Welcome to the…Network*

June 17, 2013

*Identity under construction

Why we are here

Meet your Coordinator

We are in this together

How this will work…in detail

Communication Plan

Questions and Answers

Agenda

The Provost, Dean of the Faculty, Vice President for Research and the Dean of the College are stakeholders in the Service Center.

You are here because the Service Center will now process financial transactions for you either as the primary or back up.

The purpose is to allow you to spend more time on departmental issues.

Standardize transaction reporting and streamline the workload across our units.

Why We Are Here

Valerie Kenneally

Leah Lebel

Ivy Hall

See departmental breakout in your Welcome Packet. For those departments with embedded Coordinators, see main Service Center Financial Coordinator contact for back up, questions or overflow.

Meet Your Coordinator

We are partners with you

There will be a learning curve on both ends

This should be transparent to faculty members

We Are In This Together

Expense Report

Supplier Invoice

Requisition

Receipt

Journal Entries/Salary Reallocations

How Will This Work…In Detail

Expense Report

Goods < $3K

Supplies

Prepaid Registration

Cash Advance

Business Lunch

Requisition (Goods)

Supplies - multiple payments or

approvals

Blanket orders

Punchout to Supplier Website

Equipment

Requisition (Services)

Services < $5K

Services >$5K

Photographer (one time payment)

PSA

Abbreviated PSA

FinancialProcesses

DECISION TREE

Goods > $3K

Consultant Services (multiple

payments)

Office Max, Dell, Fisher Scientific

Corporate Taxi, Randstad, CINTAS

Animals, Brown Logo, Dining Services,

Facilities, Graphics, etc.

Travel

Brown Employee

Non-Brown Employee

Supplier Invoice (non-

requisition)

Goods < $3K

Membership Dues

Guest Speaker Fees

Scan Email Interoffice mail Student delivery Form / No Form

Whichever way you prefer

How do you send us the information?

The Optional FormTHE FORM

Purpose and Costing Information Business Purpose

Cost Center

If appropriateGrant/Gift/Endowment/Project

Program

Assignee

Location

Please remember to attach/scan receipts

Payee Information Travel Expense Report

Name of Traveler

Mailing Address (non-Brown employee)

Destination/Dates of Travel If business meal with guest(s), names of

guests and business purpose

Expense Report (Brown Employee)

Name

If business meal with guest(s), names of

guests and business purpose

Supplier Invoice

Supplier Name

Mailing Address (if new supplier)

Requisition

Supplier Name

Mailing Address (if new supplier)

Dates of Service (if PSA services)

Blanket Requisition Yes No

Financial Coordinators◦ Initiate transactions◦ Will act as intermediary between your department and controller’s office◦ Follow up on process and payment status

Retain original backup until payment is verified Original receipts should be shredded so there is no chance of them being re-used WD is the system of record

Cost Center and Grant Managers (this is you)◦ Approve transactions◦ Review worktags◦ Reconcile reports and higher level review of department budget to actuals

Financial Analysts (in the Network)◦ Review worktags and reports across departments and cost centers◦ Proactively provide worktag analysis to make sure that departments and senior

officers have the information they need in the system ◦ Help you analyze your data

What will the Network do?

◦ Check in Meetings

◦ Email communication on process Emails will come from Sarah Peri and

Becky Sattel

◦ Website under construction – available in early July

Communication Plan

Timeline2013

May June August

May 16/June 13: Informational Meeting

July

Week of June 17th:Detailed Meeting to discussing Process, Contacts etc

Beginning of June:Hire Additional Financial Coordinators

July 8th: Workday Go Live

July 8th:Start utilizing Service Center for Financial Transactions

Week of August 5 - 9: Check in Meeting

Week of July 22 - 26: Check in Meeting

Week of August 19 - 23: Check in Meeting

End of AugustFirst Round of Reports or Check in on Status

How does the traveler sign their expense report?◦ They do not. They will get a notification when the

expense report is in Workday. They can go in and verify, and can also verify when they receive the direct deposit. No signature required

How will graduate students and undergraduate students get their expenses reimbursed?◦ Graduate and undergraduate students cannot do

their own expenses in Workday, they should submit information to a Financial Coordinator

FAQs from past sessions