A new WEB Server now hosts the University Financial Applications (Management Reports, Chartfield Lookups, etc.). This change should be transparent to the End-User.

Please contact someone in Financial and Business Services immediately if you experience any problems. 

Financial and Business Services is excited to announce the addition of the “Payment Card Acceptance/eCommerce” pages to its Web Presence.  You can view the new content at http://fbs.admin.utah.edu/index.php/payment_card.  This additional information will be helpful for departments across the University,  as they engage in business transactions using either Payment Cards or eCommerce.

Two new FORMS pages have been added to the FBS web presence.  This will enable visitors to have access to all the FBS forms in one place.  The forms are sorted alphabetically and by department.  A FORMS link on the top row of the FBS website has been added.  This will make it easy to find the form you need especially if you are not sure which department to look in for that form.  This is similar to the FORMS pages in the FBS pagelet in CIS.  On September 15, 2008, the FORMS links on the FBS pagelet will be changed to direct users to the new FBS FORMS pages.

All departments accepting credit card payments by any means, including third party software are subject to Payment Card Industry Data Security Standards.  (PCI DSS) The Income Accounting and Student Loan Office along with the Compliance Office of OIT will be developing mandatory procedures to help University departments understand these security standards and to remain compliant in order to protect both the University and our customers. 

An Administrative Rule has been developed to describe the basis for and plan to incorporate these compliance procedures:

Effective July 1, 2008, special fees assessed to students will be recorded using general ledger account 4077X. All existing default chart strings for special fees will be changed automatically to the new range effective with for the 2008-2009 fiscal year and beyond. Information regarding what constitutes a special fee can be found in the Policy and Procedures Manual (http://www.admin.utah.edu/ppmanual/3/3-8R5.html). All new special fee requests will be coded using the new range. Special Fee Request forms will be changed to reflect the new accounting information. Please be sure you are using the correct form when requesting a new fee. You do not need to take any action, however, for existing fees. The form to request a new special fee can be found at the following web address: http://www.humis.utah.edu/humis/docs/organization_269_1180469506.PDF

The form will be modified to “hard code” the general ledger account to 4077X. In the meantime, please be sure to use the proper general ledger account when completing the form. We will begin making this change with the April 2008 bills for summer session. This change is necessary in order to provide accurate reporting on the University’s financial report and to various governing bodies. Because of the impact to institutional reporting, it is important that journal entries not be used to move transactions off this general ledger account range once they’ve been posted. If you have questions, please contact either Sandy Hughes (sandy.hughes@utah.edu) or Steve Allen (steve.allen@admin.utah.edu).

You may now input your chartfield account distribution into a template and save it permanently for future use. This function will allow you to create templates of one chartfield, or a group of chartfields, used most often when you are preparing a departmental deposit. Once the template is created, you need only to select the template within the Departmental Deposit application and copy it with one keystroke.

To Access:

• Go To “Employee Tab” under CIS.
• Find “Financials & Business Services”, and then “Processing”.
• Select “Chartfield Templates”.
• Select the “Add a Value” to create a new template
• Input the “Business Unit” and “OrgID” you use to prepare your departmental deposits.
• Assign a name for the “Chartfield Template”.
• Press “Add”.
• Input a “Short Description” (required) and a “Long Description” (optional).
• Input the chartfield string.
• The “Amount” and “Description” are optional, but if input would be saved to template to display each time that template is selected.
• To add more lines for input, press the “+” sign.
• To delete a line, press the “-“ sign.
• Once everything is input and complete, press the “Save” button to save your template.
• To review an existing template, go to the “Find an Existing Value” tab on the first page of the “Chartfield Templates” selection.

To Use A Template(s):

• Select the template of choice before you input anything into the chartfield distribution.
• Add or delete any amount or description to the chartfields.
• Once you are finished with your input, if you have any lines that you are not using, check the “Delete Zero/Blank Amount Rows”, press “Save”, and the unpopulated row(s) will be deleted.

Recently, a University department was contacted by a person claiming to represent a firm called America One, who indicated that credit card rates were going up, resulting in the need to reprogram their credit card machines. This representation is fraudulent. All maintenance of credit card machines is handled by Income Accounting and Student Loan Services. Unless instructed otherwise, all contact regarding credit card processing on campus will come through this office. Please be aware that the credit card machines on campus are programmed remotely and do not require someone to actually re-program the machine.

If anyone contacts you or your department requesting that you provide credit card information, please take their name, phone number, and company name, and report the incident to the Income Accounting and Student Loan Services Department, at 581-3968. Do not provide confidential information regarding credit cards to anyone without first contacting Income Accounting and Student Loan Services.

Any questions you may have concerning credit card issues can also be referred to this phone number. Please make sure that this information is passed on to the appropriate people within your organization.

Jeffrey West, Associate Vice President of Financial and Business Services, has provided supplementary information regarding the University’s acceptance of credit card payments. If your department accepts credit cards or is contemplating credit card payments, please review the memorandum issued January 22, 2007.

Financial & Business Services Organizational Changes

We recently welcomed a new staff member into our midst – Theresa Ashman, as our Controller/Director of Financial Management. Theresa comes to us from Purdue University where she held a variety of financial administration positions over the past 14 years. We look forward to working with her.

We’ve taken this opportunity to examine our organizational structure and have made some additional changes that we hope will better align our personnel strengths with our mission, vision, and values statements.

Some individuals have been asked to take on additional duties, and others to change either their focus or reporting responsibilities.

Personnel assignment and reporting changes are as follows:

• Kori DeHaan has been given additional responsibilities and now reports directly to Jeffrey West. Kori’s new title is “Manager - Travel, Training & Policy Coordination.”
• Laura Howat has been given additional responsibilities and will continue reporting to the Controller. Income Accounting and Accounts Payable now report directly to Laura. Laura’s new title is “Associate Director – Accounting Operations & Controls.”
• Barbara Nielsen now reports to the Controller, and has been given a new title, “Associate Director - Compliance Accounting & Reporting.” Property Accounting now reports directly to Barbara.
• Jim Parker has been given additional responsibilities. The Support Service Units (Stores/Receiving, Surplus & Salvage, and Central Mail) now report directly to Jim.
• Dave Heaps, Manager of Investment & Endowment Accounting, now reports to the Controller.

Unit name changes taking place in connection with this organizational realignment:

• Purchasing becomes Procurement & Supply Management (Jim Parker)
• Financial Information Services becomes Financial Solutions (Dean Church)
• Governmental Accounting becomes Management Accounting & Analysis (David Beckstrom)
• Research Accounting becomes Grants & Contracts Accounting (Gary Gledhill)

For an overall visual representation of the new Financial & Business Services organization, please view our organizational chart at this link: http://fbs.admin.utah.edu/index.php/home/home-organizational-chart/

The “Year-End Informatin & Dates” link at the bottom of the Administrative Financials section of CIS (Campus Information System) has been updated for the close of the current fiscal year. Please review the document for any dates that may apply to you.