UMass Boston

F&A Advisory Group

Next Meeting:

Tuesday, June 13, 2023@ 1:00 – 2:30 p.m.
Chancellor's Conference Room & via Zoom

2023 Previous Meetings and Information

May 9, 2023

  1. Project Fastlane
  2. UPST Updates
  3. Controller Office Updates 
    1. Year-end Memo
    2. Inventory
  4. Student Payment Changes and Student Payment Plan Working Group
  5. Budget Updates 
    1. FY23 Budget Q3 Projection
    2. FY24 Budget 
  6. Upcoming Events 
    1. Board of Trustees
      1. Audit & Risk Committee Meeting 5/31
      2. Administration & Finance Meeting 5/31
      3. Board Meeting 6/1
    2. F&A Meeting 6/13

April 11, 2023

  1. IT Surplus Computers Drop-off – Spring Cleaning 
  2. Summer Programs 
  3. UPST Updates:
    1. Supplier Request Form – Helpful Tips ​
    2. Coffee with UPST 
  4. Travel Policy Update 
  5. Budget Update 
    1. 4/12: UMass Board of Trustees Meeting
      1. FY24 Tuition & Mandatory Fees Vote
      2. UMPO Fee Approval
    2. State:  MA House Ways & Means Budget Release in April
  6. Upcoming:
    1. 4/27 UMB Capital Lunch & Learn (Noon, Alumni Lounge)
    2. Next F&A Meeting: May 9th

March 14, 2023

  1. UPST Requested Time
  2. FY24 Budget
    1. GOV Budget/State Budget Overview 
    2. UMB Operating and Capital Budget Update
      1. Calendar/Progress
        1. 3/31: Budget Submission
        2. 4/12: Board of Trustees (Tuition & Fee Vote)
      2. Issues? (A&F or Departments)
  3. BTE Fastlane Project Update 
    1. Design Meeting on Concur – UMB Focus Group
    2. Design Meetings on Travel HX Global
      1. Travel Registry
      2. Pre-Travel Authorization
  4. Important Events
    1. Emergency Management
      1. Friday 3/17 Live Active Threat Drill – Campus Center closed until 1:00pm
      2. Cabinet “tabletop” Exercise, April 10th
    2. Campus Update, March 22nd 
    3. Capital Projects Lunch & Learn, April 27th 

February 14, 2023

  • UMass President’s Office
    • UPDATE:  Project Fast Lane 
    • UPST
      • New Supplier Onboarding & Self-Service Process
      • Invoice Approval
      • Airgas
  • Budget – Summit Dashboard Update
  • Controller – Property & Inventory Control Policy
  • IT Updates:
    • Commodity Approvers 
  • Emergency Management Updates:
    • Volunteers for Major Exercise in March
    • Speaker System Install
  • Important Dates:
    • 2/6: FY23 Q2 Submission
    • 2/9: FY24 T&F Submission
    • Budget Meetings/Hearings
    • 3/31: Budget Submission
    • 4/12: Board of Trustees

2022

December 7, 2022

Zoom Meeting Recording

  • Travel & Expense Kick-off 
  • Streamline Procurement Contracts Process Phase 2 
  • Active Threat Exercise 
  • Travel Registry Changes
  • CLARIFICATION:  Non-travel Business Expense Reimbursement Exception Process 
  • REMINDER:  Catering Expenses 
  • Q&A:  FY24 Budget Development 
  • Upcoming Events:
    • UMass Board and Committee Meetings
      • A&F Committee 12/14/2022
      • Board 12/15/2022

November 2, 2022

  • Budget Updates
    • President’s Office Submissions
    • FY23 Capital Budget – Changes in Plan for Existing Projects
    • FY23 Q1 Variance Reports
    • FY24 Budget Development
    • Incremental/Activities-based Models
  • Controller Updates:
    • Signature Authorization Process 
    • Inventory – “Unaccounted for Items” Form 
    • End of “out-of-pocket” Expense Reimbursement by 1/31/23 (90 days) 
    • Business & Travel Expense system RFP/Selection 
  • UPST:
    • Listening session - thanks and feedback
    • Adopt Invoice Payment Workflow 
  • Upcoming:
    • Campus Information Session – 11/15/2022
    • UMass Board and Committees
      • A&F Committee 12/14/2022
      • Board 12/15/2022

