June 15, 2011
Department Head and Finance Contacts:

Please see the attached memo from Sharon Loiland regarding Fiscal Year End Procedures.

Thank You,
Finance & Operations

FYE Procedures Memo

Email #061511

June 13, 2011
Department Head and Finance Contacts:

 UND recently implemented Policy 6.2, Use of State Vehicles http://und.edu/finance-operations/_files/docs/6-2-use-of-state-vehicle.pdf.

Vehicle reservations will now require submission of the UND Vehicle Request form which can be found at:http://und.edu/finance-operations/transportation/_files/docs/und-vehicle-request-form.pdf . Please review the new policy and form – the form must be completed, signed by proper authority and forwarded to Transportation. The form should be submitted one week in advance to ensure availability of a vehicle. No reservations will be made until the paperwork is complete.

Departments with outreach employees who utilize vehicles from other state pools must also adhere to this policy. Outreach employees should complete their form, acquire proper signature and forward it to Transportation. The dispatcher will make the reservation at the appropriate motor pool and send a confirmation to the user.

Further information regarding Policy 6.2 and use of state fleet vehicles will be provided at a U-2 session, Use of North Dakota State Fleet and UND Leased Vehicles, June 16th at 9:00 AM. Please register for this session at: http://u2.und.edu/sessions/session.cfm?session=U2.S11.0058.

Peggy Lucke
Associate Vice President for Finance and Operations

Email 060911

June 8, 2011
Finance Contacts:

The Ray Richards’ Golf Course Liability Policy (2.16) has been revised. This policy was originally issued August 15, 2007.

Notable Changes: Combined two existing policies, Damage to Vehicles and Damage to Buildings, and put in F&O policy format. The combined policy was reviewed and approved by General Counsel.

This policy has been posted to the VPFO website:

• New and Revised Policy Updates: http://und.edu/finance-operations/policy-new-revised.cfm
• A-Z Policy Index: http://und.edu/finance-operations/policy-a-z-index.cfm
• Division Policy Index: http://und.edu/finance-operations/policy-division-catalog.cfm

Jennifer Dobrowski
Special Projects Assistant to the VPFO

Email #060811

May 19, 2011
Finance Contacts:

When allocating PCard charges to a grant or contract funding source using a journal entry or PaymentNet, you must change the account code to properly classify the charge. The account code, 532105 Purchasing Cards, has been deactivated in the PeopleSoft Grants module so any purchase using that account code will error out. When that happens, the charge will be placed on the default funding source for the PCard.

David Schmidt
Associate Vice President for Research & Economic Development

Email #051911-2

May 19, 2011
Finance Contacts:

resident Kelley signed the following policy on May 16, 2011:

• Use of State Vehicles (6.2) – New

This policy has been posted to the VPFO website:

• New and Revised Policy Updates: http://und.edu/finance-operations/policy-new-revised.cfm
• A-Z Policy Index: http://und.edu/finance-operations/policy-a-z-index.cfm
• Division Policy Index: http://und.edu/finance-operations/policy-division-catalog.cfm

Please note: It is the Responsible Office’s duty to disseminate this information and train staff regarding the contents of these policies.

• Use of State Vehicles (6.2) – Safety and Security via Transportation

Jennifer Dobrowski
Special Projects Assistant to the VPFO

Email #051911-1

Finance Contacts:

A new report is available in Campus Connection (Student Administration) to assist departments with analysis of departmental charges assessed to students. The “NDU Department Paid Charges by Fund Report” can be run by Department #, Fund #, or Item Type # to pull a list of students, non-students, or businesses charged a particular charge and their outstanding balances for that charge. This should be useful in determining who was assessed a charge and what they still owe for that charge. (However, due to timing and rounding issues, this report should not be used for general ledger reconciliation).

The Department Paid Charges by Fund Report is only available to PeopleSoft Student Administration users with access to the NDU_SF_ALL_NDU_REPORTS role. To request access, please complete the top portion of the request form located on the Student Account Services site at http://und.edu/finance-operations/student-account-services/dept-form.cfm under “Department Paid Charges by Fund report,” electronically sign and date the “Required for all Requests” and departmental “Approval Section” towards the bottom, and email the completed form to the Campus Access Control Officer, Amanda Kuzel at amandakuzel@mail.und.nodak.edu.

