Customer Site Visits

Posted May 28, 2010 in Accounts Payable, Controller, Financial Reporting and Accounting, Grants and Contracts Accounting, Income Accounting, Management Accounting and Analysis, Payment Card Acceptance/E-Commerce, Property Accounting, Tax Services.

The Controller’s Office is pleased to announce the launch of a new outreach effort – Customer Site Visits. Visits provide an opportunity for the departments of the Controller’s area to learn more about the various programs and initiatives on campus so that we can assist these areas more effectively. Please visit our new website for more information about the initiative; to see photos of recent Visits; and to express an interest in being a “host”. We very much appreciate your support for this effort!

If you have questions or concerns, please If you have questions or concerns, please ask us

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State Auditor’s Visit

Posted May 17, 2010 in Controller and tagged .

Click here to view a memo from Theresa Ashman, University Controller, regarding the upcoming visits from the State Auditor’s Office.

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Endowment Projections – Q3 FY 2010

Posted May 13, 2010 in Endowment & Investment Accounting, Financial Reporting and Accounting.

The ending quarter endowment pool unit market value for March 31, 2010, is $191.97 per unit. This information is necessary for Method 2 of projecting endowment income and is provided quarterly through FS News. All other factors in the instructions remain the same through the fiscal year. For detailed instructions on how to project endowment income, please click here.

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New Accounts Payable Manager

Posted May 10, 2010 in Accounts Payable, Controller.

Financial and Business Services is pleased to announce that Perry Hull will be the new Accounts Payable Manager, effective June 1, 2010. This will start the transition to the Accounts Payable reorganization of two teams, Accounts Payable and Payables Processing. Payables Processing will be led by Manager John Downing. Perry brings twenty years of diverse University experience.

See FS News Post, “Changes to Accounts Payable”  for more information.

If you have questions or concerns, please If you have questions or concerns, please ask us

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FBS Web Enhancements – New Site Map

Posted April 8, 2010 in Financial Services and tagged .

Have you ever wanted to find a page in the FS Web presence, but were not sure which department hosted the page?  The new SITE MAP will make it easier to find any page in the website.  The site map has been added to the gold bar at the top every page.

Site Map

Click on the SITE MAP to be directed to a page which lists every page in all departments of Financial & Business Services.   The list is alphabetical.  If you have a page you desire to find, select that letter of the alphabet to be taken to the listing of pages starting with that letter.  The list is hyperlinks to the page.  To the right of each page listing is the name of the department that hosts the page.  Check it out!

The SITE MAP is also organized by department.  At the top of the SITE MAP is a link to the Department SITE MAP.  Each department is listed with the names of the pages that it hosts listed below.

Don’t forget, we also have the INDEX organized alphabetically and by department to help you learn about Financial & Business Services.

We welcome your feedback and questions, just Ask Us

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Proposed Wire Transfer Form – Opinions Wanted

Posted April 2, 2010 in Accounts Payable and tagged .

Wire Transfer requests are currently being sent using the Payment Request form. The Payment Request form does not provide the desired information for a Wire Transfer. A new form has been designed to be used exclusively for Wire Transfers for the Investments Office. Our desire is that this form is easy to use for you, while providing the appropriate information for us. We would like your opinion of the proposed form.  (don’t be shy)  We would also like to know how much notice you would need before this form went live.

Feedback will be accepted through April 30, 2010.

Click here for a draft of the Domestic Wire Transfer Form.
Click here for a draft of the International Wire Transfer Form.

To give us your feedback on the form, click  Give us your feedbackand write your feedback in the “Question” box.

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Momentum Newsletter – April 1, 2010

Posted March 31, 2010 in Financial Services and tagged .

The Momentum Newsletter is published quarterly and is meant for the use and benefit of the University of Utah Campus Community. Follow the links from this page to see the full articles…

A full Printable Version  of this newsletter is also available to forward to your colleagues.

FS Header

Notable Changes

Policy Changes:

Since our last newsletter, the Board of Trustees has approved 3 Policy revisions and 2 new Policies.  Learn more about…

3-002: Administration of State Appropriated Funds

3-004: Signing Official Documents

3-011: Petty Cash Funds

3-018: Internal Controls (New)

3-043: Intangible Assets (New)

Process Spotlight

Process: Reportable (1099) Transactions and Withholding…

FS TipShare this information with all persons who prepare Payment Requests.  This information will clarify when a vendor payment transaction may be a reportable transaction, and what happens when the transaction is complete.