Wednesday, August 10, 2022

  1. FY23 State Budget finalized
    1. Additional funds for UMASS
  2. UPST FY22 Stats 
  3. Appropriation Budget Model 
  4. Upcoming Events:
    1. Next F&A Meeting, 9/8/22
    2. UPST Town Hall (zoom), 9/13/22
    3. Board of Trustees Meeting, 9/21/22
  5. Open Discussion

Thursday, July 14, 2022

  1. Intros:
    1. Grace Hotopp, Campus Master Plan
    2. Teresa Chiba, OBFP 
  2. Updates:
    1. Tuition & Fee Changes 
    2. RES Funds 
    3. Inventory Project
    4. Business Travel Expense Pre-Approval
    5. NACUBO – membership@nacubo.org or 202.861.2560

Wednesday, June 8, 2022

  1. Board of Trustees/Audit/A&F committees                                            
  2. FY23 Budget loads                                                                                           
    1. Inflation & FY23 Budget                                                                 
  3. Overview: Business & Travel Expense                                                      
    1. BoT Policy & Administrative Standards
    2. Q&A session to come
  4. Student Financial Responsibility Agreement: Soft launch                
    1. https://www.umb.edu/bursar/fra
  5. UMASS Enterprise Risk Management update                                       
    1. Annual report
      1. Risk Mitigation Assessment Tool
    2. Campus & UMPO Committee Staffing

Open Discussion                                                                                                              

Thursday, May 12, 2022

  1. Business and Travel Expense Standards 
  2. Controller Updates:
    1. FY22 Close Memo Draft
    2. UPST Processing and Controller Accruals
  3. OBFP Updates:
    1. COVID Expenses
    2. Quarterly Variance
  4. Upcoming Events:
    1. Campus Forum today @3pm
    2. Board of Trustees:
      1. CASA Committee, May 25th
      2. Audit & Risk June 1
      3. A&F Committee June 1
      4. Board of Trustees June 2
  5. Open Discussion

 

Thursday, April 14, 2022

  1. BoT April 13th Meeting Update 
  2. UPST FY22 Year-end Transaction Dates
  3. Receiving Update: Amazon Deliveries 
  4. Controller Updates
    1. ORSP Gift Card Process
    2. Pre-grant Hiring Changes Pilot    
  5. Travel Update: COVID Travel Quarantine Policy
  6. Feedback: New UPST Contract Workflow
  7.  Open Discussion

Thursday, March 10, 2022 

  1. New A&F Staff:  Associate Controller, Sharon DeLeskey & Budget & Reporting Analyst, Jeffrey Pen
  2. Collective Bargaining Update
  3. Controller Updates
    1. CON-02 /CON-07
    2. Change in Accounting Standards
  4. Pre-travel Authorization Process
  5. Upcoming Events:
    1. Campus Forum, March 23
    2. A&F Committee, April 6
    3. Board of Trustees Meeting, April 13
  6. Open Discussion

Thursday, February 10, 2022

  1. Q2 Forecast Update 
  2. FY23 Budget Updates 
    1. Meetings
      1. Hearings
        1. Operating (non/personnel expense, revenue)
        2. Capital (GOF & Restricted projects & equipment, space requests)
      2. Special subject meetings (enrollment, financial aid, energy)
    2. Schedule/changes
    3. Cost savings effort:  Printers/Copiers/reduced use 
  3. Ship to Home process – department/commodity approver responsibilities
  4. UPST – Dashboard, stakeholder group, contract process 
  5. Open discussion

