Organizational Excellence Upcoming Events 2025

Register for these events before they 
fill up!

UVA's Organizational Excellence is offering a variety of upcoming events that serve to amplify UVA's impact. Check out these three sessions below!

Navigating Transformation: Change Management and Organizational Culture

OE Learning Program: Short Session

Does it sometimes feel like change is the only constant in life? Embracing change, both personally and professionally, can be challenging. Whether you're leading a small team or managing an entire department, this session will help you understand the people side of change and strategies to foster adaptability, overcome resistance, and inspire a culture that embraces change. 

Participants will learn valuable insights from the transformative initiatives the Health System has implemented over the past three years. 

• Presenter: Mary Frances Southerland, Chief Administrative Officer, UVA Health
• When: March 26, 2025, 1:00pm - 2:00pm
• Where: Educational Resource Center, Meeting Room B (In-Person)

Register for this event here. 

Enhancing Decision-Making for Better Outcomes

OE Learning Program: Affinity Dialogue Session

Join colleagues across UVA for a collaborative session focused on improving decision-making of all types - strategic, tactical, and operational. Come share and explore practical approached to make decisions more effectively and drive successful organizational results. 

The session topics will be co-constructed by the group to address what's important and useful to you - from decision-making processes to the speed and accuracy of decisions and more. Whether you play an advisory role or are directly involved in decision-making processes, this peer-to-peer learning opportunity allows for sharing your experiences and uncovering new insights to address decision-making challenges.

Don't miss the chance to learn and share together!

• Presenters: Peer-to-Peer Sharing and Learning
• When: April 17, 2025, 2:00pm - 3:00pm
• Where: Bavaro Hall, Holloway Hall Room 116 (In-Person)

Register for this event here.

Registration Opens: NCCI 2025 Annual Conference -  Atlanta, Georgia, July 8-11

Engineering Change and Empowering Transformation in Higher Education

Share insights and solutions about organizational change, process improvement, strategic planning, and innovation in higher education. Network with peers and learn actionable strategies. Register here and learn more about sessions, events, and the keynotes. 

Questions about UVA's institutional membership that is open to all faculty and staff? Contact Tim at orgex@virginia.edu.

Cornerstone Project Team Seeks Feedback

Interested in community 
service?

Contributed by Andrea Kester, School of Data Science

The greater Charlottesville region has a significant unmet need for individuals with budget and finance skills to serve on finance committees or as treasurers in local nonprofit organizations.

Our Cornerstone Project Team is working to incentivize staff to seek public service, train and support staff willing to take on financial leadership roles, match them with nonprofit board openings, and recognize and reward their service.  

To most effectively do this, we need feedback on your interest in volunteer opportunities.

Click to answer a 3-minute survey.

 

This survey will ask you about your participation and interest in community service (specifically local boards). For more information on UVA's paid leave for community service, visit this webpage.

Thank you for your time and feedback!

Wellness Resources: February 27, 2025

Stay well

FEAP Group Events & Webinars

Kultivate Konnection - March 6, 11:30am

Monthly, 60-minute drop-in session

Drop in on the first Thursday of each month for a 60-minute emotional wellness break for those who identify as Black, Indigenous, or a Person of Color (BIPOC). Join us in a space that facilitates healing of race-based trauma through a sense of connection with colleagues, shared experiences, and the cultivation of a sense of authenticity and kinship. Share and learn strategies for challenges you are facing and feel uplifted in a welcoming and soulful environment. 

Register here!

EQ in Action: Thriving at Work and Strengthening Relationships - 12:00pm - 1:00pm

Emotional intelligence (EQ) is a critical skill for navigating workplace dynamics, managing stress, and building strong professional relationships. 

In this interactive session, you'll explore the core principles of EQ, understand the science behind emotional responses, and gain practical strategies to enhance communication and collaboration at work. Through real-world scenarios and guided discussion, you'll leave with actionable techniques to strengthen your EQ and thrive in your role.

Register here! View recorded webinars here.

UVAFinance in Action: February 27, 2025

Azamat Akhmedov

Azamat Akhmedov: Clarifying Taxation for Graduate & Postdoc Scholars

Azamat Akhmedov partnered with the Office of Graduate and Postdoctoral Affairs to draft a new set of Foreign National Taxation FAQs. These resources provide clear, accessible guidance on complex tax topics, helping international scholars navigate their obligations with confidence. Azamat's expertise and collaboration are making a meaningful impact in supporting the University's global community!

