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| Guidance & Explanation |
New resource alert!
Jack Jensen, our training expert on purchasing and invoicing, has prepared a handy document that explains some potentially confusing spend categories.
Thursday, May 30, 2024
Travel FAQs Direct from our Travelers
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| Thanks for sharing your questions! |
The Travel Team recently surveyed a group of TravelUVA users from across Grounds.
They'll use the feedback to improve their systems and services. Thank you to everyone who responded!
The team also received several great questions in the survey responses, and they've collected the most common questions, along with answers, on their website.
Introducing UVAFinance: Danielle Hancock and Raegan Harouff Gaye
Introducing UVAFinance is a recurring blog feature created to introduce our team to our team, a couple of members at a time. Every other week, we present readers with a team member or two to get to know. To understand how these colleagues are situated within the greater UVAFinance structure, check out this resource on the UVAFinance website.
NEW Resource: UVAFinance by Department
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| Danielle Hancock |
Generally, my job is to help finance employees at UVA understand finance policies and processes. That includes creating training (self-paced & instructor-led), creating documentation (FAQs, QRGs, etc.), and providing support when needed. Another area that I work with is Lean or Continuous Improvement. We have recently restarted the UVAFinance Lean Certificate program UVAFinance Lean Certificate program to help any UVA employee work with a continuous improvement mindset (always looking for ways to squash Muda).
Who do you work with regularly?
The areas that I provide training/documentation support for are Financial Accounting (Journals, Accounting Adjustments, Account Certification, etc.), Ad Hoc Bank Transactions, Customer Accounts, Internal Service Delivery, Grants Management, and FDM Worktags. In Central Finance, I work with the functional subject matter experts for my areas to ensure the training materials are up-to-date and correct. We also partner to find areas of weakness/pain points and support the end users. Outside Central Finance, I work with finance employees to help them better understand their tasks through emails and 1:1 sessions.
What seasons are busiest, or what rhythms exist in your job?
In training, we don’t have a specific busy season. There is always something that could be created or updated, so we plan accordingly. I do see an uptick in the requests for support (emails/1:1 sessions) the closer we get to Fiscal Year End.
What might surprise people about the work you do/this role/your department or area?
Probably the most surprising thing about my job is that it isn’t just training (whether self-paced or instructor-led). This is one part of my job, but there is so much more including working with school/unit employees in 1:1 sessions, creating video demos, designing infographics, creating content and updating the content on the UVAFinance Website, working on Continuous Improvement projects, creating surveys, working in the Workday Learning space – to name a few.
What do you like best about working in UVAFinance?
There are so many things I like about working in UVAFinance, but the thing I like best is my team and all the wonderful and smart people I get to work with daily. I’m incredibly lucky to have amazing colleagues not only in UVAFinance, but also all the wonderful people I’ve worked with across Grounds.
How do you connect your work with the UVA Finance Values?
There are so many ways my work connects with our UVAFinance Values. As a trainer, much of what I do is provide support to end users. While providing support, I am mindful of providing excellent service, so that the school/units feel like they are heard, and the question(s) are answered correctly (and that can take some research or finding someone who can better answer the question). Often from the conversations I have with school/unit employees, I find places where the training/content can be updated, or new training/content needs to be added. So, it is cyclical in many ways and that feedback loop helps provide better/more complete content – ultimately leading to better data in the system (Collaborative Partner/Impeccable Source of data). As I mentioned earlier, we re-established the UVAFinance Lean Certificate program to try to help people better understand Continuous Improvement and how they can use it in their work.
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| Raegan Harouff Gaye |
What do you do as the Assistant Director of Travel & Expense?
I oversee the Travel, Expense, and T&E card programs. The T&E Team helps users make travel arrangements with our preferred Travel Management Companies. We help with expense report questions and continue to improve the Workday Expenses module. We manage approximately 2800 T&E cards. We work to enhance efficiency, compliance, and user satisfaction within our Travel, Expense, and T&E card programs.
Who do you work with regularly?
This role requires significant collaboration across multiple teams and stakeholders. I work with the T&E team and the Procurement Leadership Team daily. I also work with various other Finance team members to help solve problems and improve processes. I work with Expense Ambassadors, Fiscal Administrators, and other users to ensure they are aware of updates and improvements and to help with questions as they arise. A key focus is improving processes and ensuring effective communication.
What seasons are busiest, or what rhythms exist in your job?
What seasons are busiest, or what rhythms exist in your job?