Thursday, January 13, 2022

  1. Marketing Update 
  2. FY23 Budget Updates 
    1. UMB Due Date: 1/28/2022
      1. Operating Budget expenses
      2. Operating Budget revenue - fee requests/changes
      3. Capital Budget – funding requests and other planning information
        1. Include space requests
        2. Include planned restricted/start-up funded equipment and space
    2. System Office Budget Due Dates (PPT)
  3. Controller Updates (Patty Overko)
    1. Signature authorization updates
    2. Finance system security requests
    3. Ship to home
  4. Open Discussion

2021 Previous Meetings and Information

Thursday, December 16, 2021

  1. UPST Update
  2. Contract “blackout” period 
  3. Inventory & Related Update 
    1. Bi-annual BoT requirement/IT inventory
    2. Indirect-cost rate project
  4. Gift Card Process Update 
  5. Board of Trustees/Committee Meetings - Highlights 
  6. Municibid Success! 
  7. Open Discussion
  8. Next Meeting 1/13/22

Wednesday, November 24, 2021

  1. Amazon Prime – cancel individual memberships
  2. Reminders:
    1. Strategic Planning Surveys
    2. Remote on Friday, 11/26
    3. Proposed remote in January
  3. Upcoming events:
    1. Town Hall, 12/8/21 @ 3:00 PM
    2. BoT Audit & Risk Committee, 12/13/21 @ 8:00 AM
    3. BoT A&F Committee Meeting, 12/13/21 @ 10:00 AM
    4. BoT Meeting, 12/15/21 @ 10:00 AM
  4. Open discussion

Wednesday, November 10, 2021

  1. UPST: Contract Workflow 
  2. FY23 Budget Guidance
  3. Note: Planning to end ship-to-home
  4. Open Discussion

Thursday, October 28, 2021

  1. Strategic IT Assessment
  2. UPST September Dashboard
  3. Update: Travel Approval Process 
  4. FY23 Budget Process Timeline
  5. Open Discussion

Thursday, October 14, 2021

  1. FY22 Updates: Revenue shortfall; remote operations planning
  2. Course Pricing Changes
  3. Continued Discussion: Travel Approval
  4. Advisory:  Storage in the Substructure
  5. Open Discussion

Thursday, September 30, 2021

  1. Strategic Planning Update
  2. Technical Upgrade for the PeopleSoft Finance System
  3. BOT - UPST Changes
  4. Open Discussion

Thursday, September 2, 2021

  1. Employee Vax Requirement/Furloughs/Temps 
  2. Activities-Based Budgeting
  3. Budget Updates 
  4. Treasury Updates 
  5. Receiving Management Change
  6. Manning Gift 
  7. Open Discussion
  8. Upcoming Dates:
    1. Board of Trustees A&F Committee, September 29th
    2. Board of Trustees, September 30th

Thursday, August 19, 2021

  1. IT VAR Presentation, 4 of 4, WEI
  2. Chart Field Creation Process
  3. Temp Worker Approval Change
  4. Return to Work Questions (A&F Staff)
    1. https://www.umb.edu/coronavirus
  5. Reminders: COVID Expense Q4 Templates
  6. Open Discussion

Thursday, July 22, 2021

  1. IT VAR Presentation, 3 of 4, CDW-G
  2. Surplus Process Presentation 
  3. FY21 AP Accrual Process 
  4. Return to Campus – Questions to A&F Staff
  5. Open Discussion

Thursday, July 8, 2021

  1. IT VAR Vendor Presentation, 1 of 4, Connection 
  2. IT VAR Vendor Presentation, 2 of 4, Whalley 
  3. Intro of H. Moesinger, Asst. Business Manager, Healey Library
  4. Intro of K. Qiu, Sr. Financial Analyst, Controller’s Office 
  5. Intro of S. O’Neil, Business and Grant Services Director, Provost’s Office

Thursday, June 17, 2021

  1. Marketing and Engagement Division Overview 
  2. UPST Updates 
  3. FY22 Opening 
  4. Reminders: Controller Policies Online & One Card for Travel
  5. Open Discussion 

