Florida Polytechnic University Finance and Facilities Committee Board of Trustees September 7, Proposed Committee Action. Background Information

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1 Page 18 AGENDA ITEM: VII Florida Polytechnic University Finance and Facilities Committee Board of Trustees September 7, 2016 Subject: Transition from UF Shared Services Update No action required- Information only Proposed Committee Action Background Information Progress report showing duties transitioned to-date and the related fee reductions. Pursuant to a December 2015 Amendment to the 2012 Memorandum of Agreement for Shared Services provided by UF, Poly has transitioned to its staff many services formerly provided by UF. The corresponding fee reduction earned to-date have reduced the fee from 10% of non-capital expenditures to 4.32%. The final reduction to 0% will occur with the October implementation of Workday. The fee reductions have been earned as follows: Supporting Documentation: Fee reduction Checklist and Status Report Transition Agreement Shared Services Graph Prepared by: Mark Mroczkowski, Vice President and CFO

2 University of Florida - Finance and Administration Administrative Fee Allocation By Support Task Activity Department Disbursements Task Performed Activity Detail (Service Provided) Page 19 Transition Training Completed Reduction in 7.5% Charge Disbursing Funds 0.13% Record manual payments in the AP subsystem for payments withdrawn directly from the bank (#13) Trained Sprenkle and Mackoon Running Pay Cycles (Phase III) Printing and disbursing checks (Phase III) Handle bank rejects and positive pay exceptions (Phase III) Handle voided checks and reissues (Phase III) Vendor Maintenance 0.06% Process paperwork to add new vendors (#14) Trained Yazici Modify vendors in the system (#15) Trained Yazici Annual/Monthly Tasks 0.02% Resolve any issues and close the AP and Travel subsystems (Phase III) Issue 1099's (Phase III) Work and submit stale dated checks (Phase III) Travel Employee Profile/Locations/Admin Support 0.03% Training provided to FPU - Various staff members were trained 0.03% Asset Management Payroll and Tax Services Account maintenance, depreciation and reporting requirements. Inventory and Financial Stmts 0.04% Screen and approve PO's for capital equipment purchases (#38) Trained Sprenkle and Mackoon Create and update property records (Phase III) Print property decals (Phase III) Inventory support (Phase III) Calculate monthly depreciation (Phase III) Payroll Related Services - Ongoing 0.16% Review of new employees' gross to net calculations to ensure they are taxed correctly according to the W-4 submitted (Phase III) Request FPU-SSC to create voucher for garnishment check (Phase III) Request FPU-SSC to create vouchers for Div of Retirement, Division of State Group Insurance and IRS (Phase III) Record Payroll data in a spreadsheet that will be used to reconcile to the quarterly 941 (Phase III) Send payroll summary prepared by James Moore to FPU staff (Phase III) Book1 5/9/2016 Page 1 of 5

3 University of Florida - Finance and Administration Administrative Fee Allocation By Support Task Activity Department Human Resources Task Performed Activity Detail (Service Provided) Review of the FLPTU general ledger for all payroll related FL accounts (Phase III) Review of the 941 prepared by James Moore prior to sending to FPU (Phase III) Request that UF General Accounting set up new general ledger accounts (Phase III) Request that UF Disbursements create new vendor ID's (Phase III) Prepare journal entries to record gross wages, employee paid benefits and taxes, net pay and expense for employer paid benefits and taxes and related liabilities (Phase III) Transition Training Completed Reduction in 7.5% Charge Payroll Related Services - Annual 0.00% Gather data for year-end adjustments and related notes (Phase III) Personnel and Related Records 2.16% Develop job descriptions (#39) Provide FPU with compensation analysis for similar positions (#40) Develop job advertisements (#41) Recommend recruitment strategies, when appropriate (#42) Review and approve hiring paperwork (#43) Submit E-Verify for new employees (#44) Complete criminal background checks (#45) Complete education verification (#46) Create and maintain personnel files (#53) Benefits and Retirement 0.73% Prepare payroll documents to send to payroll company (#47) Send information to UF Benefits to initiate enrollment processes (#48) Review and approve time sheets (#49) Send time sheets to payroll company (#50) Review and approve preliminary paylist (#51) Monitor benefits and retirement calculations and deductions (#52) Benefits counseling and enrollment (Phase III) Serve as FPU liasion with PeopleFirst (Phase III) Serve as retirment coordinator and enter retirement records (Phase III) Reconcile Division of Retirement invoices (Phase III) Assist and advise with open enrollment (Phase III) Other Personnel Related Support 0.05% Advise and recomment on issues involving employment actions (Phase III) Provide advisement on policies and regulations intrepretation (Phase III) Counsel managers on issues in the workplace (Phase III) Serve as an advisor for FPU General Counsel in regards to union activity (Phase III) Page 20 Book1 5/9/2016 Page 2 of 5

