A&S Business Center. Prepared for DM Meeting 3/15/17

Transcription

1 A&S Business Center Prepared for DM Meeting 3/15/17

2 About Us We provide support of all financial processes to the College of Arts & Sciences Teams are organized by Budgeting, Operations, and HR Physical location, 361 Jacobs Science Building, with a small number of staff on the 2 nd floor of POT Our website: Shared s: Financial Operations: asbc@uky.edu Budgeting: asbudget@uky.edu Grants: asgrants@uky.edu Payroll: aspayroll@uky.edu

3 Business Center Organizational Chart

4 Business Center-By the Numbers Since Mid-September 2016 (Triage Implementation) Payroll Actions Processed: 2,675 FLSA Actions: 55 Delimited Positions: 1,082 Positions Posted: 79 Visiting Speakers/Restaurant Requests: 820 Purchasing: 2,555 Travel & Students Awards: 516 Budget Transfers: 300 Grant proposals: 350 Procard Edits: 6,624 Cost Centers: 983 Grants: 258 active grants Service Centers: Added the first two, several more currently in the works Currently Serve: 19 Departments and 26 Programs, approximately 450 Faculty *Items that were previously entered in Waggle are not included

5 Changes & Challenges TRIP Delay to Budget Process FLSA Online Base Pay Waggle Triage Eliminating Shadow Systems (move to SIO s) Physical move of offices 5 office spaces to 1 Going paperless Changing positions Learning curve

6 Who Do I contact? In most cases, jobs are structured by task rather than department If you enter a triage ticket it goes into a queue, can easily be moved to another queue if necessary

7 SharePoint How do I get logged on? What kind of access do I have? What is the structure of the department s folders? Chair s Reports Master Budget (overall recurring & nonrecurring commitments to the Dept). Monthly Reports- Budget vs Actual Summary report, SIO Detail Report, Grant Summary, Endowment Report, and Monthly Reconciliations. Faculty Reports arranged by Faculty member, and will include Start-up accounts, grants summary reports, and if there is an allocation will include report by that SIO number. Instruction may be used in the future for TRS Reports Payroll used to gather payroll data between semesters More information for the above questions can be found here.

8 Financial Reporting Chair Reports will be updated monthly, Faculty Reports updated quarterly Monthly PI Reports are provided directly to the PI by RFS (formerly SPA), summary reports are provided ad hoc by the grants post-award team Statistical Internal Order (SIO) Reports will be used to track expenses for small pots of money Tutorials will be made available online soon for how to read your department s reports

9 Statistical Internal Orders (SIOs)

10 Frequently Asked Questions I have a question, but I m unsure of who to contact Submit Ask A Question with your request and we will tag the triage ticket with the staff member that can assist you. If you are unsure if your request fits into one of the other categories (Purchasing, A/P, payroll, travel, etc.) please feel free to use this method. How do I read our department s monthly reports? Tutorials will be listed under Frequently Asked Questions on the Business Center s page on A&S website (URL on next slide). I want to drop off documentation but I don t know where. There are three locations to where you can drop off documentation: (1) Float Desk in POT, (2) Inbox outside of Joe Wiley s office in 361 JSB, or (3) baskets on counters at each cubicle in JSB.

11 Frequently Asked Questions - Continued Does the Business Center need paper documentation, or is a scan sufficient? Scanned documentation is all that is needed for our records. Once you have attached the scans to a triage ticket, a Business Center staff member will leave a note for you indicating that you may discard the paper documentation. Except for the following: W-9 s or documents that contain social security numbers Post-Doc Notice of Appointment Forms Original Transcripts (unless an electronic transcript is provided)

12 Frequently Asked Questions - Continued What is the runner schedule? Information for that requested can be found online under Frequently Asked Questions. Who is tagged on tickets? All lead DM s will be tagged on their department s triage tickets. How do I remove myself from receiving so many Triage s? Instructions are found online under Frequently Asked Questions or here. Will this PowerPoint be made available for reference? Yes! It will be on the Business Center s website under Frequently Asked Questions. URL:

13 What s to come Ecrt Block Funding DOEs Payroll Spreadsheets New procards Closing Schedule Spinifex Report-quarterly