Finance Town Hall Meeting October 12, 2011

1. Finance Town Hall Meeting October 12, 2011

2. Overview • Employee Self-Service Phase II     • AP ACH payments    • Sponsored Accounting Update • Budget Office Update     • Revised Contract Policy/Process     • New SunTrust Corporate Card    • Compliance Awareness • Pay Card Update • Questions and Answers

3. Controller - Payroll • Employee Self-Service • (ESS)

4. What’s NEW in Employee Self Service (ESS)? • ESS currently allows you to: • View your Pay Checks online • View your W-2’s online • View your Federal tax information (W-4 forms) online • View direct deposit information online • Coming very soon, you will also be able to: • Enter your Federal W-4 exemptions online • Enter your Direct Deposit distributions online • Receive (.PDF) W-2 Wage & Tax Statements online

5. Benefits of Self Service • Payment information is available 24/7 • Current and archived W-2’s available at any time • Accessible from any computer with internet access • Current pay info. available 1 day prior to pay date • Reduces delivery time to receive W-2 Wage & Tax Statements • Saves time, labor, postage • It’s a green alternative!

6. Benefits of Self Service (continued) • Campus Accessibility - employees with computer access can utilize CUA PC • Computer kiosks available for viewing information in: • Payroll • Mullen Library • Computer Lab in Leahy Hall • Pryzbyla Center • Be careful with confidential data in common areas • Log out • Pick up printouts

7. Payroll: Employee Self-Service Main Menu

8. Payroll: Employee Self-Service (ESS) Main Menu

9. Payroll: ESS View Paycheck

10. Payroll: ESS Direct Deposit

11. Payroll: ESS Direct Deposit - ADD

12. Payroll: ESS Direct Deposit - EDIT

13. Payroll: ESS Direct Deposit - DELETE

14. Payroll: ESS W-4 Tax Information

15. Payroll: ESS W-4 Tax Information (cont’d.)

16. Payroll: ESS View W-2/W-2c Forms

17. Receive/View/Print W-2 in Employee Self Service • Coming soon, you will be required to grant Consent online to receive new and view previous year W-2 forms. • Consent Granted: • You will receive an email each year indicating your W-2 is available to view and print. • You will have access to view and print your W-2 history contained in the payroll system. • Consent Withdrawn: • A paper W-2 will be mailed to you no later than 1/31/12, and each year thereafter by January 31st. • You will not be able to view or print any of your W-2 documents.

18. Payroll: ESS W-2/W-2c Consent

19. Payroll: ESS W-2 Reissue Request

20. Controller – Accounts Payable • Automated Clearinghouse (ACH) • Payments

21. ACH Payments • ACH  electronic funds transfer/EFT/direct deposit • Available to all vendors • Also available to faculty and staff for reimbursements • Future plans to link to existing direct deposit data in payroll system

22. Benefits of ACH • Funds are placed directly into a bank account • Faster receipt of funds • Notification of funds being deposited into bank account • No lost checks

23. How You Can Help • Provide potential vendor names and specific contacts to Accounts Payable • Consider ACH for your next expense reimbursement

24. New Vendor Form for ACH Information

25. Other AP News and Reminders • Email notification of payment on PO • Day after check/ACH payment • Sent to PO requestor • Sent for PO payments only • Direct Pay Form restricted to: • Non-travel reimbursements • Memberships and registrations • Donations • Subscriptions • Honoraria • Petty cash reimbursements

26. Controller • Office of Sponsored Accounting

27. Who We Are – Office of Sponsored Accounting • Paul Harrison, Director – harrisop@cua.edu; x6402 • Susan Warshawsky, Grant Accounting Manager – warshawsky@cua.edu; x5039 • Tonya Gibbs, Senior Grant Accountant – gibbst@cua.edu; x5682 • Gina Martin, Grant Coordinator – marting@cua.edu; x5537 • Donna Pauletti, Grant Coordinator – paulettid@cua.edu; x6408

28. What We Do - Sponsored Accounting • Represent and protect CUA’s reputation and interests • Manage annual (OMB Circular A-133) federal audit of grant activity • Invoice sponsors and manage receivables (checks, EFT, federal line of credit draws)

29. What We Do - Sponsored Accounting • Establish grant budgets and Cardinal Financials set-up with notice from the Office of Sponsored Programs • Provide internal and external financial reporting • Review expense requests from grant funds: • Direct payments • Purchase requisitions • Scholarships • Faculty Appointments and Staff Hiring (EDF) • Travel Reimbursements

30. Office of Sponsored Accounting

31. For Fastest Service - Sponsored Accounting • Be familiar with relevant University policies: • Grants and Contracts Policy • Travel Policy • Both accessible on: http://treasurer.cua.edu/Sponsored/index.cfm • Understand and regularly monitor grant reports • We provide individual PI training • We help you understand how to use your reports to better manage your grant activities • We cannot help with the science!