4 University of Florida - Finance and Administration Administrative Fee Allocation By Support Task Activity Department Task Performed Treasury Management Activity Detail (Service Provided) Advise and assist with unemployment claims (Phase III) Provide specialized online myufl systems training tooklits (Phase III) UF training programs are available to FPU employees Serve as an advisor for HR policy and regulation development Service as an advisor for performan management program development Transition Training Completed Reduction in 7.5% Charge Ongoing Cash and Bank Transactions 0.38% Check for ACH debits against FPU bank accounts and approve/disapprove (#2) Trained Sprenkle and Carlton Check for ACH/wire deposits and process when needed. (#3) Trained Sprenkle and Carlton Review bank anaylsis statement and process service charge payment (#5) Reconcile financial records with bank statements (2 FPU accounts, 1 Foundation account) and SPIA investment account (#6) Trained Sprenkle and Carlton Process (post) cash and check deposits (#7) Order and maintain bank supplies, i.e. deposit tickets and endorsement stamps (#8) Trained Sprenkle and Carlton Provide bank wire instructions for incoming wires (#9) Trained Sprenkle and Carlton Manage bank relationship some of which may include coordinating the establishment of new accounts; coordinating the establishment of new services on existing accounts; managing security to online banking; and preauthorizing automatic debits to accounts (#10a-d) Trained Sprenkle and Carlton Prepare and submit Public Depositor Annual Report (#12) No training required. Configure PeopleSoft banking module for new bank accounts (Phase III) Page 21 Investment and Interest Allocations 0.04% Calculate cash needs for the day and either invest excess cash with SPIA or bring money in to cover expenditures (#1) Trained Sprenkle and Carlton Post interest earned on SPIA investments and allocate to cost centers as appropriate (#4) Trained Sprenkle and Carlton NA Year End Reporting 0.00% Gather data for year-end adjustments and related notes (Phase III) General Accounting and Financial Reporting General Accounting 0.77% Book1 5/9/2016 Page 3 of 5

5 University of Florida - Finance and Administration Administrative Fee Allocation By Support Task Activity Department Task Performed Activity Detail (Service Provided) Review and post GL journals from SSC, construction and payroll as they are entered (#35) Grant project setup and budget management (#55) Provide accounting support e.g. appropriate Chartfields, reconding transactions for new business processes, researching transactions posted to GL/KK. (Phase III) Delivered Monthly Financial Reports when in production (Phase III) Add GL business units (Phase III) Add Chartfields for fund, account, department, source of funds and flex codes (Phase III) Testing configuration, updates and enhancements to PeopleSoft (Phase III) Review, correct and post any sub-system journals in error (Phase III) Transition Training Completed Reduction in 7.5% Charge Financial Reporting 0.27% Report management for journal detail transaction; transaction detail; trial balance financial reporting Crosswalk query; Statement of Net Position; Statement of Revenues, Expenses and Changes in Net Position; and Statement of Cash Flows (#36) Year-end closing of subsystems and GL (Phase III) Cost Analysis and Construction Accounting Assist with the preparation of the Annual Financial Report (Phase III) Unaudited Financial Statements (Statement of Net Position; Statement of Revenues, Expenses and Changes in Net Position; Statewide Financial Statement Component Unit Note Forms; Statement Financial Statement Adjustment Forms (Phase III) SUS GAAP Financials for the State of Florida Auditor General (Phase III) Cost Analysis - Reporting Compliance 0.02% Review and submit SEFA report to State (Phase III) Page 22 Construction Accounting - Ongoing Transactions 0.04% Process invoices for construction funds (#22) Process PO changes orders for construction projects (#23) Construction Accounting - Financial Support 0.23% Make PECO draw (#16) Trained Irvine Make PECO deposit (17) Trained Irvine Make DOE Receivable adjustments (#18) Trained Irvine Update FPU on PECO Project position (#19) Trained Irvine Review GL balances for construction projects (#20) Trained Irvine Manage interest earned on construction funds (#21) Trained Irvine Book1 5/9/2016 Page 4 of 5

6 University of Florida - Finance and Administration Administrative Fee Allocation By Support Task Activity Department Enterprise Systems Task Performed Activity Detail (Service Provided) Process construction deposits (#24) Trained Irvine Process budget/cash transfers for construction projects (#25) Trained Irvine Consult on construction policy (#26) Trained Irvine Manage project budgets (#27) Trained Irvine Research and reply to customer questions regarding construction transactions or balances (#28) Trained Irvine Page 23 Transition Training Completed Reduction in 7.5% Charge Systems Support 1.23% General Administration Administrative Oversight of FLPTU Support/Liaison Services 0.78% Accounting Support and Financial Liaison - Trained Horton, Sprenkle, Carlton, Mackoon 0.29% UF Budget Office Budget Assistance and Consultation 0.06% Oversee deposits of General Revenue and Lottery appropriations from the State (#37) Review journal and post new State Appropriation budget (Phase III) Gather and review data, generate journal and load carryforward appropriation budget (Phase III) Work with ES and FPU Budget Office to correct or adjsut history year financial data and load to SUDS (Phase III) Work with ES and FPU Budget Office to generate current year financial data and load to SUDS (Phase III) Work with ES and FPU Budget Office to general Salary Category Detail file for both history and current year and load to SUDS (Phase III) Work with ES and FPU Budget Office to generate Salary Category Detail file for updated current year State Appropriations data and load to SUDS (Phase III) Work with ES and FPU Budget Office to generate End of Year Salary Category Detail file for updated current year State Appropriations data and load to SUDS (Phase III) Total Service Fee Allocation 7.51% Book1 5/9/2016 Page 5 of 5

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