payroll: Fiscal Clean-Up Week: January 25-29, 2010

[paynews <paynews@uoregon.edu>]

January 20, 2010


Memorandum

To:       Campus Budget Managers

Cc:       Vice Presidents, Deans, and Directors

From:     Laura Hubbard, Associate Vice President for Budget & Finance

Subject:  Fiscal Clean-Up Week:  January 25-29, 2010


As part of our shared dedication to continuous improvement of business 
practices at the university and consistent with debriefs with all of you 
related to fiscal year-end processes, we have agreed that January 25-29 
will be a UO Fiscal Clean-Up Week.  Just as University Day is an 
opportunity to join together to beautify the physical campus, Fiscal 
Clean-Up Week will be devoted to the beautification of the fiscal 
environment at a mid-point in the fiscal year.

During Fiscal Clean-Up Week, we ask campus units to take some time out of 
normal business activities to review all budgets, business transactions, 
and accounting entries for the first six months of FY2010 and, where 
warranted, employ corrective actions.  The areas to be reviewed should 
include, but not be limited to:

.	Budgets - Review current budget status and make any necessary 
budget adjustments in keeping with planned spending between now and fiscal 
year-end;
.	Review all existing transactions for appropriateness and for 
correct financial posting and reporting;
.	Payroll, hiring and termination documents -  Make sure all 
personnel and payroll transactions are up-to-date with current 
appointments;
.	Leave reports - Ensure that all reports are up-to-date, approved 
by the appropriate supervisor, and correctly posted to Banner;
.	Review P-Card transactions for appropriateness and for correct 
financial posting;
.	Review all outstanding travel reimbursements and bring them 
up-to-date if needed;
.	Service Centers - Ensure that all billings are current and review 
working capital for compliance with policy;
.	Construction-in-progress - Ensure that CIP reporting is up-to-date 
with current activities (Facilities Services only).

Central office staff will be reviewing accounting records for anomalies 
and producing exception reports.  They will work with you as appropriate 
to follow up on any items identified in your Responsibility Unit(s). 
Service Centers which have submitted work-out plans related to working 
capital compliance exceptions will also be reviewed by the Business 
Affairs Office during this period.

These plans are consistent with discussions with Campus Budget Managers in 
October-December, 2009.  Thank you for your input and for your work in 
ensuring business transactions are accurate and current.


Laura Hubbard
Associate VP for Budget & Finance
5239 University of Oregon
139 Susan Campbell Hall
Eugene, OR  97403-5239
541.346.2817 (voice)
541.346.6176 (fax)


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