F&A Advisory Group Suggestions

1. F&A Advisory Group Suggestions Responses & Proposed Changes Presented By: Leanne Marden Director of Fiscal Operations & Controller CONTROLLER’S OFFICE, UNIVERSITY OF MASSACHUSETTS BOSTON

2. Process to Add/Update Vendors • ISSUES: Turn-around time to add vendor/notification of vendor addition • FY 2013 Changes • Emergency vendor add requests are being forwarded directly to KrisAnn O’Herron • Vendors that have not been migrated to BuyWays only require a completed CON-01 Vendor Add/Update Information form • All Vendor Add/Update forms are logged and distributed daily to Accounts Payable staff • FY 2014 Initiatives • Monthly training will be conducted in 2014 – comprehensive Vendor and Payment workshops are in development/revision Controller’s Office

3. Process to Add/Update Vendors (cont’d …) • FY 2014 Initiatives(cont’d …) • Pursue measures for reporting on vendor addition/update metrics to identify root causes and identify opportunities for process changes • e.g. # of Days from receipt of CON-01 form to submission to Central Vendor Team • e.g. # of Days from receipt of CON-01 form to system date of vendor addition/update • Proposed Change: • Vendor forms which are incomplete (illegible, missing signatures, etc.) will be returned to the department with follow-up instructions attached Controller’s Office

4. Process to Add/Update Vendors (cont’d …) • Reminder: • All Finance system users have ability to look-up Vendors in PeopleSoft Finance; available Job Aid on Controller’s website: • How to Lookup a Vendor • URL: http://www.umb.edu/administration_finance/controller/job_aids • Contact Controller’s Office (7-5120) for status updates on Vendor additions/updates Controller’s Office

5. Accounts Payable Statistics Controller’s Office

6. Accounts Payable Statistics(cont’d …) Controller’s Office

7. Accounts Payable Statistics (cont’d …) Controller’s Office

8. Accounts Payable Statistics(cont’d …) We Need Your Help !!! • Review & Submit appropriate Vendor Forms well in advance • Send all invoices to Accounts Payable immediately • Further guidance on payment process will be provided in the Vendor/Payment Training ( in development ) Controller’s Office

9. Travel Cash Advances • Travel Cash Advance procedures have not changed (per Travel Policy FY09-CON-002-04 ) • Travel Cash Advances are currently allowed • Please Note: Future efforts will be made to minimize cash advances and provide alternative methods to alleviate out-of-pocket expenses for staff and faculty • The Controller’s Office and Internal Audit are monitoring outstanding Travel Cash Advances • Communication of all policy changes/updates are: • Reviewed by Grants & Finance Council; • Reviewed by F&A Advisory Members and; • Upon issuance, communicated to all Finance System users and F&A Advisory Members Controller’s Office

10. International Travel Contracts & Compliance and the Office of International and Transnational Affairs (OITA) are collaborating on International Travel initiatives: • Contracts & Compliance and OITA are piloting safety-related forms with several departments • Training is available for faculty, staff and students who plan to travel abroad (contact OITA for more information on training) • Terra Dotta RiskInfoSys (President’s Office initiative) establishes a registration database for faculty, staff and students traveling abroad from all 5 campuses (Amherst will pilot program) • International Travel Committee will be formed to review and prepare comprehensive international travel documentation for all campus departments • For more information please contact : Darryl Mayers (Assistant VC Contracts & Compliance) Controller’s Office

11. Signature Authorization Process • The Controller’s Office frequently receives inquiries regarding the difference between the signature authorization process and access to the Finance / BuyWays system • Signature Authorization Process: • A delegation of signature ( either electronic or wet signature) • Based on a variety of transactions (e.g. Budget submissions, HR & Payroll documents, expenditure documents, etc.) • Finance / BuyWays Access • CON-15 form (Request for Training & Access) is based on role(s) a staff member is responsible for in the Finance /BuyWays system (Financial Reporting, Procard Realloc., Requisition Entry/Approval, Expense Reimbursement Entry/Approval, etc.) • If online approval access is required, the staff member must also be a department signatory, as they are obligating funds on behalf of the University Controller’s Office

12. Questions / Comments ? Thank you for your feedback! Controller’s Office

13. Department Hiring Policy for Benefitted Employees Review the Hiring Guide Will be part of the policy after STEP 10

14. Department Hiring Policy for Benefitted Employees Changes made in Response to Comments • Clarify Background Checks • All new employees • After offer has been accepted • Spring • Clarify External Postings • Must be advertised by HR • Chargebacks

15. Department Hiring Policy for Benefitted Employees Changes made in Response to Comments • Clarify Info required for 1st round of interviews • Clarify Reference Checks • Required-Same individual • Staff-Hiring Manager or designee • Faculty- Search Committee

16. Department Hiring Policy for Benefitted Employees Changes made in Response to Comments • Added dept chair to offer letter for faculty • One form -- ODI Hiring Report & Data Collection Form Thank You!! Comments being encouraged until 12/14

17. Department Hiring Policy for Benefitted Employees TRAINING • HR Staff -- December, 2013 • Key Departments -- HR, ODI, Provost, ORSP, Budget & Planning December, 2013

18. Department Hiring Policy for Benefitted Employees TRAINING • HR Hiring Process—(staff and faculty) January 6-10, 2014 9 -11am and 1- 3pm January 13th 9-11am January 14th 9-11am and 1-3pm • Faculty Process Only January Assistant Dean’s Mtg.

19. Department Hiring Policy for Benefitted Employees Implementation Issue Final Policy—December 19th Effective Date—January 15, 2014 Questions

20. BuyWays Upgrade Classic vs. Phoenix Contracts & Compliance

21. BuyWays Upgrade • BuyWays will enable a new user interface called Phoenix in January 2014. • SciQuest has a long term commitment to enhance the interface to create a better overall user experience. • Current Classic interface • tab-driven menu that is always present across the top of the page. • New Phoenix interface • features a slide-out menu. • menu items stay out of the way until they are needed for a cleaner, less cluttered site.

22. New Menu New Icons

23. BuyWays Upgrade Monday, November 25th: All BuyWays users will receive: • Instructions for switching from the current Classic Interface to the new Phoenix Interface • A description of the system functions that have changed Optional drop in training will be available on the following dates: • Wednesday, December 4th @10:00 and @2:00 • Wednesday, December 11th @2:00 If you have any questions, please call the Procurement Help Line @7-5060.

24. UNIVERSITY OF MASSACHUSETTS BOSTONBudget & Financial PlanningRevenue Update Nov 2013 Jessica Gelabert Senior Budget & Policy Analyst

25. Unrestricted Revenue SummaryOct 2013

26. Tuition & Student Fees

27. Headcount to Revenue Headcount Student FTE Undergrad/Graduate Resident/Non-Resident Waivers Net Revenue

28. Revenue Operations