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Welcome! Finance Town Hall
Please help yourself to refreshments
Finance Town Hall
November 1, 2013
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Finance Office Updates
Sheri Hardison
Associate Vice President for Finance & Assistant Treasurer
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Prohibited Transactions
Cash Handling
Non-Resident Alien Payments
Honoraria
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If you receive an off-campus phone call from someone that received a “CUA” check and doesn’t know why, be aware… • The University is sometimes targeted in fraudulent check scams:
o Individuals receive fake checks that appear to be “from CUA” in overnight mail via FedEx, UPS, or USPS They are asked to deposit the checks to their account and wire money to
someone, keeping a portion • Individuals selling items on Craigslist/eBay receive a check “from CUA”
o Checks usually in the $2K-$3K range, much higher than sellers’ listed price Asked to return the difference to the sender
• The checks will not clear our bank and the individual will lose money
What You Should Do… • Be aware that CUA is fully protected from scam • Forward all calls to Treasury Services at ext. 6445
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Budget Update
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General Focus Areas:
General Budgeted Fund 11
New Program Fund 12
Auxiliary Enterprise Fund 15
Reserve Funds 18, 19
Capital Project Funds 39, 53
Budget Committee Support
Position Control
Budget Analysis
Budget Transfers
ROI Analysis of New Programs
Cardinal Financial/ Station Support
Courtnay Williams, Director, ext. 6731 Rita Kovach, Associate Director, ext. 6300
• Student Affairs (including Athletics) Paula Blackwell, Senior Budget Analyst, ext. 6283
• President’s Office • Finance (including HR, Technology Services & Facilities) • Institutional Advancement
Fred Blair, Senior Budget Analyst, ext. 6355 • New Programs/Fund 12 • Auxiliaries • Enrollment Management
Tom Peters, Senior Budget Analyst, ext. 6356 • Provost and Academic areas • Law School
Vacant, Budget Analyst, ext. 5553 Joseph George, ERP Analyst, ext. 5821
Budget Office Staff Directory Budget Office - 230 LHY
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Oversee the annual operating and capital budget development and business planning processes
Budgetary controls • All expenditures require available budget funding (personnel,
scholarships and general) Monitor functional area revenue and expense budgets
Report on business activity to stakeholders
Assist departments as needed with: • Budget preparation and developing business plans • Financial analysis • Profit/loss statements • Review new programs • Return on investment analysis
Provide Finance Division user support for Cardinal Financials and Cardinal Station
January 31, 2014 – Submission of FY2015 Fund 12 budgets – projected revenue, expense and enrollment, including new programs proposed for FY2015
February 7, 2014 – Budget Office will send out FY2015 budget information and instructions
March 31, 2014 – Submission of all FY2015 Fund 11, 15, 18 and 19 budgets and attachments to Budget Office
April 30, 2014 – Budgets are uploaded into the financial system, if received in the Budget Office by March 31, 2014
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General Focus Areas:
Financial Reporting
General Ledger Oversight
Tax Reporting
Accounts Payable
Lizy Kannarkat, Senior Director, ext. 5013 Mary Romain, General Accounting Manager, ext. 6414
• Mary “Elsa” Pachikara, ext. 4987 • Mandy Li, ext. 6393 • Hannah Chang, ext. 5579
Lisa David, AP Director, ext. 5854 [email protected] • Charlene Robinson – Vendors A to K • Coti Chapo – Vendors L to Z • Lorieann Eaddy - Travel
Judy Long, Tax Analyst
Accounting Office Staff Directory
Accounting and Taxes
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The University requires collection of sales tax by academic and
administrative departments (including student groups) on sales of goods and services as provided by the laws of the jurisdictions in which the University operates.
The sales tax rate varies according to the type of product sold and the location of the sale.
The DC general sales tax rate has changed as of October 1, 2013 to 5.75% (from the previous rate of 6%).
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Various items and the DC applicable rates (NOT all inclusive)
• Clothing (e.g. t-shirts, ties) – 5.75% • Books – 5.75% • Tote Bags – 5.75% • Flowers – 5.75% • Food – 10% • Candy or Snacks – 10% • Lodging – 14.5% • Parking – 18%
Questions on sales tax: email [email protected].