Once access has been granted, the navigation in Student Admin is: NDU Applications > NDU Student Financials > Report > NDU Dept Pd Chrgs by Fund Rpt.

Please forward this information to others in your department who may have a use for this report.

Instructions for running the report can be found on the Student Account Services website at http://und.edu/finance-operations/student-account-services/_files/docs/dept-pd-chgs-by-fund-instructions.pdf

If you have any questions regarding the report, please contact Chelsea Larson in Student Account Services at 777-3084 or chelsea.larson@email.und.edu.

Thank you,

Chelsea Larson
Student Account Operations Manager
701-777-3084

Email #042611-2

Finance Contacts:

All appeals for parking citations must be submitted via the electronic appeal form located here: http://und.edu/student-life/parking/appeal-form.cfm

The appeal is not a forum to argue the legitimacy of current UND Parking Regulations. The appeal form is for parking customers to explain why they believe their citation was issued in error according to current UND Parking Regulations.

With Regards,
UND Parking Services

Email #042011-1

Finance Contacts:

The following message was sent from the CND Finance Team.

We are noticing issues with Peoplesoft processes that have run controls ids containing special characters such as apostrophes and/or spaces. Processes using a run control containing special characters may run a long time and hold up completion of other PeopleSoft processes.

On Friday, April 29th, 2011, the technical staff will delete all run controls containing apostrophes. Because there are so many tables that contain run control ids as well as so many special characters, the technical staff will focus on just deleting the run controls that contain apostrophes.

Run Control ID’s with Apostrophes:

Users should create new run control ids without special characters or spaces prior to April 29th. This will allow the users to create their new run controls with the same criteria while their run controls containing the apostrophes are still viewable.

Run Control ID’s with Special Characters and/or spaces (other than apostrophes):

As soon as possible, users should create new run control ids without special characters. Please discontinue using the run controls with special characters and/or spaces immediately. After 99 days of non-use, any run control can be deleted using the following steps:

1. Navigation: ND HE Applications > Technical > HE Delete Run Control Ids
2. A new run control can be created if the delete run control functionality has not been previous used:
   
3. 
4. The following page will appear.
   

Examples of Appropriate Run Control IDs:
Budget_Overview_30000
Budget-Overview-30000
BudgetOverview30000

Examples of Inappropriate Run Control IDs with parenthetical description of the run control id issue:
Budget Overview (space between Budget and Overview)
Budget’s_Overview (apostrophe)
Budgets_Overview% (% is considered a special character)
Budgets_Overview(30000) (parentheses are considered a special character)

Please let us know if you have any questions.
Finance & Operations

Email #041311-2

Finance Contacts:

President Kelley signed the following policies on April 11, 2011:

• Accepting Credit Cards and Electronic Checks to Conduct University Business (2.3) – Formerly an interim policy, now officially implemented
• Membership Dues (2.6) – Revised
• Licenses (2.7) – NEW
• Debarred and Suspended Parties (2.12) – Revised
• Employment of Coaches (3.3) – NEW

These policies have been posted to the VPFO website:

• New and Revised Policy Updates: http://und.edu/finance-operations/policy-new-revised.cfm
• A-Z Policy Index: http://und.edu/finance-operations/policy-a-z-index.cfm
• Division Policy Index: http://und.edu/finance-operations/policy-division-catalog.cfm

Please note: It is the Responsible Office’s duty to disseminate this information and train staff regarding the contents of these policies.

• Accepting Credit Cards and Electronic Checks to Conduct University Business (2.3) – Student Account Services
• Membership Dues (2.6) – Accounting Services
• Licenses (2.7) – Accounting Services
• Debarred and Suspended Parties (2.12) – Purchasing
• Employment of Coaches (3.3) – Human Resources via Athletics

Finance Contacts:

Late Friday afternoon, changes were made to the Finance and Operations Division Policy Index. This may have caused links on your individual websites to break. Please verify the links on your websites are still viable.

The Division Policy Index is located at: http://und.edu/finance-operations/policy-division-catalog.cfm

The A-Z Policy Index is located at: http://und.edu/finance-operations/policy-a-z-index.cfm

Please contact Jen Dobrowski if you have further questions: jen.dobrowski@email.und.edu or 7-4392.

