Financial Rep Meeting
November17, 2009
Agenda
Opening Remarks………………………………………………………8:30 – 8:45
Ralph Alvarez
Procure-to-Pay………………………...……………………………………8:45 – 9:35
Dawn Snyder, Roberta McManus & Karen Gibson
Budget & Accounting…………………………………………………9:50 – 10:40
Roberta McManus, Michael Lake & Judd Enfinger
Reports & Queries..……………….……………………………………10:55 – 11:45
Judd Enfinger
2
OPENING REMARKS
RALPH ALVAREZ
ASSOCIATE VICE PRESIDENT
FINANCE & ADMINISTRATION
3
Financial Aid
$119,652,782
11.41%
Developmental
Research
School $11,318,597
1.08%
Athletics
$46,050,380
4.39%
2009-10 Operating Budget
Approved by BOT June 17, 2009
$1,048,678,772
Student Activities
$16,896,645
1.61%
Technology Fee
$3,879,217
0.37%
E&G
$423,896,720
40.42%
Auxiliaries
$194,684,769
18.56%
Concessions
$348,997
0.03%
Sponsored Research
$182,000,000
17.36%
Faculty Practice
$4,902,679
0.47%
E&G Medical
$45,047,986
4.30%
4
Top 25 Largest Universities
by Fall 2007 Enrollment
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
Arizona State University
The Ohio State University Main Campus
University of Florida
University of Minnesota - Twin Cities
University of Texas at Austin
University of Central Florida
Texas A&M University
Michigan State University
University of South Florida
University of Washington
Penn State University Park
University of Wisconsin-Madison
New York University
University of Michigan-Ann Arbor
Florida State University
Source: 2009 Higher Education Directory
68,897
52,568
51,725
50,883
50,170
48,699
46,542
46,045
45,524
43,920
42,294
42,041
41,783
41,042
40,555
5
Top 25 Largest Universities
by Fall 2007 Enrollment
15
16
17
18
19
20
21
22
23
24
25
Florida State University
Purdue University Main Campus
Indiana University Bloomington
University of California-Los Angeles
Florida International University
University of Arizona
University of Cincinnati Main Campus
University of Maryland College Park
San Diego State University
California State University-Northridge
California State University-Fullerton
Source: 2009 Higher Education Directory
40,555
39,102
38,990
38,896
38,182
37,217
36,518
36,014
35,695
35,446
35,188
6
Important!
7
Very Important!
8
Work as an Activity
and
Working at FSU
9
Topical Sessions Format
 Current Topics
(10-15 minutes)
& Events
 Q&A with a panel
(35-40 minutes)
of experts!
10
Other Housekeeping Items
15 minute break between sessions
 Q&A Process - raise your hand, get recognized
 Materials will be available on the web

◦ Will include a summary of the Q&A sessions

A follow-up survey will be emailed to the FinRep
listserv
11
Agenda
Opening Remarks………………………………………………………8:30 – 8:45
Ralph Alvarez
Procure-to-Pay…………………………………………………..…………8:45 – 9:35
Dawn Snyder, Roberta McManus & Karen Gibson
Budget & Accounting…………………………………………………9:50 – 10:40
Roberta McManus, Michael Lake & Judd Enfinger
Reports & Queries..……………….……………………………………10:55 – 11:45
Judd Enfinger
12
PROCURE-TO-PAY
DAWN SNYDER
ROBERTA MCMANUS
KAREN GIBSON
13
Current Topics & Events
 ePayables
 New AVIS
Contract
 P-Card updates
 Non-duty Stipend/Research
Participants Payments
 eMarket
 Goods & Services Procurement
Guide
Procure-to-Pay
14
ePayables
Check out the ePayables website
 Ledger Summary example:


Ledger Detail example:
Always search for your cash balance by typing in Account
Code ‘11%’
 If you see a payment reference ID (“check” number) that
begins with a 7 or an 8 and have questions, please email
epayments@admin.fsu.edu or call the AP office

Procure-to-Pay
15
New AVIS Contract
A summary of the new Avis contract has been posted to the
Travel website
 The new contract is effective until 2014
 AVIS has added a passenger van and a standard SUV to the
contract – both are to be used only if you have multiple
travelers or are transporting a large quantity of materials
 When you are renting an AVIS vehicle using a Travel Card and
a wizard number, update your profile with Avis to include
FSU’s tax exempt information. This will prevent you from
having to seek sales tax credits from Avis on T-Card car
rental.

