Bookmark This: Expenditure Type Definitions in iProcurement

The Managerial Reporting Project team recently helped simplify expenditure type selection in iProcurement. New descriptions provide easy keyword search functionality in expenditure type definitions.

Bookmark This: Expenditure Type Definitions in iProcurement

The Managerial Reporting Project team recently helped simplify expenditure type selection in iProcurement. New descriptions provide easy keyword search functionality in expenditure type definitions.

Join the Red Carpet Celebration!

Ten Finance Division employees are celebrating 25, 35, and 40 years of service this year.  They will be honored with a
dinner on Monday, June 8, preceded by a red carpet arrival in front of JPJ.  Come cheer for your friends and colleagues as they enter JPJ! Make signs and bring your kids! There will be a shade tent, cold water, and plenty of free parking.

Monday, June 8

4:45 pm -5:25 pm

JPJ

Join the Red Carpet Celebration!

Ten Finance Division employees are celebrating 25, 35, and 40 years of service this year.  They will be honored with a dinner on Monday, June 8, preceded by a red carpet arrival in front of JPJ.  Come cheer for your friends and colleagues as they enter JPJ! Make signs and bring your kids! There will be a shade tent, cold water, and plenty of free parking.

Monday, June 8

4:45 pm -5:25 pm

JPJ

Updates from MRP: On-Grounds Technology Vendor Demos

More than 75
cross-functional representatives across the University met for three days
in May to assess potential technology vendors for the new University internal
reporting toolset. Next steps likely include further review of one or more of
the initial three vendors, and discussion among the MRP Executive Committee and
Associate Deans. The team hopes to make a recommendation by mid-to-late July.

Updates from MRP: On-Grounds Technology Vendor Demos

More than 75 cross-functional representatives across the University met for three days in May to assess potential technology vendors for the new University internal reporting toolset. Next steps likely include further review of one or more of the initial three vendors, and discussion among the MRP Executive Committee and Associate Deans. The team hopes to make a recommendation by mid-to-late July.

Updates from OSP: Coffee with Colleagues & New Faces

Coffee with a Colleague

A couple members of OSP have taken advantage of the “Coffee
with a Colleague” program.  Tammy Sutton,
a new accountant in post-award, met at
Greenberry’s recently to discuss different perspectives on grants with Whitney
Richardson, Laboratory and Research Specialist who runs the Fan Mountain
Telescope in Nelson County under Rick Patterson in Arts & Sciences’
Astronomy Department.  The two shared
“how grants effect each one of us in our positions here at the University.  Her [Whitney’s] job is dependent on grant
money; no funding, no job.”  Tammy helped
Whitney understand that OSP’s job of preparing financial reports is required by
the sponsor for oversight so the sponsor will continue to send payments for
reimbursement. While visiting the Astronomy Department, Tammy also met Rick
Patterson, Senior Scientist, and Barbara Johnson who is General Administrative
Supervisor and who for more than a decade has handled grants administration for
Astronomy. Tammy noted “…. we talked about her position versus mine.  It was an interesting view of grants
management from a different position.”

Kobby Hoffman, Assistant Director for Accounting in
post-award, met with Charles Kidd, Transactions Manager in Procurement and
Supplier Diversity Services regarding open commitments on purchase orders in
relation to grants. Purchase orders which are open cannot be closed by OSP, and
when the PO is open, the vendor can still invoice and be paid. Therefore, it is
important that open commitments be “finally closed” or moved off by departments.
If the amount is larger than $5,000 or split between multiple accounts, OSP
often needs the Procurement Office’s assistance.  Kobby was impressed by the situations in
which Procurement (and Charles, in particular) has unraveled and straightened
out accounts so OSP could produce accurate financial reports.

New Faces 

Welcome to Elizabeth Jackson, Administrative Assistant at
OSP’s front desk, who hails from Virginia Beach but moved here when she started
going to Mary Baldwin College.  A Library
Assistant while in college, she spent time as a ski-lift attendant after graduation.  She joined OSP after a temp assignment at UVA
for the School of Medicine’s Summer Medical and Dental Education program—essentially
a “boot-camp” for prospective medical students. In her spare time, she enjoys
going to the gym (she lost 60 pounds over the course of a year!), reading,
playing mystery computer games and playing with her dog Katie.