Email #031411-1

Finance Contacts:

Visit the Finance and Operations’ policy website to review the most recent policy/procedure changes: http://und.edu/finance-operations/policy-new-revised.cfm.

• Purchasing (2.11) – Purchasing Office
• Moving Expense Reimbursement (2.14) – Accounting Services
• Employee Travel – Accounting Services
• Non-Employee and Student Travel – Accounting Services

Questions or comments related to the changes should be addressed to the responsible office shown above.

Thank you!
Email #030711-1

Finance Contacts:

Your existing PeopleSoft User IDs (firstinitial+lastname) will be disabled on Feb 12, 2011 and replaced by the NDUS User ID (firstname.lastname). The NDUS User ID will allow continued access to Campus Solutions, HRMS and Financials.

In order to use the NDUS User ID, it must first be activated, or 'claimed.’ After February 12, 2011, the PeopleSoft User IDs will be unavailable.

• If you haven’t already, go to http://claim.ndus.edu to claim your account and encourage your colleagues to do the same. If you have any questions, please contact UND Tech Support at 777-6305 or the NDUS Help Desk at 1-866-457-6387 or help.desk@nodak.edu.

For more information, please refer to the Finance Contacts email below, which was originally sent on January 28th.

Email #021111-2

Finance Contacts:

Accounting Services would like to remind the departments that UND has Tax Exempt Certificates for states other than North Dakota. This list is updated as soon as new certificates arrive. Departments are encouraged to use these certificates whenever purchases are made or hotel rooms are booked as UND is a tax exempt organization and this can result in savings to the university.

The list of Tax Exempt Certificates can be found on Accounting Services’ website:

http://www.und.edu/dept/accounts/TaxExemptCertificates.html

Please contact Carl with any questions at 701-777-4131 or carl.iseminger@email.und.edu

Email #021111-1

Finance Contacts:

Attached is a memo from Sharon Loiland, Controller, with information regarding the upcoming Performance Audit.

Thank you,
Finance & Operations

Email #020111-1

Memo

Finance Contacts: 

The North Dakota University System is in the process of converting to a common User ID (NDUS User ID) to allow better integration of services and to reduce the number of user ids and passwords to keep track of. The ConnectND PeopleSoft systems (Finance/HRMS/Campus Solutions) are the first of many systems (U-Mail, ImageNow) to begin using this common NDUS User ID.

That being said, your existing PeopleSoft User IDs (firstinitial+lastname) will be disabled on Feb 12, 2011 and replaced by the NDUS User ID (firstname.lastname). The NDUS User ID will allow continued access to Campus Solutions, HRMS and Financials.

In order to use the NDUS User ID, it must first be activated, or 'claimed.’ The earlier you do this the better! After February 12, 2011, the PeopleSoft User IDs will be unavailable.

• If you haven’t already, go to http://claim.ndus.edu to claim your account and encourage your colleagues to do the same. If you have any questions, please contact UND Tech Support at 777-6305 or the NDUS Help Desk at 1-866-457-6387 or help.desk@nodak.edu.

NOTE these important PeopleSoft tips in regards to the new NDUS User ID:

• Once you’ve claimed your NDUS User ID account and start to use it on a regular basis, stop using the old PeopleSoft user ID. While the old PeopleSoft ID will still work until February 12, any security or setup changes on one user id won't be reflected in the other. There is no ongoing connection between the two user ids after the initial copy was made.
• Any new run controls created or modified under the old PeopleSoft user ID won’t be reflected in the NDUS User ID and vice versa. If you have any problems with run controls, please file a ticket with the Help Desk.
• Any processes you currently have running as a recurrence with your old ID need to be canceled and restarted under your new ID. Any processes still running under your old ID on February 12, 2011 will be orphaned; you won’t be able to stop them or make any changes to the run controls.
• For users with access to the STAGE and QUERY (REPORTING) environments, these user ids will also be converted to use the NDUS User ID but are not yet available. Watch for more information on this change coming soon.

Email #012811-2

Finance Contacts: 

This is a clarification to an earlier email, “Airline/Amtrak Travel Changes effective January 31, 2011 – Email #011311-1.”

• The University Travel Card is not being terminated at this time. 
• What is being terminated is the billing process that allowed direct billing to UND of Airline/Amtrak tickets at the local travel agencies. 

