Finance User Group Meeting
Minutes
Meeting:
Date:
Finance User Group Meeting
May 16 & 17, 2006
Start Time:
10:00 a.m. Tuesday, May 16, 2006
8:30 a.m. Wednesday, May 17, 2006
Central Lakes College – Brainerd Campus
Room C223
Dawn Belko, Dee Bernard, Ronald Blakesley, Beth Buse, Kathy
Froysland, Margaret Jenniges, Karen Kedrowski, Mike Kroening, Lisa
Liljedahl, Dave Lund, Jan Marble, Wendy Meyer, Pat Nordick, Bill
O'Brien, Marie Peterson, Ron Scherman, Tim Stoddard, Dave Thorn,
Chris Vopatek, Jeff Wagner, Teri Welter, Jerry Winans
Location:
Participants:
Tuesday
10:00
TOPIC
FUG Meeting Feedback (30 minutes)
Chair: Marie Peterson
Recorder: Kathy Froysland, Lisa Liljedahl, Dave Lund, Teri Welter, &
Bill O’Brien
DISCUSSION
LEADER
Marie Peterson
Kathy Froysland
PARKING –
Not in attendance:
DESIRED OUTCOME/DISCUSSION
¾
¾
10:30
Summer Session Obligation Dates (30 minutes)
5/22/20071:35 PM
Marie Peterson
Page 1 of 7
¾
Long-term/fill-in items as an agenda item – Include fill in as an
update at each meeting.
Enhancement Request Process – Reviewed format for submitting
enhancement requests. This will be used for any FUG
enhancement requests
Define obligation date for summer term vs. sessions. Currently
the system supports only one 5- day drop add obligation date
based on board policy. There are FICA issues related to summer
session which might need to have
11:00
Tracking of tuition waiver costs by employee
bargaining unit for employees and dependents.
(45 minutes)
11:45
12:30
Lunch
Request for additional Object Codes
¾ 3210 – Books
¾ 3211 – Electronic journals with archive
¾ 3212 – Print Journal subscriptions
¾ 3213 – Print standing orders (new)
¾ 3214 – Acquisitions contingency funds
(new)
TOPIC
12:45
Development Project Updates
5/22/20071:35 PM
Tim Stoddard
Debbie Sinning
DISCUSSION
LEADER
Dave Lund
Lisa Liljedahl
Teri Welter
Kathy Froysland
Page 2 of 7
Waiver project needs to be expanded to include the following. This will
need to be discussed in the prioritization of projects.
¾ RCFN issues
¾ Bargaining unit benefits change by
¾ Employee vs dependent
¾ Banding vs. non banding
¾ Tracking credits
¾ Billing – movement to make sure a student attending on a waiver
and employee works at a different institution
¾ Front end waiver needs to be integrated into a front end
registration/payment system
¾ Waiver by credit
¾
¾ This request was dropped.
¾ MN SU was cited 7210 –
¾ Request for a new object code for Housing Discounts – for
returning residents. 9209 – Housing Discount (approved)
DESIRED OUTCOME/DISCUSSION
¾
Budget
• Projection changes have been in pilot mode for 6 weeks.
Programs have been done in parallel. Going to run
transactions for pilots and then for everyone.
• Vacancies will be released in July.
• Scenarios for personnel expenses anticipated for Winter.
• Project Budget reports
• Projections will be inserted on Sunday and Wednesday
evening rather than following day.
¾ RCFN
• Readiness Survey – will be sent to identified listserves
that received
• Web messages
¾ Prepayments
•
¾ FACTS Phase II – overview to be posted on BPAC website
¾ Student Housing – Assignments are being either manually
entered and a new match program is being used by Mankato and
• Calc program is being finalized and will be discussed
•
•
1:15 – 2:00
Tax Topics (1098-T, 1098-C, W-9) (45 minutes)
2:00
2:15
Break
Baseline Registration Cancellation Statistics
2:30
Campus Issues:
Withdrawal and R2T4
5/22/20071:35 PM
Steve Gednalske
Tim Stoddard
Bill O’Brien
Jeff Wagner
Page 3 of 7
¾
at the next Housing meeting on June 5, WFP World
Trade Room, 9:30-2:30. Business office staff is invited
to attend.
