The Catholic University of America

1. The Catholic University of America Finance Town Hall November 12, 2012

2. Agenda • Introduction • Finance Division Organizational Chart • Finance Office Updates • Budget Office Update • Wire Transfers • New Vendor and Direct Pay Forms • Contract Process at CUA • Hardware and Software Purchasing • Facilities Organization • Building Administrators • Requesting Facilities Services • Questions

3. Finance Division Organizational Chart

4. The Catholic University of America Finance Office Updates Sheri Hardison Associate Vice President for Finance & Assistant Treasurer

5. Budget Office Update • General Areas of Focus • General Budgeted Fund 11 • New Program Fund 12 • Auxiliary Enterprise Fund 15 • Reserve Funds 18, 19 • Capital Project Funds 39, 53 • Budget Committee Support • Position Control • Budget Analysis • Budget Transfers • ROI Analysis of New Programs Budget Office Staff Directory • Budget Office: 230 LHY • Courtnay Williams,Director, ext. 6731 • President’s Office • Finance (including HR) • Auxiliaries • Fred Blair, Senior Budget Analyst, ext. 6355 • Provost and Academic areas • Law School • Facilities and CPIT • Kaeren Parker, Budget Analyst, ext. 5553 • Institutional Advancement • Enrollment Management (including Athletics) • Vacant, Senior Budget Analyst

6. Roles and Responsibilities • Oversee the annual operating and capital budget development and business planning processes • Monitor functional area revenue and expense budgets • Report on business activity to stakeholders • Assist departments as needed with: • Budget preparation and developing business plans • Financial analysis • Profit/loss statements • Review new programs • Return on investment analysis

7. Upcoming Budget Deadlines • January 11, 2013 – Submission of all FY2014 reserve fund (18and 19) budgets • January 11, 2013 – Submission of FY2014 Fund 12 budgets – projected revenue, expense and enrollment • February 8, 2013 – Budget Office will send out FY2014 budget information and instructions • March 31, 2013 – Submission of all FY2014 Fund 11 budgets and attachments to Budget Office

8. Wire Transfers • Updating uses and processes for wire transfers • Domestic payments – No more wire transfers • International payments – Wire transfer can still be used but with some new procedures • Change driven by internal control considerations and tax reporting requirements 8

9. Domestic Payments • Domestic Payments will be done via ACH • Current vendor application must be on file for all requests before payment will be processed • Fill out bank account and routing information in ACH section of Vendor Form • Request payment via standard Accounts Payable processes • Direct Payment Form for eligible expenses • Payment from Purchase Order • Plan ahead so that purchase can follow procurement and contract policies • Ensure budgeted funds are available 9

10. Wire Transfers - International • International wire transfers • Send International Wire Form to Accounts Payable (not Treasury Services) • Current Vendor Form must be on file in Accounts Payable for payment to proceed • Contract Policy must be followed, as applicable • Will be processed as a wire transfer by Treasury Services • Allow 2 – 4 days for wire processing (assumes current Vendor Form) • Payment voucher will be entered into the system • Payment voucher will need to clear system budget checks

11. Benefits from Changing Wire Transfer Procedures • Benefits from changing these processes • Budget Control – Transactions will have to pass system budget checks • Stewardship of University funds – Procurement and contract processes will be followed • Reporting – More detailed information available on report drilldowns and queries • Tax compliance – Tax reporting more automated • Efficiency– Ability to process multiple payments in a single batch • Cost – ACH transactions are cheaper to process than wire transfers 11

12. ACH Payments • ACH  electronic funds transfer/EFT/direct deposit • Much faster receipt of funds than check • Available to all vendors • Notification of funds being deposited into bank account • No lost checks • Also available to faculty and staff for reimbursements • Next steps - link existing direct deposit data in payroll system to AP reimbursement process

13. ACH - How You Can Help • Provide potential vendor names and specific contacts to Accounts Payable • Fill out a Vendor Form to receive your next expense reimbursement via ACH

14. New Vendor Form • New Vendor Form is available on the Accounts Payable website under ‘AP Forms and Procedures’ • Vendor Application Form (PDF)

