Professional Development Corner

Contributed by Patty Marbury

Summer is here! I know many of us are very busy with fiscal year-end activities, but hopefully you can spend some time in July and August thinking about, planning, and/or participating in professional development!

Education Benefit

Each employee has all year to use their $2,000 of centrally-funded education benefit for professional development or $5,250 to use for tuition toward a degree-seeking program. To be eligible for this benefit, you must have had six months of service 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-0 for more information.

Professional Development Request Form

UVAFinance team members – remember to use the Professional Development Request Form to submit your requests for training and professional development, before you register for any program. Remember that they go to your manager first for approval, and then to the Leadership Team for review at their weekly meetings, which are typically on Tuesday mornings. Therefore, be sure to submit requests as soon as possible.  Remember, not all professional development opportunities require submission of the form. If an opportunity is less than ½ day AND there is no cost associated with it, then do not submit a form. Many LinkedIn Learning courses and some courses offered by UVA Human Resources or other UVA departments meet these criteria. Otherwise, the form must be submitted.

Other Upcoming Offerings:

Upcoming NACUBO offerings:

• July 20-23 - NACUBO 2024 Annual Meeting (online option available)
• September 22 - 2024 Planning, Budgeting, and Analytics Forum (Chicago)

Upcoming EACUBO offerings: 

• 2024 Annual Meeting - October 13-16 in Philadelphia, PA
  

Upcoming SACUBO offerings: 

• 2024 Fall Workshop - October 30-November 1 in Austin, TX
  
• 2025 Women's Leadership Forum - February 26-28, 2025 in Virginia Beach, VA
  

UVA's Office for Diversity, Equity, and Inclusion current offerings

UVA Human Resources has courses and programs coming up which may be of interest.

Other offerings: 

• Leaders Lab of Greater Charlottesville 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 for the cohort beginning this fall are due on June28, 2024.
• UVA's School of Continuing and Professional Studies (SCPS) offers many Certificate programs.
• The Higher Education Program for Executive Level Assistants registration deadline is July 1, 2024, so be sure to check it out if you’re interested.

See a list of ongoing opportunities on the UVAFinance website.

UVAFinance Congratulates Reshma Gali and Amanda Meares as New Staff Senators

Gali and Meares

UVAFinance is excited to announce that Reshma Gali and Amanda Meares will be assuming the roles of UVAFinance's new Staff Senators. We extend our heartfelt thanks to Patrick Wood, who has served as Senator for the past 7 years.

Gali will be serving a 2-year term alongside Meares, who will serve a 3-year term, both effective August 1, 2024. 

Please join us in congratulating Gali and Meares on their new roles! We also encourage you to share with them any ideas you may have for enhancing staff culture across Grounds.

UVAFinance Welcomes JJ Sullivan as Director of Financial Compliance

The Sullivans

James Joseph (JJ) Sullivan recently joined the UVAFinance Team in June as the Director of Financial Compliance. With a robust background as a CPA and extensive experience as a Director of Health System Audits, he brings years of expertise in finance, dedicated to making a positive impact in his field.

Sullivan is originally from New Jersey, but ventured to Virginia Tech for college, where he received his degree in accounting. After college, he started working with BDO, a public accounting firm in Richmond, where he was able to truly hone his accounting skills. Sullivan moved to Charlottesville in 2010, and in 2012 he officially joined the UVA family (despite his hokie roots). He worked as Director of Health System Audits in 2016, and continued his audit work within UVA Health throughout 2020, until his decision to join UVAFinance. 

Sullivan's desire to join the UVAFinance team was driven by the opportunity his new role would have. As Director of Financial Compliance, Sullivan is excited to have the chance to develop, build, and grow the position. Additionally, he takes on an entrepreneurial stance with regard to his new role with UVAFinance. "I'm excited to have the opportunity to put my stamp on this position," he says, excitedly confirming the personal approach he'll bring to the job. Sullivan also notes that he has truly enjoyed working with the people at UVAFinance in the past, who have been very welcoming and fun to work with. 

Sullivan's interest in finance started when he was younger, when he realized his aptitude for the numbers and operations that went into financial strategies. He enjoyed coming up with solutions to these problems, and solving them "like a puzzle." 

As Director of Financial Compliance, Sullivan's focuses will include assisting in streamlining and improving processes, ensuring compliance with requirements and industry standards, and collaborating with different teams within UVAFinance in order to strengthen internal controls. 

