard review and issues Tonya Gibbs
Invoices and AR (non-federal) Tonya Gibbs
New grant set-up (only with notice from OSP)
Tonya Gibbs
Cash drawdowns (federal) Susan Warshawsky
Quarterly and special reports Susan Warshawsky
Effort certifications Susan Warshawsky
Audit coordination Paul Harrison
Agency interaction (post-award issues) Paul Harrison
All other issues and questions Paul Harrison
Be familiar with relevant University policies:• Grants and Contracts Policy• Travel Policy• Both accessible on: http://treasurer.cua.edu/Sponsored/index.cfm
Understand and regularly monitor grant reports• We provide individual PI training• We help you understand how to use your reports to better manage your
grant activities • We cannot help with the science!
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For Fastest Service - Sponsored Accounting
Sponsored Accounting Website
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http://treasurer.cua.edu/Sponsored/index.cfm
Associate Vice President for Finance
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Budget Office Update
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Budget Office Update
General Areas of Focus
General Budgeted Fund 11
New Program Fund 12
Auxiliary Enterprise Fund 15
Reserve Funds 18, 19
Capital Project Funds 39, 53
Mandatory Request
Capital Requests
Position Control
Budget Transfers
Budget Office: 230 LHY[OPEN], Director, ext. 6731Fred Blair, Senior Budget Analyst, ext. 5553• Provost and Academic areas• Law School• Development• Enrollment Management
Joe Miranda, Budget Analyst, ext. 6536• President’s Office• Finance and Facilities• Student Life
OPEN, Budget Analyst, ext. 6355
Budget Office Staff Directory
Associate Vice President for Finance
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Revised Contract Policy/Process
Revised Contract Policy/Process: Policy Highlights
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The contract policy has been revised to clearly define the University’s review and approval requirements and protocols for signature authority
• Contract initiators are responsible for conducting the preliminary contract review to ensure completeness and that purchases are consistent with the University’s mission, terms and conditions, and tax-exempt status
• All contracts require General Counsel review and concurrence
• The Bylaws of the University specify only the President is authorized to sign and execute contracts, however, he may delegate this responsibility to appropriate University officials
• The Provost has the authority to sign contracts arising out of the normal academic operations of the University, e.g., grants and faculty appointments
• The Vice President for Finance and Treasurer has the authority to sign contracts arising out of the normal business operations of the University
• Additional limited delegations may be granted by the Provost and Vice President for Finance, but only in writing
• All business contracts must be accompanied by a Contract/Agreement Routing Form
Revised Contract Policy/Process: Approval Routing Forms
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• originates with the requesting department
• ensures all information is complete• ensures all contracts are routed
through General Counsel for review, concurrence, and sign-off
• ensures all business contracts are routed through Procurement Services to facilitate review of all pertinent stakeholders
• ensures funding is in place in advance of any contract negotiation
Contract/Agreement Routing Form
The Contract/Agreement Routing and Justification for Sole Source forms have been revised to facilitate the contract review and approval process
Justification for Sole Source Form
• accompanies the Contract/Agreement Routing form for any contract that is “sole source”
• provides a description of the unique product or service to be acquired and need placed on the University to acquire
• describes evidence the contractor has the experience to provide the product or service needed
Associate Vice President for Finance
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New SunTrust Corporate Travel Card
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New SunTrust Corporate Travel Card
In order to centralize business-related travel expenditures:
• Current AMEX cardholders will be transitioned to the SunTrust Visa Corporate Card (the travel card), which will result in:o Consistent controls and oversighto Streamline and integrate reporting capabilitieso Consistent to-date and monthly reporting capabilities
AMEX cards will be limited to CUA’s Executive Officers and members of the President’s Council
The SunTrust corporate card is intended for staff and faulty who travel three or more times within a year on University business and mission
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New SunTrust Corporate Travel Card, cont’d
The Sun Trust Visa Corporate Card is separateand distinct from the Procurement card
University policies apply to all CUA card holders – active CUA faculty & staff
The Visa Corporate Card will be used for business-related entertainment and travel
Use of the Visa Corporate Travel Card must be in accordance with the university’s Travel Policy on allowable and prohibited transactions
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New SunTrust Corporate Travel Card, cont’d
Cardholders can access one central portal, SunTrust ESP, to manage both the Pro-card and the corporate travel card
University liability with the SunTrust Visa versus individual liability with AMEX, e.g., CUA pays the monthly bill and has no impact on an employee’s personal credit standing
Global acceptance and purchasing flexibility with the Visa Corporate Card
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New SunTrust Corporate Travel Card: Cardholder Responsibility
It is the cardholder’s responsibility to manage the card issued to them:
• Know available funding at all times
• Spend within budgeted limits The university retains the rights to any incentives, rewards, or rebates
resulting from the use of the Visa Corporate Travel Card. American Express incentives and rewards are taxable to employees when redeemed.
As with the Pro-card, personal charges are not permitted on the Visa Corporate Travel Card. Inadvertent personal charges made to the card must be settled within five (5) business days of the return travel date.
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New SunTrust Corporate Travel Card: Program Roll-Out
What Who How When
New Corporate Travel Card Policy
VP Finance and University Policy
CommitteeDraft policy has been developed; undergoing review and approval Completed
Communication & Guidelines:
Program Roll-Out
Director of Procurement
Services
A) General communication to each division announcing new program
B) Follow-up communication targeted to each cardholder on card program specifics, training, and transition
Underway Now
SunTrust Visa Corporate Card
Training Sessions
Director of Procurement
Services and Travel Card Administrator
Procurement Services will schedule training sessions on: SunTrust Visa Corporate Card use, website features, reporting and management capabilities
October 11 – November 11
Issue New SunTrust Visa Corporate Travel
CardsTravel Card
Administrator
After successful completion of Travel Card training, cardholders will return AMEX card and sign new cardholder agreement for SunTrust Visa Corporate Travel card
October 17 – November 17
Office of Treasury Services
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Financial Pay Cards
Payroll: Skylight Financial Pay Card
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Skylight Financial Pay Cards - Benefits
Safe & convenient alternative to cash and checks Electronic alternative for under-banked or unbanked
employees Funds available for use by 9am EST on payday Off-cycle payments can be delivered to the card – No
more checks!
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Payroll: Skylight Financial Pay Cards
Can be used anywhere Visa is accepted• Retail merchant purchases• Cash back at point of sale• Internet purchases• Restaurants• Reservations
o Hotelo Airline
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Payroll: Skylight Financial Pay Cards
Portable, should an employee change jobs Monthly statements provided
• Ability to manage accounts online including electronic statements, account activity, and history
• Free text messaging to receive daily or weekly account balance, and or deposit and transaction alerts
24/7 access to information via phone or web• Free live multi-lingual customer support, and 24/7
bilingual automated phone system
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Payroll: Skylight Financial Pay Cards
Bill pay available Deposits accepted
• Money Gram Express Payment• Bank wire transfers• Tax refund deposits• Other employment
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Payroll: Skylight Financial Pay Cards
Free Skylight Checks Free Check Cashing
• Any SunTrust Bank• Ace Cash Express
Visa Over the Counter Cash Disbursement• Allows cardholder to obtain 100% of available account
balance at any Visa Member Bank = over 95,000 locations
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Skylight Financial Pay Cards - Transition
Pay Card option will be available in the next month Conversion will begin for students and staff currently
receiving live checks in late 2011/early 2012. Skylight and Direct Deposit forms are available on
the Payroll webpage or in the office.
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Thank you for your attention.Questions?
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