Welcome College of Pharmacy - PowerPoint Presentation

Slide1

WelcomeCollege of PharmacyBusiness Process RetreatJune 28 – June 29Slide2

IntroductionsBusiness Affairs Office ChangesOneSource Resources

OneSource Access

DocuwareChart of AccountsFixed AssetsAccounts PayableSlide3

P-CardsTouchnet (Deposits)Grants

Foundation

ReportingUGA Finance & Administration Updated Policy WebsiteHuman Capital ManagementContact InformationWrap UpSlide4

Today’s Schedule11:30 – 12:15 Opening Remarks

OneSource Overview12:15 – 1:15 Lunch Break1:15 – 5:00 TrainingSlide5

One Source ResourcesOneSource Website https

://onesource.uga.edu

/OneSource Training Resources https://onesource.uga.edu/resources/training/OneSource Training Library

https

://

training.onesource.uga.edu/UPK_Training/OneSourceOL/Publishing%20Content/PlayerPackage/data/toc.html

FY18 Year End Travel Information

https://onesource.uga.edu/_

resources/files/documents/fy18_year_end_travel.pdfSlide6

One Source AccessHow do I login into the UGA Financial Management System?https://onesource.uga.edu

/

Click on the UGA Financial Management System Select Login to UGA Financial Management System (First, Red Tile)If you are at the Athens campus, you will authenticate through the Central Authentication Service (CAS.)

Off-campus and non-Athens Locations users will need to use the VPN to access the UGA Financial Management System. Slide7

One Source Access - VPNThe following is a step-by-step process to logging into the VPN for the first time. Based on what you already have downloaded or are enrolled in, you may be able to skip through some of these steps.

If you have not enrolled in Archpass Duo, you'll need to do this first. This is our dual authentication service. My preferred method of receiving a PIN from this is through the “Duo Mobile by Duo Security” app in which you will need to download on your phone. Instructions to enroll: https://eits.uga.edu/access_and_security/infosec/tools/archpass/

Next

will need to download our

Cisco AnyConnect VPN

application on your computer.

Instructions to

download:

https

://eits.uga.edu/access_and_security/infosec/tools/vpn/ (The download link is located at the bottom of the page)   Slide8

One Source ChangesThe University Business and Accounting Services

Reorganization will become Finance DivisionSlide9

Univ

e

rsity of

G

eo

rg

i

a

F

in

a

n

c

e

D

i

v

i

s

ion

Post Award Accounting

Allison Davis

06

/

01

/

201

8

Vice President Ryan Nesbit

Budget & Financial Planning

Operating Budget Ken McCollum

Analysis & Forecasting Ken McCollum

Capital Budget Clayton Wilcox

Accounting Services Chad Cleveland

Accounting Allison Davis

Financial Reporting Darlene McConnell

Asset Management Craig Matthews

Commitment Control/Commitment Accounting Celise

Elder

Operations Elisa Collins

Payroll Julie Camp

Bursar & Treasury Services

Lisa McCleary

Bursar & Treasury Services

Thérèse Hodges

Student Account Services & Accounts Receivable Nicole

Moon

Treasure Services Kimberly Seabolt

Endowments Judy Scott

Global Business Coordination

Lisa McCleary

Business Services Kathy McCarty

Accounts Payable Jennifer Dunlap

Procurement Annette Evans

Administrative Services

Bulldog Print + Design Harold Waters

Directory Assistance Christine Long

Mail & Receiving Services

Dwayne Weaver

Support Services

Service Desk William Knight

Programs Crystal Rogers

IT Support Brandon Silvers

OneSource Holley Schramski

Associate Vice President Holley Schramski

Sr. Associate Vice President & Budget Director

James ShoreSlide10

Docuware

The College of Pharmacy will be using Docuware in a different manner with the implementation of the UGA Financial Management System.

The College of Pharmacy will continue to use for P-Card approvals

If other transactions require scanning in Docuware, the BAO will communicate with the CollegeSlide11

DocuwareNew Cabinets in DocuwareSlide12

Business Affairs Office ChangesThe Business Affairs Office will continue to be your one stop shop for fiscal and administrative assistance at the College of Pharmacy. With the implementation of the OneSource Project the structure of the Business Affairs Office is changing to better serve the College of Pharmacy.