Procure-to-Pay
16
P-Card Updates

New Purchasing Card BlackBoard site contains a variety of
useful information
◦ Pcard UPK training
◦ Faxes pending for Hummingbird
◦ Monthly reconciliation packets
◦ A job aid on how to enroll in this site is available

Pcard holder and proxy listserv available
Procure-to-Pay
17
Non-duty Stipend Payments
Students enrolled at FSU
 Post Doctoral candidates
 Do not require services be provided in return
 Updated Non-duty Stipend Form available online

◦ Students charge Account Code = 742201
◦ Post Docs charge Account Code = 742225

Foreign Individuals receiving non-duty payments
◦ Process through payroll
◦ Charge Account Code = 742240
Excluded from F&A base
 NOT reported on Form 1099 MISC
 Types of Non-Duty payments

◦ Scholarships
◦ Fellowships
◦ Tuition
Procure-to-Pay
18
Research Participant
Payments
Students or non-students
 Incentives to individuals

◦ Subjects
◦ Trainees
◦ Collaborator
Approved human subjects protocol – PI responsible for
ensuring participant experience and payment comply
 New Research Participant Request Form available online

◦ Charge Account Code = 740355 (included in F&A base)
◦ Charge Account Code = 741954 (excluded from F&A base)

Foreign individuals receiving participant payments
◦ Process through payroll
◦ Charge Account Code = 740273
◦ Reported on Form 1042S, if applicable
Procure-to-Pay
19
eMarket Updates
Currently 18 contract suppliers in eMarket
 New contracts in the works for eMarket

◦ AirGas (industrial/specialty cylinder gases)
◦ Agilent Technologies (life sciences & chemical analysis product lines)
◦ Henry Schein (general athletic, medical and dental supplies)
◦ Marpan (lamps: incandescent, fluorescent, etc.)
◦ Dade Paper (tissue, paper towels)
◦ Goal to implement even more; email us your suggestions
Do not use split distributions for eMarket orders
 Items purchased for $1,000 or more that will last for at least
one year should have an OCO category code

◦ To change a category code from Expense to OCO see the eMarket
Requestor job aid, starting on page 18
Procure-to-Pay
20
Goods & Services
Procurement Guide
A Purchasing Services Goods & Services Procurement Guide
is online
 New Contracts Recently Added

◦ A/V equipment
◦ Blackboards/display boards
◦ Book binding services
◦ Lamps (incandescent, fluorescent, halide, halogen)
◦ Library materials
◦ Printing/mailing services (in-house)
Procure-to-Pay
21
Q&A Panel of Experts
Karen Gibson – Purchasing Services
 Riley Kinney – Controller’s Office,
Disbursement Services
 Roberta McManus – Sponsored Research
Accounting Services
 Nancy Milburn – Purchasing Services
 Dawn Snyder – Controller’s Office,
Disbursement Services

Procure-to-Pay
22
BUDGET & ACCOUNTING
ROBERTA MCMANUS
MICHAEL LAKE
JUDD ENFINGER
23
Agenda
Opening Remarks………………………………………………………8:30 – 8:45
Ralph Alvarez
Procure-to-Pay ……………………….……………………………………8:45 – 9:35
Dawn Snyder, Roberta McManus & Karen Gibson
Budget & Accounting…………………………………………………9:50 – 10:40
Roberta McManus, Michael Lake & Judd Enfinger
Reports & Queries..……………….……………………………………10:55 – 11:45
Judd Enfinger
24
Current Topics & Events
 American
Recovery & Reinvestment
Act (ARRA) – “stimulus”
◦ Sponsored Research
◦ E&G
 Ledger
Reconciliations
 New Credit Card Processing Policy
Budget & Accounting
25
ARRA
Sponsored Research
64 awards totaling $25.2 million as of November 16, 2009
 Fund 521 created for ARRA sponsored projects
 Reporting requirements

◦ Over 132 required data elements to be reported on
FederalReporting.gov
◦ ARRA requirements are in addition to individual award reporting (DO
NOT replace normal reports)
◦ Notify Sponsored Research if subcontracts or major vendor purchases
are anticipated
◦ FSU as prime recipient – reporting due by10th of month following
calendar quarter end
 Subcontracts under prime award will have unique terms and conditions
◦ FSU as sub recipient (subcontracted) – reporting due dates and
requirements will be addressed on a case by case basis and coordinated
with the PI as appropriate
Budget & Accounting
26
ARRA – Sponsored Research
PI Responsibilities

Submit initial report to Sponsored Research to include
award description and location
◦ Due upon acceptance of award

Submit quarterly reports to Sponsored Research
◦ Include status of work completed
◦ Also include a cumulative description of the activities accomplished
since the inception of the award, inclusive of first-tier subcontract
activities
◦ Due to Sponsored Research on or before the last day of every calendar
quarter until the expiration date of the award (September 30,
December 31, March 31, June 30)
◦ Submit even if funds have not yet been expended

