Last updated 8.01.19

Business

Operations

Service

Agreement

Service Agreement

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FY18 through FY20 Budget Information

FY 2018 FY 2019 FY 2020

Business Operations

Service Unit Allocation for Primary Unit $ 7,901,306.00 $ 3,163,888.00 $ 5,297,008.00

Service Agreement

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Service Unit Brief Description of Services Core Premium Recharge Page

#

Office of the Associate Vice President for

Finance

The Office of the Associate Vice President for Finance is responsible for assisting the Vice President for Finance and Operations

and providing leadership in the overall financial oversight of the University.

X 4

Resource Planning & Allocation

Responsible for the implementation and maintenance of UND’s responsibility-

centered management budget model named MIRA, including strategic financial

modeling, calculators, data visualizations and other tools. In conjunction with the

Central Budget Office, we provide ongoing support for the incentive based budget.

X

5

Central Budget Office

We are responsible for central administration of the annual and biennial

budget process for the university. In conjunction with the Resource Planning

and Allocation office, we provide ongoing support for incentive based budget. We are

also responsible for recharge rate development, and assist with other costing

services.

X 6

Business Service Center-

Departmental Services

Provide payroll, budget and accounting services including reporting to our service

unit and primary unit customers. X X 7

Business Service Center-University

Services

We are responsible for providing timely, accurate and convenient services in the

administration and management of UND's cash and investments as well as

management of the Universities Assets.

X 8

Controller’s Office

Responsible for the preparation and issuance of UND financial statements and

general ledger integrity. Responsible for departments of Procurement and Payment Services, Student Accounts Services, One

Stop Student Services, and Business Service Center - department and university services

X 9

One Stop Student Services

One-Stop provides customer service for Student Financial Aid and Student Account Service in a single, convenient location. You can access One-Stop online, by phone, or in

person on the first floor of the Memorial Union.

X X 10

Service Agreement

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Service Unit Brief Description of Services Core Premium Recharge Page

#

Procurement & Payment Services

We are responsible for the procurement and payment of goods and services; the

campus wide P-card program; coordinating RFP's and Invitations for Bid; conducting

competitive bidding processes; vendor negotiations; contract management;

construction contracts and procurement; monitoring compliance with the State and

NDUS policies and procedures; and refinement to include user guides, training,

forms, and paperless processing

X 11

Student Account Services

Student Accounts Services provides setup and billing of tuition and fees, refund processing, third-party and external

customer account billings, and waiver processing.

X 13

Service Agreement

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Name of Service Unit: Office of the Associate Vice President for Finance

Contact: Karla Mongeon-Stewart, Associate Vice President for Finance

Web address: http://UND.edu/finance-operations/associate-vp/associate-vp-finance.cfm

Brief Description: The Office of the Associate Vice President for Finance is responsible for assisting the Vice President for Finance and Operations and providing leadership in the overall financial oversight of the University.

Customers Eligible to Request Service:

Staff and faculty

Core Services Specifics:

A resource for the financial oversight of the university by assisting the VP for Finance and Operations in performance of work responsibilities

Evaluate current policies and practices and recommend changes/improvements as needed

Formulate and administer policies and procedures and develop long range strategic goals, objectives and plans

Provide leadership in the implementation of MIRA, an incentive-based resource allocation model

Provide leadership for Controller, Budget, Resource Planning & Allocation, Athletics Business Operations and all related departments

Provide financial leadership for Athletics

Champion for change and process improvement

Recharge Services: N/A

Premium Services: N/A

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Name of Service Unit: Resource Planning & Allocation

Contact: Odella Fuqua, Director

Web address: https://UND.edu/finance-operations/resource-planning-allocation/

Brief Description:

Resource Planning & Allocation is responsible for the implementation and maintenance of UND’s responsibility-centered management budget model, the Model for Incentive-based Resource Allocation (MIRA), including strategic financial modeling, calculators, data visualizations and other tools. In conjunction with the Central Budget Office, we provide ongoing support for the incentive based budget.

Customers Eligible to Request Service:

Primary and support units, administration

Core Services Specifics:

The incentive based model is a high level planning tool to guide unit’s resource spending. The annual budget process is the ground level, operationalizing of that high level plan. They are different, and information goes back and forth between the two levels, which requires collaboration between the Central Budget Office and Resource Planning & Allocation.

