Finanical Systems U ser Group Meeting

1. Finanical Systems User Group Meeting June 24, 2014

2. Agenda • Markview Upgrade – the new viewer • Staples Advantage – Update • Permanent Delegation – what you need to know • Questions????

3. Markview 8 • Why are we upgrading • Take advantage of a newer viewer • Easier to view images • Save documents to PDF • Ability to pull an invoice that has been sent to a user in error

4. Markview 8 • When • Upgrade is currently scheduled for the weekend of July 18th • How will this impact me? • System will be unavailable from July 18 @ 4pm until July 21st @ 8am • After the upgrade all users will view images using the ‘new viewer’

5. Markview 8 • Markview Home: WebInbox> AP INVOICES:

6. Markview 8 Let’s take a look-

7. Delegation of Financial Signing Authority

8. :Delegation of Financial Signing AuthorityRelated Policies • Purchasing Policy: • ensures ethical, efficient and accountable practices are used for procuring goods and services, • emphasizes sound business processes for competitive bids and procurement transactions demonstrating open, fair and transparent methodologies. • Execution of Contracts Policy: • specifies the signing authorities required for Contracts entered into on behalf of the University. • Approval Authority Schedule Policy: • specifies the signing authorities required for various types of purchases and expense reimbursements.

9. Delegation of Financial Signing Authority Ryerson is committed to “effective and efficient management of University’s finances”. Only those employees with appropriate approval authority are authorized to approve financial transactions. The Delegation of Financial Signing Authority policy: • facilitates efficient decision-making by allowing the authority & responsibility to approve financial transactions to be assigned, • ensures that decisions & actions are taken by appropriate approval levels, • maintains fiscal integrity and creates a sound internal control environment; and

10. Policy: Purpose & Scope Purpose: • establishes principles that govern the delegation of financial signing authority; • supports the accountability of financial transactions; • supports the open, fair and transparent management of financial activities. Scope: • Applies to all faculty & staff who wish to delegate their financial signing authority to another employee. • Does not apply to, or include, financial signing authority for Human Resources activities (e.g. hiring and compensation).

11. 2 Types of Delegated Financial Signing Authority

12. Temporary Delegation • Temporary absences (vacation or leave) of an employee with permanent authority. • approval of your supervisor is not required. • Delegation is for a specific period - has a Start & End date, • delegated individual receives all of the authority and limits of the delegator. • delegation process is electronic – no forms to complete • Generally not for a period >3 months, could be longer; should not exceed 1 year. • You can temporarily delegate your financial approval authority to another employee (peer, one level down OR up any number of levels, per Policy) if you will be away for vacation or leave and unable to respond to requests for the approval of financial documents. • To delegate, follow the ‘Vacation Rules’ steps available at any one of the following forms to delegate signing authority for purchase requisitions and/or expense reimbursement approvals, • OGF GL: Other / Notifications • OGF: iProcurement, Requisitions, Notifications, or • OGF: iExpenseApprovals • Step-by-step screenshot instructions are available at http://www.ryerson.ca/content/dam/financialservices/about/systems/documents/Vacation%20Rules%20To%20Transfer%20Notifications.pdf

13. Temporary Delegation Markview Accounts Payable Invoice Approvals, • To delegate financial signing authority, use the Alternate User Assignmentoption within Markview. Note: This action moves the delegator’s Markview INBOXto the individual receiving the delegation for the indicated period of time. • The delegator will not have access to those documents during the period the INBOX is assigned. • Step-by-step screenshot instructions are available from: http://www.ryerson.ca/content/dam/financialservices/about/systems/documents/AlternateUserAssignment.pdf You can • extended or rescinded the delegation your return occurs earlier or later than originally expected. • To rescind temporarily-delegated signing authority, the delegator should use the same process as was used to assign it.