Fiscal Responsibilities includes all aspects of business operations for the assigned department(s) including state, sales and service, grants, and all other accounts. This includes reporting, reconciling, processing payroll, approving all financial transactions, budget management, grants management, budget analysis, etc. following all applicable laws, policies and procedures.

Melba Shelton Fiscal responsibilities for all foundation accounts

UGA

Mart, Payment Request, Travel for the Finance & Administration Unit including the

Business

Affairs Office, Facilities Management and Administration/Technical Support

website: onesource.uga.edu

email:

onesource@uga.edu

service desk: 706-542-0202Slide13

Business Affairs Office ChangesKirsten Jackson Fiscal

responsibilities for the Clinical & Administrative Pharmacy Department

Federal Work-Study Liaison backupFoundation backupCaitlin BaerneFiscal responsibilities for the Pharmaceutical & Biomedical Sciences Department

website: onesource.uga.edu

email:

onesource@uga.edu

service desk: 706-542-0202Slide14

Business Affairs Office ChangesDonella MooreFiscal responsibilities for the Dean’s Office:

Associate Dean Francisco

Associate Dean for Science Education, Research & Technology (Dr. Bartlett)Student AffairsInstructional Design & Technology OfficeExternal AffairsOffice of Continuing Professional Development & OutreachAdministrative & Network Technologies OfficeInt'l Biomedical Regulatory Sciences and Clinical Trials DepartmentExperience

Programs

Federal Work-Study Liaison

Telephone Billing

Management of state vehicle program including gas receipt reconciliation

Accounts Receivables (MOU invoices, Student Affairs Income, Drug Discovery billing)

website: onesource.uga.edu

email:

onesource@uga.edu

service desk: 706-542-0202Slide15

Business Affairs Office ChangesJennifer Caplinger – remains the sameProposal Preparation Support

Technical Review

Budget DevelopmentAuthorized to submit proposals on behalf of the UniversityEffort MonitoringLiaison to Office of Research for the CollegePoint of Contact for sponsor requests that require prior approval

website: onesource.uga.edu

email:

onesource@uga.edu

service desk: 706-542-0202Slide16

Business Affairs Office Changes

website: onesource.uga.edu

email:

onesource@uga.edu

service desk: 706-542-0202Slide17

Chart of AccountsOverview of new Chart FieldsIn your role, you will need to understand the chart strings for your areas. The chart strings are made up of the following chart fields. Not all the chart fields will be used for most areas.

Once any transaction is submitted, the chart string cannot be updated or changed. The transaction will need to be returned to the initiator.

Fund (5 digits) – It identifies the source. Example - funds that begin with 10 are for Education and General.Program (5 digits) – It identifies what the expenditure is supporting. Example – programs that begin with 12 are for Research.Class (5 digits) – It provides more detail about the source of funding. Example – class codes that begin with a 1 are for General Operations. All class codes that begin with 67 are for the UGA Foundation.

Department (8 characters) – Who (College of Pharmacy starts with 30)

Operating Unit (3 characters) – Location (optional) Example – ALB is for Albany

Chartfield

1 (10 characters) - allows for additional reporting capability (optional) Example – 30IPPE – used to track IPPE expenditures in Experience Programs.Slide18

Chart of AccountsDepartment (8 characters) – College of Pharmacy Departments start with 30 The College of Pharmacy has 121 Department Numbers in the new System

Department Number

Details:Slide19

Chart of AccountsOperating Unit (3 characters) – Location (optional) Example – ALB is for AlbanyChartfield 1 (10 characters) - allows for additional reporting capability (optional) Example – 30IPPE – used to track IPPE expenditures in Experience Programs.

Project ID (15 characters) – Specific projects with restricted budgets

PC Business Unit (5 digits) – required if Project ID is usedActivity ID (3 characters) – required if Project ID is usedAccount Code (6 digits) – transaction classificationBudget Reference (4 digits) – refers to Fiscal YearSlide20

Chart of AccountsSpeedType or Accounting Tag is a shortcut to be used to identify a chart string

A SpeedType cannot include the Account Code or Budget Reference. They both need to be entered with most transactions.