Implementation of MIRA, including developing procedures and processes; training; marketing; public relations; educational materials; facilitation; committee support; administrative support, etc. The timing of projects depends on the complexity involved.

Support/maintain MIRA tools and processes. Requests are acknowledged within two business days and projects timelines are mapped out and approved with involved parties.

Maintain users and training for the web applications of Oracle Planning & Budgeting Cloud Service (PBCS) and Strategic Planning Online (SPOL) Requests are typically acknowledged and processed within two business days.

Customize data analysis and resource planning services, such as data analysis tools, calculators, models, charts, dashboards, brainstorming ideas, etc. Requests are acknowledged within two business days and projects timelines are mapped out and approved with involved parties.

Recharge Services: N/A

Premium Services: N/A

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Name of Service Unit: Central Budget Office

Contact: Cindy Fetsch, Budget Manager Dawn Pladson, Cost Manager

Web address: http://UND.edu/finance-operations/budget/

Brief Description:

We are responsible for central administration of the annual and biennial budget process for the university. In conjunction with the Resource Planning and Allocation office, we provide ongoing support for incentive based budget. We are also responsible for recharge rate development, and assist with other costing services.

Customers Eligible to Request Service:

Staff & Faculty

Core Services Specifics:

Prepare and submit the annual and biennial budget o Develop Calendar and Maintain Website with current annual

budget information o Prepare annual budget schedules for NDUS o Review all departmental budgets and provide support to units

regarding annual budget o Monitor actual total tuition collections to Projections/Budget o Monitor Scholarships

Reconcile annual budgets to MIRA PBCS financial statements.

The incentive based model is a high level planning tool to guide unit's resource spending. The annual budget process is the ground level, operationalizing of that high level plan. They are different, and information goes back and forth between the two levels, which requires collaboration between the Central Budget Office and Resource Planning & Allocation.

Primary liaison for providing financial and budget information to the NDUS as requested

Provide training to departments on a quarterly basis and by request

Audit and enter budget journals within two days

Enter Position Funding Forms (PFF) prior to each payroll run

Provide recharge and other rate development support for departments

Prepare Facilities and Administration (formerly Indirect Cost) rate proposal and related compliance cost recovery support.

Prepare EERC vacation sick leave rate proposal and negotiate rate with Department of Health and Human Services.

Recharge Services: N/A

Premium Services: N/A

Service Agreement

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Name of Service Unit: Business Service Center – Departmental Services

Contact: Allison Peyton, Manager

Web address: http://UND.edu/finance-operations/business-service-center/

Brief Description:

Provide payroll, budget and accounting services including reporting to our service unit and primary unit customers. Please see our Business Service Center - University Services for service agreement related to cash and investments and fixed (capitalized) assets services we provide.

Customers Eligible to Request Service:

Service unit and primary units with service level agreements

Core Services Specifics:

Provide accounting, payroll, budget and accounts receivable assistance for departmental customers

o Process financial transactions daily o Prepare financial reports and reconcile funds on a monthly

basis o Prepare payroll paperwork as needed o Monitor payroll expenses and provide leave reports o Prepare Position Funding Forms (PFF) as needed o Prepare budget journals as needed and assist with annual

budgets o Prepare departmental deposits daily o Manage and submit accounts receivable including billing for

customers o Prepare purchase requisitions o P-card reconciliation and reallocation o Process accounts payable invoices in Perceptive o Enter and/or manage Travel and Expense reimbursements o Prepare journal vouchers and journal entries

Recharge Services: N/A

Premium Services: All of the above services can be provided to Primary Units on a fee-for-service basis.

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Name of Service Unit: Business Service Center – University Services

Contact: Lisa Heher, Assistant Controller

Web address: http://UND.edu/finance-operations/business-service-center/

Brief Description:

We are responsible for providing timely, accurate and convenient services in the administration and management of UND's cash and investments as well as management of the Universities Assets. Please see our Business Service Center Department Services for service agreement for department services we can provide.