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Accounts Payable Update
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Business Purpose Documentation • Must support the University's mission of education, research, and
public service • Documentation of a clear and specific business purpose is required • The approver is responsible and accountable for determining why the
expense is necessary, reasonable, and an appropriate business expense for the University
Finance has discretion over the final determination of the adequacy of the business purpose explanation
Access our “Business Purpose documentation” guidelines:
http://treasurer.cua.edu/res/docs/Business-Purpose-Documentation.pdf
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Payments will not be made to individuals who are subject to U.S. economic or trade sanctions per the U.S. Office of Foreign Assets Control (OFAC).
Departments should check this list in advance of making payment arrangements.
Non-resident aliens providing services within the US must provide certain tax documents that can take up to several months to obtain.
Payments cannot be processed without the ITIN and pre-coordination with ISSS (International Student and Scholar Services).
The departments must allow adequate time for processing in advance of the desired payment date.
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Payments to non-resident aliens with employee status are made through the Payroll Office.
Payments to independent contractors or honoraria payments, are made through the Accounts Payable Office.
Non-resident aliens are taxed only on their U.S. source income, but generally at a higher rate of tax than U.S. citizens and permanent resident aliens.
A tax treaty with the payee’s country of residence can reduce the tax liability on the income if properly completed forms claiming those treaty benefits are submitted along with the payment requests.
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ISSS, the Payroll Office, and the Accounts Payable Office cannot offer tax
advice or complete any individual tax forms.
The “Non Resident Alien Payments Policy” applies to all payments to non-resident aliens, including honoraria. Payments of honoraria also must comply with the University’s “Honoraria Policy”.
For more detailed information you may access the “Non Resident Alien Payments Policy” on the Finance website:
http://policies.cua.edu/finance/finance/Non-Resident/full-Nonres.cfm
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Services provided within US:
The vendor needs to complete: “Foreign National Vendor Application for Services performed within the
United States or Royalties paid from the United States to Foreign Entities” Appropriate Internal Revenue Service Form to claim the tax treaty benefit.
IRS tax forms in the W-8 Series (W-8Ben, W-8ECI, W-8IMY, W-8EXP) and Form 8233
You may access the forms from the Accounts Payable website:
http://treasurer.cua.edu/payments-to-foreign-nationals.cfm
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Services provided outside US:
If the company/individual is physically located outside the US and all services provided are performed outside the US, then it is considered foreign source income for the company/individuals and is non-taxable.
The Vendor needs to complete the “Non-US Vendor Certification Form (For Services performed Outside of the United States)”.
You may access the form from the Accounts Payable website:
http://treasurer.cua.edu/payments-to-foreign-nationals.cfm
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Gesture of good will or appreciation
Paid only to persons of scholarly or professional standing
One-time academic or ceremonial activity
May not be paid to University employees
Requires the pre-approval of the School and the Provost, or the head of the administrative division and cognizant vice president, as appropriate
Approval should be obtained before the payment request is submitted to Accounts Payable
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Tax and immigration rules impose restrictions on paying honoraria to persons in the U.S. on non-immigrant visas
Visa Certification is required for all Non-Resident Alien honoraria requests
For more detailed information you may access the “ Honoraria Policy” on the Finance website:
http://policies.cua.edu/finance/finance/honoraria.cfm
The Direct Pay Form can be used for: • Honorarium • Membership Dues • American Express • Petty Cash • Employee Non-Travel Reimbursements • Registration Fees • Department Restricted
o Annuities (Treasury Services) o Royalties (CUA Press and Office of Sponsored Programs) o Certain HR payments o Game officials (Athletics) o CUA Press Reader’s Report (CUA Press)
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International wire transfers • Submit approved International Wire Transfer Request Form to
Accounts Payable (not Treasury Services) with a valid PO number and Receipt number
• Contract Policy must be followed, as applicable
• Current Vendor Form must be on file in Accounts Payable
• Allow 2 – 4 days for wire processing (assumes current Vendor Form on file). Treasury Services will process the wire.