Forms are available online
Budget & Accounting
27
ARRA – Sponsored Research
SRAS Reporting Responsibilities
Quarterly life-to-date expenditure reconciliations
 Jobs data (types & EFTs)

◦ Created
◦ Retained
Vendor payments
 Subcontractor / major vendor reporting
 Actual (electronic) submission of reports

Budget & Accounting
28
ARRA – E&G





Please review carefully the memorandum on the Budget
Office website
Valid request on file with Budget Office
Compliance with spending guidelines and reporting
Spend the money by June 30, 2010
New OMNI Fund numbers for ARRA funds
Budget & Accounting
29
Office of Budget & Analysis
Website

Please visit our updated website for a wealth of information
for Budget Managers and departmental financial
representatives!

http://www.bad.fsu.edu/
Budget & Accounting
30
Ledger Reconciliations

A crucial internal control process
◦ Not specifically required by University policy, but necessitated by sound
business practice
◦ Recent audit findings have indicated that some departments do not
reconcile on a regular (monthly) basis

Training classes available
◦ Offered monthly by the Controller’s Office, Quality Assurance
department
◦ Provide tips, assistance and best practices in performing reconciliations
◦ Class materials, forms, etc. are available on the Controller website
Budget & Accounting
31
Ledger Reconciliations
Backup Documentation
Quality Assurance has been working with campus units to
try and improve the availability of backup documentation
 Specifically, working with Facilities, Business Services and
General Accounting
 Facilities work order details are currently available online







New BlackBoard Organization – ‘Facilities’
Contact Debra West to gain access
Charges available for July 2009 forward (click on ‘Dept Charges’ link)
Should tie to ‘OFM’ journals on ledger
Additional details available for fuel purchases
PDF file should be available by 3rd to 5th business day of following
month
Budget & Accounting
32
New Credit Card Processing
Policy
New policy OP-D-2-G – Pertains to all departments that
“process, transmit or store confidential cardholder
information.”
 Policy states that card processing departments must:

◦ Be compliant with the Payment Card Industry Data Security Standard
(PCI DSS)
◦ Be a Controller’s Office approved Cash Collection Point
◦ Make arrangements to accept cards through SFS
◦ Ensure that before employees work with cards or access cardholder
data they
 Complete SFS Payment Card Security Training
 Comply with the University’s background screening requirements

New Payment Card BlackBoard organization (PCI Training)
◦ Established to assist departments in complying with this policy
◦ Contact Alyn Minnerly, SFS Credit Card Manager, for access
Budget & Accounting
33
Q&A Panel of Experts!






Alvaro Bernal – Controller’s Office, Accounting
Services
Judd Enfinger – Controller’s Office, Quality
Assurance
Michael Lake – Budget Office
Roberta McManus – Sponsored Research
Accounting Services
Rick Oakley - Sponsored Research Accounting
Services
Glenn Scanlan – Controller’s Office, Student
Financial Services
Budget & Accounting
34
Agenda
Opening Remarks………………………………………………………8:30 – 8:45
Ralph Alvarez
Procure-to-Pay……………………………………………………………..8:45 – 9:35
Dawn Snyder, Roberta McManus & Karen Gibson
Budget & Accounting…………………………………………………9:50 – 10:40
Roberta McManus, Michael Lake & Judd Enfinger
Reports & Queries..……………….……………………………………10:55 – 11:45
Judd Enfinger
35
REPORTS & QUERIES
JUDD ENFINGER
36
Current Topics & Events
 New
OBI Trend Ledgers
 Conversion to FSUSN
 Departmental (FSU_DPT) Queries
 Controller’s Office FAQs
 Departmental Business Management
Guide
Reports & Queries
37
OBI Trend Ledgers
Two new ledger trend reports
 Both reflect actual ledger balances (not budget)
 Three Year Trend Report

◦ Reflects balances by account through the Accounting Period and Fiscal
Year entered
◦ Also displays balances through that same Period for the previous two
Fiscal Years
◦ Excellent management tool for analysis of spending patterns, budgeting
and planning

Month-by-Month Trend Report
◦ Ledger balances by account for each Accounting Period of the Fiscal
Year entered
◦ Good tool for high level analysis of ledgers and identification of
potential errors
Reports & Queries
38
FSUSN Conversion
New Primary Identifier Policy OP-H-12 released this year
calls for the elimination of SSN as a primary identifier at FSU
 Student Systems are now utilizing FSUSN as primary
identifier in cashiering transactions

◦ FSUSN populated in ‘Group ID’ field in SFS system since 7/1/2009 for
applicable deposits
◦ ‘Group ID’ included in all FSU_DPT queries that historically showed
‘Lockbox Payment ID’
◦ ‘Group ID’ appears on OMNI and OBI Departmental Detail Ledgers

‘Lockbox Payment ID’ to be eliminated from Departmental
Ledgers / queries 11/30/2009
Reports & Queries
39
FSUSN Conversion (cont.)

