Financial Forum June 14, 2016

Agenda  Introduction  Fiscal 2016 Year-End/Fiscal 2017 Initiatives  Fiscal 2017 Budget  Financial Systems  Procurement & AP

Fiscal 2016 Year-End  Year End Memo:  Refer to Year End calendar for deadlines  Review financial reports  Plan timing of expenses  Expenses are incurred when goods and services have been rendered, not when they were budgeted  Always contact a member of our team or if you have any

Finance “Open House”  Finance “open house” will be held on every 3 rd Thursday of the month  60 Turner Street, Room 119  10:00 – 11:00 AM  Topics:  Walk through basic finance procedures  General Q & A

Journal Entry Update  PLDCN (Prospective Labor Distribution)  Form on HR website still to be completed  No change to current process  Cash and Check Deposits  Journal entry submitted to  ERP number written on check or included in Brinks bag with cash  No change to current process  All Other Submissions go to  Standard journal entries  Entries with grants  RLDCNs

Fiscal 2017 Budget

Financial Systems Update

Financial Systems Update – SOA (Statement of Operating Activities)  Daily/Month End files saved to repository early morning for instant review  Replete with OPEX, Payroll and Student information by description/individual (depending on PS access rights) – ability to drill down to gain insight into transaction details  Previous 5 year history (2012-Current Day) data available at your fingertips in Excel medium  ‘Slicer’ Ability to analyze data at a more easily user defined granular level  ‘Spinner’ functionality to view results both at high-level University rollup levels as well as by Dept ID  TRAINING will be provided on an individual basis (need to sign confidentiality agreement)  Consistent vantage throughout Brandeis

Procurement & AP  Goods received and services performed prior to July 1 are FY16 by default. Procurement, AP and General Accounting review invoices/requests to validate which year the items should be charged.  All P-card purchases which post after this coming Monday will be considered FY17.  Purchase orders for FY17 can be entered, make sure the budget date of 7/1/2016 is entered on the header of the PO request.  Any invoices or reimbursements should be sent to AP as soon as possible. Please do not hold invoices.  Our current turnaround time for processing is about 3-4 business days after they are sent to us through the queue.  Payment cycles are generally once per week, payments are cut according to the vendor payment terms  Tuesdays with Procure to Pay - 1 st Tuesday of every month 10:00-12:00

MarketPlace+/Coupa Updates  Expanding current Procure to Order solution to a full Procure to Pay system  Provides increased visibility into process, including approvals, payment status and details  Invoices will be processed through MarketPlace+ for FY17  Expense Management includes both P-card and reimbursable expenses  Training

Q & A

Thank you!