SpeedTypes are not stored in the UGA Financial Management System.All College of Pharmacy SpeedTypes must start with a 30.College of Pharmacy SpeedType Request – used to request a new speedtype.Slide21

Created

6/25/18

R

e

qu

e

s

te

d

S

p

ee

d

T

y

pe

(mu

st

s

ta

rt

with 30)

S

peedTy

pe Des

cription

R

e

que

stor:

Date Approv

er:

Date Co

mpleted:

Date

Colle

ge of

Pharmac

y SpeedType

Request F

orm

Fun

d Code

(5)

P

rogr

am (5)

D

e

partme

nt (8)

C

l

a

ss Fie

ld (5

)

Op

e

rat

ing

Unit (

3)

P

C Business Unit (

5)

P

roject (15

)

Ch

artfield

1 (10)Slide22

Chart of AccountsSlide23

Fixed AssetsAs of January 1, 2018, The University of Georgia updated the inventory cost threshold to $3,000. As part of this change, the College of Pharmacy has made the decision to continue tagging the following items:

Desktop computers

Laptop computersTablet computersTelevision setsVideo projectors

V

ideoconferencing

codecs

T

ouch

screen panels

V

ideo camerasOther items as requested by the responsible faculty/staff memberSlide24

Fixed AssetsHow does this change impact you?You will need to use the following chart fields (account codes) when ordering any items that have been deemed as inventory by the College. Selecting this account code will ensure the transaction routes to Property Control. Charges to the accounts below should not exceed $4,999.99 per item.

Account

Descr

Example 1

Example 2

743200

Equip Purch-Small Val-Invent

$750.00 Microscope  - Department/Unit has a need to inventory at $750.00

$4500.00 microscope – required to be on inventory

743500

Furnit/Fix-Small Val-Invent

$1000.00 Desk – Department/Unit has a need to inventory at $1000.00

$3000.00 Desk – Required to be on inventory

744200

IT Equip Inventory

$499.00 iPad – Department/Unit has a need to inventory at $499.00

$4000.00 Server – Required to be on inventorySlide25

Fixed AssetsAdditionally, please note that the item is to be inventoried on the Internal Notes section in UGA Mart. Slide26

Summary

-

Requisition

104685190

h

ttp

s

:

//s

o

l

u

t

i

ons.sciquest.com/apps/Router/ReqSumrnaryPrinterFriendly?Reqld

=

1

046851

9

.

..

6/21/2018

Summary

-

Req

u

i

s

itio

n 104685

190

Gen

eral

Pendi

ng Department

Approva l

6/21/20

18 9

:02 AM

2018

-06-

18 l

rb7601

Shipping

Status

Sh

i

p

To

Attn:Leslie

Standridge

Dept

.:

571

-

PHARMACEUTI

CAL &

IIRM 302B

OMED SCIENCRoom:

440PS Dept

MAIL

& RCVG

SVCS 4435

ATLANTA HWY

ATHENS, GA

30606United States

Subm

itted Cart Name

Cart

Description

17/

18 TEST

Prior

ityRequested Delivery

Ship V

iaNorm

al

6/21/201

8

Best Carri

er-Best Way

Lesli

e Standridge

no value

Requisit

ioner Buyer

B

idI

nformation

no value

CESS

Approval#

FMD

Work Order

FMD Work

Order PhaseShared

Cart

no

value

no value

no

value

PO Clauses

Equal

Oppo

rtunityUGA

Terms

& Condi

ti

ons

033

Export

Control

Accounting

Co

d

es

I

MS

Account

1

0

1

1

GJ57

1

000

PHARMACEUTICA

L

&

BIOMED

SCIENC

I

nt

e

r

n

al

N

o

t

es

a

n

d

A

t

t

a

ch

m

e

n

t

s

Page

1

of

2

Billing

Bill

T

o

Attn

:

ACCOUNTS

PAYABLE

BUS

I

N

ESS

SERVICES

BLDG

424

E

BROAD

ST

I

I

ATHEN

S

,

GA

30602-42

14United States

Billing OptionsAccounting Date

6/21/2018

Detail Object

71410G ENERAL OFFICE SU PPLIES

Internal Note

External Notes and AttachmentsNote to Supplier Del to room 440PS

JAttachments for supplie_r.,.