Calc will roll on July 17.
Calculation is by YRTR, not daily rate
1098T – would like to get 1098T on web – increased student
service, potential ongoing $ saving, reduced campus workload.
¾ Form W-9 (Request for Taxpayer Information). This has to be
done. Option are:
1. Campuses send out at time of creating vendor record
2. Convince DOF to do it so they can maintain control
3. Financial reporting query for accounts payable
4. Person records could not be sent to DOF
Suggestion is to pursue #2
¾ Form 1098-C
• 300 were reported last year via spreadsheet
• New rules require 1098C’s sent
¾ 1099 – INT – new tax requirement. Obligation to report interest
on capitol leases.
• Need to identify capital leases
• Tie transactions to lease via input reference field
• Create a new object code - 4120 – Tax Exempt Interest
¾ TP Payments and 1098T statements
• Study group to review how TP process used.
ƒ Mpls
ƒ Anoka Tech
ƒ Ridgewater
ƒ Winona SU
¾
Is there any statistics available that would give us baselines of students
that would have dropped (used as a place holder) or are sent to
collections?
¾ Comment that outstanding receivables compared to gross tuition
and fees.
¾
¾ Discussion determined that change would need to be made to
financial aid program.
¾ Discussion continued with Cynthia Mehoves will bring up at FA
user group on June 1. R2T4 should be re-calculated before
processing aid when student has been fully withdrawn.
2:45
3:00
Discuss any concerns about design of new ITS
site:
http://orpheum.its.mnscu.edu/its_template/isrs/
Review Enhancement Requests
Kathy / Dave
3:45
Review Current Priorities
Dave / Kathy
4:30
Regional CFO Group Updates
Kathy
Ron Blakesley, Mike
Kroening, Wendy
Meyer, Pat Nordick,
Wednesday
5/22/20071:35 PM
Page 4 of 7
¾
Please continue to share with your staff before the meeting and
bring us any concerns.
RNT ID #:
¾ ID #2576 – Add NSF hold – approve pop up at cashier and new
hold code. Also pursue the stop from doing any on-line
payment.
¾ ID #2575 – Future term if in between terms
¾ Checkwriter – US - If not valid address, leave blank Foreign –
If street one only, contry on bottom line. If street 1 and 2, do
whatever lisa said. 5 lines are allowed on a foreign address –
leave line 1 alone and line 2 with 3, 4, and 5.
¾ ID # 2559 – Funds Apply Enhancement
• Un-apply funds for AP before any CP’s.
¾ ID# 2536 – Student payroll Registration Check – Lisa check
FICA Seamless. Approved – Bemidji is giving back little
Bemidji
¾ ID# 2406 – Collections – Teri will research solution
¾ ID# 2379 – Reverse IA payments in MAPS – Estimate on
¾ ID# 2327 – Add SSN – this will go to FA User Group and add
tech id to their reports.
¾ IT Enterprise update – Last Board meeting study was accepted.
For 2007 $15M catch up spending. Currently it looks like $12M
will be available. To be spent on hardware, software and
possibly 10 positions. These funds will free up current budget so
vacant positions that were left open to fund critical operations
can now be filled. Report can be found at ???????
Information or concerns to share
¾ Southern CFO – Doug will be the new chair since Dean is
retiring
¾ Ron B – budget has been the main discussion.
¾ Metro – most time has been spent on the banking RFP. 9 of the
11 colleges are going with one vendor. Contract will be
available in the next few weeks. Positive pay was an issue and
will be an option. ATM’s were another issue that was decided to
be an option.
