Arts & Architecture Financial Office

Finance Team Agenda

November 20, 2009

9:30am – 11:00am

Guest Speaker – Scott Lindsay – IPAS and Computer Security Issues—If you have questions please contact Scott at

ERS Updates:

Moving Expenses

  • CAN NOT be processed in ERS.
  • Must be processed on an SRFC/Moving Expense Form

Feedback from using new version????

Is there a faster turn around time for vendors to put charges in ERS? DEH will follow up.

FYI: When you are sent a report in ERS to approve, in the email notification thePDF includes the receipts that you can view that are associated with the report you are approving.

Exhibition Insurance – Interoffice Correspondence from David Snowe – Risk Management

Email dated 10/7/09-Shelly will be sending information to the FO group and will be placing the information on our website. The email mentions insurance coverage and what you need to do for the exhibits on campus. If the exhibition is internal, created by students and materials were purchased with PSU funds, exhibition insurance is not needed.

For exhibits using outside artwork, exhibition insurance is needed and you will want to consult with Risk Management.

Field Trips -

Reminder – timing of information

  • to FO Office one month prior to trip– DEH will mention this at the next CLC/DDD meeting.

NO Changes have been made to policies or processes

  • Several questions
  • Transportation

Safe and adequate transportation MUST BE provided per Risk Management

This includes ALL UNIVERSITY SPONSORED EVENTS.

CATA is deemed safe & adequate transportation for State College area per Risk Management.

Faculty members can drive with student using a Fleet vehicle.

  • Cell phones/contact number for Embedded Programs Abroad

Activate personal cell phone for international calling

rent a phone

obtain a local SIM card and phone immediately upon arrival in the country

Reimbursements are available for the above options if receipts are provided

DO NOT PURCHASE NEW PHONE– NO reimbursement will be given if faculty buys a phone just for the fieldtrip.

PCards

Autoposts– DEH and Dawn will be discussing those ITS employees who have autoposts. This will also be brought up at the next CLC/DDD meeting.

  • Increasing numbers
  • Monitoring with warning, then suspension of cards
  • Remind Cardholders

Visit forms are needed for those non-PSU individuals getting paid on an SRFC using 391/393 object codes. Please put in the notepad “that visit form is on file in the department”. In ERS, the social security numbers need to be removed before being scanned into ERS.

Holiday Breaks – Safeguards–email dated 11/17/09

Deposit excess cash/secure

  • FO Office is reducing Petty Cash on hand, as practice

Secure portable electronics – laptops, projectors, etc

Dan will be on vacation November 25 – December 2, 2009.

FYI: Borland Bldg. will have phone coverage on Friday, November 27, 2009, but the building will not be open for public access.