Finance Town Hall Meeting
October 12, 2011
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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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Employee Self-Service
(ESS)
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ESS currently allows you to:
• View your Pay Checks online
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View your W-2’s online
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View your Federal tax information (W-4 forms) online
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View direct deposit information online
Coming very soon, you will also be able to:
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Enter your Federal W-4 exemptions online
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Enter your Direct Deposit distributions online
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Receive (.PDF) W-2 Wage & Tax Statements online
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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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Campus Accessibility - employees with computer access can utilize
CUA PC
Computer kiosks available for viewing information in:
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Payroll
• Mullen Library
• Computer Lab in Leahy Hall
• Pryzbyla Center
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Be careful with confidential data in common areas
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Log out
• Pick up printouts
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Coming soon, you will be required to grant Consent online to
receive new and view previous year W-2 forms.
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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.
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Consent Withdrawn:
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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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Automated Clearinghouse (ACH)
Payments
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ACH  electronic funds transfer/EFT/direct deposit
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Available to all vendors
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Also available to faculty and staff for reimbursements
• Future plans to link to existing direct deposit data in payroll system
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Funds are placed directly into a bank account
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Faster receipt of funds
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Notification of funds being deposited into bank account
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No lost checks
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Provide potential vendor names and specific contacts to Accounts
Payable
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Consider ACH for your next expense reimbursement
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Email notification of payment on PO
• Day after check/ACH payment
• Sent to PO requestor
• Sent for PO payments only
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Direct Pay Form restricted to:
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Non-travel reimbursements
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Memberships and registrations
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Donations
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Subscriptions
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Honoraria
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Petty cash reimbursements
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Office of Sponsored Accounting
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Paul Harrison, Director – harrisop@cua.edu; x6402
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Susan Warshawsky, Grant Accounting Manager –
warshawsky@cua.edu; x5039
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Tonya Gibbs, Senior Grant Accountant – gibbst@cua.edu;
x5682
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Gina Martin, Grant Coordinator – marting@cua.edu; x5537
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Donna Pauletti, Grant Coordinator – paulettid@cua.edu;
x6408
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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:
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Direct payments
Purchase requisitions
Scholarships
Faculty Appointments and Staff Hiring (EDF)
Travel Reimbursements
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Processing Area
Primary Point of Contact
Appointment 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
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Be familiar with relevant University policies:
• Grants and Contracts Policy
• Travel Policy
• Both accessible on: http://treasurer.cua.edu/Sponsored/index.cfm
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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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http://treasurer.cua.edu/Sponsored/index.cfm
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Budget Office Update
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General Areas of Focus
Budget Office Staff Directory
General Budgeted Fund 11
Budget Office: 230 LHY
New Program Fund 12
[OPEN], Director, ext. 6731
Auxiliary Enterprise Fund 15
Fred Blair, Senior Budget Analyst, ext. 5553
• Provost and Academic areas
• Law School
• Development
• Enrollment Management
Reserve Funds 18, 19
Capital Project Funds 39, 53
Mandatory Request
Capital Requests
Position Control
Budget Transfers
Joe Miranda, Budget Analyst, ext. 6536
• President’s Office
• Finance and Facilities
• Student Life
OPEN, Budget Analyst, ext. 6355
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Revised Contract Policy/Process
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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
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The Contract/Agreement Routing and Justification for Sole Source forms
have been revised to facilitate the contract review and approval process
Contract/Agreement
Routing Form
• 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
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
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New SunTrust Corporate Travel Card
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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:
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Consistent controls and oversight
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Streamline and integrate reporting capabilities
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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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The Sun Trust Visa Corporate Card is separate
and distinct from the Procurement card
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University policies apply to all CUA card holders – active CUA faculty &
staff
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The Visa Corporate Card will be used for business-related entertainment
and travel
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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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Cardholders can access one central portal, SunTrust ESP, to manage both
the Pro-card and the corporate travel card
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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
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Global acceptance and purchasing flexibility with the Visa Corporate
Card
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It is the cardholder’s responsibility to manage the card issued to them:
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Know available funding at all times
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Spend within budgeted limits
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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.
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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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What
Who
New Corporate Travel
Card Policy
VP Finance and
University Policy
Committee
Communication &
Guidelines:
Program Roll-Out
SunTrust Visa Corporate
Card Training Sessions
Issue New SunTrust Visa
Corporate Travel Cards
How
Draft policy has been developed;
undergoing review and approval
When
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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
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
Travel 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
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Financial Pay Cards
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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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Can be used anywhere Visa is accepted
• Retail merchant purchases
• Cash back at point of sale
• Internet purchases
• Restaurants
• Reservations
o Hotel
o Airline
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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
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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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Bill pay available
Deposits accepted
• Money Gram Express Payment
• Bank wire transfers
• Tax refund deposits
• Other employment
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Free Skylight Checks
Free Check Cashing
• Any SunTrust Bank
• Ace Cash Express
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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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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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