Financial Management Newsletter #32

December 2005

Happy Holidays!

This issue of the Financial Management Newsletter includes information about:

* Electronic Faculty Effort Certification!
* Credit Card Convenience Fees Increased Effective December 1
* Work Authorization (Form I-9) - New Policy and Procedure
* Grant and Contract Accounting Fiscal Reports Effort

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Electronic Faculty Effort Certification!

This past summer, funding was approved for the Electronic Faculty Effort and Cost Share (eFECS) project. Recent activities include:

* Designated as a USER project;
* Appointment of Lisa Yeager as Project Manager;
* Planning begun for starting Phase I

During Phase I, the project's Process Improvement Team (PIT) will be established. PIT activities will begin with research and analysis of needed functionality and technical requirements of an on-line eFECS system. Phase I deliverables will include:

* Review of the external compliance requirements;
* Assessment of campus needs through campus focus groups;
* Identification and comparison of the benefits and costs associated with vendor software products and internally developed software;
* Recommendation to either purchase an external or internally developed software solution.

Subsequent phases of the project will include development of the chosen solution and initial campus-wide implementation.

Those with questions or interest in participating on the Process Improvement Team or in focus groups should contact Lisa Yeager, at lyeager@u.washington.edu, or Cristi Chapman, Director of Management Accounting and Analysis, at cristic@u.washington.edu, or 206-543-9985.

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Credit Card Convenience Fees Increased Effective December 1

As of December 1, 2005, the convenience fee for payment of tuition and related fees by credit card over the internet increased. The new amounts are:

* $6 For miscellaneous fee transactions under $150
* $45 For tuition and fee transactions of $150 or more

SFS provides free payment options. These include webcheck on myUW at http://myuw.washington.edu, mailing a payment, or making an in person payment in Schmitz 129. For additional information on different payment options for tuition and fees see:

http://www.washington.edu/students/sfs/sao/tuition/pay.html

For questions on these topics or others, please contact Michael Lanham, Director, Student Fiscal Services, at mclanham@u.washington.edu, or 206-221-5950.

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Work Authorization (Form I-9) - New Policy and Procedure

In June 2005, the Payroll Office, along with Human Resources, campus units and others, began the development of a new policy and procedure to identify employees with impending expirations for work authorizations (VISAs). As a result of the finalized process, effective December 1, notices were sent to departments and employees at 90 days prior to VISA expiration. Follow-up notices will be sent at 60 days and 30 days, as needed. The full policy can be review at:

http://www.washington.edu/admin/payroll/nra.html (see Extending Work Authorization)

In the transition, for work authorizations that have already expired, the Payroll Office will continue to work with departments to obtain updates. If the employee is no longer employed with the University, it is helpful if departments could separate those employees in OPUS. Questions may be directed to Heather Norberg-Stewart, at hnorberg@u.washington.edu, or 206-543-5259.

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Grant and Contract Fiscal Reports Effort

The Grant and Contract Accounting Office has recently hired consultants with expertise in preparing fiscal reports. The primary responsibilities of the consultants will be to prepare current reports and to assist GCA in developing a plan for Teams 1-6 to implement that will help to maintain current status in reporting. Any questions may be directed to Kristin Findley, at kry@u.washington.edu, or 206-616-4870.

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Ann Anderson, Controller (andera@u.washington.edu or 543-4993)

V'Ella Warren, Vice President, Financial Mgmt & Treasurer, Board of Regents (vwarren@u.washington.edu or 543-8765)