Thursday, June 3, 2021

  1. Power Plant Flood – Update 
  2. IT Value-added Resellers “VARs” 
  3. Foundation Fiscal Year Deadlines 
  4. Update – UPST Policy Harmonization 
  5. Surplus Team – Acknowledgement of Andrea Ward and Stephen Honton
  6. Calendar Items
    1. BOT June 10th
    2. FY21 Close 6/30/21
  7. Open Discussion

Thursday, May 20, 2021

  1. FY22-26 Capital Plan Presentation
  2. Parking Passes for Return to Campus 
  3. Surplus Equipment (process in development)
  4. Calendar Items
    1. BOT June 14th
    2. FY21 Close 6/30/21
  5. Open Discussion

Thursday, May 6, 2021

  1. UPST: New Buyways Functionality
  2. Student Graduation Prizes 
  3. Year-end Close Guidance Questions/Issues 
  4. Town Hall Feedback 
  5. Upcoming Events
    1. Next Board of Trustees Meeting – June 9th
      1. Approval of FY22 Operating Budget
  6. Open Discussion

Thursday, April 22, 2021

  1. Delegation of Authority (Memo)
  2. House Ways & Means Budget Release
  3. Update: FY21 Year-end Dates
  4. Reminder: Budget Quarterly Variance and COVID Expense Templates

Thursday, April 8, 2021

  1. UPST Project Update 
  2. Return to Campus - Inventory 
  3. Year-end Reminders
    1. Expense Reimbursements 
    2. Payments to Students 
  4. Upcoming:
    1. BoT Meeting – next week 4/14 @10:00am
    2. State Budget
      1. House Ways 4/14/21
      2. Senate 2nd week in May

Thursday, March 25, 2021

  1. FY21 Close 
  2. UPST Issues Update 
  3. Upcoming
    1. FY22 Budget Due to UMPO April 5th
    2. BoT Meeting April 14th, Tuition & Fees vote
    3. State Budget (HWM’s) 
  4. Open Discussion 

Thursday, March 18, 2021

  1. SDQD Update
  2. Open Discussion

Thursday, March 11, 2021

  1. FSU Research and Education Support Fund
  2. Gifts and Awards to Students-Commencement/year-end celebrations/remote events
  3. Full Use of Space Committee
  4. Open Discussion

Thursday, March 4, 2021

  1. UPST UMB Bank Card Specific Training Update
  2. Capital Budget – Project Surpluses
  3. Updates:
    1. Mailroom hours
    2. BoT April 14th Meeting – vote on tuition rates
  4. Open Discussion

Thursday, February 25, 2021

  1. UPST Projects Overview                                                            
  2. COVID Aid update          
    1. GEER submission 
    2. Federal Stimulus Working Group 
    3. CRRSAA Info NACUBO/EY 
    4. CARES Act Student Aid Committee 
  3. Coming Soon
    1. eCommerce marketplaces                  
  4. Budget Update 
  5. Open discussion

Thursday, February 11, 2021

  1. Introduction of Campus Planning Director, Dennis Swinford 
  2. Revenue Share update 
  3. Q2 Highlights 
  4. UPST updates
    1. 2/10/21 monthly meeting 
    2. One Card workflow update 
    3. UPST project updates 
  5. Lot D Parking 
  6. COVID Aid Webpage
  7. FY22 Budget – PPE/COVID materials & supplies 
  8. Calendar 
    1. 2/19/21 budget submission due date
    2. 4/5 UMPO budget due date
    3. Upcoming BOT meeting dates
      1. April 14th
      2. June 10th

Thursday, January 28, 2021

  1. FY22 State Budget 
    1. UMASS Budget Request 
    2. Governor’s Budget 
  2. FY22 UMB Budget 
  3. UPST Town Hall Meeting Date: Tuesday, February 9, 2021, Time: 10:00 AM - 11:00 AM Eastern Time (US and Canada)

Registration link: https://umassp.zoom.us/webinar/register/WN_nsxoe1d_QU2qwm1Jtgswag

