Financial Liaison Meeting February 1 2010 Robin

Financial Liaison Meeting February 1, 2010

Robin Ellis

PCI DSS - - What is it? PCI DSS - Payment Card Industry Data Security Standards It is a set of 12 requirements designed to ensure that ALL companies (that means AUBURN UNIVERSITY) that process, store or transmit credit card information maintain a secure environment. All organizations or merchants, regardless of size or number of transactions are required to be PCI Compliant.

Currently on the AU & AUM Campuses there are: 79 Merchants that accept credit cards 37 merchants accept credit cards via the web or E-Commerce 42 merchants accept credit cards using a Verifone (which is the swiping of the card) Volume of Credit Card Activity for 2009 Total Credit Card Sales: Total Cost Number of Transactions $149, 745, 551 $ 2, 594, 768 396, 428

Why Do You Care? Penalties for Non-Compliance are at the discretion of the Payment Brands (Visa, Mastercard, etc. ). Each brand can fine the acquiring bank anywhere from $5, 000 to $100, 000 PER MONTH for PCI compliance violations. The Banks will pass these fines on to the Merchant (AU). Lack of Trust: Damage to Auburn’s reputation is at stake when parents, students and alumni feel their information is not secure. Ultimate Outcome: Merchant status could be revoked

Key Sites For Additional Information https: //www. pcisecuritystandards. org/ www. auburn. edu/administration/business_office/cashmgmt/ At this site you can find: E-Commerce policy • Au Policy for Payment Card Industry Data Security Standards • Credit Card Procedures (coming soon) •

Key Contact Information Leslie King-Smith Electronic Pay Services Coordinator Office of Cash Management 334 -844 -8122 lsk 0006@auburn. edu

Fringe – Professional Improvement Leave Discussion Amy Douglas

Cost Reduction Initiatives Strategic Sourcing- Update February 2010 Missty Kennedy

Strategic Sourcing-Phase I Results • Preferred Vendor Contracts issued as a result of Phase I: • • • Office Supply- Office Max Laptop & Desktop- Dell IT Peripherals- Gov Connection Rental Cars- Enterprise/National Airline- Delta Implemented a Preferred Vendor Contracts web page that includes info on all • Hosted a “Meet & Greet” for each of the new Preferred Vendors • Hosted 1 st Preferred Vendor Show •

Strategic Sourcing-Phase II goals same as those of Phase I, primarily: • Opportunity to better capitalize on economies of scale • Potential for savings and generating additional revenue • Input sought from different stakeholder groups on campus for travel and scientific supply commodities • Commodities addressed: • Scientific supply • Travel agency/booking tool • Express mail • Express 85 • Stationery (letterhead & envelopes) •

Scientific Supply Lengthy bid evaluation and contract negotiation • Contract awarded to VWR effective January 1, 2010 for 3 years with an option to renew for 2 additional years • Contract generated: • $75 K in up front revenue • $30 K on scholarships over 3 years • Rebates based on spend • Savings potential- $765 K over 3 years •

Travel Agency/Booking Tool • • • Establish an “all-in-one” portal for AU travelers to using when booking travel Provide better management of travel to assist in controlling costs; capture information regarding airlines, hotels, and rental companies used to allow for future negotiations; assist in moving towards electronic travel reimbursement submission Solicited feedback from campus travelers and administrative personnel of frequent travelers Bids still being evaluated…complicated bid and responses Contract may not be awarded until April/May 2010

Express Mail • • • Annual spend approximately $522 K Taking advantage of change in State Law that allows use of Cooperative agreements Will implement contract with Federal Express in Feb/March 2010 New contract will offer much lower prices and rebate revenue Approximate savings of 40 – 50% per shipment based on initial cost comparison

Express 85 Working with owners of local Express 85 • Contract will offer a discount on all AU employee business trips via Express 85 • Once company can track AU volume, that discount may be increased • Contract should be implemented in Feb/March 2010 •

Stationery Bid for AU letterhead and envelopes will be awarded this week • Cost Savings Example (per job price): • #10 -24 lb White Wove Regular Envelopes Qty Old Price New Price 500 $46. 00 $25. 19 1, 000 $52. 00 $34. 88 1, 500 $78. 00 $49. 82

Stationery Bid 2 -Color Printed, Front Only Business Cards Qty Old Price New Price 250 $48. 59 $31. 00 500 $51. 17 $32. 00 1, 000 $57. 04 $34. 00 AU Watermarked Letterhead Qty Old Price New Price 500 $48. 00 $35. 00 1, 000 $65. 00 $55. 00 1, 500 $81. 00 $78. 00

Other Initiatives • • • Bids now posted to PPS web site with e-mail notification to registered vendors; no longer print and mail bids Beginning next week will begin e-mailing PO’s to vendors so that we no longer print and mail PO’s By moving Preferred Vendor Contracts to Purchasing Card, have reduced check processing and mailing costs Implemented scanning of Memo Contracts and Purchasing Card documents; will soon begin scanning Purchasing Card reconciliations Developing an electronic vendor voucher system allowing for elimination of paper documents routed to PPS

