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Finance e & & Administration n Forum/Discussion n November 14, 2018 10:00am W I N S T O N - S A L E M STATE U N I V E R S I T Y 1 Finance e & & Administration n Forum/Discussion n AGENDA

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W I N S T O N

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A L E M STATE

U N I V E R S I T Y

Finance e & & Administration n Forum/Discussion n

November 14, 2018 10:00am

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W I N S T O N

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A L E M STATE

U N I V E R S I T Y

Finance e & & Administration n Forum/Discussion n

AGENDA

  • Budget Update
  • Payroll Services Reminders
  • Financial Services
  • Facilities Update

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W I N S T O N

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A L E M STATE

U N I V E R S I T Y

Finance e & & Administration n Forum/Discussion n

Budget Office Staff Donna Morris – Budget Analyst Amber Thompkins – Budget Analyst LaToya Wiley - Director Jacqueline Jenkins – Systems Accountant – Finance & Administration Business Process Liaison (located in the Budget Office)

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. wssu

  • --
  • W

I N S T O N

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A L E M STATE

U N I V E R S I T Y

Finance e & & Administration n Forum/Discussion n

The Board of Governors of the UNC System approved the final budget adjustments related to enrollment allocations during their meeting this

  • week. As a result, we will begin allocating departmental operating

budgets for the remainder of the fiscal year. Our goal is to have the allocations completed no later than February 1, 2019. As always, please contact the Budget Office for immediate programming/funding requirements. We appreciate your patience as we work to support the needs of our students, faculty and staff. We remain committed to providing exemplary customer service, so please don’t hesitate to email us at budget@wssu.edu. Respectfully, LaToya Wiley Director, Budget & Analysis

Finance and Administration · 103 Blair Hall · Winston-Salem, North Carolina · 27110

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FY 2019-20 TUITION & FEE PROPOSALS - RECAP

2018-19 Proposed % Revenue 2019-20 Tuition Category Tuition Increase Change Generated Rate Undergraduate Resident $3,401 $0.00 0.0% $0 $3,401 Undergraduate Nonresident 13,648 $0.00 0.0% $0 13,648 Graduate Resident 3,872 $0.00 0.0% $0 3,872 Graduate Nonresident 13,987 $0.00 0.0% $0 13,987 General Fees and Debt Service 2018-19 Fees Proposed Increase % Change 2019-20 Fees Athletics $745.00 $35.00 4.7% $780.00 Health Services 267.00 0.00 0.0% 267.00 Student Activities 530.70 15.00 2.8% 545.70 Educational & Technology 416.46 0.00 0.0% 416.46 Campus Security 30.00 0.00 0.0% 30.00 Subtotal - General Fees 1,989.16 50.00 2.5% 2,039.16 Debt Service * 423.00 0.00 0.0% 423.00 ASG Fee 1.00 0.00 0.0% 1.00 Total Proposed UG Fees $2,413.16 $50.00 2.1% $2,463.16 Proposed UG Resident Tuition & Fees $5,864.16

Master of Healthcare Administration FY 2019-2020

Category Annual Increase Graduate Resident $1,000 Graduate Non-Resident $2,000

  • Meal Plans – 3% Increase request
  • No Increase on Tuition, Housing rates
  • r other fees

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WINSTON-SALEM STATE UNIVERSITY

Fin inance e & & Administration n Forum/Discussion n

Budget Office Initiative

ECOsystem – A system designed to explain how the budget office supports faculty, staff, and students in making informed decisions on the utilization of financial resources. The ECOsystem is a customer service system focused on providing support to the WSSU community by improving responsiveness through education, communication and organization. Goals:

Communicate Organize Educate

Education – Educate stakeholders on budget policies, improve access to budget resources, provide regularly scheduled training courses Communication – Establish a communication policy for the office that provides customer feedback within 48 hours. Communicate updates to campus community via Budget Office webpage. Organization – Organize processes and procedures to make them more efficient and effective. Implement automated processes to decrease processing times.

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W I N S T O N

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A L E M STATE

U N I V E R S I T Y

Fin inance e & & Administration n Forum/Discussion n

Payroll Services ***Reminders***

November 14, 2018

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W I N S T O N

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A L E M STATE

U N I V E R S I T Y

Go paperless: Sign up to get your W-2 tax form electronically

Tax time is soon approaching. If you have not signed up for an electronic copy of your W-2 form, please do so at this time. Employees are encouraged to go paperless by providing consent to receive their 2018 IRS W-2 form electronically through Banner Rams Self Service. WSSU is required by IRS regulations to mail employees a paper W-2 form, unless they consent to receive their W-2 form in an electronic-only format. Check your address! Make updates in Human Resources.

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W I N S T O N

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A L E M STATE

U N I V E R S I T Y

Receiving an electronic W-2 form is:

  • Safer. Reduces the risk of identity theft associated with mailed W-2 forms, which includes the employee’s name, address

and social security number.

  • Faster. Electronic W-2 forms will be available before mailed forms. Employees will be notified by email announcement

when their W-2 is available to view and print. Those that do not make the election will have W-2 forms mailed on January 31, 2019.

  • Greener. If electronic consent is provided, a paper 2018 W-2 form will not be mailed.

How to sign up to receive your W-2 form electronically To provide consent to receive an electronic-only W-2 form and to stop receiving a paper W-2 form in the mail, please check the “consent” to electronic W-2 box.

  • 1. Log in to Banner Rams Self-Service.
  • 2. Select Employee from the Main Menu listing.
  • 3. Select Tax Forms from the Employee listing.
  • 4. Select Electronic W-2 Consent, the Electronic Regulatory Consent webpage displays.
  • 5. Select the check box beside "Consent to receive W-2 electronically."
  • 6. Select Submit button.