Our work is cyclical but steady. With significant events like the Travel & Expense Expo and annual cardholder training, it's crucial to have a plan to manage pre-planning, preparation, and continuous improvement activities. We are continuously working to improve the Workday Expenses module to provide a better user experience, and we are introducing improvements to streamline card violation processes. We have multiple other projects on the horizon.
What might surprise people about the work you do/this role/your department or area?
What might surprise people about the work you do/this role/your department or area?
Everyone who works with TravelUVA on the T&E Team has extensive experience working in the travel industry before working at UVA, so we understand the ins and outs of corporate travel. We manage over 50 travel-related contracts negotiated to benefit UVA and provide the best experience for our travelers.
What do you like best about working in UVAFinance?
What do you like best about working in UVAFinance?
I enjoy the people. Folks in Procurement and Finance are great to work with, and being in Central Finance gives me the opportunity to meet and build relationships with people from all across Grounds. I have also been able to connect with those who hold similar roles at peer universities by representing UVA T&E at conferences. This is especially valuable as we benchmark and continue to grow and improve.
How do you connect your work with the UVA Finance Values?
How do you connect your work with the UVA Finance Values?
While I personally connect with all of the UVA Finance Values, focusing on Service Excellence and being an Impeccable Source of Information are crucial for building trust and ensuring that stakeholders have a positive experience. We want our users to know we are here to help and to be able to trust that the information they receive from us will be accurate and useful.
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UVAFinance Mission & Values / UVAFinance Organizational Structure / Past Introductions can be found on our site under "Resource Shelf"
Would you like to be featured in Introducing UVAFinance? Want to suggest a colleague to be featured? Email bv8h@virginia.edu
Fiscal Year End Close Dates for Workday Expenses
A few important year-end close deadlines are coming up for Workday Expenses. Take note of these three biggies in June:
- June 14, 2024 - 5:00 pm - Deadline to place all intended FY24 T&E Card transactions - we cannot guarantee all transactions will post and be fed to Workday in time to complete the expensing process. Please make FY24 purchases as early as possible. T&E Cards can be used throughout year-end close, however, purchases made after 6/14 will likely need to be expensed in FY25.
- June 18, 2024 - 12:00 pm - All Supplier Invoice Requests must be completed and approved, including reimbursements to non-employees, students, and Medical Center employees. This includes any requiring adjustments or resubmits to PSDS. Departments cannot approve or submit any system SIRs after this cutoff.
- June 21, 2024 - 5:00 pm - All expense reports for T&E card transactions and reimbursements must be fully submitted and through departmental approvals by this date to be paid in FY24.
You can find all year-end close dates on the UVAFinance webpage.
Wednesday, May 22, 2024
Professional Development Corner
Contributed by Patty Marbury
Summer is almost here! I know that many of us in UVAFinance, as well as finance professionals across Grounds are focused on year-end activities. After June is over, I hope (in addition to time off!) you will have some time to devote to professional development. Now is a good time to start exploring opportunities!
Education Benefit
Each eligible employee has $2,000 per year of centrally-funded education benefit to use for professional development or $5,250 per year to use for tuition toward a degree-seeking program. To be eligible for the education benefit you must have had six months of services in a benefits-eligible position at UVA by the start date of the class, with the intent to remain on the active payroll during the entire term of the class.
See https://hr.virginia.edu/career-development/education-benefits-1 for more information.
Clarification on the Education Benefit and the Professional Development Request Form
UVAFinance team members – Some questions have been raised about the Education Benefit and our Professional Development Request Form and process.
I'm referring to to the email sent on May 13 regarding the Professional Development Form and process. In that email we said to always use the Education Benefit first, before requesting departmental funds for professional development. This should have said consider using your Education Benefit for professional development opportunities. You must still complete the Professional Development Request Form even if you are not requesting departmental funds. This helps us track requests and identify opportunities. Remember the Education Benefit request in Workday is a separate process and will go to your manager for approval and then to HR for approval and processing payment.
Use the Professional Development Request Form to submit your requests as soon as you’ve identified an opportunity and discussed it with your manager.
Other Upcoming Offerings
Upcoming NACUBO offerings:
- July 19-20 2024 New Business Officers (NBO) Program
- July 20-23 NACUBO 2024 Annual Meeting (online option available)
- September 22 2024 Planning, Budgeting, and Analytics Forum (Chicago) ·
Leaders Lab of Greater Charlottesville is sponsored by the Charlottesville Regional Chamber of Commerce. The Leaders Lab is a leadership training program for everyone who wants to be great at collaboration! Current and emerging leaders build leadership skills, practice community problem-solving, and learn first-hand how people are working together on local issues. Applications are accepted through June 28, 2024. Sessions start in September 2024 and end in May 2025.
