Tech Tips from our LSPs: How to Safely Use Gen-AI at UVA

This Tech Tip is part of a series on Generative AI.  Stay tuned for more tips!

Generative AI (think ChatGPT-style tools) creates text, images, and more by finding patterns in vast datasets. It can be very useful, but not all Gen AI tools protect University information.

That’s why UVA provides licensed Microsoft Copilot options. With UVA Copilot Chat and Copilot for Microsoft 365, your prompts and outputs stay within UVA’s tenant, aren’t shared outside UVA, and aren’t used to train AI models. You also get guidance aligned with University policies and data standards.

UVA staff can use an approved, licensed version of Microsoft’s CoPilot. All info about Microsoft CoPilot at UVA and a form to submit a request for a license can found here.

Use UVA-licensed AI whenever possible, especially if your work may include Sensitive data. You’ll get the benefits of Gen-AI with the data protections we need.
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Read more:  https://genai.provost.virginia.edu/guidance-for-faculty-students

Keep Your T&E Card Safe from Scams

Be aware of scams

Please be aware of suspicious emails with unusual or urgent requests that appear to be sent from a colleague.  

Scammers may pose as a supervisor asking you to buy gift cards or provide your T&E Card for other seemingly legitimate business purchases.  If you encounter a suspicious email, follow these steps.  If you are unsure about the legitimacy of an email, forward it to abuse@virginia.edu and contact the person who sent it to you using the information you have on file. 

Please see the UVA Information Security Alerts & Warnings webpage for a full list of current warnings at UVA, as well as Information Security's webpage of phishing examples. 

Free Food on Grounds

 

Did you know you can snag free food on Grounds? The Free Food Alert app connects students, faculty, and staff with leftover food from events across UVA.

 Download the app and take advantage of free bites this semester! 

(Scan the QR Code in the image)

Meet Hina: Workday Expert

Welcome, Hina!

Hina Khan joined UVAFinance about a month ago as a Workday Architect, bringing more than a decade of experience in payroll, time tracking, and financial systems across healthcare, higher education, insurance, and finance. Based in Texas and working remotely, she is part of the team that keeps payroll operations running smoothly while ensuring data accuracy and efficiency.

For Khan, joining UVA was about more than just a new role. 

“I wanted to work for a large organization where the work I do serves a good cause,” she says. 

Her background includes roles at Arizona State University, Interwell Health, and other organizations,  where she managed complex payroll systems, built integrations, and improved processes. She holds a master’s degree in teaching, and although she once imagined herself in a classroom, her career took a turn when she discovered a talent for payroll and finance analytics. Workday became her specialty, and she has been immersed in it ever since.

Khan also thrives on solving problems. “I love how every figure presents a new challenge,” she says. “It keeps me engaged.” She has found a similar analytical mindset, along with an appreciation for collaboration among her UVA colleagues. “Everyone on my team has been so welcoming,” she adds.

Outside of work, Hina enjoys playing board and card games with friends and spending time with her two children, ages five and nine. She is a chess enthusiast, always ready for a friendly match. In Texas, she loves exploring good food. Her favorite local spot for steak is Silver Fox. Recently, heavy flooding in the area has been a challenge, but she takes it in stride, much like she does with her work.

Welcome, Hina, we are excited to have you contribute your expertise, curiosity, and problem-solving spirit to UVAFinance.

UVAFinance in Action: August 14, 2025

Great job, Syd and Shannon!

UVA Represented at the RVA LinkUp Expo

This July, UVAFinance's Syd Dorsey and Shannon Wampler attended the RVA LinkUp Expo, an event designed to connect procurement professionals with local entrepreneurs, thereby strengthening business connections in the Richmond region.

Hosted by the Metropolitan Business League, RVA LinkUp offers a valuable platform for building relationships, expanding supplier networks, and promoting contracting opportunities with local small businesses. It's a space where meaningful connections are made and where community-centered procurement takes shape.

We’re proud to have team members like Syd and Shannon representing UVA in these important conversations. Their presence reflects our continued commitment to supporting local businesses, fostering inclusive partnerships, and exploring innovative ways to grow together.

Ann Criser-Shedd Renews Fundamental Payroll Certification

Ann Criser-Shedd

Congratulations to Ann Criser-Shedd of the Payroll team for successfully completing the renewal of her Fundamental Payroll Certification (FPC)—a credential that must be renewed every three years through a rigorous process of continuing education.

