The “Greening” of Business Affairs

1. The “Greening” of Business Affairs Sustainability and Efficiency Efforts

2. Payroll • Direct Deposit • Replaces paper • Online enrollment option • Earnings Statements • Opt-out w/Direct Deposit • EPAF’s

3. Payroll Direct Deposit • Cheaper than Checks • Uses Less paper & expensive ink • Easy to access & use • Convenient

4. Direct Deposit Opt Out • Eliminates: • Paper • Printing • Envelopes • Expenses • Lost Statements • Available 24/7

5. By the Numbers … OSU could Save • 119,000 sheets of paper • 107,000 envelopes • Handling, folding, stuffing and delivery of same • $10-12,000 in printing expenses • $5000 check stock and envelopes • $1500 postage

6. More Numbers • 63% of Direct Depositors still printing • 28,500 Payroll Checks printed • Equates to 90,000 (180 reams) more paper plus envelopes & efforts expended to fold/stuff/handle same.

7. Payroll – Additional Efforts • EPAF’s • Saves paper • Saves Time • Better Data • Result? More accurate and timely pay for Everyone!

8. OPAA • Grant files in NOLIJ • Reduced paper and copier usage • Estimated paper savings about 300,000 sheets yearly • Files are available for viewing at any time • Less time spent looking for missing files • Files are shared by OPAA, OSP and BC’s • Effort Reporting • Reduced .5 fte by creating automated process to track PAR forms submitted • Record retention in Nolij • Less time spent pulling PAR forms for audit

9. OPAA • Vendor Maintenance • Dedicated email box • Vendor.Maintenance@oregonstate.edu • Substitute W-9 available as electronic form • In January 2011 Portal will be active • Current vendors will receive notification • Vendors complete substitute W-9 electronically through the portal • Completed process creates printed form • Vendor signs and sends to Business Affairs • Verified form is a direct feed into Banner

10. Vendor Maintenance Efficiencies • Substitute W-9 combines three forms into one – ACH, W-9, and vendor maintenance • Activation form combines two forms into one for students and employees • Copy ACH banking information from Payroll • Copy current mailing address from system • Saves paper • Portal saves Banner entry time

11. Vendor Maintenance Efficiencies • User friendly for large businesses • Increased direct deposit usage • No longer require voided check • Portal reduces incomplete forms and errors • Forms are neatly printed and easy to read • Validates banking information • Includes contact information • Overall set-up process is faster – can be done in one day, if form filled out correctly

12. Financial Acctg & Analysis • P-Card statements in NOLIJ • Account numbers will be truncated to 4 digits on card statements. • Budget Authority signature line change. • Online statements only, paper statements will no longer be mailed. • BC’s will begin scanning and Indexing statements in NOLIJ

13. Financial Acctg & Analysis • Start date will either be December1st or January 1st. • No paper copies will be stored. All statement storage will be electronic in NOLIJ. • Units should contact Rose Hamilton if they need access to the US Bank website.

14. Student Finance • Electronic Billing saves approx $90K annually • Electronic Perkins Prom Notes • Joint project with FinAid • ID Center r • eCopy of Employee Welcome Letter • Use of NOLIJ • reduces copies, storage space, staff effort • Charge Agreement Online • 2010 for all incoming freshman

15. Cashier’s • Online tuition payments at 45% • Decrease in paper checks • Direct Deposit of FinAid refunds at 56% • More Marketplace online sales • 21 online merchants in TouchNet • Deposits directly to Banner and Cashier’s • Over 42,000 transactions in FY10 • Merchant and Treasury statements online

16. More to Come… • Partnering with Business Centers on streamlining processes • Looking to automate workflows for routing and communications • Seeking greater use of eSignature within new requirements • Improving service and customer access

17. Thank You