UVA’s Office for Diversity, Equity, and Inclusion current offerings.
UVA Human Resources has courses and programs coming up that may be of interest. The Leadership Essentials fall cohort starts September 10, 2024.
See a list of ongoing opportunities on the UVAFinance website.
Join the Central UVA Amazon Business Account
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| Don't forget! |
Have you joined the central UVA Amazon Business Account?
Earlier this May, we emailed T&E Cardholders as well as current Amazon Business Account holders to invite them to join the new, central UVA Amazon Business Account.
Going forward, all UVA Amazon purchases should be made through this central Amazon Business Account, as Amazon Business is the preferred vendor for purchasing all non-contract items. The new account includes built-in features tailored to UVA (see all the benefits on our website).
Please take a moment to join the central UVA Amazon Business Account by June 5 if you haven't already. You’ll find reminders in your inbox, or we’ll be happy to send you a new one if you reach out to us at askfinance@virginia.edu
Business Process Documentation: Building Understanding & Confidence
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| Offered by Change Enablement/ Continuous Improvement |
The Change Enablement & Continuous Improvement Team has launched a Business Process Documentation project to assist UVAFinance in developing a consistent workflow and enabling continuous improvement. With the Finance Strategic Transformation project wrapping up in 2022, it is natural that the sweeping systemic changes would cause gaps in knowledge and documentation on daily work. The process mapping effort, led by Derrick Carter and Dan Hoogenboom, aims to close these gaps and provide effective knowledge transfer.
The benefits of improving and documenting work processes include:
- Reduced time to completion of tasks and decision-making
- Retention of knowledge gained through training
- Reduction of waste (including time and effort), unnecessary workarounds, and frustration
- Establishment of clear documentation for future team members
- Improve performance and satisfaction
- Meeting policy standards
- Improved confidence in systemic processes (improved understanding of flow)
The collaborative services offered by Carter and Hoogenboom to UVAFinance include job shadowing, process review, identification of best practices, and more. Interested? Reach out to them via Ask Finance.
Jamie Reid Joins UVAFinance as Business Services Manager
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| The Reids |
Jamie Reid joined the UVAFinance Team earlier this May as the new Business Systems Manager. Reid brings a rich background to the role, having years of in-depth experience in IT infrastructure as well as designing and building technology solutions, and solving complex problems.
Originally from Scotland (UK), Reid and his family moved to Charlottesville permanently, 9 years ago, after Reid's previous role required him to spend more and more time travelling to the company's Charlottesville HQ. His desire to join UVA was driven by his interest in applying his technology experience in a different business context and to be part of an institution that is deeply rooted in the community that Reid now calls home.
Reid’s path to technology began with an early introduction to computers by his grandfather, sparking a lifelong interest. Reid studied information technology at London Westminster College, and also attained an MA in Cultural History from the University of Aberdeen. Although he didn’t initially pursue tech as a career, his aptitude became evident when he entered the office environment. This led to a focused career in technology, where he has developed a knack for optimizing business processes through tech solutions and mentoring small teams to do the same.
As Business Systems Manager, Reid will oversee the optimization and management of our business systems (non Workday). Reid sees his role as being at the interface of technology, user experience, and process improvement. His focus will be on seamless interaction between the various systems, the people that use them, and ensuring they are fit for purpose and delivering efficiency.
"I'm not just about implementing technology; but instead about ensuring the technology enhances overall efficiency and creates ease, not pain, for users," says Reid.
Reid and his wife Wendy have two children: Harvey (who loves lacrosse) and Iona (who is passionate about ballet), both of whom attend Western Albemarle High School. Wendy is a Pilates and yoga instructor who also sells delicious Scottish baked goods at the local market. The Reid family loves to travel, enjoying winter sports like skiing and taking summer trips to explore new places.
UVAFinance in Action: May 23, 2023
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| Kristin Dinwiddie |
Well done, Kristin!
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| Mohammed Eitta and Jacob Mair |
UVAFinance was well-represented at the Spring Focus Conference in Norfolk this week.
Jacob Mair led a Financial Reporting Roundtable, covering general financial reporting questions including those regarding ARMICS, tuition waivers, creation of financial statements, and more.
Mohammed Eitta shared best practices with peers at a Fixed Asserts Roundtable session, where they covered optimizing bulk purchases, managing equipment transfers, and the use of automated tools in fixed asset management.
Tuesday, May 21, 2024
Tamer Hassanin Joins the “Ask Finance” Team
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| Tamer and Sarah |
Our newest Finance User Success Agent, Tamer Hassanin, brings a unique blend of accounting expertise and extensive customer service experience. His background and skills make him a perfect fit for our Solution Center Team.