14. Permanent Delegation • Can permanently delegate some/all of their financial signing authority to another employee, • approval of the Delegator’s supervisor is required, • delegated for an indeterminate time frame - has a START date and but generally no END date, • An official Delegation of Financial Signing Authority Form must be completed. • Term Contracts: Although permanent if Delegator or the one being delegated to has a term contract - it may be advantageous to set a defined END date for a delegation. Indicate the end date and who (if anybody) will be replacing that person at the contract end date.

15. Permanent Delegation • All requests for permanent delegation of financial signing authority must be submitted to the Manager, Systems & Training (Financial Services) via a completed Permanent Delegation of Financial Signing Authority FORM, see link - 3 working days is required for implementation. • http://www.ryerson.ca/financialservices/about/services/forms/index.html • Form requires the approval signature of the • person delegating the signing authority on the cost centre/accounts to be charged, • staff member accepting the delegation of financial signing authority and • delegator’s supervisor. • Delegators can rescind a permanent delegation by providing the Manager, Systems & Training (Financial Services) with written instructions on the change, including name of the employee, effective date of change and name of the person (if any) replacing this individual.

16. Permanent Delegation of Financial Signing Authority Appointed Approver Approach • Senior Executives (VP and above) elects to use an Appointed Approver Approach, which permits an employee reporting to the approver to access the financial system under their own ID and password to approve specific transactions on their supervisor’s behalf. • Delegator must specifically communicate this choice to the Manager, Systems & Training (Financial Services) as the approval level of the person delegating the responsibility must be changed, the transactions are recorded under the delegated person’s own ID and PASSWORD. • For audit purposes, the individual to whom the online approval has been delegated must retain a copy of the transaction approval document (with the Approver’s original signature) for seven (7) years.

17. Principles of Delegations of Financial Signing Authority • Original authority, accountability and responsibility is conferred upon employees by one of 4 ways • the Ryerson Act, • Ryerson Bylaws, • a resolution of the Board, or • as a result of the budget process. • Authority & Responsibility can be delegated, Accountability cannot. Accountability for the results and manner in which responsibilities and authority are discharged remains with the individual to whom the responsibility and authority was originally conferred. • can only delegate financial signing authority to a University employee. Non-university personnel - consultants, visiting professors, etc. cannot be delegated NY approval authority. • The delegation of financial authority to an individual, also confers authority on that individual’s supervisor. • The use of signature stamps or pre-signed forms is not acceptable.

18. Delegation of Financial Signing Authority

19. Delegation of Financial Signing Authority

20. Delegation of Financial Signing Authority

21. Delegation of Financial Signing Authority

22. Delegation of Financial Signing Authority

23. Responsibilities

24. Responsibilities

25. Responsibilities

26. Responsibilities

27. System Access • All financial signing authority approvals require online access to the financial information systems, all delegated approver(s) must have their own Oracle IDs and Passwords and suitable training– NO SHARING of IDs and PASSWORDS. • For more information on training and access, visit http://www.ryerson.ca/financialservices/about/systems/index.html • ORcontact RUFIS Helpdesk at ext. 2688 or RUFIShelp@ryerson.ca.

29. Definitions Board: The Board of Governors of Ryerson University To delegate: To assign the power to act, make decisions or allocate resources on one’s behalf Delegator: The person who is delegating their financial authority Delegated Individual: A University employee who has been delegated authority Director: Pertains to the university’s Approval Authority Schedule (AAS). To be interpreted as individuals with the title of “Director” reporting directly to a Vice President, and with a maximum approval limit of $100,000. Peer: An individual who shares similar title, grade and/or responsibilities. This can include another faculty member in a department. For Chairs/Directors, this can include a Chair/Director in another school within the same faculty. Down 1 Level: A position that reports directly to the delegator. Up a number of levels: Positions to which the delegator or their manager reports. Appointed Approver Approach: A process whereby an employee reporting to an approver accesses the financial system under their own ID and password, and approves specific transactions as authorized by the approver.

30. The END QUESTIONS