To maintain her certification, Ann completed the required number of Recertification Credit Hours through structured educational activities, demonstrating her continued commitment to professional development and staying current in the field.
The FPC designation reflects a solid foundation of payroll knowledge, including areas such as:

• Core payroll concepts
• Compliance and research
• Paycheck calculation
• Payroll processing and systems
• Administration and management
• Audits and accounting

We’re proud of Ann and our entire Payroll team for their dedication to continuous improvement and professional excellence in support of UVA’s mission

Tracy Marcotte

Tracy Marcotte: Leading with Impact

Recently, Tracy earned the Michigan State University Professional Certificate in Supervisory Management and Leadership, a program that enhances her skills in team leadership, decision-making, and project management. With this achievement, she brings even stronger strategic insight and practical tools to support our Treasury team’s success. Tracy’s ongoing commitment to expanding her knowledge and refining her skills makes her a key contributor. We appreciate her hard work and dedication to creating lasting impact and driving excellence at UVA Finance.

Congratulations, Fiona!

Finance, Forward: Fiona's Next Move

For the past six months, Fiona O’Connor has been a key part of UVA Finance, working with Amanda Meares and the Financial Operations team as a management intern. During her time with the team, she supported a wide range of projects, including function code benchmarking, ISD research, the GL initiative, and more. As a student worker, she approached every task with adaptability and a thoughtful attention to detail. 

Fiona plans to continue her journey at UVA in a new role in the office of the Executive Vice President and Chief Operating Officer, where she will support projects that impact the student experience across the University.  

Way to go, Danielle!

Danielle Hancock Completes Harvard Business School Online Program

Danielle Hancock recently completed the rigorous 'Leadership Principles' program through Harvard Business School Online, demonstrating her ongoing commitment to professional development and continuous improvement. This accomplishment reflects the very qualities Danielle brings to our work every day: service excellence, strong collaboration across teams, and a dedication to inclusive leadership. Her investment in growing as a leader strengthens all of UVAFinance and the colleagues who are lucky enough to work with her.

Amazon Business Punchout: Extended Grace Period for Addressing Challenges and Supporting the Transition

Addressing challenges and supporting the transition

Over the summer, Procurement Services has been working to guide the UVA community toward more efficient, cost-effective purchasing through the Amazon Business Account and Punchout in the UVA Marketplace. This shift in preferred Amazon purchasing method allows shoppers to secure the best pricing and ensure easier compliance with university policies and guidelines all while reducing the reliance on reimbursements. 

Thanks to our partners across grounds, we have been alerted to challenges with the transition especially regarding the complexities of off-Grounds delivery addresses. While we had hoped to have a technical solution in place before the academic year began, more time is needed to develop a sustainable path forward. We also want to make sure that all our colleagues, including faculty who have been away over the summer, have the support and guidance in place to smoothly adjust to this new purchasing method. In order to develop a sustainable technical solution and support a successful transition for all, we are extending the grace period for the transition to Amazon Punchout.

Here’s what you need to know right now:

• The September 1 date for fully making the switch to Amazon Punchout is no longer applicable while we work through a few remaining logistical challenges, including shipping to off-Grounds delivery addresses.
• We encourage orders to be placed through the Amazon Punchout whenever possible. For orders delivered outside of Charlottesville, you may continue to use the Centralized Amazon Business account with a T&E Card.
• There’s no need to submit requests for an exception to the Amazon Punchout guidance at this time.
• We’ll be sharing resources, guidance, and step-by-step support to make it easy for you to use the Punchout.

In the coming weeks, you’ll see more communications, helpful how-tos, and outreach sessions designed to answer your questions and make the adjustment smooth for the entire UVA Community. We want this transition to work for everyone, and your input will continue to guide us forward.

If you haven’t tried the Amazon Business Punchout yet, we encourage you to explore it the next time you need to make a purchase. It’s a key part of building a more streamlined, value-focused approach to buying at UVA.

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Related Content: Register for the Amazon Business Punchout

Meet Colin: Bringing Curiosity and a Love for People to UVAFinance

Fishing is one of Colin's favorite hobbies

Colin is one of the newest members of the Finance Solution Center (the "Ask Finance" team), and she is bringing her love for people, her curiosity, and a wide range of customer service experience with her. A Charlottesville native, Turner has also spent time living in Florida, where she discovered a “trashy Florida” book series that became a favorite escape.