Sullivan and his wife, Jessi, have a seven and a half ("he won't let you cheat him on that half!") year old son, Gabe. Jessi is a passionate winemaker at Barren Ridge Vineyards in Fishersville. At the moment, Gabe is very interested in any and all sports, but especially lacrosse. The Sullivans also recently adopted an adorable golden retriever puppy into their family, who adds plenty of excitement to the mix.

TravelUVA / Concur Downtime on June 28

Christopherson Business Travel is upgrading to a new reservation and ticketing system on June 28. Although much of the work will be done behind the scenes, there will be some impacts on travelers and travel assistants.

• Concur will be down for one day (June 28) to complete the upgrade. Travel reservations can still be booked or modified by calling a CBT advisor directly at 844-488-2228 (M-F, 8 am-8 pm ET). Booking fees will apply.
• Upcoming reservations that were booked prior to June 28 will still be active and can be viewed by the traveler in AirPortal under the My Trips section. Booking details will not be visible in Concur and the traveler may see an alert showing no segments in the itinerary. Any changes needed to reservations that were booked prior to June 28 will need to be made by contacting a CBT advisor directly. Booking fees will apply.
• Travel Assistants will not be able to view details of upcoming or past trips they booked before June 28, 2024. If you need a copy of itinerary on or after June 28th please email Travel@virginia.edu.
• Unused airline tickets will still be visible in Concur and will continue to be automatically applied to a new booking for the same traveler on the same airline in Concur after June 28.
• There may be a $15 fee when an unused ticket is applied to a new booking in Concur as a CBT quality control agent will assist with completing this transaction.

An email communication will be sent out Monday, June 24 to any travelers and travel assistants with upcoming travel starting in July or later who will no longer be able to access their upcoming bookings in Concur.

We are very excited about this upgrade as it will improve the booking process and more travel options will become available. For more details, please see this FAQ document. If you have questions or concerns, please reach out to us at askfinance@virginia.edu .

Reporting & Data Tips & Tricks

Spotlight Reports

Spotlight reports are available in Workday (just type "Spotlight") in the search bar.  Click on any of the areas that interest you (budgeting, payroll, purchasing, fiscal administrator, and many others) and you'll be taken to a curated listing and descriptions of the reports you have access to in that area.  

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Reporting & Data Tips & Tricks is a recurring series featuring information that will help you use the tools available at UVA to get more out of your data.  Have a suggestion?  How about a reporting question?  Reach out to the Business Intelligence & Analytics Team via askfinance@virginia.edu 

2024 "Hoos Building Bridges" Award: Patrick Wood

At UVA, fostering collaboration and innovation is at the heart of the "Hoos Building Bridges" award. The award celebrates partnerships and projects among UVA team members, and praises the recipients for their leadership efforts in contributing to success and innovation across Grounds. The awards were established in 2019 by President Jim Ryan in his first Opening Convocation address. 

Congratulations, Patrick!

This year, Patrick Wood, a UVAFinance team member, was one of those awarded the "Hoos Building Bridges" accolade in recognition for his pivotal role in the "Hoos Making An Impact" initiative. 

"Hoos Making an Impact," co-founded by Wood alongside Adam Griggs in 2022, is an annual competition designed to harness innovative ideas from UVA's Academic Division staff. Wood's leadership has been instrumental in guiding this initiative, which encourages staff to propose solutions to enhance university processes and staff success. Wood's volunteered his time to collaborate with different offices, including the Offices of the President, COO, Provost, Sustainability, and Division for DEI, in creating and managing the entire process. 

Through Wood and Griggs' initiative, the competition has flourished, attracting numerous submissions and engaging departments across UVA. In the inaugural year, two proposals won: a Commute Club Incentive Program, promoting alternate forms of commuting, and a widespread implementation of DocuSign, making university processes more efficient and eco-friendly. At the close of the program's second year, two more proposals triumphed: one focusing on improving the retention of Professional Research staff, and one concerned with creating a mentorship program for Academic staff. 

Wood's efforts in "Hoos Making an Impact" highlight his dedication to bridging gaps between departments and fostering collaboration with university leadership. His navigation has not only addressed critical needs within UVA but has also strengthened community ties and promoted staff involvement in decision-making processes. 