1099 Filing Success: A Collaborative Achievement!

This year, the 1099 filing process, traditionally a challenge for our team, saw remarkable improvement thanks to a strong, cross-functional effort. Recognizing the need for continuous improvement, a dedicated team was assembled from both Finance and the Medical Center to streamline and enhance the process. Through collaboration, we were not only able to complete a mock filing of our 1099 run, but also prepared to file early--a feat that has only been accomplished once before in the tenure of our team members. This achievement reflects countless hours of relationship-building, meetings, and trial and error. Major kudos to Ryan Ellis, Andrew Clark, Franky Kong, Logan Hobbs, Caleb Knapton, Andrew Sallans, Meredith Dixon, Jonathan Agop, Ron Crawford, JJ Sullivan, Joel Kreider, Cynthia Mendoza, Jamie Reid, UVA Print, and our friends at the UVA Health System (Josie Aragon-Harvey, Odile Browman, Sarah White, Shaniece White-Merritt). 

Doug Stiles' Fixed Assets Impact 

In just the twelve months that Doug Stiles has been at the University, he has tagged over 1,800 pieces of capital equipment and inventoried more than 3,000--ensuring accuracy and efficiency in the Fixed Assets process. His dedication to timely and precise Salesforce case management exemplifies Service Excellence and Accurate Information. Thank you for all of your hard work, Doug!

Ensuring Timely Holiday Stipends & Refunds 

Student Financial Services and the Payments Team planned ahead and engaged early to coordinate a holiday break settlement, ensuring timely payments for students. Over the Holiday break, the Payments Team processed an off-cycle SIS run, successfully settling 41 stipends and 42 refunds. With stipends under increased scrutiny in recent years, this collaborative effort between SIS and AP made a meaningful impact--ensuring students and graduate students received their funds on time, even during the holidays. Thank you to Ryan Ellis, Tina Brice, and Shelly Winston-Bowers for their dedication to UVAFinance values of Service Excellence and Collaborative Relationships!

Core Values Session for New Hires

Recently, we had the pleasure of hosting a "Core Values" session for our recent new hires in UVAFinance! A big thank you to Patty Marbury for leading this important session, which introduced our new team members (Victoria Malamphy, Christa Albanez, Matt Phillippi, Alper Cakir, Robbie Almand, Katreace Payne, and Tari Omekwe) to UVAFinance's values and our vision to be UVA's valued and trusted financial partner. It's essential to us that, from day one, every new hire understands our culture and the important role they play in our success. 

We appreciate our new colleagues taking the time to dive in and learn more about what makes UVAFinance special. We're confident they'll do great things here, and we wish them all the best as they begin their careers with the team!

New & Improved Account Certification Resources!

Resources just for you

The Training & Development team has crafted multiple resources to help you stay on track of new changes with Account Certification.

• New FAQ: What's Changed with Account Certification Removing Investment Income?
• Updated Account Certification Training Slides: Account Certification - Policy and Procedures
• Updated FAQ: How does Endowment Accounting Look in Workday?
• New FAQ: How to Find Your Investment Income Activity
• Video on Account Certification Changes

If you have any additional questions regarding these updates to Account Certification, please reach out to Askfinance@virginia.edu.

Taxation for Foreign Nationals: Key Guidelines and Resources

Key guidelines & resources

Contributed by Azamat Akhmedov

Understanding the complexities of foreign national taxation at UVA is essential for compliance and financial planning. Key concepts include tax residency, taxable payments, tax treaties, and compliance requirements.

Understanding Tax Residency

One of the primary considerations is the distinction between immigration and tax residency. While immigration status and tax residency are related, they are determined by different criteria. Tax residency is assessed through the Substantial Presence Test, which considers the number of days an individual has been present in the U.S. over a specific period. Individuals exceeding 183 days in a taxable year generally become tax residents. However, exemptions apply for F-1 and J-1 students (for their first five years) and J-1 scholars (for their first two years).

Taxable Payments for Foreign Nationals

The most common types of taxable payments at UVA include:

• Non-qualified scholarships and fellowships (stipends) – Subject to taxation for non-residents.

• Awards and honoraria payments – Honoraria payments, often given to visiting lecturers and peer reviewers, are taxed at a 30% federal rate.

• Non-qualified travel reimbursements – If travel expenses do not meet the IRS’s bona fide business purpose criteria or lack proper documentation, they become taxable.