15. New Vendor Form Click ‘External Vendor’ or ‘CUA Employee/Student’

16. New Vendor Form (cont’d) • External vendor

17. New Vendor Form (cont’d) • CUA Employee/Student

18. Direct Payment Request • The Direct Pay Form can be used for: • Honorarium • Membership Dues • American Express • Petty Cash • EmployeeNon-Travel Reimbursements • Department Restricted • Annuities (Treasury Services) • Royalties (CUA Press and Office of Sponsored Programs) • Employee Deduction Payment (HR only) • Athletic Game officials (Athletics) • CUA Press Reader’s Report (CUA Press)

19. New Direct Pay Form

20. New Direct Pay Form (cont’d)

21. The Catholic University of America Contract Process at CUA Peg O’Donnell Office of General Counsel

22. Contract Process Overview • What is a contract? • Six easy steps to process a contract • Signature authority • Policy violations • Resources

23. What is a Contract? • A binding agreement between two or more parties enforceable by law. • Offer:I will do X if you do or don’t do Y. • Consideration: $ does not have to change hands. • Acceptance: OK • Example: Health Insurance contracts don’t involve exchange of dollars between University and Insurance Company, but may involve Catholic mission issues.

24. Terms of Contract Every contract should make clear: • Whoare the parties • When it is to be performed • Whatis being purchased • How much will be paid and when

25. Contract Terms (cont’d) • Confidential Information • Why we disfavor auto-renewal clauses • Why it’s a red flag to hire a former employee as independent contractor in same calendar year • CUA does not pay sales tax

26. Six Easy Steps to Getting your Contract Signed Step One • Read the entire agreement. Ask: • Does it reflect what you seek to purchase or agree to? • Does it require the University or your department to do something that the University or Department is unable to do or refrain from doing something you want to do or must do?

27. Six Easy Steps (cont’d) Step Two • If using a CUA standard contract, fill in the blanks in the Contract Agreement • CUA standard independent contract is a good example: asks for parties, dates, what work is to be performed, payment. • Provide concise but detailed description of work to be done. • http://counsel.cua.edu/cuaspecific/contractreview/

28. Six Easy Steps (cont’d) Step Three: Send contract to appropriate office for review. • Academic Appointments Provost • Business Contract Procurement • Academic Affiliation General Counsel • Research Contracts Assoc. Provost • Independent contracts Procurement • Employee hires HR

29. Six Easy Steps (cont’d) Step Four: If any changes are needed • OGC provides text for legal changes. • Purchasing will negotiate all changes in the terms ofa contract.

30. Six Easy Steps (cont’d) Step Five: Send to Appropriate Party for Signature • Read the Contract and Signatory Authority Policy. • Seek clarification if not sure: when in doubt, ask OGC or Procurement. Don’t sign the contract yourself!

31. Six Easy Steps (cont’d) Step Six Retain signed copy of contract for your file Procurement maintains signed copies of all business contracts. • Other contracts are kept in the office of the official who signed the contract. • Keep for length of agreement + three years. • Keep longer if contract or policy specifies.

32. Signatory Authority • NO ONE MAY SIGN OR OTHERWISE EXECUTE A CONTRACT THAT BINDS THE UNIVERSITY OR ITS SUBUNITS UNLESS HE/SHE HAS THE DELEGATED SIGNATURE AUTHORITY IN WRITING. • President, Provost, and VP for Finance are the only parties with authority to delegate.

33. Signatory Authority (cont’d) • CONTRACTS SIGNED BY EMPLOYEES WITHOUT DOCUMENTED SIGNATURE AUTHORITY MAY BE DEEMED VOID. • THE SIGNOR MAY BE PERSONALLY LIABLE FOR THE OBLIGATIONS ASSUMED UNDER SUCH CONTRACTS & • MAY BE SUBJECT TO DISCIPLINARY ACTION INCLUDING TERMINATION OF EMPLOYMENT

34. P-Cards Purchases are Contracts The P-Card may only be used for limited types of purchases: • Office products and supplies • Books and subscriptions • Approved dues for organizations • Conference registrations • Events catering • Printing and copy services

35. Competitive Bids • University regulations require that purchases of goods and services in excess of $2,500 be competitively bid. • Orders between $2,500 and $5,000 require a minimum of three oral quotes. • Orders of $5,000 or more require a minimum of three written quotes. • This policy may apply to contract renewals as well.