Wood and his fellow recipients will be honored at the 2024 Hoos Building Bridges award ceremony on June 25th at the Rotunda.

Join us in congratulating Wood for his outstanding leadership and vision. Through his efforts, he embodies the spirit of "Hoos Building Bridges" and contributes to a more connected, resilient UVA community. 

Workday's New Expense Hub!

New Expense Hub

The Expense Hub is now live in Workday!  

The Expense Hub is automatically available in all users' Workday Menu. 

The Hub offers a new look and a more dynamic interface.  It can also be useful to users by allowing them to take a quick glance at all outstanding expense reports.

The Expense Hub has many useful features, and we hope users will find it helpful. The old Expense app will expire sometime later this year.

Need an Expense Hub refresher? The Expense Hub QRG is linked here.

Year End Close Deadlines Approaching

We're almost there!

The countdown is on until the fiscal year end close!  As always, you can find a complete list of deadlines on the UVAFinance website.

As deadlines approach, keep tabs on your inbox in Workday.  Transactions will appear even after submission deadlines; anything approved by June 27 will be posted in the current fiscal year.

Just a few items to note:

• Last day to approve requisitions: June 26
• Last day to approve supplier invoices: June 26
• Final settlement run:  June 27 (see the schedule for "hold for pickup" checks on the UVAFinance website)
• Accounts Receivable cut off:  June 27
• Workday down for year-end processing:  June 28
• Remember to address Match Exceptions!

We wish you a smooth year-end close.  Reach out to us via askfinance@virginia.edu if you have questions or concerns.

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Related Content:  Removing Default Cost Center Worktags on Gifts

Celebrating UVAFinance's 2024 Graduates

Mohamed Eitta's daughter

Graduation season is a festive time, and your UVAFinance colleagues have reason to celebrate this year. 

Take a look at our Flickr album of 2024 graduates.

We hope this album serves as a reminder of the incredible potential within our community and the bright futures that lie ahead of the graduates. 

Thank you to everyone who contributed photos!

Bringing Our Pets to Work (Virtually): Check out the Photo Album

Moose Krieder

During our recent virtual "bring your pet to work" event, we had the pleasure of meeting a delightful assortment of furry and scaly companions. 

We invite you to take a break and enjoy this heartwarming album. It's a perfect way to get to know the extended family members of our colleagues and share in the joy they bring to our lives.

Visit the album on Flickr  / View the album on YouTube

Thank you to everyone who participated and shared their wonderful pets with us. We hope this album brightens your day!

Removing Default Cost Center Worktags on Gifts

UVA schools and units now have an exciting opportunity to customize the Gifts under their business units to either include or exclude a default cost center. The customization option will enhance accuracy and simplify the data entry process. This change will go into effect at the end of FY24 to ensure Gifts are set up properly for the start of FY25 processing. 

The decision to default a cost center will remain with the financial leaders of the school or unit, which ensures that each Gift is set up in alignment with its intended purpose. A process is currently in place where these individuals can request default cost centers be removed for current Gifts. When initiating future gift requests via the Create Gift process, the users can select if they want the Gift to default to the cost center. 

If you have questions about the customization of cost center defaults for individual Gifts, please reach out to your relevant school or unit finance office for guidance.

Customizing Business Unit Gifts

Once the default cost center has been removed from the Gift, the cost center will no longer populate automatically for transactions that utilize a Gift. The individual completing the transaction will need to enter the appropriate cost center. Some gifts will still have a default so please ensure that the selection for this worktag is reviewed along with all other FDM components for completeness and accuracy before submitting the transaction.

Additionally, it is important to note that Expense Reports will automatically default to a cost center based on the individual’s worker set-up for HR. If a Gift used for the Expense report no longer defaults the cost center, this HR-related cost center will not be automatically removed; the individual completing the transaction will need to remove and update this worktag as needed. If a Gift with a set default cost center is used, the HR-related cost center will be replaced with the default cost center tied to the Gift.

Please ensure that you update the cost center appropriately and always review the FDM string used to ensure efficiency and accuracy!

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Related Content: Year End Close Deadlines Approaching

Introducing UVAFinance: Moserah Nkosi & Azamat Akhmedov

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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Moserah Nkosi

Moserah Nkosi, Travel & Expense Coordinator

What do you do as a Travel & Expense Coordinator?