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Domestic Payments can be made via ACH or Check ACH electronic funds transfer/EFT/direct deposit
• Much faster receipt of funds than check
• Available to all vendors
• Notification of funds being deposited into bank account
• No lost checks
• Also available to faculty and staff for reimbursements
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On-Line Vendor Application Form will be available by Mid-November • To be completed and submitted on-line by the vendor • Domestic and Foreign Vendors (services provided within and outside the
US) will be required to complete On-line Vendor Application Forms • Required fields are marked with “ * ” • The vendor will be able to attach documents as needed • ACH requests require a copy of the cancelled check to be submitted with
the On-line Vendor Application Form for verification • Accounts Payable will conduct ITIN/Name matches with IRS database
before the vendor is approved to be setup in Cardinal Financials
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Sponsored Accounting Update
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General Focus Areas:
Post-Award compliance
Grant/budget set-up
Review of grant expenditures
Federal reporting
Invoicing and collection
Paul Harrison, Director, ext. 6402 Vacant Position - TBD Tonya Gibbs, Senior Accountant, ext. 5682 Donna Pauletti, Grant Coordinator (PT), ext. 6408 Armelle Malcomb, Grant Coordinator (PT), ext. 4385
Sponsored Accounting Office Staff Directory
Represent and protect CUA’s reputation and interests
Manage annual (A-133) federal audit of grant activity
Invoice sponsors and manage receivables (checks, EFT, federal draws)
Produce and manage external financial reporting
Review all expense requests from grant funds
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Be familiar with relevant University policies such as: • Grants and Contracts • Travel • Available on University’s Official Policy Website – policies.cua.edu
Understand and regularly monitor your grant budget
We provide group and individual PI training • Instruct how to retrieve grant reports and understand them • Important compliance policies and procedures
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Access on Sponsored Accounting’s home page http://treasurer.cua.edu/Sponsored/index.cfm
Contains helpful information on • Cost compliance rules • Award budget and the 1Grant Report • CUA’s account chartfield • Subrecipient monitoring • Cost sharing • Travel • Procurement Card • Other post-award management
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Strategic Sourcing and Procurement
Debbie Jackson
Sr. Director, Strategic Sourcing & Procurement
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Procurement Overview
Requisition Processing
Doing Business with CUA
Local, Small, Disadvantaged Business Enterprises or CBEs
Standardization Committee & Policy
P-Card Updates
Website Forms
Preferred Vendors
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A Need is identified by Requistioner
Sourcing Processes and Requisition is
Created in PeopleSoft or P-Card
PO is Created and Sent to Supplier
Products/ Services Delivered
Requistioner Creates a Receipt in
PeopleSoft
Original Invoice is sent to Accounts
Payable and Payment is Made
University procurement regulations require that purchases of goods and services in excess of $2,500 be competitively bid. For those orders between $2,500 and $5,000, a minimum of three oral or written quotes is necessary. A minimum of three written quotations is required for orders of $5,000 or more.
All contracts in excess of $25,000 will be reviewed by the Strategic Sourcing and Procurement Department to ensure that the vendor is not listed on the United States General Services Administration's "List of Parties Excluded from Federal Procurement or Nonprocurement Programs." The University will not enter into such agreements if the contractor is debarred, suspended, or declared ineligible under statutory or regulatory authority.
The Strategic Sourcing and Procurement Department is responsible for ensuring compliance with the competitive bid policy, for awarding contracts and purchase orders, and for maintaining all related procurement records.
http://policies.cua.edu/finance/index.cfm
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Plan and involve Procurement early in the process
No after-the-fact requisitioning
All contracts must be vetted regardless of procurement method
Procurement will negotiate on your behalf
Attach all documents to the requisition in PeopleSoft, i.e. quotes, Contract Routing/Justification Form, terms and conditions, emails, etc.