Hassanin’s background in accounting reflects his love for finance and numbers. Coupled with years of customer service experience, he is well-equipped to assist our stakeholders with their financial questions. Hassanin views this role as an excellent introduction to finance at the University in a broader sense and is excited about the opportunities it presents.
“I picked up more than I anticipated during my first days,” says Hassanin, adding that he is enthusiastic about building on this knowledge to become more independent in his new role.
Hassanin’s journey to UVAFinance includes valuable experience at UVA’s Health System, where, for over four years, as a Senior Patient Access Specialist, he liaised with doctors and patients to ensure care delivery. His previous roles in store management at CVS and in banking further honed his customer service skills. As he transitions to the academic side of things at UVA, Hassanin says he is excited about the new challenges and opportunities.
“I have heard great things about central finance, and I think my overall skills are better suited here,” says Hassanin.
Hassanin has been a resident of Charlottesville for 25 years and loves the community. Despite his roots in Alexandria, Egypt, Tamar finds that the atmosphere of Charlottesville reminds him of his old neighborhood, giving him a comforting sense of home. He lives with his wife, Haneen, his stepdaughter Yasmeen, and his six-year-old daughter, Sarah. Family time is precious to him, and the Hassanins enjoy traveling to Northern Virginia and Richmond, especially to shop for Mediterranean groceries and to visit the zoo and aquarium.
Leaders Lab of Greater Charlottesville Helps Shape Futures
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| Ann Criser-Shedd |
This May, the Payroll Team's Ann Criser-Shedd graduated from the Leaders Lab of Greater Charlottesville, a transformative leadership training program designed to enhance collaboration and community engagement. This milestone marks a significant step in her ongoing journey to make a meaningful impact in her work and her community (read more about Criser-Shedd in the blog).
The Leaders Lab of Greater Charlottesville is dedicated to fostering effective leadership skills among current and emerging leaders. Over nine months, from September to May, participants engage in monthly sessions emphasizing leading from personal values, building consensus, making ethical decisions, and practicing principled negotiation. The program also focuses on equitable collaboration, cultural competence and self-awareness, and equipping leaders to tackle local issues with empathy and strategic insight.
Criser-Shedd's experience in the Leaders Lab reinforced her belief that leadership is not confined to managerial roles. She realized that she exhibits leadership daily through her interactions with peers and colleagues.
"You make a difference; anybody can lead—leadership is about relationships," she explains.
Another key takeaway from the program was the importance of intentionality in all aspects of life. Ann adopted this mindset, which has helped her stay focused on her goals and maintain a positive impact on those around her.
With her graduation from the Leaders Lab, Ann Criser-Shedd is poised to continue making significant contributions to her community.
Interested in Leaders Lab? Criser-Shedd would be happy to tell you more!
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Applications are open now for the next cohort of Leaders Lab (September 2024 - May 2025). Click here to read more and apply.
Monday, May 20, 2024
Financial Planning & Analysis Welcomes Sara Tatum
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| Sara & Bear |
Earlier this May, Sara Tatum joined the UVAFinance Team as a Senior Financial Analyst within the Office of Financial Planning & Analysis. Tatum brings a wealth of experience to her new role, including work in the Virginia Department of Planning & Budget as well as the Virginia Department of Education, along with a service-focused perspective.
Tatum's career path has been impressive and diverse. After working successfully in finance for several years, she earned a master's degree in 2011 that allowed her to pursue her dream of becoming a school librarian. She thoroughly enjoyed a five-year stint as a librarian at the Richmond City Public Schools and Henrico County Public Schools, working closely with students to develop reading and comprehension skills as well as research acumen.
As her family grew, Tatum rekindled her interest in the financial field, finding it a better fit for their needs. She spent the following eight years honing her skills in the Department of Planning & Budget until she realized she was ready for a fresh challenge and was drawn to UVA.
Tatum is enthusiastic about her first foray into higher education. At UVA, she will dive into University-wide finances as well as continue to interface with the state on our behalf. Her extensive state experience, as well as her commitment to working with others in a teaching capacity, will undoubtedly be useful in her new role.
"I'm excited to learn how higher education operates from within," says Tatum. "It will be so interesting to understand the intricacies of a Tier 3 university like UVA."
