Finance Implementation Team Meeting1June 9, 2010

Finance Implementation Team Meeting

Present: / Date: June 9, 2010
Melissa Saddlemire / Time: 1:30 p.m.
Kevin May / Place: Liguori #2
Pat Castellani
Nancy Gibbons
Marianne Dobrzyn
Joe Garvey
AGENDA ITEMS / DISCUSSION / RECOMMENDATIONS/ACTIONS
Approval of Minutes / The minutes of the June 1, 2010 meeting were approved.

Old Business-Datatel Bills

/ Joe checked the IRS regulations regarding Datatel bills. Datatel travel expenses are charged when incurred. The cost of the software and consulting fees can be capitalized but not travel expenses. / When we go live the cost of the Datatel software should be amortized over 3 years.
Payroll Accruals / Fiscal and Payroll staff met with Joe last week regarding payroll accruals. Decision was made which needs to be discussed with Molly. Molly will be on campus on Thursday and Friday of next week.
Colleague deals with payroll accruals differently.
How did other Datatel clients customize? How can we? If we don’t customize what does that mean for us? Joe pointed out that we want to stay away from customizing, unless we have to. / Payroll accruals will be discussed with Molly on Thursday or Friday of next week. Melissa will invite Betty DiMatteo to meeting.
Budget Pooling / Budget Pooling needs to be addressed with Molly. Do we want to budget to each line item or to budget pool? Pat expressed his concern about budget pooling. When we roll forward to the next year, you lose control since you can no longer view line item amounts.
Each department should be notified that fiscal reserves the right to move the money in their budget if they send an item to fiscal that puts them over budget. This is especially necessary in May and June when most faculty are gone for the summer.
Pat would like grant GL’s to be set up separate for federal, state, local and construction. Items would be posted to a single project number within project accounting. Terry handles grants and Carolyn handles construction. / Joe would like to see it done the same way that we are currently doing in Legacy.
Live Simulation Update / Live Simulation will take place on June 17 & 18. Melissa will be meeting with Mike, Wendy and Julie from OIT this afternoon to discuss it. Melissa will send an update after the meeting. Things will not be a perfect match, but we will be able to see how things flow.
Web Page / There will be an announcement on the web and a link to the COA page. Carolyn is currently working on this. A campus-wide email announcement will also be sent. / Joe would like a campus-wide email announcement sent twice a week, every Monday and Thursday, until faculty are back on campus.
Production / There was some discussion on how many weekly check runs will be done after July 1. A/P checks will be run on Mondays and Thursdays only. Student Refund checks will be run on Fridays only. / Joe would like this info to go out to everyone in a campus-wide email.

Team Leader Meeting Update

/ There was a team leader meeting yesterday. Before the meeting a request was sent to Betty DiMatteo regarding payroll journal entries. Payroll personnel inquired to Betty about an extension of time, but Betty said that it was not possible.
Sister Kathleen Burns showed the Portal. Melissa said that it looked very good.There will be a single sign-on. This will bring the user up to our home page. It will be ready by July 1.
Karen Boland will do the training for Webadvisor. Nancy, Leslie and Lynn gave a list for a test group. Melissa is working with Karen Boland on this. / Melissa will send the link to the site to our group.

Other

/ Open Purchase Orders By Date were discussed. Does the system assign new PO numbers after June 30? Yes, it does.
At June 30 a report is run for Open Encumbrances. Many items are from the Maintenance Department. The Bookstore and Maintenance will get a copy of this report. Joe said that we should hold items to be entered until July 1. / Joe suggested that if Qing is available for work she can be used for entering items.

Next Meeting

/ Tuesday, June15 at 1:30 p.m. in Liguori #2

Adjournment

/ The meeting adjourned at 10:50 a.m.
Submitted by: Marianne Dobrzyn