• Royalties – Frequently processed at the end of the year, these are also taxed at a 30% rate.

• Wages for student and scholar employment – While taxable, F-1 and J-1 students and scholars are exempt from Medicare and Social Security taxes during their non-resident period.

Tax Treaty Considerations

Tax treaties between the U.S. and over 60 countries may partially or fully exempt certain payments from taxation. However, tax treaty benefits are not automatic—they must be requested before payment processing. Additionally, recipients must have a U.S. tax identification number (ITIN or SSN) to qualify for treaty exemptions.

Honoraria Payments and Compliance

Compliance for honoraria payments follows the 9-5-6 Rule, which states that an individual cannot have spent more than nine days performing services in the U.S. at any one institution, and cannot have received honoraria from more than five U.S. institutions in the past six months. Proper documentation is essential, including a completed Honoraria Payment Approval Form, ensuring compliance with federal regulations.

Travel Reimbursements for Non-Employees

Non-employee travel reimbursements are generally not taxable if they serve a bona fide business purpose. However, independent graduate research travel, which does not meet this criterion, is considered taxable.

Tax Reporting and Resources

Form 1042-S is used to report taxable payments made to foreign nationals. UVA issues these forms in February each year, including reports of income exemption under tax treaties.

To assist departments and individuals navigating foreign national taxation, key UVA policies and IRS resources are available. While UVA employees can provide general guidance, they cannot offer tax advice to individuals.

For further inquiries, we're happy to provide guidance on specific cases involving foreign national taxation.  Reach out to us via askfinance@virginia.edu 

New on Finance Matters: Records & Information Management

Finance Matters with guest Caroline Walters

In this episode of Finance Matters, hosts Brandi Van Ormer and Patty Marbury sit down with Caroline Walters, head of UVA's Records & Information Management Department, to discuss how efficient records management can save time, money, and resources. Walters shares how well-organized records make information easy to locate and accessible to the right people, while formal retention policies streamline audits and reduce legal risks. She also explains how effective records management preserves the University's historical records, eliminates unnecessary duplicates, and maximizes space.

Listen in below!

Resources Mentioned

• Carruthers Hall Cleanup Story 
• RIM's Website / RIM's Training Resources / More about URMA
• Contact RIM: records@virginia.edu
• Just for fun: The Lord's Release

Carruthers Hall History: Reflecting on UVA's Transition to Oracle

Carruthers Hall History

At UVA, transformation has long been part of our story. Although many of us experienced Finance Strategic Transformation (the implementation of Workday Finance), it's worth remembering that change is nothing new. More than 20 years ago, UVA underwent another seismic shift: moving into Oracle Financials. Patty Marbury recalls this pivotal time in UVA's history. 

When Marbury joined UVA in June 2000, the Oracle project was already in full swing. "We had MANY different systems that went into Oracle," she says. "It pulled together all the various systems that different units had into one system--about 26 major systems. We got as close as we could to having one system."

By July 2001, Oracle Financials went live, marking a new chapter in UVA's operations. It wasn't just a technological shift; it also marked a cultural change. Marbury describes an era where purchasing was still done by phone, fax machine, or even teleprinter. 

Marbury's role began with training development, and once the system launched, she and the rest of the training team found themselves on the front lines of the Oracle helpdesk. Located in one of the Michie buildings, the helpdesk occupied a top-floor conference room filled with row after row of tables, phones, and computers. The atmosphere was noisy and chaotic, with a steady stream of calls flooding in, "We worked from 7:30 a.m. to 7:30 p.m.," she recalls. "It was all hands on deck. Anyone on the project team--trainers, subject matter experts, you name it--pitched in." 

Despite the long, busy hours, Marbury describes it as one of the best times of her professional life. "Looking back, it was so much fun," she said. "It was my first experience at UVA, and I'll never forget it."

The Oracle rollout didn't end with financials. The next phase was the implementation of human resources functions, which meant another stint at the helpdesk. Over time, UVA formalized the helpdesk into a dedicated, integrated support team for HR and Finance Oracle issues. Initially run in-house, the helpdesk was eventually outsourced.

Technology also advanced during this period. Marbury remembers using AOL's instant messenger to communicate quickly, and a ticketing system called Remedy, which served as the Salesforce of its day. "Remedy allowed us to enter information after calls, build a database of solutions, and eventually pull those answers when needed," she explains. After working on multiple Oracle phases and helpdesk assignments, Marbury eventually transitioned to working directly with UVA's HR team. Nine years ago, she came to UVAFinance, where she has remained a valued team member since.