As a program coordinator, I oversee admin and audit tasks related to travel & expense. I typically spend my time reviewing ERs and SIRs (expense reports and supplier invoice requests), as well as taking on projects to expand our internal audit processes and documentation.

Who do you work with regularly? 

I regularly work with the Workday Support team in Central Finance. Departments that I often work with are Athletics and HR because they submit many documents to review. 

What seasons are busiest, or what rhythms exist in your job? 

Mondays can be quite busy for me because I'm reviewing all the ERs and SIRs due over the weekend, and Tuesdays are typically my least busy days. 

What might surprise people about the work you do/this role/your department or area? 

In my role, I review meal receipts on SIRs, and I like to see what people ate and where. I love to go out to eat on a special occasion, so I have a running list of popular restaurants in Charlottesville that I haven’t tried, along with a list of entrees I may order. I aspire to be a foodie in my personal life.

What do you like best about working in UVAFinance? 

UVAFinance has so many opportunities for growth and development that I’ve never experienced at any other workplace. I love our professional development programs, our ability to connect and network with others, and work/life balance. I feel like our organization invests in our growth rather than being afraid of it. As someone who is at the beginning of my career, it has been instrumental in becoming a young professional.

How do you connect your work with the UVA Finance Values? 

Most of my work is deeply embedded with the values of UVAFinance. With my admin and audit responsibilities, I hold myself to a high standard for providing accurate and reliable information. When engaging with departments and individuals, I work to resolve their current questions while anticipating any other assistance they may need. My experience as a User Success Agent coupled with previous customer service roles encourages me to provide excellent service to all stakeholders and employees. The Travel & Expense team is highly collaborative within itself and other Central Finance teams, so we have grown trusted relationships over time. 

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Azamat Akhmedov

Azamat Akhmedov, Foreign National Tax Analyst

What do you do as a Foreign National Tax Analyst?

I assist foreign nationals and other departments with specifically international tax-related questions.

Who do you work with regularly? 

Typically, I work with Payroll, Student Financial Services, the International Studies office, and any other departments dealing with payments to foreign nationals/entities. 

What seasons are busiest, or what rhythms exist in your job? 

February through May, or tax season, is usually the busiest season of this job. 

What might surprise you about the work you do/this role/your department or area? 

One surprising fact from this area of finance is that all foreign nationals are liable for tax compliance within the United States, notwithstanding their non-resident status.

What do you like best about working in UVAFinance? 

My favorite part about working in UVAFinance is the opportunity to engage in and build collaborative and trusted relationships. I also enjoy UVAFinance's commitment to continuous improvement and development.

How do you connect your work with the UVA Finance Values? 

I connect my work with UVA Finance Values by focusing on being an impeccable source of information for others.

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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

UVAFinance Bids Farewell & Congratulates Bill Ashby on His New Position at UVA

Bill Ashby

In a recent statement on June 13, 2024, from Augie Maurelli, Vice President for Finance, it was announced that Bill Ashby, a valuable figure within the UVAFinance department as Associate Vice President for Financial Strategy, will be embarking on a new chapter at UVA. Effective July 1, 2024, through June 30, 2026, Ashby will be assuming his new role as the interim Senior Associate Dean for Strategy, Finance, and Planning in the College and Graduate School of Arts and Sciences.

This transition marks a significant milestone for both Ashby and UVAFinance as a whole. Having joined the department alongside Maurelli in 2019, Ashby played a pivotal role during a period of considerable challenge, including embarking on the FST project and implementing a new ERP system amidst a global pandemic.

As UVAFinance bids farewell to Ashby in his current capacity, the department also looks forward to the opportunity to assess its organizational needs and realign in response to internal and external changes. Maurelli noted that he plans to collaborate closely with the UVAFinance Leadership Team throughout the coming weeks in order to develop transition plans.

In celebrating Ashby's new appointment, UVAFinance extends its heartfelt gratitude for his significant contributions over the past five years. His institutional insight and leadership have left an indelible impression on the department. UVAFinance wishes Ashby every success in his new role and looks forward to continued collaboration in the future.

Consideration for Year-End: Inventory

Inventory Considerations

If your area has inventory (either for resale or for use), please let us know so it can be properly recorded for UVA's annual financial statements.  