-=- ,-- ­

Vendor I Line Item Details

This item will need a property

tag

Internal Attachments

APPLE COMPUTER INCUGA -cXML ePro - DO NOT USE NON-CATALOG OPTIO

Contract

99999-SPD­

T20

1

5

1

00

1

-0001Slide27

Fixed AssetsFixed Assets will be maintained in the new UGA Financial Management System by the College of Pharmacy.

The RUSS

system is going away. RUSS will stay active through July 12, to permit authorizations and renewals that were submitted prior to July 1 to work their way through the approver process, but no new requests can be added after June 30

.

The Authorization process for the College of Pharmacy will be completed internally and as a part of the College’s annual equipment inventory process.Slide28

Fixed AssetsThe authorization process will be greatly streamlined.  In OneSource there will be no approver chains that have to be set individually up for each employee by Property Control IT support personnel before someone can request authorization.

Ken Schroder and Brad Brown are developing a simple to use Kace Help Desk ticket system for requesting authorization and retuning equipment to campus. It will also be used to report any changes to inventory items – i.e. moved to another location or employee, etc..Slide29

Fixed AssetsThe current plan is to have the Kace ticket

system

route to Ken Schroder, with Jessica Hart and Melissa Hunter as backups. The service goal is all authorizations should be approved no later than the end of the next business day after complete and accurate submission of the request ticket.As a short term interim measure, requests can be submitted by e-mail to Ken Schroder.

When

the

Kace

ticket system goes

live, Ken will do a College wide announcement with any additional information that is required.

 Slide30

Fixed AssetsSlide31

Accounts PayableWith implementation of the new UGA Financial Management System, the Accounts Payable Office will have 3 functional areas:Travel and Encumbrances – for employees only

Purchase Order Payment Section – Process PO payments for UGA Mart

Payment Requests Slide32

Accounts Payable – Travel & ExpenseThe Travel and Expense module will be used to process all employee payments and to create travel authorizations. Employee payments include travel and non-travel expenses. These will not route through the payment request system.

Travel Authorizations in the system are required by UGA for out-of-state travel.

Additionally, UGA policy requires departments keep in-state travel authorities on file within the department. Therefore, the College of Pharmacy is going to require all in-state travel authorities be completed in the new system as well.Slide33

Accounts Payable – Travel & ExpenseTravel Authorizations

They are no longer encumbered

Must be completed before travel beginsAre available in the system for 6 months

If you are traveling on UGA business and the travel is going to be paid by a third party, you are still required to complete a travel authority. It should be completed for .01 cent and select your home unit SpeedType.

If you need to provide additional details about the travel or estimated expenses, please use the Notes section.Slide34

Accounts Payable – Travel & ExpenseBlanket Travel Authorities for in-state can be completed for employees that travel frequently. The Blanket Travel Authorities will need to be completed every 6 months. However, if they are traveling for a conference or other event in-state a separate Travel Authority is required.

Travel Authority can be created and submitted by a delegate. Each department within the College of Pharmacy will determine delegates.

Travel Authorities require a chart string and can have multiple chart strings. The first chart string can be entered with an Accounting Tag (SpeedType.) Any others will need to be added as chart fields.

If you are a delegate, you will need to inform the traveler that you have completed a travel expense for their

review

and submission. The best practice is to email the traveler.Slide35

Accounts Payable – Travel & ExpenseTravel Expense Statements

Are to due within 45 days of final day of travel. After 45 days a written justification must be attached to the travel expense statement. After 60 days, they can be taxed and will process through payroll. A new policy will be issued in late December.

All receipts for travel expense statements must be scanned. The scans need to be readable and contain all information.

Account codes (formerly object codes) will be automatically assigned based on the selections made by the traveler or delegate.

