Welcome to the… Network*

1. Welcome to the…Network* June 17, 2013 *Identity under construction

2. Agenda • Why we are here • Meet your Coordinator • We are in this together • How this will work…in detail • Communication Plan • Questions and Answers

3. Why We Are Here • The Provost, Dean of the Faculty, Vice President for Research and the Dean of the College are stakeholders in the Service Center. • You are here because the Service Center will now process financial transactions for you either as the primary or back up. • The purpose is to allow you to spend more time on departmental issues. • Standardize transaction reporting and streamline the workload across our units.

4. Meet Your Coordinator • Valerie Kenneally • Leah Lebel • Ivy Hall • See departmental breakout in your Welcome Packet. For those departments with embedded Coordinators, see main Service Center Financial Coordinator contact for back up, questions or overflow.

5. We Are In This Together • We are partners with you • There will be a learning curve on both ends • This should be transparent to faculty members

6. How Will This Work…In Detail • Expense Report • Supplier Invoice • Requisition • Receipt • Journal Entries/Salary Reallocations

7. Animals, Brown Logo, Dining Services, Facilities, Graphics, etc. Corporate Taxi, Randstad, CINTAS Photographer (one time payment) Office Max, Dell, Fisher Scientific Equipment Business Lunch Abbreviated PSA Travel DECISION TREE Expense Report Supplies - multiple payments or approvals Brown Employee Supplies Membership Dues Non-Brown Employee Prepaid Registration Guest Speaker Fees PSA Blanket orders Punchout to Supplier Website Goods < $3K Cash Advance Financial Processes Supplier Invoice (non-requisition) Goods < $3K Requisition (Goods) Goods > $3K Services < $5K Requisition (Services) Consultant Services (multiple payments) Services >$5K

8. How do you send us the information? • Scan • Email • Interoffice mail • Student delivery • Form / No Form • Whichever way you prefer

9. The Optional Form

10. What will the Network do? • Financial Coordinators • Initiate transactions • Will act as intermediary between your department and controller’s office • Follow up on process and payment status • Retain original backup until payment is verified • Original receipts should be shredded so there is no chance of them being re-used • WD is the system of record • Cost Center and Grant Managers (this is you) • Approve transactions • Review worktags • Reconcile reports and higher level review of department budget to actuals • Financial Analysts (in the Network) • Review worktags and reports across departments and cost centers • Proactively provide worktag analysis to make sure that departments and senior officers have the information they need in the system • Help you analyze your data

11. Communication Plan • Check in Meetings • Email communication on process • Emails will come from Sarah Peri and Becky Sattel • Website under construction – available in early July

12. Timeline 2013 August May June July May 16/June 13: Informational Meeting Week of June 17th: Detailed Meeting to discussing Process, Contacts etc Beginning of June: Hire Additional Financial Coordinators July 8th: Workday Go Live Week of August 5 - 9: Check in Meeting July 8th: Start utilizing Service Center for Financial Transactions Week of August 19 - 23: Check in Meeting Week of July 22- 26: Check in Meeting End of August First Round of Reports or Check in on Status

13. FAQs from past sessions • How does the traveler sign their expense report? • They do not. They will get a notification when the expense report is in Workday. They can go in and verify, and can also verify when they receive the direct deposit. No signature required • How will graduate students and undergraduate students get their expenses reimbursed? • Graduate and undergraduate students cannot do their own expenses in Workday, they should submit information to a Financial Coordinator