She has explored different paths in her career, all with a strong focus on people.   She managed the local antique store Circa for several years, then worked as a property manager during the challenges of COVID. Most recently, she has been taking classes at Piedmont Virginia Community College.

While finance is a new chapter for her, Turner saw this role as the perfect chance to try something different while still using the skills she enjoys most: listening, helping, and digging into research. She says she has been pleasantly surprised by how much she enjoys the work and how much it connects with her interests.

“What I have enjoyed the most so far is the people,” Turner says. “Everyone has been so friendly and welcoming, and the work-life balance here is wonderful.”

When she is not at work, Colin enjoys fishing, reading, and spending time with her boyfriend. She also appreciates the simple joy of being in the company of others, whether that means good conversation or comfortable quiet.

Welcome to UVAFinance, Colin. We are happy to have you here!

Congratulations to UVAFinance's 2025 Service Award Honorees

 

Congratulations to our team members celebrating work anniversaries.  We're so glad you've stuck with us!

UBI Finance 2.0 Office Hours: Come Learn with Us!

Join us!

Thanks to everyone who has joined us for UBI Finance 2.0 Office Hours so far! 

Many participants have already taken advantage of these Tuesday morning sessions to explore the new app with functional experts and the Business Intelligence Team.

Attendees have enjoyed seeing familiar data in a fresh, more user-friendly format, complete with updated visualizations, added detail, and new ways to work with information. 

Each week going forward, sessions will focus on a specific topic to help you make the most of UBI Finance 2.0. You’ll also find videos, session recordings, quick reference guides, and other helpful materials on our resource page with more being added regularly: https://uvafinance.virginia.edu/business-intelligence-analytics 

Join us Tuesdays at 10:00 a.m.  / LINK TO JOIN
Download the Office Hours Schedule

UBI Office Hours are open to everyone!

New UBI Training Now Available in Workday Learning

Find both courses in Workday Learning

If you're new to using UBI (University Business Intelligence) or just need a refresher, check out two new interactive courses developed by the IRA and UVAFinance Training Teams:

• Intro to UBI – Finance Data & Analytics
• Intro to UBI – Student Data Analytics

Launched in May, these updated courses are required for new UBI users and also serve as a great way for existing users to sharpen their skills.

Both courses feature refreshed content, updated demonstrations, and new opportunities to interact with the material as you learn. making it easier than ever to get comfortable using UBI to access, analyze, and understand University data.

You can find both courses now in Workday Learning by searching for “UBI.”

As you’ve probably heard, the UBI Finance apps are undergoing a refresh this summer. We’ll update the courses as changes roll out, ensuring they include the current tools and features.

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Related Content: Join us for UBI Finance 2.0 Office Hours

Why We Ask for SOC Reports

Why we ask for SOC Reports

contributed by Matt Phillippi

If someone from UVA’s Compliance team has ever reached out asking for a SOC report, or asked you to respond to something called a “CUEC,” you may have wondered: What is this, exactly, and why is it part of my work?

Here’s a quick breakdown to help explain.

What’s a SOC report?

SOC stands for System and Organizational Controls. A SOC report is created by an independent auditor who reviews a company’s internal controls—things like how they protect financial data, ensure privacy, and manage cybersecurity.

When UVA works with a third-party company, especially one that handles payments or sensitive information on our behalf, it’s important that we verify those systems and processes are sound. SOC reports give us that assurance. Requesting and reviewing them isn’t just a best practice, it’s also required by both the Auditor of Public Accounts (APA) and the Agency Risk Management Internal Control Standards (ARMICS).

Two Types of SOC Reports We Use

• SOC 1 focuses on financial controls. We need this if the company’s work affects UVA’s financial reporting, such as processing payments or managing key financial data.
• SOC 2 focuses on areas like cybersecurity, data privacy, and regulatory compliance. If a vendor handles University data, we look for this report to ensure that information is being protected.

What We Look For in These Reports

SOC reports can be quite detailed, but the Compliance team zeroes in on two key parts:

• Complementary User Entity Controls (CUECs): These are responsibilities the vendor expects us to fulfill for their controls to be effective. For example, they might manage the system securely, but we need to manage who has access on our side. If you’re asked to respond to a CUEC, it’s about confirming the steps your area takes to help ensure overall security.
• Audit Results: The report includes findings from the auditor’s testing, including whether the vendor’s controls were working properly and, if not, how they responded. This helps us understand any risks and make informed decisions about working with that vendor.