  1. Open discussion/items for the group

Thursday, January 21, 2021

  1. Items from last meeting
    1. Any items from UPST meeting last week that were not covered (there may be none)
    2. Change to process for IT/Facilities-supported projects 
    3. Spring semester information
      1. Parking 
      2. Campus access/health information coming soon
  2. FY22 Budget Development – Issues/Questions
    1. Meeting at 2:00pm
  3. Open Discussion of Items for the Group

Thursday, January 14, 2021

  1. UPST Updates
    1. Project updates 
    2. One-Card workflow 
    3. UPST team meeting (1/13/2021) update
    4. Invoice approval workflow setup
  2. Controller Updates
    1. Q2 A/P help 
  3. Budget Updates
    1. FY22 Budget Guidance 
    2. Change to process for IT/Facilities supported capital projects 
  4. Spring Semester Information
    1. Parking 
    2. Campus access/health information coming soon 
  5. Open Discussion (as time permits)

Previous Meetings & Information (2017-2020):

Tuesday, February 11, 2020

  1. Agenda
  2. Travel Risk Management Program
  3. Finance System Security Request

Tuesday, January 14, 2020

  1. Agenda
  2. Budget Presentation
  3. Advancement Update
  4. BuyWays Update

Tuesday, December 17, 2019

  1. Agenda
  2. Introduction of New Staff
  3. UMPlan (Axiom) Login Demonstration and Training Update
  4. UPST Updates
  5. Advancement Changes
  6. F&A Council
  7. A&F Website Updates

Tuesday, November 19, 2019​​​​

  1. Agenda
  2. Budget Presentation

Tuesday, October 15, 2019
Agenda

Tuesday, September 17, 2019
1.  Agenda
2.  FY19 Year-end Update
3.  FY20 Operating Budget Updates
4.  FY20 Capital Budget Update
5.  "UMPlan" (Axiom) Updates
6.  FY20 Signature Authorization
7.  Online Expense Reporting
8.  F&A Council
9.  Upcoming Events:
        -  Campus Construction Brown Bag, September 23, 2019
        -  Shared Services Town Hall Meeting, October TBD
        -  Town Hall, October 23,  2019

Tuesday, August 20, 2019
1.  Agenda
2.  FY20 Budget Update
3.  FY19 Close Update
4.  Business Expense Policy
5.  After the Fact Form FY20
6.  Terra Dotta Report

Tuesday, July 16, 2019
1.  Agenda
2.  Business Expense Policy: Employee Separations
3.  Controller's Office Updates
4.  Facilities Staffing Changes
5.  FY20 Budget Process Update

Tuesday, June 11, 2019
1.  Agenda
2. Budget Update
3. Controller Reorganization
4  FY20 Opening Memo
5. Multi-Function Devices
6. Elevator Policy for Residence Halls

Tuesday, May 21, 2019
1.  Agenda
2.  Budget Update
3.  Inventory Update
4.  FY19 Year End Close & Audit Update
5.  Multi-Function Device Contract
6.  Commencement

Monday, April 29, 2019
1. Agenda
2. ATF Form Revisions
3. Inventory Update
4. Budget Process - Now to June Board of Trustees
5. Fiscal Year Close Reminder
6. Travel Card Update
7. New Employee, Ryan Quigley, Sr. Associate Controller
8. Upcoming Events

Tuesday, March 19, 2019
1.  Agenda
2.  FY19 Budget Pressure
3.  AFT Form
4.  Revenue Contract Changes
5.  Replace Program
6.  FY19 System User Access Review
7.  Budget Due to System Office 3/29/19
8.  FY20 Budget Templates:

Tuesday, February 12, 2019
1.  Agenda
2.  FY20 Budget Update
3.  Shared Services Update
4.  Bayside Update
5.  Computer Replace Program
6.  Physical Inventory - Campus Wide
7.  Travel Card Update
8.  Active Threat Training Video  