Outside of her professional life, Tatum is a dedicated family person. She lives in Richmond with her husband, Nathan, and their two children, Abby (8) and Andrew (5). Their family enjoys spending time outdoors, whether it’s cheering at the little league park during baseball season or hitting the trails for hiking and skiing adventures. She is also taking on the role of Girl Scout Troop Leader for her daughter’s troop, adding another exciting facet to her life. The family's dog Bear rounds out the group.Big Company Convenience, Small Business Touch: RE Replacement Parts
Note: This blog post is the first in an ongoing series that will highlight UVA’s small, women, and minority-owned local businesses. Have a suggestion for a business we could feature? Let us know!
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| Raymond Everett of RE Replacement Parts |
The result of this partnership is that customers like UVA’s Facilities Management Department get the personalized touch of a small business, while also being able to tap into the robust framework of a corporate entity.
According to Grainger program manager Kelly Minervini, the Diversity Alliance program’s partnership with local businesses facilitates a unique blend of efficiency and adaptability that allows for tailored solutions at competitive prices. “It’s about empowering small businesses to give back to their communities,” she says.
It’s an effort that has not been lost on customers at UVA.
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| Everett with Facilities Management customers |
As Zumbrunn notes, a hallmark of RE Replacement Parts’ approach is close collaboration with their customers. For Raymond Everett of RE Replacement Parts, the relationship with Grainger allows him to focus on the uniquely personalized customer service he’s able to provide.
“We take our customer’s problems and make them our problems,” he says, adding “and that enables us to find solutions.”
Through his relationship with Grainger, Everett can offer the stock and convenience of a big company and access to equipment manufacturers. As a part of his high-touch business relationship with Facilities Management, Everett will often work with teams to understand their needs, and then he matches those needs with products that fit the budget. He’s found solutions for snow removal tools that alleviate injuries, longer hoses for vacuums, and has even brought in manufacturing companies for training, tool safety checks, ladder safety courses, and “show and tell” sessions on new and useful equipment.
Everett’s customers on Grounds have enjoyed both his meticulous attention and the fact that they know they’re supporting a local business. Not only does RE Replacement Parts employ local talent, but they also contribute to the socioeconomic fabric, fostering a sense of belonging and pride as they give back to the community through food banks, neighborhood basketball tournaments, camp sponsorship, and other local involvement. In other words, doing business with RE Replacement Parts means that UVA’s purchasing dollars go into the local community.
“Working with Raymond is great,” sums up Ken Bower, zone manager in Facilities Management. “He always does what he says he’s going to do, and RE Replacement Parts is a family business,” he notes.
RE Replacement Parts, working with Grainger, represents the perfect fusion of small business agility with corporate resources, creating value for both UVA as a customer and nurturing growth beyond business boundaries.
Find the RE Replacement Parts punchout catalog in the UVA Marketplace.
Let's Get Lean: Take Lean Classes With UVAFinance
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| It's time to get LEAN! |
The UVAFinance Training Team is again offering a series of courses toward a certificate in Lean ideology. Lean concepts can help you to eliminate waste, improve your flow, and improve processes.
Our finance partners in schools and units are invited to join us in these classes (if you're reading this, we want you)!
Lean Fluency:This course provides an overview of Lean concepts and terminology. Upon completion of the course, participants will be able to describe the basics of Lean principles, vocabulary, and tools.
View offerings and register
https://www.myworkday.com/uva/learning/offering/fd8e465bb0b51000ff72d03478c00000?record=bc84cc432c2c100108f9279ca25b0000&type=7c48590b5257100009485b7a25ae0068
Lean in Daily Work:
Based on Lean concepts, this class provides practical, easy-to-implement strategies to make your current processes more efficient.
View offerings and register
https://www.myworkday.com/uva/email-universal/inst/17815$427/rel-task/2997$10951.htmld
The Lean Certificate also involves completion of the Lean Projects class, plus 4 Lean Lab classes. Those will be scheduled soon. Watch this space!
Getting Closer to Closing: Don't Miss These Dates!
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| Year-End Closing Dates |
Year-end close deadlines will continue to arise with increasing frequency as we head toward June.
Please stay aware of upcoming cutoff dates by reviewing UVAFinance's Year-End Closing Dates webpage.
Introducing UVAFinance: Lee Bobbio and Amanda Meares
NEW Resource: UVAFinance by Department
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| Lee Bobbio |
What do you do as an Accounts Payable Specialist?
As an AP specialist, I am responsible for ensuring that payment invoices are processed and paid in both a timely manner and in accordance with UVA policies.
Who do you work with regularly?
Mostly, I work very closely with the people in my department. Very frequently, I also work with our suppliers, specifically when I'm resolving issues with invoices or giving them updates. We reach out to folks across the University when there are issues with invoices or we need updates to a PO, or more information to share with the supplier.