Why It Matters

SOC reports are an essential part of how we help ensure UVA’s financial reporting accuracy and data security. They support our shared responsibility for compliance and are one way we show due diligence when working with third-party providers.

If you’re ever asked to help gather a SOC report or respond to a CUEC, know that you’re helping UVA stay on solid ground, both financially and in terms of data security. And of course, the Compliance team is always here to answer questions and support you through the process.

Still Have FY25 Invoices? Please Send Them Our Way

Help us keep UVA's  records accurate!

Even though Fiscal Year 2025 has closed, we're still tying up loose ends to make sure UVA's financial records reflect the full picture of the year. 

If your department has any outstanding invoices for goods or services received before July 1, 2025, please submit those invoices to Accounts Payable as soon as possible by sending the invoices to vendor-invoices@virginia.edu  

Why it Matters

• It ensures your department's FY25 activity can be fully captured in the audited financial statements
• It helps us give leadership an accurate view of University spending incurred during the year

We are aiming to have everything in place well ahead of our financial statement submission in November, and your quick action makes that possible. 

Questions or need help?  Reach out to us at askfinance@virginia.edu 

Thank you for helping us keep our records complete and accurate!

Reminder: You can email receipts to Workday

Save a step and email your receipts!

Did you know there's an easy way to send expense receipts to Workday? 

Email your receipts to receipts@expensereport.virginia.edu from one of the email addresses in your Workday profile.

 
If you are a delegate for another employee, you can reassign the receipts to the correct expense owner.

Please reference the Email Receipts to Workday for Expense Reports QRG for more information.

Who Can Sign Contracts at UVA?

Contributed by the Office of Audit & Compliance

Understanding Signatory Authority

Contracts are essential to our work at UVA: supporting research, purchasing goods and services, managing facilities, and partnering with external organizations. But before anyone signs on the dotted line, it’s critical to know: who actually has the authority to sign on behalf of the University?

That’s what University Policy FIN-036: Signatory Authority for Executing University Contracts is all about.

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Why This Policy Matters

This policy ensures that every University contract:

• Is reviewed and signed by someone with official signatory authority, delegated by the Executive Vice President and Chief Financial Officer (EVP/COO).
• Complies with federal and state laws, and aligns with UVA’s internal policies and guidelines.
• Has gone through all required reviews and approvals (such as procurement, risk management, compliance, or legal) before being executed.

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What Counts as a Contract?

A contract is any agreement between UVA and an external party to do—or not do—something in exchange for something of value (called "consideration"). Even if the document is titled something else (like a memorandum of understanding (MOU), statement of work, or agreement), if it’s signed by both UVA and an external party, it’s a contract under this policy.

Examples of external parties include:

• Vendors (Suppliers)
• Grant sponsors
• Donors
• University-Associated Organizations (UAOs)
• Contracted Independent Organizations (CIOs) or Fraternal Organizations
• Individuals providing services as independent contractors

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When Is Signatory Authority Not Required?

Internal UVA agreements between departments, schools, or units don’t require delegated signatory authority, as long as all parties fall under the same legal entity: "The Rector and Visitors of the University of Virginia."

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Who Does Have Signatory Authority?

Only employees who have received an official signatory authority delegation letter from the EVP/COO are allowed to sign contracts on behalf of UVA. This letter outlines the types of contracts that person is authorized to sign; it’s not a blanket approval to sign anything!

Signatory authority is centralized in key offices, including:

• Office of Sponsored Programs (OSP) – for grants and research-related contracts
• Procurement Services – for purchasing goods and services
• Facilities Management – for construction and related services
• Office of the EVP & Provost – for academic program agreements
• Office of the VP & Chief Financial Officer – for other contracts, such as leases or practicum agreements

When in doubt, Procurement Services can help you determine the right next step.

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Why This Matters: Risks of Unauthorized Signatures

If someone signs a contract without proper authority:

• The contract may be declared void.
• The individual may be held personally responsible for the terms, including payments or penalties.
• Disciplinary action may follow, up to and including termination.

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Bottom Line

Before signing or routing a contract for signature, always check:

• Is this contract with an external party?
• Has it been reviewed by the appropriate administrative office?
• Have I (or the signer) received a signatory authority delegation letter from the EVP/COO as described in  policy FIN-036?

Let’s make sure UVA’s contracts are compliant and properly executed, so we can keep our focus on the mission.

Contact askfinance@virginia.edu with questions or concerns.  We'll be happy to help!