As UVA continues to evolve with modern tools and systems, it's worth reflecting on past transitions and the dedication of our colleagues. Change is constant, but the shared sense of teamwork and resilience has always been a hallmark of UVA's story. 

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If you have memories to share from your time at UVA and the changes you've seen, please contact bv8h@virginia.edu.

Phase 1 of Move to Paymode

The move is a phased approach

UVA is changing its payment processes by transitioning to Paymode ACH, a widely used and trusted Bank of America payment platform. This transition will improve efficiency and financial alignment while ensuring seamless payments to our valued vendors. 

Key Dates for the Transition

• Phase 1 - Starting March 3: Vendors already enrolled in Paymode will be transitioned automatically. UVA will notify these vendors directly. No action is required.
• Phase 2 - Late Spring: UVA will begin transitioning additional vendors to Paymode. Specific dates and instructions will be shared in advance. 
• Ongoing Communication: Updates will be provided via email and this webpage.

What does this mean for Vendors?

For vendors already using Paymode, the transition will be completely seamless--no action is required. Paymode offers both a Basic (Free) and Premium (Paid) membership. Vendors' existing Paymode enrollment will remain the same.

• If any updates are needed, Bank of America or Bottomline (BoA's partner) will reach out to vendors directly. 

For vendors not yet enrolled, we will provide updates and details in the coming weeks to ensure a smooth transition. This phased approach ensures vendors have the support and information needed for a successful rollout. See also: FAQ for Vendors.

What does this mean for UVA Departments?

UVA departments will not experience any disruption in payment processing as a result of this transition. However, if your team interacts with vendors regarding payments, you may want to be aware of the following: 

• Vendors already using Paymode will be transitioned automatically. No action is required on their part. 
• Future phases will include additional vendors. Updates will be provided as the transition progresses. 
• The payment process itself remains the same for UVA departments. There is no change to how payments are initiated within UVA's financial systems. 

If vendors have questions about this transition, UVA departments can direct them to AskFinance or the Bottomline support team. See also: FAQ for UVA Departments.

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 For more information or if you have any questions about the transition to Paymode, please contact the Ask Finance team. They are ready to assist with any inquiries you may have. 

Real ID Requirements

Beginning May 7

Beginning May 7, 2025, the federal government will require you to present a REAL ID-compliant driver's license or ID card, or another federally approved form of ID, to board a domestic flight. 

For more information, please visit the DMV's website. 

Women in Data Science Charlottesville 2025

Women in Data Science (WiDS) Charlottesville is independently organized by the University of Virginia School of Data Science to increase participation of women in data science and to feature outstanding women doing outstanding work. WiDS Charlottesville 2025 will be held in person at the School of Data Science with a livestream option available for sessions taking place in the Capital One Hub.

Event Details

• March 28, 2025 - Hybrid - 11:00am - 5:30pm
• School of Data Science, 1919 Ivy Road

This year's event will feature a keynote discussion with Lexi Reese, Chief Executive Officer and Co-founder of Lanai Software; research lightning talks by emerging data scientists; an interactive art project; resume reviews; and a panel session on self-advocation. WiDS Charlottesville is a free event held at the UVA School of Data Science and all genders are welcome to attend.

Notes: 

• Lunch is available on a first-come, first-served basis.
• Only events in the Capital One Hub will be livestreamed.
• If you need accommodations, please let us know during registration. 
• Families are welcome and a Green Room with children's activities is provided. 
• Free parking is available in the JPJ West Lot with shuttle service on the Gold Line.

Reserve your seat here.

To check out the full event agenda, click here.

Professional Development Corner February 12, 2025

Make a plan!

If you had a New Year's resolution to engage in more professional development, we hope you've found some good opportunities and have started! If not, you can start now! There are plenty of online, self-paced, as well as instructor-led courses and programs available to you. Remember to discuss all professional development opportunities with your manager prior to applying for any funds. (See below for more information on the Education Benefit).

Why is Professional Development Important?

Check out this article from the University of Pennsylvania's Wharton School, How Professional Development Can Boost Employee Engagement on how participating in learning activities benefits all.

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Coursera

Did you know that UVA has a University-wide subscription for Coursera? Check it out and start learning!