What seasons are busiest, or what rhythms exist in your job?
Two busy seasons stand out to me: the two year ends. A lot of our suppliers are on a calendar year-end cycle. That means we get lots of requests for invoices that are still out there (whether they're unpaid for some reason or the supplier forgot to submit them), because they're trying to get their books as clear as they can be. Then of course there's fiscal year end. That's when we get lots of interaction from our UVA departments to help them resolve any issues so they can have clean books for year-end. \
What might surprise people about the work you do?
For one, we work with a wide array of people, from suppliers to our buyers out in the schools and units. For another, the volume of invoices we process is a lot. Each processor on our team averages 60 to 70 invoices per day just to keep up with our queue.
What do you like best about working in UVAFinance?
I like being part of a core function of the University. Finance is one of those things that, if it's not working efficiently, there is a cascade of things that don't work properly. Even when you're doing seemingly little things, everything you do has a ripple effect. You can see that, for instance, when there is an invoice backlog: if the suppliers aren't paid in a timely fashion, the department doesn't get their lab supplies. It feels good to be part of something bigger.
How do you connect your work with the UVAFinance values?
All of the values are important, but the two that resonate most for me are collaborative partnership and service excellence. We're at the core of UVA, so we need to collaborate with everyone, from grad students to suppliers to schools and units to our internal departments. A good partnership is necessary so that things can operate smoothly. Service excellence is also prominent in my day-to-day: we want to provide good customer service and support for anyone we work with.
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| Amanda Meares |
What do you do as a Senior Financial Analyst?
I get to dive into the financial data, systems, and processing structures to help identify and work toward continuous improvement opportunities. These improvements often revolve around ensuring financial and accounting compliance, increasing efficiency, and improving the knowledge and experience of our financial partners across Grounds. I am very fortunate to be able to work directly with so many people across the institution to implement solutions and keep things moving forward.
Who do you work with regularly?
Everyone! I work really closely with people within the Financial Reporting and Operations teams and others in UVAFinance including the Financial Planning and Analysis and the Change Enablement and Continuous Improvement teams. I also spent a lot of time collaborating with individuals and teams in other units across Grounds such as the Office of Sponsored Programs, Student Financial Services, Facilities Management, Business Services, as well as our financial partners in schools and departments across the institution.
What seasons are busiest, or what rhythms exist in your job?
I usually have a large portfolio on on-going projects keeping my busy throughout the year, but the months leading up to the fiscal year-end is the busiest time. A new fiscal year is a fresh slate which is perfect for new and updated processes and procedures to be implemented, so we are often striving to finish the final details of these new activities at the end of May and June. This time is also busy because we have large clean-up efforts prior to year-end close to make sure our financials are in ship shape as we prepare our financial statements and go through the audit process; so…right now is about as busy as it can get for my role!
What might surprise people about the work you do?
I think the extremely collaborative nature of my work is one of its most surprising aspects. Many people might think that financial analysts are only focused on spreadsheets and number crunching, but in practice, my role involves extensive interaction with colleagues across various units and functions (in addition to all those spreadsheets). I am frequently in calls, meetings, and problem-solving sessions with individuals across the institution and this collaboration is so essential to effectively address the diverse challenges we encounter daily.
What do you like best about working in UVAFinance?
I truly enjoy working with all the people in UVAFinance. Everyone is dedicated to making improvements and contributing great ideas which creates a dynamic and very enjoyable environment. There is a strong sense of camaraderie and shared purpose to collaborate effectively with our schools and units and to make things better across the institution. The collective enthusiasm and commitment to our common goals make UVAFinance a wonderful place to work.
How do you connect your work with the UVAFinance values?
I strive to provide top-notch information in a way that is easy to understand and I focus on teaching people how and why things work, rather than just telling them what they need to do. I see myself as a collaborative partner as I try to make myself available to help and to improve communications and relationships. Most of my work is about continuous improvement and finding ways to make our systems better for everyone. Of course, service excellence is key – I aim to ensure the decisions we make benefit as many people as possible while staying compliant and always working to communicate clearly the things we need to do.
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UVAFinance Mission & Values / UVAFinance Organizational Structure / Past Introductions can be found on our site under "Resource Shelf"
Would you like to be featured in Introducing UVAFinance? Want to suggest a colleague to be featured? Email bv8h@virginia.edu
Thursday, May 9, 2024
Introducing UVAFinance: Stacey Rittenhouse
Introducing UVAFinance is a recurring blog feature created to introduce our team to our team, a couple of members at a time. Every other week, we present readers with a team member or two to get to know. To understand how these colleagues are situated within the greater UVAFinance structure, check out this resource on the UVAFinance website.