¾
8:30
Financial Reporting Requests
9:15
Seamless Discussion
10:00
Nelnet offering of electronic forms/signature
10:15
10:30
11:00
BREAK
Oracle Conversion Updates
CT/CE (Customized Training / Continuing Ed)
WEB Registration Redesign – Late October
5/22/20071:35 PM
Margaret Jenniges
Al Finlayson
Ron Blakesley
Gerry Rushenberg
Cynthia Mehoves
Page 5 of 7
¾
Fundware Uploads (required - June 30)
o Cash basis reports are coming in by inst id – want to bring in
the campus id
o Accruals into fundware – hit cash and change to AR, AP or
SP
¾ Equipment – no required date
o Adding additional columns
o Report changes – need a test plan and testing changes
¾ Lease Module – no required date
o Integrate Facilities, Equipment and Lease module
¾ Project Update / Informational/Group Discussion – Get Al’s
PowerPoint
o Identity Mgmt Project - Dup res – to ensure that this has been
done accurately. Enhancements are coming to help find
duplicates and make sure a process is in place to not create
additional duplicates.
o Partner Registration Project – current issues
o Students think they are getting bill from one institution
o Students must file reciprocity information multiple times
o PSEO Students are not billed correct at partner institution
Financial aid overages do not pay balances at partner
o Third party Organization receive bills from multiple
institutions
o Staff do not see holds at partner institutions
Looking at using Nelnet electronic signature services.
o There currently is no movement to do a system wide project
internally or purchasing this service.
o It was suggested that this be brought to Kevin Marsh to be
considered as a system wide contract
o Winona SU – has a secure method for obtaining a Yes/No
signature. They are also using one provider for student
loans. Perkins they are still collecting promissory notes
manually.
o Dave will investigate this further.
o There currently is no plan to do a system wide. Housing
does this for their contracts. FA has it on their list but it is
low on the priority list. Campuses that use this have up to
30 forms.
¾
¾
Get Gerry’s handout
Registration complete – “How are you going to pay?” will be asked.
o Pre Registration: Payment plans, financial aid or make
payment or prepayment.
o After RCFN: Payment is required. They would have to
choose Payment plan or make payment.
Non credit course
ƒ Required to pay before registration is complete.
– Agency funding and employer payment –
match these to authorization lists. If third
party award is in place, then system can
look for it.
– Sent to pay online
o Class will be dropped if payment
is not received within one hour.
Non credit – obligation date – refund
o Change short term obligation date to be both short term and
non credit course.
Discuss Registration Discounts
o Bring a friend…. Add other discounts form e-mail list
o
¾
¾
11:45
12:00
LUNCH
IT Priorities while eating (have plenty of
napkins)
Next Meetings
Dave Lund
¾
¾
Marie Peterson
¾
¾
Campus Members:
Dee Bernard
Ronald Blakesley
Pat Nordick
Dawn Belko
Mike Kroening
Jan Marble
Wendy Meyer
Dave Thorn
Chris Vopatek
Ron Scherman
Jeff Wagner
Jerry Winans
5/22/20071:35 PM
Campus:
Minneapolis Community & Technical College
Hibbing Community & Technical College
Minnesota State Community & Technical
College
North Hennepin
Minnesota State College - Southeast Technical
Minnesota State University, Mankato
Anoka Technical College
Winona State University
Central Lakes College
Pine Technical College
St. Cloud State University
Bemidji State University
Page 6 of 7
Set Priorities
Dates and locations for 2006:
o February 7-8 St Cloud
o May 16-17 Brainerd
o August 16th 8:30 SCSU (1 day)
o December 5-6 St Cloud
Agenda items for next meeting
Office of the Chancellor Representative:
Tim Stoddard
Margaret Jenniges
Karen Kedrowski
Kathy Froysland
Lisa Liljedahl
Dave Lund
Marie Peterson
Bill O'Brien
Teri Welter
Beth Buse
5/22/20071:35 PM
Title:
Assoc. Vice-Chancellor-Financial
Reporting
Director, Financial Reporting
Program Dir. – Budget
Finance Business Support Analyst
Finance Business Analyst – Development
Finance Business Analyst
Campus Assistance Representative - Chair
Finance Division
Finance Business Analyst - Development
Internal Audit
Page 7 of 7