What if my department still needs access to SSNs for
reconciliations?
◦ Comply with exemption request provisions in OP-H-12 H (obtain
DDDH approval in writing and notify Audit Services)
◦ Request new OMNI security role
FSU_SECURITY_QUERY_SFS_SECURE (available now) via eORR
◦ All public queries currently containing ‘Lockbox Payment ID’ will be
renamed to end in ‘_SEC’ and will be available to those with this role
Reports & Queries
40
Departmental (FSU_DPT)
Queries

FSU_DPT_VERIFY_SECURITY_ROLES
◦ Shows all non-default OMNI security roles by employee or all
employees assigned to a particular role
◦ Roles should be reviewed on a regular (at least quarterly) basis to verify
employees do not have improper access
◦ Can also be run by role if need to determine which employee(s) in
department have a certain ability (e.g. to ID travel approvers)

FSU_DPT_TE_MY_WALLET_CHGS
◦ Use to monitor TCard charges that have not yet been entered on an
expense report
◦ Departments should track this activity and ensure all charges have been
entered on an ER within four business days

Department prompt in both queries is based on HR “home”
department
Reports & Queries
41
Other Useful Departmental
(FSU_DPT) Queries

FSU_DPT_PCARD_TRANS_INFO
◦ Formerly available as FSU_PCARD_TRANS_INFO
◦ Use to get vendor detail of ‘FIA Card Services’ charges on Ledger





FSU_DPT_AM_NBV_% - Four separate queries show Cost,
Depreciation and Net Book Value info for all departmental assets,
just retired assets, and transfers in & out
FSU_DPT_CTR_INST_ANNUAL_EXP – Created for Centers and
Institutes to be able to obtain summarized annual operating
expenditure information to assist with their year-end BOG
reporting.
FSU_DPT_TRIAL_BALANCE – A quick/easy way to view a
departmental trial balance (aka ledger)
Run to HTML allows you to see prompts and columns available
Complete list of FSU_DPT queries available on Controller’s Office
website
Reports & Queries
42
Controller’s Office FAQs



Frequently asked questions and answers in a variety of areas have
been added to the Controller’s Office website in recent months
ePayables – Covers questions vendors might ask about this new
payment method
Property Accounting
◦ General Information
◦ Acquisitions
◦ Dispositions & Surplus Property
◦ Inventory
◦ Vehicles


Student Financial Services – Provides FAQs on departmental
deposits as well as an ‘A to Z Guide’ to SFS
Tax Administration
◦ Sales Taxes
◦ UBIT
Reports & Queries
43
Departmental Business
Management Guide
Designed as a “one stop shop” for departmental managers
and financial reps to find info on fiscal and administrative
responsibilities
 Does not contain detailed procedures/instructions
 Instead, summary guidance on sound business practices and
internal controls
 Contains a number of specific topics, each of which contains
the following sections

◦ Overview
◦ University Guidelines
◦ Internal Controls
◦ Departmental Responsibilities
◦ Resources (e.g. links to detailed P&P, applicable administrative websites,
forms & reports, training information / job aids, etc.)
Reports & Queries
44
Departmental Business
Management Guide (cont.)
General guidance on internal controls and fraud prevention
 More specific info on a wide variety financial and
administrative topics

◦ Asset Management
◦ Budget & Finance
◦ Cash & Treasury Management
◦ Information Systems Access
◦ Payment/Credit Card Processing (coming soon)
◦ Payroll
◦ Purchasing & Disbursements
◦ Taxes
Will continue to update and add to the guide over time
 Available online and as a downloadable and searchable PDF
file

Reports & Queries
45
Q&A Panel of Experts!








Alvaro Bernal – Controller’s Office, Accounting
Services
Judd Enfinger – Controller’s Office, Quality Assurance
Karen Gibson – Purchasing Services
Michael Lake – Budget Office
Roberta McManus – Sponsored Research Accounting
Services
Andrea McPherson – ERP
Byron Menchion – ERP
Dawn Snyder – Controller’s Office, Disbursement
Services
Reports & Queries
46
Thanks for Attending!
Please sign in
 Materials available on the web at
http://www.vpfa.fsu.edu/financialrep.html
 Financial Rep Listserv (Finrep)

◦ Please sign up to receive notifications about future meetings
◦ Other important announcements (e.g. new reports, year-end
calendars, new training and job aids, etc.)
◦ https://lists.fsu.edu/mailman/listinfo/finrep

Please fill out the follow-up survey emailed to the FinRep
listserv!
Reports & Queries
47