What counts as "inventory"?  Anything with a value over $25,000 that you buy and store for future use (think lab supplies, for instance).

Questions?  Reach out to the Financial Reporting Team via AskFinance@virginia.edu

UVAFinance in Action: June 6, 2024

SWaM Supplier Expo

The first annual SWaM Supplier Expo was a lot of fun for vendors and UVA staff. Attendees visited with around 50 small, local businesses, making vital connections. This Expo is part of UVA’s President's Working Group on the Local Economy, which aims to increase spending with local minority-owned firms.

 See pictures from the event. 

Donna Cruzado has been promoted to Supervisor, Data and Technology.   In her new role, Cruzado will oversee and work with the Spend Team within the Workday Support Team.  

Knapton

Caleb Knapton has also shifted roles within UVAFinance.  Knapton, who had been a senior financial analyst and worked on the FST project, is now Manager of the Business Solutions & Data Analysis Team.  

In this new role, Knapton will focus on enhancing the coordination of projects related to procurement activities as well as spearheading improvement initiatives. 

Dawn Wood of the Finance Solution Center (Ask Finance) has taken on an elevated role within the team as Senior Service Experience Associate.  In this role, she'll focus on monitoring stalled cases and increasing the knowledge base within the team.  (Read more about what the Finance Solution Center is up to on the blog.)

Sharing Successes of the Finance Solution Center

Finance Solution Center Successes

Contributed by Joey Carls

We recently celebrated two years since the launch of the UVAFinance Solution Center as the first point of contact for those seeking support with finance systems and policies.

Amongst our great successes are the people who have been on the other end of your emails and phone calls. The team has had five agents who have been promoted to other positions in the UVAFinance organization and now bring their service experience to you in different capacities. Most recently, Dawn Wood was promoted to Senior Service Experience Associate and will be assisting with the knowledge base for our team as well as monitoring stalled cases. We expect this will enhance your experience with the Solution Center. The team has taken great pride in supporting our community and I hope you will share in our celebration of their accomplishments.

We are also pleased to share with you that the team is currently tracking toward a 50% handling rate of all incoming cases without escalation to functional teams. The growth and development of the team has enabled more prompt, reliable, and accurate responses, albeit there is always more work we can do. This year’s launch of the customer portal has also been a success with nearly 200 users subscribed. And our customer satisfaction scores have trended more positively in 2024 with monthly averages exceeding 4.4 out of 5 for service, resolution, and overall satisfaction.

Moving forward, we are looking at chatbot options to provide our community with automated support when we cannot be available. Please continue to provide feedback via your customer service surveys, emails to AskFinance@virginia.edu, or engagements with Angela Knobloch and Joey Carls. We are always happy to hear from you!

Blackhawk Network: New Punchout for Gift Card Purchasing

New options for gift cards!

The new punchout catalog from Blackhawk Gift Card Network is live as of June 10.  We've posted some resources that we hope will help with the rollout of Blackhawk.

You can find these resources on the UVAFinance website. You can find these resources on the UVAFinance website.

 Questions or concerns?   Contact us at AskFinance@virginia.edu (for order-specific questions, reach out to DL-PunchoutSupport@bhnnetwork.com)

Does DISC Encourage Pigeonholing?

DISC

Over the past year in UVAFinance we’ve been using the DISC assessment and model to learn each other’s styles with the goal of improving communication among team members, strengthening team dynamics, positively managing conflict, and increasing productivity. During our workshops, one person commented that by using DISC to understand our colleagues’ styles we can more easily “get stuff done,” and that is a good way of summing up its effect.

DISC is an assessment of behavioral tendencies. We can see others’ behaviors, so a person’s DISC style is no more private than the color of their eyes or other physical characteristics. With practice, you can often correctly guess a person’s DISC style just by observing them. So that we could easily identify others’ styles, during UVAFinance Week in April, there was a dot on each of our name tags representing our primary natural DISC style. This prompted some colleagues to ask -- Doesn’t this result in categorizing or labeling people, therefore putting them into “buckets,” pigeonholing them and separating them from one another? Couldn’t this have a negative effect on individuals and teams?

These are great questions. 

To answer, I would first like to say that using the DISC model to understand each other’s style and behaviors has many benefits, but can also have some unintended consequences, depending on how it is applied.