• This also affects the personal UND Travel Card as Airline/Amtrak tickets/baggage/any other charges will now be billed directly to the card holder.

• Departments may still purchase tickets at the local travel agencies; however, you will use your Purchasing Card rather than the direct billing process for Airline/Amtrak tickets. 

• The Airline/Amtrak Detail form along with the itinerary must be attached to your monthly P-Card Statement of Account. The form can be found on the Purchasing Website http://www.und.nodak.edu/dept/purchase/html/purchasingcard.html. 

• The Departmental Authorization for Payment of Ticket form is no longer submitted to Accounting Services.

• If tickets are purchased with either the UND Travel Card or a personal credit card, reimbursement is processed on a Travel Expense Voucher.

If you have any questions, please contact Bonnie by e-mail at bonnie.nerby@email.und.edu or at 7-2966.

Thank you,
Accounting Services

Email #012811-1

Finance Contacts: 

The University is terminating its credit card with Visa to direct bill Airline/Amtrak tickets on the University travel card effective January 31, 2011.

The following mechanisms are available for business related travel expenses for Airline/Amtrak travel:

• Airline/Amtrak tickets are allowed on the Purchasing Card (P-Card). If you are making the reservation with a local travel agency, please give the travel agency the P-Card number and indicate that the travel is for University of North Dakota business. UND pays for COACH FARE ONLY. The Airline/Amtrak Detail form must be completed for all tickets charged to your departmental P-Card and must be attached to the P-Card Statement of Account along with an invoice /itinerary. The airline tickets will be automatically charged to account # 521070-Out of State –Air Transportation. The Airline/Amtrak Detail form is located at http://www.und.nodak.edu/dept/purchase/html/purchasingcard.html
• Purchase the Airline/Amtrak ticket personally and request reimbursement on a Travel Expense Voucher.

If you have any questions, contact Bonnie by e-mail at bonnienerby@mail.und.edu or at 7-2966. 

Thank you,
Accounting Services
Email #011311-1

Finance Contacts: 

Effective January 1, 2011, the process for obtaining parking permits for new employees has changed. More information is available on the Parking Office website: http://und.edu/student-life/parking/employee-permit.cfm

If you have any questions, please contact the Parking Office at 777-3551.

Thank you!
Email #123010-1

Finance Contacts: 

The Governmental Accounting Standards Board (GASB) issues standards that are used by our external auditors when auditing UND financial statements. On July 1, 2009 GASB issued Statement No. 51, Accounting and Financial Reporting for Intangible Assets, requiring UND to capitalize intangible assets.

Intangible assets lack physical substance (cannot be physically touched) and have an initial useful life that extends beyond a single year. Examples of intangible assets are software purchases, internally developed software, patents, purchased websites, internally developed websites, logos/trademarks, easements, copyrights, and mineral and timber rights.

Intangible assets are capitalized if the following dollar thresholds are met and the useful life extends beyond a single year.

The dollar threshold is based upon what the project is expected to spend at the onset and the actual purchases made within a fiscal year.

The attached identifies the account codes to be used in greater detail.

Because of these changes, if purchases have been made from July 1 to December 31, 2010 that are coded incorrectly, contact Hazel Lehman in Asset Management at 7-3126 or hazel.lehman@email.und.edu.

Thank you for your cooperation in making these campus-wide changes a success.

Sharon Loiland
Controller
Email #122710-2

Finance Contacts: 

The UND Chart of Accounts has a new look! You can access the new Chart of Accounts listing on the Connect’U’ND website: http://www.und.edu/dept/cnd//HTML/financejobaids.htm

The account code listing has been divided by main use – Asset, Expenditure, Liability and Revenue. Each division has a separate tab accessible at the bottom of the Excel spreadsheet.

We’re hoping this new format will be easier to understand. We will be making some additional changes to it to incorporate policy revisions, etc. If you have any ideas or suggestions, please feel free to email them to: financeandoperations@email.und.edu

Thank you,
Finance & Operations

Email #122710-1

Finance Contacts & Department Heads: 

The State Board of Higher Education has revised the purchasing procedures for Sole Source Purchases. The Sole Source Purchase Justification Form has been revised to coincide with the procedure change. Please use the new form for all Sole Source Purchases.

