FA Meeting

Opening Comments – John McHugh

Introduced Daryl Wingo of Guy Brown Products.

He told the group that Guy Brown now has electronic invoicing.  John mentioned that they do a great job of providing paper and toner cartridges.  They have special pricing on these items – very competitive.  They provide next day delivery and are a minority and SWAM vendor.  Their sales have increased to UVA and would like them to increase more.  If you are interested in having him come to your office, just give him a call, he will be trying to visit grounds more this year.  Guy Brown is the sole provider for the Hospital.  They have a hot list of 350 items with deep discounts….15% discount off of catalog prices.

Vice President and Chief Human Resource Officer – Susan Carkeek

·      Thanked everyone for their patience and tolerance for going through the 5 for 5 this past fall.  We have some changes planned for 2010, but nothing like this.

·      With the new bi-weekly payroll, you should see Timekeepers being freed up for more things

·      University Staff Enrollment sign up went well, we had 50% more enroll this year than last year

·      Lead@ - we will be running the file tomorrow (Thursday 1/14) to send to the State.  5,000 people went through the system; we are down to around 100 who have not completed.  Hope you will see advantages of entering goals, etc. soon.

·      Health Insurance – Open Enrollment – we didn’t expect all the attention this would get this year.  People did not expect the high increase we faced; so many people had questions.  The increase was due to a lot of high dollar claims.  Normally around 100 people switch, but this year 300 people switched.  We saw a dramatic increase in the Flexible Spending program this year, which is great.

·      New Leave Plan – Started 12/21/09

·      New short-term disability plan in place for both VRS and ORP

·      Susan said she was proud of the people who learned to use computers for the first time; it opened a whole new world for them.

·      UHR Help Desk – 982-0123 – All calls answer by person (6 people – crossed trained).  We had 3,000 calls the last week of Open Enrollment, 700 on the last day, 98% were answered on the first call.

·      H1N1 Posters have been sent out giving dates and locations for the shots.  Jordan Hall was added on February 3^rd from 8:30 – 4:00.  There is speculation that it may increase again in February.

·      Conflict of Interest Form – Report and Training requirement, we are way behind, not even half have been turned it at this time.  Please get them in.

·      W2’s – 20,500 to be done for University, 2,300 signed up for on-line version.  On-line will be available January 19, hard copies will be sent on February 1.  It is still possible to sign up for online W2’s.

·      We have a lot planned in Supervisory and Management Training.  Hope you see improvements.

·      We have heard a lot of complaints about Jobs@, we will be looking at this for improvements.

Procurement Services

Dolores Hildebrand

An email was sent in December stating the following:

On October 10, 2009, Procurement Services announced that, effective November 1, 2009, payments for the Colonnade Club, Enterprise Leasing Company, Federal Express, Hertz Corporation, and UPS could only be made using the University Purchasing Card.  Since then, we have seen a large decrease in the number of purchase orders and payment vouchers to these vendors, and we thank you for your efforts.  To further support this initiative, we will deactivate these vendors in the University's vendor file on February 1, 2010.  Once these vendors are deactivated, no purchase orders or payment vouchers can be entered for them.

If you have a standing purchase order to one of these vendors, please cancel the order and begin making payments with a purchasing card before February 1, 2010.

If you have questions about these changes, please contact Purchasing Card Administrators Carrie McGowan at csd6n@virginia.edu or 434-924-3147 or Dolores Hildebrand at djh2c@virginia.edu or 434-924-4233.

Terry Butler

The new mileage rate that went into effect January 1, 2010 is $.50; this is a change from the rate of $.55.  The workbook has been changed.

In mid February, the Policy Review Board will be looking at the travel policy, we hope to implement in March.

We will not use the Designee Approver anymore….you won’t hear the term designee anymore.  Supervisors will be able to approve, the next level will be the Supervisor’s Supervisor.  We are trying to get away from Dean’s and VP’s having to approve so much.  They will only still need to approve things like alcohol, etc.  Also, the Business Meal Form won’t be required anymore if you can document in the paperclip….this also applies to Petty Cash.

John McHugh

In February, we are trying to increase Shoppers to increments of $500 up to $5000; you will be able make the choice.  We will keep the $1 limit, but once you go to $500, we will require on-line training, at $5000, we will require classroom training.  This will be on one form and easier to understand.  All of this will be sent out in an email soon.

The Procurement Department is a SACUBO Best Practices finalist for our Vendor Rating System.  Please rate vendors in the next few months.  The presentation will be in April.

ISDS – Rose Chisholm

Discoverer Plus Upgrade Overview: Web vs Desktop Differences

This class will be presented auditorium style and provide attendees with an overview of the new features available in the web “Plus” version of Discoverer and some of the differences in navigation.

Instructor: Peggy Reitz

2/8         10-12                   Newcomb South Meeting Room

2/15       9:30-11:30           McKim Auditorium

2/16       10-12                   Newcomb South Meeting Room

2/19       10-12                   Newcomb 168

2/23       9:30-11:30           McKim Auditorium

2/26       10-12                   Newcomb 168

Note:  It is the intent to make this class available as an on-line class that users can take from their desk if they so desire.

Discoverer Plus Upgrade Workshop

The Discoverer Plus upgrade workshop will be held in a computer lab setting.  The workshop is geared towards end users who have reports that they have developed on their own (i.e., not published/IS/pre-defined reports with minor modifications.)  Attendees will be given a brief overview and demonstration of the steps necessary to upgrade their reports.  Lab computers and instructor help will be provided to attendees who wish to upgrade their user defined reports during the workshop.  PREREQUISITE:  Attendees should either bring a copy of the reports they wish to upgrade on a flash drive or after February 8, 2010, they can open their user defined reports in Discoverer desktop and save them to the database prior to attending the workshop.

Instructor:  Rose Chisholm

2/8         1-3          Michie North 220

2/11       10-12      Michie North 220

2/16       1-3          Michie North 220

2/19       1-3          Michie North 220

2/23       1-3          Michie North 220

3/5         1-3          Michie North 220

Users can enroll in the following Discoverer Plus upgrade class and/or workshop via the Integrated System via Employee Self Service, Learner Home.

University Records Management – Lori Kressin

Announced Records Management Day –

Friday, January 15, 2010 – 9:00 am – 11:00 am at Ray C. Hunt Drive

                                           1:00 pm – 3:00 pm at Carruthers Hall. 

There will be prizes and food.

The next Fiscal Administrators meeting is scheduled for Wednesday, February 10, 2010, at 10:00 am in the South Meeting Room, Newcomb Hall.