American Recovery & Reinvestment Act Stimulus Update Cindy Selman

Stimulus Update – Stabilization Funds (SFSF) Areas Receiving Money: GTAs, Part Time, Support and Full Time Faculty Graduate Opportunity Program (multicultural) Library Publications OIT – Upgrades to wireless, classroom multi-media, blackboard and pod casting Public Safety – security cameras, night shuttle, vans, public address outdoor alert, defibrillators, NOAA radios, shutters enclosures, instructional area Facilities projects: $10, 238, 000 150, 000 1, 230, 000 1, 955, 000 1, 180, 000 2, 149, 753 Campus Lighting Magnolia 300, 000 Recarpet floor in library 300, 000 Replace roofs (Funchess, Foy, Wilmore, Ramsay, Mary Martin) 1, 499, 753 Replace Louvers in Peet 50, 000 TOTAL AU MAIN CAMPUS SFSF for FY 2010 See www. auburn. edu/ARRA for specifics $16, 902, 753

SFSF Other Divisions Montgomery Campus Personnel Salaries Equipment online courses/computer system redundancy Educational & General Operational Costs new programs Renovations to buildings (not determined or approved) TOTAL Montgomery $1, 441, 235 432, 995 200, 000 30, 355 $2, 104, 585 AAES Full time faculty and staff research $3, 251, 045 ACES Extension educators and support staff $3, 625, 026 TOTAL SFSF for FY 2010 We are anticipating same amount in FY 2011 but not all has been obligated yet. $25, 883, 409

SFSF Spending to Date Through December, 2009 (January not final) AU Main Labor/Fringe Projects/Other Total AU Main $3, 470, 820 688, 421 $4, 159, 241 AUM Labor/Fringe Equipment/Other Total AU Montgomery $ 374, 295 205, 062 $ 579, 357 AAES Labor/Fringe ACES Labor/Fringe $ 891, 680 $ 862, 781 GRAND TOTAL SFSF $6, 493, 059

Other Stimulus Funding (Grants) AU Main • AUM • AAES • $18. 4 M $ 62 K $ 1. 2 M $19. 66 M Other Stimulus by Agency DOT EDUC NASA NEA NIH NIST NSF USDA $ 13. 0 K (1) $ 223. 2 K Federal Work Study $ 80. 0 K (1) $ 25. 0 K (1) $ 1. 26 M (7) $ 14. 43 M (Advanced Science Building) $ 3. 52 M (13) $ 100 K (1)

New Banner Reports FZRODTA – • Change requested by SPAN members who were having trouble ensuring accurate program code was used on all transactions • Original report provided F-O-A but no P (program code). Program code has been added to this report. Will replace old FGRODTA in e~Print. Into production for end of December reports.

FZRODTA Program code

FZODOS 2 Grants & Cost Share Identical information as found in the FZODOS 1 report -but focus in only on Contracts & Grants and Cost Share • Designed specifically for VP Research • Available to all who have DOS 1 access if you are just wanting to see Contracts, Grants or Cost Shares •

FZODOS 2

FZRFATE – Potential Error Reporting • • • Uses Fund Attribute provided by Colleges to associate specific funds with specific organizations. Most funds have a unique organization. Some exceptions –will discuss shortly Report will be sorted so that the owner of the fund sees errors against their fund. Will work with unit causing error to make correction. Report is based on attribute - If the attribute is wrong, we need to work with Controller’s Office to modify. Query by college, school or department org

ITEMS WITH NO FUND-ORG MATCHES Unrestricted funds like 10 x 00 x can be used by all organizations so the system can not validate errors. • AES Appropriations like Hatch and Mc. Intire Stennis • Auxiliaries – can use funds with several orgs • Quasi (56 xxxx) and Endowments (66 xxxx). •

• The system can identify errors between divisions. For example –if a division 1 fund is used with a division 3 org, the report will throw this into a divisional error which will appear on the first few pages of the report. These type errors will not be sorted by attribute owner so everyone will need to look at the first few pages of the report to see if one of your organizations is being shown on these pages. • The report is cumulative. Will show all errors and their corrections (ins and outs). If the total is zero, the report will suppress the print. • Correct using normal practice

report In this example: 275902 -129527 shows ins and outs. When you research, you see that Engineering has corrected a prior year rollforward, taking the balance to zero in the current year. So while report shows the error, it is actually a correction from prior year and would be okay to stay on report.

If all errors were made and corrected in the same fiscal year, the ending balance on each page would be zero. However, if balances roll-forward from prior years or are not corrected, the total will not be zero. Please note again that these are potential errors. It is possible that you have permission to use an org other than the one in the fund attribute. If permissible, then no action on your part is required. This is a report that is meant to assist you with catching errors.

Coming Soon – Monthly Activity Report FZOREMM