The form is located on the Purchasing website under Forms: http://www.und.nodak.edu/dept/purchase/html/forms.html

Thank you,
Scott Schreiner, Director

Email #122110-1

Finance Contacts: 

UND encourages donors to remit gifts or donations to the UND Foundation. The UND Foundation provides a centralized infrastructure and services to support all private fund raising efforts on behalf of UND. Effective January 1, 2011, a fee structure will apply to all gifts at UND, whether they are received and deposited directly to UND or processed through the UND Foundation. 

For more information regarding this revision to the gifts or donations policy, please review Policy 2.8 Gifts/Donations, located at http://und.edu/dept/policyoffice/index.html

Questions should be directed to Lisa Heher or Emily Goodoien:

Lisa Heher
E: lisaheher@mail.und.edu
P: 7-4575

Emily Goodoien
E: emilygoodoien@mail.und.edu
P: 7-2967

Thank you,
Student Account Services
Email #121710-1

Finance Contacts: 

To ensure that departmental deposits are processed in a timely manner:

Review Departmental Deposit Procedures at: http://www.und.edu/dept/studentaccounts/Documents/Departmental%20Deposit%20Procedures%20FINAL%20rev%2009-14-10_1.pdf

Do not leave your departmental deposit or other information on the Student Account Services staff’s desks while they are assisting another individual. Please wait until one of our staff is available to accept your deposit or other information. 

Do not accept or deposit two-party checks. These checks will be returned to your department. All checks should be made payable to University of North Dakota. 

Thank you and Happy Holidays!
Matt Lukach
Student Account Services

Email #121610-1

Department Heads and Finance Contacts: 

The Consultant and Guest Speaker agreements, available on the Purchasing website (www.und.nodak.edu/dept/purchase/html/forms.html), have been revised. Please discard all previous versions and use the current version dated 11.24.10.

Thank you,

Scott Schreiner
Purchasing Office

Email #113010-1

Finance Contacts: 

The Gift Deposit Documentation Form has been revised. You should begin using the newly revised form with all deposits to Account Codes 478005 and 478010.

http://www.und.edu/dept/studentaccounts/html/deptforms.htm#g

Thank you!
Student Account Services
Email #110910-3

Finance Contacts: 

Effective November 1, 2010, airline tickets will be allowed on the Purchasing Card (P-Card). If you are making the reservation with a local travel agency, please give the travel agency the P-Card number and indicate that the travel is for University of North Dakota business. UND pays for COACH FARE ONLY. The Airline/Amtrak Detail form must be completed for all tickets charged to your departmental P-Card and must be attached to the P-Card Statement of Account along with an invoice /itinerary. The airline tickets will be automatically charged to account # 521070-Out of State -Air Transportation. The Airline/Amtrak Detail form is located at http://www.und.nodak.edu/dept/purchase/html/purchasingcard.html

Conference registration fees are also allowed on the P-Card. Only the conference registration fee is permitted to go on the card, event extras such as; golf events, meals, tours, spouse attendance, entertainment, etc. are not permitted on the card. When paying for conference registration on your P-Card, indicate the name and date of the conference, who is attending and where the conference is being held.

If you are using a grant or contract funding source, the travel dates must fall within the time frame of the sponsored project. If travel arrangements need to be made prior to receipt of a notice of award to take advantage of lower prices, the charge should be placed on a local or appropriated fund and transferred when the grant or contract project is established.

Email #110210-1

Finance Contacts: 

UND has had two recent incidents of fraudulent credit card transactions. 

The first incident involved a credit card payment for a course. Shortly after payment was made, the customer requested a refund be credited to a different credit card than the one originally charged, claiming the card had been stolen.

A departmental employee notified Student Account Services (SAS) of the credit request. SAS researched the transaction with assistance from the Bank of North Dakota and discovered the original transaction was fraudulent. If a credit had been issued on the alternate card the customer requested, the department would have been liable for the amount issued on the alternate card and the amount taken back (chargeback) by the credit card company due to the original fraudulent transaction. In this scenario, the department would have been out the money twice - the chargeback for the original fraudulent transaction and the refund to the customer on an alternate card.