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Provide specific and detailed line item descriptions
Communicate with your departmental approver
Send Vendor Application Form directly to Accounts Payable
Send Original Invoice to Accounts Payable
Change orders in excess of $2500 will require proper justification
Don’t hesitate to call Procurement (x5044) and ask questions
CUA is seeking sourcing opportunities in the Brookland &
Edgewood communities
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Standardization Committee: http://treasurer.cua.edu/Procurement-Services/StandComm/index.cfm Policy: http://policies.cua.edu/finance/purchasing/procurement/standardization.cfm
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Teresa Chandler is the primary point of contact: Phone: x5044 Email: [email protected]
Change the chartfield information once the transaction has been posted and attach receipt with brief notes in ESP
Report all cardholder or departmental changes immediately
Protect your card information
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Download the necessary forms from the Finance website:
http://treasurer.cua.edu/forms.cfm
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General information on preferred vendors with a list coming soon:
http://treasurer.cua.edu/preferred-vendors.cfm
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Project Management Office
Raylene Dufresne
Director, Instructional Technology
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What is a PMO
Mission & Goals
Intake Process
What’s Next
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Portfolio Management (including intake and prioritization)
Success metrics (including business and execution)
Formal project management processes to improve execution
Learning from past projects
Spanning departments
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To provide a consistent approach to identify, prioritize and successfully execute a portfolio of TS initiatives and projects
Our goals: Develop, maintain, and communicate the TS strategic plan and ensure
proper alignment of TS goals with the University’s mission and goals
Facilitate decision making through the TS Governance Committee and internal governance processes
Improve delivery of service though project execution improvement (includes diligent requirements gathering, success metrics, post project review, standardized processes, cross-departmental support)
Measure and report project performance and effectiveness
Create, communicate, and enforce policies and standards around TS
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Why have an intake process? • To consistently gather detailed information used to enable project approval and
prioritization
What is the intake process? • Formal process for requesting any unplanned TS resources • Includes collection of information used to assess total cost, risk, benefit,
funding available, alternate solutions • Enables project approval and prioritization based on business need/benefit • Ensures that all departments University-wide can benefit from implementing a
shared solution where appropriate
When do I need to use the Intake Process? • Whenever you need any resources from TS that are not currently In Plan • The current plan can be viewed at Computing.cua.edu/about • Intake Form
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Request for
project
In Plan?
Execute Project
> Threshold?
Y
N
Prepare Business
Case
Submit for TS Governance
Review
Approved?
Inform Requestor
Inform requestor “Yes” and update plan and budget
If TS can absorb then include into
plan, inform requestor and
execute
Submit to TS
Review
Submit to
Cathy
Inform Requestor
“No”
N
Y
If not, goes into TS Governance Review process
> Threshold?
Intake form
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Finalize and publish 3 year plan
Publish current portfolio/dashboard
Establish standard project process/methodology within TS
Formalize success metrics (including business metrics) and create process to measure record and publish consistently
Publish outcomes/conclusions from past projects
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Facilities Operations
Karen Kreamer-Porter
Director, Facilities Administration & Services
http://facilitiesoperations.cua.edu/
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Director of Environmental Health & Safety / Insurance
Louis Alar
Director of Facilities Planning &
Construction
Director of Facilities Maintenance Vince Ippolito
Director of Facilities Administration &
Services Karen Kreamer Porter
Jerry Conrad Associate Vice
President of Facilities Operations
Requesting Services Maintenance Special Event Support Projects
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Administration Support • Financial – Operating & Project • Consolidated Service Center
• Receive/direct service requests • Assists with scheduling and
communications
Custodial Services • Cleaning of all campus buildings • Trash removal • Recycling
AV Support Services
• Classroom equipment support • Special Events
Special Event Services • Event set-ups/breakdowns • Small moves
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Building Maintenance • Plumbing • Painting • Structural
Grounds Maintenance
• Mowing/edging/weed control • Snow Removal • Road/sidewalk repairs • Pest Management
HVAC • Heating • Air Conditioning • Ventilation
Fleet Maintenance
• Tag renewals • DC Inspections • Scheduled Maintenance
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http://facilitiesoperations.cua.edu/
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Dept initiates request in
QBIC
DFSA reviews
request
Pre-Approved
Capital Project?
Does dept have
funding available?
Is the request an
emergency?
Does it have funding?
AVP assigns PM
PM initiates
PAF
AVP assigns PM to develop a budgetary estimate
Do available funds cover budgetary estimate?
Yes
No
No
No
Project Stops
AVP discusses
with VPFT
VPFT Pre-approves?
PM initiates
PAF
Yes
Yes
Yes
Yes
Yes
No
No
No
Does AVP feel project should proceed for
other reasons?
Yes
No
Project Stops
Thank you for your attention. Questions?
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