Tuesday, January 15, 2019
1.  Agenda
2.  Budget
     a.  FY19 Projection/Variance Reporting
     b.  FY20 Budget Planning

3.  Travel Card
4.  Parking Update
5.  REAB Update
6.  Inventory
7.  State Ethics Commission
8. Other

Tuesday, November 20, 2018
1. Agenda
2.  Policy Updates
3. Budget
4.  Internal Audit
5. Procurement Resources on Website

Tuesday, October 16, 2018
Agenda
Town Hall Budget Follow-up
Shared Services Project
Procurement Roundtable Update
Terra Dotta go-live Update
Axiom Budget Software Design Sessions Update Signature Authorization Process

Tuesday, September 18, 2018
Agenda
Capital Budget Process Update
Variance Reporting
Terra Dotta Reminder
Procurement Roundtable
Signature Authorization Process

Tuesday, August 21, 2018
Agenda
Capital Budget Process
FY18 Year-End Close, Update
FY19 Procurement Planning
Terra Dotta
Pro-Card Review
Campus Services
Construction Update

Tuesday, July 17, 2018
Agenda
Public Records Requests
Residence Halls and 24/7 Campus
Construction Update

Tuesday, June 19, 2018
Agenda
FY19 Budget
Construction Update
New Policy on Legal Services
Public Information Requests
Upcoming Trainings
Transition of Leadership

Tuesday May 15, 2018
Agenda
Commencement
Finance System Upgrade
FY18 Year End Deadlines
FY19 Operating Budget
Annual Audit Schedule
Procard Reminder
Campus Wide Equipment Inventory
Construction Update

Tuesday, March 20, 2018 
Agenda 
F&A Budget Office
Quarter 2 Report
Finance System Upgrade
FY 2018 Financial Systems User Access Review

Tuesday, January 23, 2018
Agenda
Budget Update
Campus Services Printer Policy Presentation
25 Live Slide
Construction Update

Tuesday, December 19, 2017
FY19 Budget Process Open House

Wednesday, November 15, 2017
Agenda
Budget Presentation
Campus Weather Closure Policy
Construction and Transportation Update

Tuesday, September 19, 2017
*Agenda
*Terra Dotta Travel Registry demonstration
*FY18 Budget Update
*Emergency Management – Continuity of Operations Planning
*FY18 Signature Authorization
*Construction and Transportation Update

Wednesday, April 19, 2017
*Agenda
*Introduction of VCAF Kathleen Kirleis
*Commencement 
*New Applicant Tracking System, Page-Up 
*FY17 Year End Closing
*FY17 Budget Update & FY18 Budget 
*Access review reminder/update
*Construction Update

Tuesday, March 21, 2017
*Agenda
*Environmental Health and Safety Policy 
*Budget Update 
*2017 Financial Systems User Access Review 
*Visa Management Update 
*Time and Attendance Self Service Update 
*Construction and Transportation Update 
*Renovations to Academic Buildings (REAB)

Tuesday, January 31, 2017
*Agenda
*Introductions of New Staff
*Budget Process and Group Feedback  
*VRC Update 
*Pro-Card Policy 
*Construction and Master Plan Update
*Soil Bullets
Updates: 
*Non-benefitted Hiring Update
*Emergency Management & Business Continuity

  1. Agenda
  2. Budget Presentation
    • Agenda
    • FY20 Budget Update
    • FY19 Close Update
    • Business Expense Policy
    • After the Fact Form FY20
    • Terra Dotta Report
      • Capital and Revenue Templates
      • Open Discussion of Issues
      • Guidance
      • Axiom
      • a.  Travel and Business Expense Changers Due to Terra Dotta
      • b.  Proposed Change to "dual role" Approvers in BuyWays
        • i. Report of Auto-approved Expense  
      • a. Capital Pre-Approved Notifications
      • b. Axiom Software Update
      • c. Position Management BPR Update
      • d. FY19 Variance Report Example
      • a. Shared Services Update

F&A Advisory Group - Membership List


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Finance Council Charter


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