32. Sponsored Accounting Website http://treasurer.cua.edu/Sponsored/index.cfm

33. Associate Vice President for Finance • Budget Office Update

34. 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 • Mandatory Request • Capital Requests • Position Control • Budget Transfers Budget Office Staff Directory • Budget Office: 230 LHY • [OPEN],Director, ext. 6731 • Fred Blair, Senior Budget Analyst, ext. 5553 • Provost and Academic areas • Law School • Development • Enrollment Management • Joe Miranda, Budget Analyst, ext. 6536 • President’s Office • Finance and Facilities • Student Life • OPEN, Budget Analyst, ext. 6355

35. Associate Vice President for Finance • Revised Contract Policy/Process

36. Revised Contract Policy/Process: Policy Highlights • The contract policy has been revised to clearly define the University’s review and approval requirements and protocols for signature authority • Contract initiators are responsible for conducting the preliminary contract review to ensure completeness and that purchases are consistent with the University’s mission, terms and conditions, and tax-exempt status • All contracts require General Counsel review and concurrence • The Bylaws of the University specify only the President is authorized to sign and execute contracts, however, he may delegate this responsibility to appropriate University officials • The Provost has the authority to sign contracts arising out of the normal academic operations of the University, e.g., grants and faculty appointments • The Vice President for Finance and Treasurer has the authority to sign contracts arising out of the normal business operations of the University • Additional limited delegations may be granted by the Provost and Vice President for Finance, but only in writing • All business contracts must be accompanied by a Contract/Agreement Routing Form

37. Revised Contract Policy/Process: Approval Routing Forms The Contract/Agreement Routing and Justification for Sole Source forms have been revised to facilitate the contract review and approval process Contract/Agreement Routing Form Justification for Sole Source Form • originates with the requesting department • ensures all information is complete • ensures all contracts are routed through General Counsel for review, concurrence, and sign-off • ensures all business contracts are routed through Procurement Services to facilitate review of all pertinent stakeholders • ensures funding is in place in advance of any contract negotiation • accompanies the Contract/Agreement Routing form for any contract that is “sole source” • provides a description of the unique product or service to be acquired and need placed on the University to acquire • describes evidence the contractor has the experience to provide the product or service needed

38. Associate Vice President for Finance • New SunTrust Corporate Travel Card

39. New SunTrust Corporate Travel Card • In order to centralize business-related travel expenditures: • Current AMEX cardholders will be transitioned to the SunTrust Visa Corporate Card (the travel card), which will result in: • Consistent controls and oversight • Streamline and integrate reporting capabilities • Consistent to-date and monthly reporting capabilities • AMEX cards will be limited to CUA’s Executive Officers and members of the President’s Council • The SunTrust corporate card is intended for staff and faulty who travel three or more times within a year on University business and mission

40. New SunTrust Corporate Travel Card, cont’d • The Sun Trust Visa Corporate Card is separate • and distinct from the Procurement card • University policies apply to all CUA card holders – active CUA faculty & staff • The Visa Corporate Card will be used for business-related entertainment and travel • Use of the Visa Corporate Travel Card must be in accordance with the university’s Travel Policy on allowable and prohibited transactions

41. New SunTrust Corporate Travel Card, cont’d • Cardholders can access one central portal, SunTrust ESP, to manage both the Pro-card and the corporate travel card • University liability with the SunTrust Visa versus individual liability with AMEX, e.g., CUA pays the monthly bill and has no impact on an employee’s personal credit standing • Global acceptance and purchasing flexibility with the Visa Corporate Card

42. New SunTrust Corporate Travel Card: Cardholder Responsibility • It is the cardholder’s responsibility to manage the card issued to them: • Know available funding at all times • Spend within budgeted limits • The university retains the rights to any incentives, rewards, or rebates resulting from the use of the Visa Corporate Travel Card. American Express incentives and rewards are taxable to employees when redeemed. • As with the Pro-card, personal charges are not permitted on the Visa Corporate Travel Card. Inadvertent personal charges made to the card must be settled within five (5) business days of the return travel date.

43. New SunTrust Corporate Travel Card: Program Roll-Out

44. Office of Treasury Services • Financial Pay Cards

45. Payroll: Skylight Financial Pay Card

46. Skylight Financial Pay Cards - Benefits Safe & convenient alternative to cash and checks Electronic alternative for under-banked or unbanked employees Funds available for use by 9am EST on payday Off-cycle payments can be delivered to the card – No more checks! 45

47. Payroll: Skylight Financial Pay Cards • Can be used anywhere Visa is accepted • Retail merchant purchases • Cash back at point of sale • Internet purchases • Restaurants • Reservations • Hotel • Airline 46

48. Payroll: Skylight Financial Pay Cards • Portable, should an employee change jobs • Monthly statements provided • Ability to manage accounts online including electronic statements, account activity, and history • Free text messaging to receive daily or weekly account balance, and or deposit and transaction alerts • 24/7 access to information via phone or web • Free live multi-lingual customer support, and 24/7 bilingual automated phone system

49. Payroll: Skylight Financial Pay Cards • Bill pay available • Deposits accepted • Money Gram Express Payment • Bank wire transfers • Tax refund deposits • Other employment 48

50. Payroll: Skylight Financial Pay Cards • Free Skylight Checks • Free Check Cashing • Any SunTrust Bank • Ace Cash Express • Visa Over the Counter Cash Disbursement • Allows cardholder to obtain 100% of available account balance at any Visa Member Bank = over 95,000 locations 49