36. Resources • http://counsel.cua.edu/cuaspecific/contractreview • http://policies.cua.edu/finance/finance/Contracts/Contract.cfm • http://policies.cua.edu/finance/purchasing/Procurement/Full-Procurement.cfm • http://policies.cua.edu/employment/other/indemnification.cfm

37. The Catholic University of America Hardware and Software Purchasing Raylene Dufresne Director Instructional Technology

38. Overview • What is currently provided • Purchasing technology with University funds • Items of Interest • Process • Tablets

39. What is currently provided • Hardware • All faculty and staff receive a Windows desktop computer • All faculty and staff can access a network printer • Software • Faculty and staff computers have a standard set of software • Computer labs have a standard set of software • The list of software in each set is available on the University website computing.cua.edu/support/computer-software

40. Purchasing Technology with University Funds • Additional computing equipment must be purchased using a requisition, or through CPIT • Procurement cards, University AmEx cards or personal funds arenot authorized for purchase of University computing equipment and related items • Hardware must meet minimum requirements specified on the university websitecomputing.cua.edu/support/recommended-hardware.cfm

41. Items of Interest • Purchases through CPIT are easier and faster • CPIT will determine if hardware and software purchases are approved to work on network and with other appliances • CPIT will check the configuration of the hardware and software to see if they will work with each other • Hardware owned by University will receive an asset tag • Taxes – University does not pay them or reimburse them • Warranty – some purchases require that a warranty be purchased • Notebook computer purchases • A professional version of the operating system is required • e.g., Purchase Windows Professional, not Windows Home Premium • Windows 8 is not supported at CUA • Software may have site license available

42. Process • To start a technology purchase, fill out a support request ticket at help.cua.edu • Consultation • Questions about purchase • CPIT will research configuration and requirements • How to purchase: CPIT (recommended) or requisition • For most purchases, CPIT is faster and often less expensive • Large purchases must be made with a requisition • All technology purchases must go through CPIT for approval

43. Process (cont’d) • Computer setup • University desktop computers are deployed using hard drive imaging that provides a standard set of software • CPIT installs Microsoft Office and antivirus software on University-owned notebook computers • Certain notebook models are deployed using hard drive imaging, but most are not • Hardware Support • CPIT performs in-house hardware repairs for University desktop computers • CPIT provides basic hardware repairs for University-owned notebook computers – more complex hardware problems require a warranty repair by the vendor

44. Tablets • Purchasing a WiFi only model is recommended • The University will not pay for any cellular communication plans or charges for tablets • Apps • The University will not pay for tablet software applications ("apps") • University procurement cards/credit cards must not be used to purchase applications or “gift cards” that allow such purchase, and must not be registered on the tablet vendor's online store. • The University is investigating the business case for volume app purchases for Apple IOS tablets

45. The Catholic University of America Facilities Operations http://facilitiesoperations.cua.edu/

46. Overview • Introduction • Building Administrator System • Designation • Division interaction • Responsibilities • Requesting Services • Maintenance • Special Event Support • Projects

47. Emergency Evacuation Drills Hazardous Waste Management Radioactive Materials Management Bloodborne Pathogens Fire Protection Systems Inspection/Testing Asbestos Management Hazard Evaluations Risk Management & Insurance Administration Indoor Air Quality Evaluations Safety Training Environmental Health & Safety

48. Energy & Environmental Systems • Central Plant • Steam Generation • HVAC Systems • Distribution Lines • Controls • Electrical Services • Elevators • Utilities Planning • Utilities Procurement • Energy Management • Utility Projects • Project Commissioning • Compliance • Utilities Master Plan

49. Facilities Planning & Construction • Project Management • Facilities Design • New Construction & Renovation Management • Master Planning • Capital Improvement Plans • Space Planning • Facilities Asset Management

50. Facilities Maintenance • Building Maintenance • Plumbing • Painting • Structural • Grounds Maintenance • Mowing/edging/weed control • Snow Removal • Road/sidewalk repairs • Pest Management • Fleet Maintenance • Tag renewals • DC Inspections • Scheduled Maintenance • Custodial Services • Routine Cleaning • Special Event Support • Waste & Recycling