Upcoming Offerings

Listed below are links to offerings that may be of interest. (Remember, if you are requesting departmental funds, make sure it is approved before you make any arrangements).

NACUBO

• 2025 Annual Meeting - July 26-29 in Washington, DC (National Harbor, MD) -- Save the date; registration not yet open
• Washington Update: 2024 Post-Election Analysis - Recording from webinar on 11/19/24 is available. You must log in to listen. 
• Other Live Online Events - unless indicated, the session is free to NACUBO members (which we are, although you need an individual account)
• Washington Update: What's Next for Higher Education Policy: Navigating a New Congress and Administration - Feb 11, 2025, 2:30-3:30PM 
• The Change Leadership Toolkit: Resources for Leading Systemic Change on Campus - Feb 13, 2025, 4:00pm
• 2025 Endowment Leadership Series -- Seven webinars, Feb 18 - Mar 6, 2025 ($325)
• NACUBO Student Success Series - Feb 25, 2025, 3:15pm - Jul 9, 2025
• Self-Paced Courses and Microlearning
• Strategic Higher Education Finance and Planning ($595)
• F&A Short Form ($150)
• Facilities Management ($49)
• Essentials of College and University Accounting ($125)
• 2025-2026 Emerging Leaders Program (Applications open on April 1 and must be submitted by May 15, 2025)
• Podcasts
• Career Conversations 
• NACUBO in Brief

EACUBO

• 2025 Annual Workshop - March 9-11, 2025 in Boston, MA (registration open)
• 2025 Annual Meeting - October 19-22, 2025 in Pittsburgh, PA (Save the date; registration not yet open)
• Higher Education Leadership Program (with Cornell University) - August 4-7, 2025 in Ithaca, NY 

SACUBO

• 2025 Annual Meeting: Adapting to New Realities in Higher Education - April 13-15, 2025 in Miami, FL (Registration is open)
• 2025 College Business Management Institute – July 27-August 1, 2025 at the University of Kentucky in Lexington, KY (Save the date; registration not yet open) 
• 2025 Fall Workshop – October 29-31, 2025 in New Orleans, LA (Save the date; registration not yet open.

The Chronicle of Higher Education 

• Professional Development Programs+
• Virtual Events (many are on-demand) 

Association for Financial Professionals (AFP):

• Upcoming Webinars 

*New* LearnBFSI (several interesting for fee courses – note this company is in Australia) including: ChatGPT for CPAs and Finance Professionals : learnBFSI

Also consider the following as you plan your professional development for the year: 

• UVA Human Resources offers many free programs and courses. 
• Self-Paced Learning - Human Resources also has links to microlearning courses and to LinkedIn Learning. (Participating in these courses does not require submitting a Professional Development Request Form.)
• Learning Tracks | UVA HR – HR has created two new leadership tracks: on for Aspiring Managers and one for New Manager. This is about a year-long commitment and requires completion of an online form. Note UVAFinance Managers – we are working with HR to have customized curriculum for managers, so if you're interested in one of these tracks, please contact Patty Marbury, pam5w@virginia.edu before you enroll. 
• UVA’s Office for Diversity, Equity, and Inclusion current offerings.  
• UVA’s School of Continuing and Professional Studies (SCPS) offers many Certificate programs.  
• University of Pennsylvania Wharton School of Business online programs; many are $1,000 or less.  
• Stanford University Executive Education – the self-paced programs are $1,500. 
• UVA Darden Executive Education - There are two programs less than $2,000, using the discount. (Leading Mindfully and Collaboration and Influence.) 
• Use the discount code UVA50, which provides a 50% discount for the cost of the program. (The prices listed are for the full cost.) 
• See the Darden Executive Education program schedule for upcoming dates. 
• VCU’s Grace E. Harris Leadership Institute – offers several leadership programs for under $2000 (not including travel costs)  

Education Benefit 

Each year you have $2,000 of centrally-funded education benefit for professional development or $5,250 to use for tuition toward a degree-seeking program. See https://hr.virginia.edu/career-development/education-benefits-1 for more information. (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.)  

 

Professional Development Request Form  

UVAFinance team members – Since we have submitted initial FY 2025 professional development requests already, please discuss with your manager and use the Professional Development Request Form before you register for any program. 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. If unsure, feel free to ask! 

 

For LEADERS 

Here’s an article from the Center for Creative Leadership (CCL): The Top 20 Leadership Challenges – this informative article provides many links to other articles and resources.