Group

Meals will need to be recorded on the Travel Expense Statement. Non-employees should be noted in the Notes section. All employees will need to be entered using the

myid

.Slide36

Accounts Payable – Travel & ExpenseAs a delegate:

You will not receive any confirmations or denials. They will all route to the traveler.

You will be creating and modifying on behalf of who has assigned you as a delegate. You can create and modify travel expenses and non-travel expenses. You can create and submit travel authorities.

You can view the traveler documents. Slide37

Accounts Payable – Travel & ExpenseNon-Travel Expenses

Anything non-travel related

All receipts need to be signed by the employee’s supervisor/manager or alternate before the receipt is scanned to the non-travel expense statement.

Non-travel and travel can be submitted on the same expense statementSlide38

Accounts Payable – Travel & ExpenseStudents

Students traveling as employees should be reimbursed through Travel & Expense.

All other student travel should be processed through the Payment Request System.Slide39

Accounts Payable – Travel & ExpenseTravel Approval Path (TA & Expense Statement)

Initiator

Supervisor/ManagerExpense PoolSPA/OIE – if neededNon-Expense Approval Path

Initiator

Expense Pool

Accounts Payable

Travel Authority will no longer route to Accounts Payable. They will be available for review/reporting purposes.Slide40

Accounts Payable – Travel & Expense

Approve – Records the approval and moves the document to the next step in the approval process. Approver comments are optional

.

Deny – Returns the document to the Employee

does not

provide the option to update and

resubmit in travel and expense. Requires

comments.

Push Back

(Only available in Travel & Expense) -

Returns the document to the Employee and

does

provide the option to update and

resubmit.

Requires comments.

Hold - places the document on hold to await additional information. Document is unavailable to other approvers. Slide41

Accounts Payable – Travel & ExpenseThings to rememberTravel Authorities are not encumbered.

All Employee payments will all reside in Travel & Expense.

Delegates will not receive any notifications about any requests created for other employees.Non-travel expenses will not route to the supervisor/manager for approval.Slide42

Accounts Payable – Travel & Expense

Non-Overnight

Travel Meal Reimbursements or Per DiemsThe IRS has ruled that any reimbursement of individual meal expenses for non-overnight travel is considered non-deductible compensation and therefore taxable compensation to the traveler. To avoid tax implications to the traveler and to align with Board of Regents Policy, the University of Georgia will no longer allow individual meals per diem for non-overnight travel or for same day travel. Meals for business purposes are allowable as specified by the Food and Business related Entertainment Policy

.Slide43

Accounts Payable – Travel & ExpenseSlide44

Accounts Payable – Payment RequestPayment RequestThe payment request replaces

eCheck

.

Purchase Requisitions:

Payment Requests:

Used for goods or services where a Purchase Order (PO) is required or desired

Used for goods or services that were provided on a “charge” basis

Created and approved in UGAmart

Created and approved in AP Module

Approvers defined for UGAmart specifically and established per Financial Department Number

Approvers defined by Distributed Spend Approvers for AP Module and each Financial Department

Purchase Requisition generates a Purchase Order

Purchase Order establishes an encumbrance to “set the money aside”

No dollars set aside as goods or services have already been delivered.

Goods or services are delivered after Purchase Order is delivered by supplier

Goods and Services are received before Payment Request is submittedSlide45

Accounts Payable – Payment Request

Additional

Information about what can be processed via Payment Request can be found at:

http

://policies.uga.edu/Purchasing-and-Payment-Processing/Purchasing-and-Payment-Mechanisms/Check-Requests/

In

all instances documentation needs to be clear and readable.Slide46

Accounts Payable – Payment RequestApproval Paths

Initiator

Spend Approver 1 (College of Pharmacy – Departmental Level)Spend Approver 2 (College of Pharmacy

– Business Affairs Office)

Sponsored Projects Administration (SPA) if needed – based on project codeSlide47

Accounts Payable – Payment RequestApprover Actions

Approvers cannot make changes

Approve – Records the approval and moves the document to the next step in the approval process. Approver comments are optional.

Deny – Returns the document to the Initiator who can choose ”Update”

. Note: A recent program update allows modifications to a denied request, which can then be resubmitted without creating a new number.  This functionality is currently being tested. 