First, since DISC categorizes human behavior into four areas – Dominance, Influence, Steadiness, and Conscientiousness – and assigns a primary style – there may be a tendency to over-simplify the model. However, each of us is a combination of all four styles – we all exhibit behaviors in each area to varying degrees. Also, no one style is better or worse than another. Every style has strengths and challenges.

A second potential negative consequence is the tendency to stereotype individuals based on their DISC type, leading to assumptions about abilities and preferences, possibly resulting in biases in how people are perceived and treated.

Further, DISC could lead individuals to develop a fixed mindset – believing that their behaviors and abilities are static, and they are powerless to change. They may feel discouraged to develop new skills that fall outside their style. Additionally, once individuals are aware of their DISC style, they might conform to the expectations associated with that style, leading to self-fulfilling prophecies.

Finally, using (or misusing) DISC when making decisions about hiring, promotions, work assignments, and even professional development, can lead to unfair treatment and missed opportunities across the organization.

So, what should we do? Here are a few tips to keep in mind to mitigate these potential negative aspects and outcomes:

1. Use DISC as a guide, not a rule. DISC assessments should be used as a starting point for understanding behaviors and preferences rather than putting definitive labels on people. Understand and acknowledge that people can be flexible and change their own behaviors.

2. Remember that DISC is a valuable tool for self-awareness and personal growth – instead of a fixed mindset, foster a growth mindset. People can and do change over time and are able continuously learn, gain knowledge, and develop new skills.

3. Focus on situational flexibility. DISC can help people learn to adapt in different situations, regardless of style.

4. Continue to learn about DISC and how to use it in your teams. Also consider using other assessments and tools in conjunction with DISC.

When used thoughtfully and responsibly, DISC can be a powerful tool for enhancing self-awareness, improving communication among team members, fostering teamwork and collaboration, and increasing productivity. If you want more information and ideas for how to continue using DISC, either individually or in your team, contact Patty Marbury or Angela Knobloch.

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Related information: DISC Assessment Builds Collaborative PartnershipsDISC Assessment Builds Collaborative Partnerships

Check Printing Outsourcing: Impacts to Check Requests

As of June 7, UVA Accounts Payable will outsource check printing to Bank of America. This change will provide enhanced security against fraud as well as the opportunity for accounts payable staff to provide value-added services.

Your suppliers should not notice any changes (except mailed checks will have a North Carolina postmark instead of Virginia). The most significant impact is to “hold for pickup” checks and emergency check requests.

Hold for Pickup Checks

Hold for pickup checks will be available one to two business days after the request. See this schedule on the UVAFinance website for a general idea of when you can expect checks to be ready based on the date the invoice is paid in Workday.

Emergency Checks

Checks will be printed onsite for only very rare emergency cases, primarily in which University operations would be severely affected if payment is not made within 16 business hours. See this page on the UVAFinance website for guidelines on emergency check requests.

Please let us know if you have questions or concerns; we’re happy to help!

Heads Up: June 21 is an Important Grant-Related Closing Date

Mark June 21 on your calendar

June 21 is the last day to request purchase orders that include grants with end dates prior to June 1 for roll forward.  

Purchase orders related to Grants require special treatment at year-end and must be rolled forward to the new fiscal year with a budget date that falls within the Period of Performance of the Grant. 

To facilitate the year-end “Rollforward Process of Purchase Orders” related to Grants, please be advised of the following actions taken by UVAFinance in collaboration with OSP:

a) Purchase Orders related to Grants with end dates within FY23 (prior to Jul 1, 2023) will be closed by UVA Finance – no exceptions.

b) Purchase Orders related to Grants with end dates prior to June 1, 2024 will be closed by UVA Finance, unless you specifically request them to be rolled forward by June 21, 2024.

We are requesting you to review the Open Purchase Orders - Grants Year-end Rollover report in Workday for outstanding POs associated with Grants and perform the following actions:

1) Run the Open Purchase Orders – Grants Year-end Rollover report 

2) Review the report for your Grants or Cost Centers

3) Close any Purchase Orders that have been completed and are no longer needed.

4) Filter for Purchase Orders in “issued” status, a remaining balance of <> zero and Grant End Dates <6/1/2024 and identify any Purchase Orders that should be rolled to the new fiscal year because of expected grant extensions.