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WINSTON-SALEM STATE UNIVERSITY

TIMESHEET TRAINING IS AVALIABLE

Bi-weekly Supervisors…. continue to monitor employee timesheet submission to reduce the amount of late timesheets. Contact: Sharon Cherry for individual or departmental training.

cherrys@wssu.edu , 750-2722

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W I N S T O N

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A L E M STATE

U N I V E R S I T Y

Purchasing g Services s

November 14, 2018

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W I N S T O N

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A L E M STATE

U N I V E R S I T Y

JAGGER (formally SciQuest)

 Total Contract Manager (TCM) Benefits:

  • Single point
  • Get real-time updates
  • Single central repository
  • Accounts Payable Director (AP Director)

Benefits:

  • Improve customer service
  • No more paper
  • Improve relationships with vendors
  • Take advantage of supplier discounts
  • Improve payment cycles

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W I N S T O N

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A L E M STATE

U N I V E R S I T Y

Do

  • Not

t Use e P-Card d for r Personal l Service e Contracts s

  • All transactions requiring a signed agreement/contract by the

Vendor and University cannot be paid using the P-Card even if the transaction is under the $2,500 single transaction limit. (Examples: contractual services, speaker/artist engagements, DJ/host, etc.)

  • Purchasing Director if the vendor does not accept a pu
  • The agreement/contract must be approved and signed off by the

appropriate personnel prior to the service being rendered and payment made.

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WINSTON-SALEM

STATE UNIVERSITY

WINSTON-SALEM STATE UNIVERSITY

Save-the-Date Thursday, March 07, 2019

Purpose:

  • WSSU has not had a Purchasing vendor fair in over 10 years.
  • WSSU rich heritage and legacy: Community, Education and Resources
  • Campus: Collaboration, Support, Participation and Networking
  • Theme: Creating Connections Through Relationships

Benefits:

  • Meet vendors currently doing business with WSSU
  • Assess the marketplace
  • Strengthen supplier relationships

Registration Link: eventbrite.com/e/wssu-2019-minority-vendor- expo-registration-51297526282

  • Free to WSSU’s employees
  • Registration Fee: Only $25 for vendors

November 14, 2018

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W I N S T O N

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A L E M STATE

U N I V E R S I T Y

TRAVEL

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WINSTON-SALEM STATE UNIVERSITY

Travel Card (T-Card)

  • Permanent Employees
  • Business Travel Expenses – Airfare, Hotel, Registration, Rental Car,

Student Meals

  • Preapproval required prior to charging expenses
  • Managers/Supervisors providing names of employees –

wssutravel@wssu.edu

  • Training by Department
  • Campus Announcements

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W I N S T O N

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A L E M STATE

U N I V E R S I T Y

Cyt ytric c (T (Travel l Agency) )

  • Online booking tool
  • Air, Hotel and Rental Car
  • Service Fee - $9
  • T-Card (Pre Approval Required)
  • Link provided on website

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W I N S T O N

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A L E M STATE

U N I V E R S I T Y

Chrome e River r

  • Electronic Travel & Expense Application
  • Access via computer, tablet and mobile device
  • Electronic Approvals
  • Paperless
  • Tracking
  • Budget Checking
  • Reconcile T-Card Transactions

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W I N S T O N

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A L E M STATE

U N I V E R S I T Y

Facilities Management

Update for Financial Managers Administrative Staff Forum November 14, 2018

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W I N S T O N

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A L E M STATE

U N I V E R S I T Y

Reorganization & Expansion

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I I

L-------------------------

WINSTON-SALEM STATE UNIVERSITY

Timothy F. McMullen, RA Associate Vice Chancellor Facilities Management Jimmy Norwood, AIA Interim Asst. Vice Chancellor Facilities Management Christal Coleman Administrative Support Specialist David Spencer Business Operations Officer Christopher Bowman

  • Dir. Facilities Operations

George Morales

  • Dir. Building & Environmental

Services

Winston Salem State University Facilities Management Organization Chart w/ Customer Service Operations

September 10, 2018

Joyce McMillan Executive Assistant Berdette Malloy University Program Specialist /MAINSAVER Stephanie Galloway Administrative Support Specialist /MAINSAVER Barry Blue FMT – Building/ Inventory Bernard Dallas Vehicle Repair Tech - Motor Pool Danny Mock BES Tech/Vehicle Repair & Sm. Engine Tech VACANT FMT – Building/ Inventory Brian Edmonson Business Officer VACANT Administrative Assistant

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W I N S T O N

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A L E M STATE

U N I V E R S I T Y

Customer r Service e Group p

  • The customer service group was created to increase response by Facilities

Management to Work Requests and Work Orders.

  • Services include managing the Mainsaver Data Base
  • Tracking Work Order flow from creation to close out with regular reporting
  • Providing improved contact with our customers.
  • Working with Building Coordinators to improve communication
  • Meet regularly with the coordinators to discuss processes, encourage use of the

system and in.

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W I N S T O N

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A L E M STATE

U N I V E R S I T Y

Work Order System

  • All requests should flow via the Work Request/Order system
  • This is the quickest way to get issues resolved
  • You can go on the WSSU Web Site and access the system by typing

Work Request into the Search menu.

  • If you have problems contact Davis Spencer at: spencerda@wssu.edu
  • Or (336) 750-2857
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W I N S T O N

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A L E M STATE

U N I V E R S I T Y

QUESTIONS

?

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