Updates from OSP: Coffee with Colleagues & New Faces

Coffee with a Colleague

A couple members of OSP have taken advantage of the “Coffee with a Colleague” program.  Tammy Sutton, a new accountant in post-award, met at Greenberry’s recently to discuss different perspectives on grants with Whitney Richardson, Laboratory and Research Specialist who runs the Fan Mountain Telescope in Nelson County under Rick Patterson in Arts & Sciences’ Astronomy Department.  The two shared “how grants effect each one of us in our positions here at the University.  Her [Whitney’s] job is dependent on grant money; no funding, no job.”  Tammy helped Whitney understand that OSP’s job of preparing financial reports is required by the sponsor for oversight so the sponsor will continue to send payments for reimbursement. While visiting the Astronomy Department, Tammy also met Rick Patterson, Senior Scientist, and Barbara Johnson who is General Administrative Supervisor and who for more than a decade has handled grants administration for Astronomy. Tammy noted “…. we talked about her position versus mine.  It was an interesting view of grants management from a different position.”

Kobby Hoffman, Assistant Director for Accounting in post-award, met with Charles Kidd, Transactions Manager in Procurement and Supplier Diversity Services regarding open commitments on purchase orders in relation to grants. Purchase orders which are open cannot be closed by OSP, and when the PO is open, the vendor can still invoice and be paid. Therefore, it is important that open commitments be “finally closed” or moved off by departments. If the amount is larger than $5,000 or split between multiple accounts, OSP often needs the Procurement Office’s assistance.  Kobby was impressed by the situations in which Procurement (and Charles, in particular) has unraveled and straightened out accounts so OSP could produce accurate financial reports.

New Faces 

Welcome to Elizabeth Jackson, Administrative Assistant at OSP’s front desk, who hails from Virginia Beach but moved here when she started going to Mary Baldwin College.  A Library Assistant while in college, she spent time as a ski-lift attendant after graduation.  She joined OSP after a temp assignment at UVA for the School of Medicine’s Summer Medical and Dental Education program—essentially a “boot-camp” for prospective medical students. In her spare time, she enjoys going to the gym (she lost 60 pounds over the course of a year!), reading, playing mystery computer games and playing with her dog Katie.

Updates from the Comptroller's Office: Cardinal & APA Audit

Cardinal 

We are now eight months away from going live with the new State Accounting System, Cardinal. The behind the scenes work is being done not only by the Comptroller’s Office but also Procurement and ITS/Enterprise Applications. We have mapped our existing chart of accounts into the new Cardinal chart of accounts and ITS/EA will begin doing some “sample” state stamping in the next several weeks. The Cardinal team went to Richmond this week to see our first “live” demo of the Cardinal system and were quite impressed. The PeopleSoft-based program appears to be very user friendly and we were most impressed by the reporting module. Rather than rely on the State to produce reports, we will be able to create and run our own reports and queries directly from the Cardinal system daily/weekly/monthly.



Even though there is much more work to do, we are slowly beginning to see what our processes will be with the new system. A very big thank you should go out to Imelda Carter, Sue Clements, Richard Parkins and Terry Butler for all the work they have been putting in these past several months.





APA Audit

The Comptroller’s office held the annual Entrance Conference with the APA for this year’s financial statement audit. Although it will be an entirely new team from the APA, we are looking forward to working with them. They are set to begin preliminary fieldwork on June 8th, with the majority of the audit fieldwork to start in early August. Our time frame is to have the audit completed by mid-October with the University’s financial statements being released around the week of Thanksgiving.

Updates from the Comptroller's Office: Cardinal & APA Audit

Cardinal 
We are now eight months away from going live with the new State Accounting System, Cardinal. The behind the scenes work is being done not only by the Comptroller’s Office but also Procurement and ITS/Enterprise Applications. We have mapped our existing chart of accounts into the new Cardinal chart of accounts and ITS/EA will begin doing some “sample” state stamping in the next several weeks. The Cardinal team went to Richmond this week to see our first “live” demo of the Cardinal system and were quite impressed. The PeopleSoft-based program appears to be very user friendly and we were most impressed by the reporting module. Rather than rely on the State to produce reports, we will be able to create and run our own reports and queries directly from the Cardinal system daily/weekly/monthly.

Even though there is much more work to do, we are slowly beginning to see what our processes will be with the new system. A very big thank you should go out to Imelda Carter, Sue Clements, Richard Parkins and Terry Butler for all the work they have been putting in these past several months.


APA Audit
The Comptroller’s office held the annual Entrance Conference with the APA for this year’s financial statement audit. Although it will be an entirely new team from the APA, we are looking forward to working with them. They are set to begin preliminary fieldwork on June 8th, with the majority of the audit fieldwork to start in early August. Our time frame is to have the audit completed by mid-October with the University’s financial statements being released around the week of Thanksgiving.