5) Notify UVA Finance by emailing AskFinance, Subject - “Procurement Rollforward” of POs identified at step 4) and enter a Grant extension request through ResearchUVA PBH to enable OSP Pre-Award to take appropriate actions.

After July 1st, 2024, if a supplier invoice needs to be processed on a closed PO, you will need to enter a new requisition if the grant has been extended. Since Requisitions or POs cannot be backdated, you must use other departmental funds to pay the invoices on POs on expired grants that have not been rolled forward. An Accounting Adjustment or Accounting Journal can be performed to move expenses back to the grant.

Important to note:

• Rolling forward a PO creates an Obligation in the new fiscal year.
• Only POs in “issued” status and with a remaining balance can be rolled forward to the new fiscal year. POs in “draft”, “approved”, or “in progress” status or POs without a remaining balance can not be rolled forward as there is no Obligation related to these POs to roll. An Obligation will be created for these in the new fiscal year once they have been issued.
• POs in “change order in progress” status cannot be rolled. All change orders in progress will be canceled by UVA Finance and will have to be re-entered in the new fiscal year.

See UVAFinance's Year End Closing Dates on our webpage.  

Bring Your Pet To Work (Virtually): Sneak Peek

 

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!

Here's a sneak peek at the submissions we've gotten so far:  https://www.flickr.com/photos/144779052@N06/albums/72177720317579028  (look below the individual pictures for captions)

It's not too late to share your pictures!  To participate, share pictures of your pets with their names and any other fun facts about them.

Pictures should be sent to Brandi Van Ormer.

Pictures will be shared via the UVAFinance Flickr account by June 20 so all can enjoy.

Year-End Adjustment Period

After we close the books on this fiscal year, there will be a brief period when adjustments can be made to address budget deficits. Departments can perform these transactions between July 1 and July 19.

Here are a few guidelines to follow:

• Transfers should be the primary activity being performed.
• Do not change the fund source.
• All transactions will be routed to central finance for approval.
• Accruals should not be initiated within departments.
• Activity during this three-week time frame will not be seen in FY25 balances until August 1
• When completing the Accounting Journal: Accounting Date: Select a date between June 1 and June 30, 2024
• Book Code (manual journal): Year-End Adjustments
• Book Code (bulk upload journal): Book_Code_Year_End_Adjustments

Questions or concerns? Please contact us at askfinance@virginia.edu.

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Don't miss any Fiscal Year-End Close Dates - check out the calendar of dates on the UVAFinance website.

Wellness Resources: June 2024

Wellness Resources

Summer Fitness Classes

Hoos Well Group Fitness classes are back this summer! The classes are free and open to all faculty, staff (and spouses). Classes include Body Pump, Barre, Yoga, Aqua Jogging, Pilates (virtual), and Cycle, Strength & Core.

Classes run from June 3 – August 9, 2024.

Check out the whole schedule HERE.

“Golden Hour” Live Music Experience in the Rotunda Dome Room

In partnership with the Archives Leadership Institute (ALI), Organizational Excellence is co-hosting the “Golden Hour”. ALI is a yearlong leadership program sponsored by the National Archives and held at UVA.

What is “Golden Hour?” “Golden Hour” is a unique 60-minute live music experience featuring David Wax, Suz Slezak, and Lauren and Daniel Goans. During this immersive event, the musicians will move throughout the space, creating a dynamic, surround-sound experience for participants. What may initially appear as traditional musical entertainment transforms into an opportunity for presence, mindful stillness, and deep listening—a communal experience that remains deeply personal.

Presenters: David Wax, Suz Slezak, Lauren Goans, Daniel Goans
When: June 20, 2024, 6:30 pm to 8:30 pm
Details: The Rotunda Dome Room
Space is limited and available on a first-come, first-registered basis.
Register here.

For more information about the Archives Leadership Institute, visit here. To delve deeper into the “Golden Hour” experience, read NPR’s story: “These Charlottesville Musicians Want to Change the Way You Experience Live Music.”

Connect for Support

JUNE 12, 202412:00 PM - 12:30 PM ZOOM
Join FEAP and your colleagues for support.

Join a 30-minute drop-in session to check in with colleagues, share strategies for challenges you are facing, and discover resources available to help. It works best if you are able to have your camera on and talk in the session.

Note: This offering is NOT eligible for Hoos Well rewards but is open to employees of all organizations that FEAP supports. REGISTER FOR THE SESSION