FY20 Unit Controller

Call Series

June 2020

We’ll get started momentarily

PD 10 – FY20 Monthly SAP Close Update

Action Items

• Communicate this update

• Evaluate ending inventory balances

• Reminder: Immediately submit PACCC tool date changes for all planned reopening’s of temp closed units

2

June Financial Close Schedule Changes

• Close schedule has been adjusted to recognize Friday 7/3 for the 4th of July Holiday

Schedule

PD10

WED

7/1

THUR

7/2

FRI

7/3

SAT

7/4

SUN

7/5

MON

7/6

TUES

7/7

WED

7/8

Original > BD+1 BD+2 BD+3 BD+4 BD+5

REVISED> BD+1 BD+2 HOLIDAY BD+3 BD+4 BD+5

UFS

transmission

deadline

11:45 pm ET

Midday

transmission

11:45 am ET

(Schools OSI)

Prelim results

available

Prelim

results

available

Prelim

results

available

Review prelim

results and request

adjustments due by

8:00 pm ET

Analyze financial

results – final

adjustments due by

2:30 pm ET

Final financial

results; client

settlements

*Red text indicates changes / adds

• Safety Moment

• Retail Record Retention (Maryann Baumgart,

Jayne Rosenhahn)

• Cost Center Operating Report (CCOR) (Wendy Cano)

• Questions

Contents or Agenda

June is National Safety Month

National Safety Month

sponsored by the National

Safety Council focuses on

reducing leading causes of

injury and death at work, on

the road and in our homes

and communities.

We want to share resources

and provide safety moments

on the highlighted weekly

topics below:

• Mental Health

• Ergonomics

• Building a Safety Culture

• Driving

For more information and resources, visit the National Safety Month page on Sodexo_Net.

Retail Record Retention

1. Centralized Cash Management

2. On-site Retail Record

Maintainence

3. Paper vs. Electronic

Contents

Centralized Cash Management Record Retention

June 2020 – Retail Record Retention7

▪ Do your units have Infor POS? Centralized Record Retention is automated. No effort

required from your operators.

› Implemented FY 17, to date automation has saved 250,000 weekly cash management submissions,

realized savings of over $1,200,000

▪ Are your units using Non-Infor POS’s? Weekly e-mail of scanned cash management is

required from your operators, per company policy.

› On average 57% of Non-Infor units are compliant

› Our ask: Your help to improve compliance

▪ Benefits of centralized cash management record retention:

› Centralized backup to research retail activity

› Serves as the backup for Sales tax audits

• No record retention/backup – is the leading cause of tax audit assessment fees & penalties

▪ Required Documents for Scanning:› UFS Cash Management report

› Activity for all Retail channels

› Readings for all registers

› Daily reading for each register (Cumulative & Daily Readings)

› Daily POS (Point of Sale) System report consolidating register readings

› For concessions- Event Summary Sheet

› Support for all non-register sales (including cash boxes)

› Overring records

› Cash Paid out Report & Receipts

› Register detail for Gross Sales & Tax-Exempt Sales

› Third party card activity details

▪ Best Practice: When the week is done, Scan it & Send it!

▪ All Centralized Cash Management documents should be submitted to:› RecordRetentionCashMgmt.USA@sodexo.com

Required Documents

Centralized Cash Management Record Retention

June 2020 – Retail Record Retention8

▪ FAQs

Centralized Cash Management Record Retention

June 2020 – Retail Record Retention9

• If you are reporting credit card activity in UFS & a Non-Infor unit, you still need to send that in.My unit is cashless

• Client cash is not obligated to report in UFS, but if you do report, then you must send in.I am client cash

• A log or spreadsheet, Form #711-18B on SodexoNet in the Form Center (NPO Event stand Inventory & sales report). Z-report from the small register can be used as a backup to support the transactions.

I have a small register or cash box/concession

stand that does not have a report

• Any activity outside of the Infor registers and Cash paidouts need to be scanned & sent in.REMINDER:

On-site Retail Record Retention

June 2020 – Retail Record Retention10

▪ On-site retail documents are NOT included in the SIMPLIFY Scanning Solution› Units are required to continue maintain the following documents on-site

› Preferably electronically, in some cases paper records

▪ Required Documents› Cash receipts journal (Permanent)

› Cash register tapes (7 years)

› Credit card receipts & logs of transactions (10 years)

› Inventory records (7 years)

› A/R & A/P Subsidiary ledgers (7 years)

▪ CP-134 RETENTION OF RECORDS on SodexoNet provides the full Category list & Retention Period

▪ Benefits of Retail Record Retention:› Audit Requirements

› Ease of access at Unit to comply with Audit request & pass the Audit

▪ Paper

› Demands space for records

› Requires a Trigger Date

• Report or Financial close dates

• Begins the Retention Period

› Original copy of documentation

▪ Electronic

› Requires a Trigger Date

› Requires a Record Owner

• Responsible for entire retention life of

record

› If media is becoming obsolete, data needs to

be converted to paper by the Record Owner

› Approval may also be required for Electronic

recordkeeping

Paper vs. Electronic

Retail Record Retention

June 2020 – Retail Record Retention11

QUESTIONS

June 2020 – Retail Record Retention12

Thank you

Maryann Baumgart

Jayne Rosenhahn

Cost Center Operating

Report (CCOR)

June 16, 2020

Introducing CCOR: Cost Center Operating Report

15

WHAT

is CCOR?

WHY

Implement CCOR?

▪ A new dynamic report to estimate a

cost center’s weekly financial

performance

✓ Real time cost center financial posting

information

✓ Estimates for some weekly expenses

✓ Kronos labor estimates

▪ Eventually, CCOR will

replace the WOR

▪ Operators told us…..

✓ They need real time information

✓ They don’t want to re-key information

from one system or tool to another

✓ They don’t want to waste time

checking the WOR against the DFAV

and making corrections to match

16

WHAT

Will be Better?

▪ Both UFS and non-UFS users will have real-time visibility to cost center financials

✓Unit operators can see entries almost immediately

✓Unit operators won’t need to cross check the WOR to match the DFAV

✓DMs no longer need to request WOR roll-ups in Excel

▪ Monthly financial close will go more smoothly

▪ Less re-keying of information into UFS and other spreadsheets

▪ Better TJE information both “to and from”

▪ No need to calculate and enter standard and weekly account entries

▪ Foundation for a more streamlined and automated flash process in the future

Introducing CCOR: Cost Center Operating Report

What’s Next?

17

FSS Training

and Access

Deploy CCOR to a pilot

group of pure P&L accounts

Roll-Out

Provided departments in

Finance Shared Services

with training and access to

CCOR

Pilot

Roll-out to pure P&L

contract sites in NorAm

(phase I)

CCOR Demo

18

Questions

19

Thank you