Learn more…

 

$Y$ - Happenings

New Systems Developments:

We have developed a new Training application allowing FS to have online quizzes to test user’s knowledge.  This feature will enable us to develop more online training modules.

PeopleSoft Upgrade:

We have completed a successful PeopleSoft upgrade to V9.0.

Read more…

 FS Community

  Accounts Payable…

Did you know that Accounts Payable is being reorganized into two distinct teams of professionals?

Check it out!

FS Service Awards… Find out who is celebrating 35 years with the University this June! 

Read More…

Purchasing Card

This issue’s focus: PaymentNet.

  • How can PaymentNet help you?
  • How does it differ from the CIS Reallocation system?
  • What features are available through PaymentNet?
  • How do I get access?

Find out more…

 

Upcoming Events

Schedule Travel Services for a meeting:

We invite you to schedule our Travel Services staff for your next group meeting to learn more about:

  • Our procedures
  • Travel industry news
  • Answer your department’s questions

Find out how…

Internal Controls Corner

Do you know how to file an anonymous report when you suspect fraud?

Share Your Ideas
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Changes to Accounts Payable

Posted March 22, 2010 in Accounts Payable.

Over the remainder of the fiscal year, we will be transitioning to a new model for accounts payable at the U. The goal is to streamline operations by allowing two teams to focus on very specific processes and responsibilities.

In general, here’s what to expect:

Payables Processing – this team will be led by Manager John Downing. The team’s primary responsibilities will be data integrity for the PeopleSoft AP module, vendor maintenance, and data entry of approved documents.

Accounts Payable – this team will be led by a new Manager. The position will be posted this week. The team’s primary responsibilities will be the review, routing, and approval of documents, working with departments to resolve issues, training, and post-audit analysis of data.

All current employees of Accounts Payable have been assigned to one of the new teams. Once the new position is filled, we will begin planning the transition in greater detail and hope to have everything in place and operational by July 1. As additional changes are planned, we will communicate them through various FS websites and through FSNews. In the meantime, we are continuing with “business as usual” and no change on your part is required – yet.

If you have questions or concerns, please If you have questions or concerns, please ask us

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Journal Entries Created in the NEW e-Journal Entry Web Application

Posted March 22, 2010 in Financial Reporting and Accounting, Grants and Contracts Accounting, Property Accounting and tagged , .

Limited use of the new e-Journal Entry application has begun! Central Administration is now entering some internal journals, as well as paper pdf journal forms submitted by departments, using the new system. (A scanned image of the paper pdf journal form will be attached as backup documentation for the e-Journal and viewable on the e-Journal Entry backup tab.) The e-Journal Entry web application will eventually replace the manual, paper-based process that requires the General Journal Entry pdf form submission. As Central Administration becomes comfortable with the application they will begin a careful, controlled rollout to campus, allowing departments to prepare their journal entries right in the system. Look for future news posts announcing the rollout.

Why a new system for creating Journal Entries? The e-Journal Entry web application was developed to make the journal entry process more efficient by eliminating dual data entry and the need for paper, among many other benefits. The new application provides for more transparency throughout the process, giving users the ability to track their journals as they change hands, making their way to the General Ledger, and after posting as a permanent record of the transaction.

How do I view my journals created in the new system? Once posted to the General Ledger, e-Journal Entries will still be viewable from the spyglass (Ask Us or Share Your Ideas) on the Journal Detail Management Report. However, instead of viewing a scanned image of the submitted General Journal Entry paper form, the spyglass will open the journal right in the new e-Journal Entry web application. As departments begin entering journal entries directly into the new system, there will no longer be a need to submit the paper pdf form.

For a preview of an e-Journal Entry, view the Quick Guide to Navigating an e-Journal Entry.

If you have any questions about viewing an e-Journal, please do not hesitate toe-Journal Questions or Suggestions

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Endowment Projections – Q2 FY 2010

Posted March 12, 2010 in Endowment & Investment Accounting, Financial Reporting and Accounting.

The ending quarter endowment pool unit market value for December 31, 2009, is $190.12 per unit. This information is necessary for Method 2 of projecting endowment income and is provided quarterly through FS News. All other factors in the instructions remain the same through the fiscal year. For detailed instructions on how to project endowment income, please click here.

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