NEW Resource: UVAFinance by Department
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| Stacey Rittenhouse |
I manage the Admin Team, which helps support UVAFinance. We do anything from scheduling, catering, rearranging furniture in conference rooms, taking care of the building, onboarding/offboarding, and working on the BOV quarterly reports.
Who do you work with regularly?
Who do you work with regularly?
I work with most everyone in UVAFinance, as well as some employees in ITS, OSP, Audit, SFS, and UREG. I often work with Facilities Management.
What seasons are busiest, or what rhythms exist in your job?
What seasons are busiest, or what rhythms exist in your job?
I am pretty busy all the time.
What might surprise people about the work you do/this role/your department or area?
What might surprise people about the work you do/this role/your department or area?
I have dealt with some funny things over the years, such as animals getting in the building or putting out fires in the cigarette dispensers. It is funny, whenever something strange happens or an alarm sounds or something breaks, most people come to my desk.
What do you like best about working in UVAFinance?
What do you like best about working in UVAFinance?
I love working in UVAFinance because of the people I work with and having been given the opportunity to grow into the role I have now. I like the wide variety of tasks I do, so there is never a boring day.
How do you connect your work with the UVA Finance Values?
How do you connect your work with the UVA Finance Values?
I strive to be an impeccable source of information to my colleagues while always trying to provide the best customer service. Our collaborative partnership with other departments in Carruthers helped us establish both receptionist desks and install cameras and panic buttons to better secure the building.
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UVAFinance Mission & Values / UVAFinance Organizational Structure / Past Introductions can be found on our site under "Resource Shelf"
Would you like to be featured in Introducing UVAFinance? Want to suggest a colleague to be featured? Email bv8h@virginia.edu
Tuesday, May 7, 2024
UVAFinance in Action: May 9, 2024
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| Schneeberger |
Thomas Schneeberger obtained certification as a Workday Pro in Financials. The certification involved coursework and an exam, and required a mastery level of proficiency in core system functionality in Workday Financial Management.
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| Agop |
Thanks to our Workday Support Team for their dedication to professional development!
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| Criser-Shedd |
Ann Criser-Shedd graduates on May 10 as part of the Leaders Lab of Greater Charlottesville. Leaders Lab is a nine-month leadership training program for current and emerging leaders. Participants focus on leadership development, community knowledge-building, and community problem-solving.
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| Members of PSDS report out |
Bring Your Pet to Work (Virtually)
June 21st is National Take Your Dog to Work Day.
UVAFinance plans to participate in the fun by holding a Virtual Bring Your Pet to Work Celebration. That's right, we're expanding the event to include any pets!
To participate, share pictures of your pets with their names and any other fun facts about them by June 7.
Pictures should be sent to Brandi Van Ormer.
Pictures will be shared via the UVAFinance Flickr account by June 20 so all can enjoy.
Wellness Resources: May 2024
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| Wellness Resources |
Join this Hoos Well reward-eligible webinar to learn about UVA Facilities Management’s successful mental health awareness movement, along with actionable strategies and data around mental health promotion. A team of professionals that includes members of the Facilities Management team will share how they are working together to enhance education, reduce stigma, and normalize the conversation around mental health in the workplace. You’ll leave with inspiration and ideas about how you can be an ally for your colleagues and students during Mental Health Awareness Month and beyond. REGISTER HERE.
Join Mindfulness teacher Kelly Barron for this Hoos Well reward-eligible webinar to learn how to manage difficult emotions when we find ourselves at odds with viewpoints that don’t align with our own, and practice a mindfulness technique to open the mind and heart with compassion. REGISTER HERE.
Talkspace
To kick things off for Mental Health Awareness Month, UVAHR is introducing Talkspace, a new mental health service available to members of the UVA Health Plan. Talkspace is a convenient digital platform offering private and confidential sessions with a licensed mental health provider. Whether you're dealing with stress, identity struggles, chronic issues, trauma, or any other mental health concern, Talkspace can connect you with the support you need. To register and find a provider, visit the Talkspace website.
Procurement Operations Updates: OCR and Check Outsourcing
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| Procurement Updates |
PSDS has kicked off a controlled implementation of Nimbello, a technology solution for optical character recognition (OCR). Implementing OCR will allow us to streamline invoice processing, and thereby speed up our cycle times as well as make better use of the time and expertise of our Accounts Payable Team.