Hold - places the document on hold to await additional information. “Locks out” other approvers. Comments are optional. 

Pushback is no longer available.Slide48

Accounts Payable – Payment RequestPayments to Students

Federal student aid regulations require all educationally related financial assistance, which UGA students (undergraduate and graduate) receive to be considered and reflected on their financial aid awards.

  Educationally related financial assistance includes any benefits provided to students

because of their enrollment

in post secondary education such as grants, scholarships, waivers of tuition and/or fees, fellowships, stipends, and awards.

These payments must be processed through the Office of Student Financial Aid.

Reimbursements

to students

can

be processed through the Accounts Payable module if the student is not on Payroll. 

If on Payroll, reimbursements should be submitted through the Expenses tile on the Employee Self Service page.Slide49

Accounts Payable – Account Codes

For

expenditures, Account Codes are utilized for classifying types of goods or services. They define what kinds of things you spent money on. Initiators

must select the correct account code when submitting payment requests.

Approvers, including the AP office, cannot change chart field information. Incorrect payment requests will be denied and sent back to the initiator to update and resubmit.

Also used for:

fulfilling open records requests

reporting taxable payments to the IRS

reporting travel expenditures to the State for the audit report

Current list of Account Codes can be found on the OneSource website

https://onesource.uga.edu/resources/chart_of_accounts

/Slide50

Accounts Payable – UGA Mart

UGA Mart – limited changes.

Able to use SpeedTypes in UGA Mart.

Able to search on SpeedType in UGA Mart as long as you do not change any of the

chartfields

.

Any purchase over $2,500 will need to be processed through UGA Mart.

Remember to note Internal Comments if item needs tagged.

Will still be used for P-Card Pre-Approvals

The College of Pharmacy has set up approval roles, so scanning of the signed UGA Mart requisition will no longer be needed. This excludes P-Card Pre-Approvals.Slide51

Accounts Payable – UGA Mart

Changes to Approved Purchase Orders

If a change is needed on a purchase order, please comment and send the comments to your Business Affairs Office contact. Slide52

Accounts Payable Slide53

P-Cards

No Changes to the P-Card Process

SpeedTypes will be used for all allocations.

If a SpeedType is not available, please email your Business Affairs Office Contact. You will use your default allocation and provide the correct allocation to BAO, so it can be corrected after it posts.

If the SpeedType will be used frequently, please complete the SpeedType Request Form.Slide54

Touchnet (Deposits)

The University is transitioning all deposits to the Touchnet System. This does not include UGA Foundation deposits.

The College of Pharmacy will continue the current policy of all deposits being brought to the Business Affairs Office. Deposits are not to be left in mailboxes. This is for internal control purposes.

If you are a designated Touchnet user, the Business Affairs Office will be working with you separately.Slide55

Grants Update

The Sponsored Projects Administration Office is being reorganized as part of the implementation of OneSource.

Grants Transaction Collection Expenditures• Departmental users will have the ability to view alltransactions across all investigators on a project team• Internal subaccounts will no longer be necessary to segregatetransactions; instead, transactions will be delineated by

chartstrings

.

•

This gives users visibility into financials across the project as a

whole. Separate budgets will still be necessary if departmental

users wish to separate project spending by

investigator

.Slide56

Grants UpdateGrants Transaction Collection Expenditures

•

Departmental users will have the ability to view alltransactions across all investigators on a project team• Internal subaccounts will no longer be necessary to segregatetransactions; instead, transactions will be delineated bychartstrings.• This gives users visibility into financials across the project as a

whole. Separate budgets will still be necessary if departmental

users wish to separate project spending by investigator

.Slide57

Grants UpdateProject-Based Payroll Certification

• Investigators

will no longer need to complete PAR forms monthly to certify percentage effort. Instead, there will be a process for annual and end-of-project payroll certification.• Certifications will no longer be based on percent effort; instead, PIs will be asked to confirm that the payroll charges are

“reasonable for the work performed” on a

project-by-project basis

.

•

PIs will complete these annual and end-of-project

certifications for

all project team members, rather than each

individual certifying his/her own effort.Slide58

See you tomorrow!Thank you!