In the second incident, a "company representative" registered and paid (by credit card) for eight registrations for a departmental conference, totaling $2000. Prior to the transaction being processed, the "company representative" requested that if a refund was requested at a later date, the refund must be issued via Western Union wire rather than credited back to the original credit card. Within a short time after the original charge, the "company representative" cancelled the registrations and requested a refund for $2000. 

SAS again researched the transaction with assistance from the Bank of North Dakota and discovered the original transaction was fraudulent. The actual cardholder had already filed a claim with the credit card company, reporting the transaction as fraudulent. Had a refund been issued via Western Union wire transfer, it would have cost the department $4000: $2,000 for the original transaction, as the original amount received would have been reversed; and $2,000 for the amount sent via wire, as it would have likely been untraceable once it reached the payee. 

As a reminder, refunds are required to be issued to the credit card that was originally used. If a customer requests otherwise, please contact Lisa in Student Account Services immediately. If you suspect any fraudulent activity, please notify Student Account Services immediately. 

See Policy 2.3, Accepting Credit Cards and Electronic Checks to Conduct University Business

Thank you!
Email #101510-1

Finance Contacts: 

If you logged in to the Finance module today, you probably noticed the new look. Over the weekend, the Finance module upgraded PeopleTools to 8.50.

For those of you who have access to HRMS, the PeopleTools 8.50 functionality will be familiar to you. For those of you who do not have HRMS access, PeopleTools 8.50 delivers new features that are explained in the attached document. 

Thank you!
Email #102610-1

PeopleTools 8.50 Upgrade

Finance Contacts: 

UND has had two recent incidents of fraudulent credit card transactions. 

The first incident involved a credit card payment for a course. Shortly after payment was made, the customer requested a refund be credited to a different credit card than the one originally charged, claiming the card had been stolen.

A departmental employee notified Student Account Services (SAS) of the credit request. SAS researched the transaction with assistance from the Bank of North Dakota and discovered the original transaction was fraudulent. If a credit had been issued on the alternate card the customer requested, the department would have been liable for the amount issued on the alternate card and the amount taken back (chargeback) by the credit card company due to the original fraudulent transaction. In this scenario, the department would have been out the money twice - the chargeback for the original fraudulent transaction and the refund to the customer on an alternate card.

In the second incident, a "company representative" registered and paid (by credit card) for eight registrations for a departmental conference, totaling $2000. Prior to the transaction being processed, the "company representative" requested that if a refund was requested at a later date, the refund must be issued via Western Union wire rather than credited back to the original credit card. Within a short time after the original charge, the "company representative" cancelled the registrations and requested a refund for $2000. 

SAS again researched the transaction with assistance from the Bank of North Dakota and discovered the original transaction was fraudulent. The actual cardholder had already filed a claim with the credit card company, reporting the transaction as fraudulent. Had a refund been issued via Western Union wire transfer, it would have cost the department $4000: $2,000 for the original transaction, as the original amount received would have been reversed; and $2,000 for the amount sent via wire, as it would have likely been untraceable once it reached the payee. 

As a reminder, refunds are required to be issued to the credit card that was originally used. If a customer requests otherwise, please contact Lisa in Student Account Services immediately. If you suspect any fraudulent activity, please notify Student Account Services immediately. 

See Policy 2.3, Accepting Credit Cards and Electronic Checks to Conduct University Business

Thank you!
Email #101510-1

Department Heads & Finance Contacts: 

Effective immediately, registration fees will be allowed on the Purchasing Card. Only the conference registration is permitted to go on the card. Event extras, such as golf events, meals, tours, spouse attendance, entertainment, etc. are not permitted on the card.

Administrative Support Staff are permitted to use their Purchasing Card to book registrations for the faculty and staff within their departments. 

Thank you,
Purchasing Office

Email #070810-1

Finance Contacts:

Effective July 1, 2010, a Certificate of Missing Receipt/Invoice Form must be completed for any lost or unobtainable receipt/invoice. A notarized statement is no longer required. The form is located at http://und.edu/finance-operations/accounting-services/forms.cfm

The following new account #'s have been setup:

611025-Employee Education

For travel July 1, 2010 and after-
521060-International Air Transportation
521061-International Lodging
521062-International Meals
521063-International Mileage

Email #070110-1

Please see Finance Announcements for the most current archived announcements.

Please see Finance Announcements for the most current archived announcements.

Please see Finance Announcements for the most current archived announcements.