We're currently working on the integrations needed, and will then move to functionality and design. Our target date to have a production tenant is June 25. Between now and then, we'll do extensive testing so that rollout is as smooth as possible. Nimbello will remain engaged with us for up to four weeks after go-live to provide support and to make changes.
Check Outsourcing to Bank of America
By the end of May 2024, UVA Accounts Payable will outsource check printing to Bank of America. Checks will no longer be printed onsite except in rare emergencies (we are working on a policy and procedure for emergency checks and will communicate that soon). This change will reduce the chance of risk and fraud, as well as provide the opportunity for our Accounts Payable Team to focus on value-added activities.
We are working with Bank of America to solidify the timeline on "hold for pickup" checks. Watch this space for further information; we'll be sure and keep you updated.
Both of these changes should have minimal impact on suppliers, as their processes will remain the same. We welcome your questions and concerns via askfinance@virginia.edu.
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Related information: Strategies to Avoid Match Exceptions
Goods Vs. Service Lines: Strategies to Avoid Match Exceptions
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| Dealing with the dreaded Match Exception |
Match Exceptions can occur for many reasons, some of which can be avoided:
- Price / Quantity Flip (aka Blanket Orders): The Price/Quantity flip is an outdated practice from our Oracle System, carried into initial Workday use. It involves reversing price and quantity on purchase order lines to allow multiple invoices to match against a single line. However, suppliers typically don’t invoice this way, leading to manual intervention to avoid match exceptions.
- How to Fix This: Utilize Service Lines in Workday (for services)
- Unknown Costs / Change in Scope: Sometimes, unexpected costs or increases to scope happen. Once you are aware that new costs are likely coming for your order, ask for a proforma invoice from the supplier and use that to update or add these new costs to the purchase order.
- How to fix this: Make proactive PO updates.
- Quote / PO Mismatch: When you receive a quote from the supplier, try to enter the PO lines in a way that matches the quote exactly. Their invoice will likely match their quotation exactly.
- How to fix this: Enter the PO lines in a way that matches the quote exactly. The supplier invoice will likely match the quote exactly.
- Mistakes: Mistakes happen – both on our side and the supplier’s side.
- Next Step: If you find that a supplier continues to make the same mistakes, even after a discussion, escalating this to AskFinance attn: Invoice Processors is the next step.
Let's take a closer look at Goods vs. Service lines. As mentioned above, using Service Lines is a good strategy to avoid Match Exceptions on blanket orders. Service lines will never trigger quantity Match Exceptions.
Here's how it works:
- Service lines only have an amount field. This is where you will enter the total amount of money you intend to spend. You may have more than one service line if needed.
- When an invoice is matched against a service line, Workday will only look at the total amount remaining on that service line and match it against the invoice. If the service line has enough money, the invoice will pay.
Remember, central finance does not override match exceptions. Addressing match exceptions is the responsibility of the department and the requisitioner. We are always happy to help navigate any necessary changes, but we can't make decisions on behalf of the requisitioner.
Read more about Match Exceptions and the use of Service Lines in this presentation from the May 1 Fiscal Administrators' Meeting.
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Related Information: Procurement Operations Updates
Reminder: Stay Aware of Year-End Close Deadlines
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| Bookmark the Year End Closing Webpage |
T&E Cards & Year End Close
While T&E Cards can be used all throughout the year-end close, Friday, June 14 is our recommended date by which to place all T&E Card transactions for FY24. This date takes into account the time it takes for the transactions to feed/post to Bank of America. We cannot guarantee all transactions will post and be fed to Workday in time to complete the expensing process. There is also a possibility that some transactions made after June 14 will still post to FY24.
All expense reports for T&E Card transactions and reimbursements should be fully expensed and approved by June 21.
Strategic Sourcing Updates: New IT Contracts, Central UVA Amazon Business Account
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| New IT Agreements & Amazon Business |
We have new agreements with technology firms to provide expanded offerings in desktop computers, laptops, peripherals, high-performance computing, and related services.
In addition to the existing contracts with Apple and Dell, we now also have agreements with HP and Lenovo. These two newest brands are available for purchase through Cavalier Computers, with the intent to add punch-out catalogs soon.
Questions? Contact askfinance@virginia.edu
Central UVA Amazon Business Account
Earlier this month, UVA expanded its Amazon Business Account to be available to anyone on Grounds who makes purchases. Going forward, all UVA Amazon purchases should be made through this central account, as Amazon Business is the preferred vendor for purchasing all non-contract items.
Details have been sent to existing users and to T&E Card holders on how to join/migrate to the central account. If you didn't receive the email, need more information, or have questions, please reach out to us at askfinance@virginia.edu
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