Customers Eligible to Request Service:

Central accounting, departments, administration

Core Services Specifics:

Manage all UND Cash and Investments o Bank and general ledger reconciliations and receipt of ACH

and wire transfers on a monthly basis o Balance Touchnet and Marketplace online payment software o UND Lease Receivables – maintain lease documents, monitor

term, record and track lease payments o BND and PCI DSS (payment card industry data security

standard) Requirements and Reporting o Set up of Marketplace Sites and assist departments with

Marketplace

Manage all UND Capitalized Assets o Responsible for accounting and financial reporting of

capitalized equipment, buildings, land, leases, purchases and donations

o Issue major equipment inventory tags and responsible for coordinating annual equipment inventory

Recharge Services: N/A

Premium Services: N/A

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Name of Service Unit: Controller’s Office

Contact: Sharon Loiland, Controller

Web address: http://UND.edu/finance-operations/associate-vp/controller.cfm

Brief Description:

Responsible for the preparation and issuance of UND financial statements and general ledger integrity. Responsible for departments of Procurement and Payment Services, Student Accounts Services, One Stop Student Services, and Business Service Center - department and university services

Customers Eligible to Request Service:

Students, families, campus departments, North Dakota University System, external auditors, and vendors

Core Services Specifics:

Financial Statement Preparations

Liaison for all external audits and lead on several external audits

UND member of NDUS Controller's group

Leadership responsibilities for UND departments Procurement and Payment Services, Student Accounts Services, One Stop Student Services, and Business Service Center - department and university services

Recharge Services: N/A

Premium Services: N/A

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Name of Service Unit: One Stop Student Services

Contact: Matthew Lukach, Student Account Relations Manager

Web address: http://UND.edu/one-stop/

Brief Description:

One-Stop provides customer service for Student Financial Aid and Student Account Service in a single, convenient location. You can access One-Stop online, by phone, or in person on the first floor of the Memorial Union. We know your time is valuable and we'll help you make the most of it. Student Account Services provides services through setup of billing, refunding, and waiver processing.

Customers Eligible to Request Service:

Students, families, staff, faculty, external customers

Core Services Specifics:

Provide student and family customer service in a timely and efficient manner

o Answer questions over the phone, email, chat and in-person

Process and deposit departmental funds for the university ($87 Million in deposits in FY17 with 17,954 receipts, averaging deposit of $3,628 for 168 different department numbers)

Collections on UND Accounts Receivables ($2 million in accounts over 121 past due on 965 unique accounts of which 22 are companies not individuals)

Producing and distributing UND ID Cards and retrieving finger biometrics for dining access.

Recharge Services: N/A

Premium Services: TSA Badging for the Aerospace for airport security

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Name of Service Unit: Procurement & Payment Services

Contact: Jana Thompson, Director

Web address: http://UND.edu/finance-operations/purchasing/

Brief Description:

We are responsible for the procurement and payment of goods and services; the campus wide P-card program; coordinating RFP's and Invitations for Bid; conducting competitive bidding processes; vendor negotiations; contract management; construction contracts and procurement; monitoring compliance with the State and NDUS policies and procedures; and refinement to include user guides, training, forms, and paperless processing

Customers Eligible to Request Service:

Staff, faculty, external vendors

Core Services Specifics:

Responsible for procurement of goods over $10,000 and services over $50,000 ($142 million in annual spend)

Issue and award bids within 4 weeks within completed request

Develop and maintain all RFP’s, RFI’s, and RFQ’s within 3 to 6 months from start to contract issuance with completed request forms, completion of timeframe depends upon complexity and volume

Issue and award public improvement bids/RFP/RFI/RFQ within 3 to 6 months according to NDCC, SBHE, UND and AIA contractual policies and rules, timeframe depends upon complexity and volume

Process electronic and paper payments within 30 days

Issue payments via check, ACH and wire (Mon/Wed/Fri)

Sample audit payments for compliance

Vendor setup,1099 reporting, and W-9/W-8 BEN collection (8,230 vendors paid annually)

Audit and approval of travel and expense payments

Develop and maintain contract documents according to NDCC, SBHE, and UND contractual policies and rules

Create and maintain all master leases for large equipment purchases

Monitor ending date and contract renewals (over 900 active contracts)

Data analysis of spend for process efficiencies, process improvements and savings

Administer Purchasing Cards (546 cards with annual spend of $13 million)

Manage General Ledger transactions including Journal Vouchers/Journal Entries/Journal Imports

Minor inventory under $5,000 and with a useful life greater than one year.

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Recharge Services: N/A

Premium Services: N/A

Service Agreement

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Name of Service Unit: Student Account Services

Contact: Chelsea Larson, Student Account Operations Manager

Web address: http://UND.edu/admissions/student-account-services/

Brief Description:

Student Accounts Services provides the "backend" services to UND through setup and billing of tuition and fees, refund processing, third-party and external customer account billings, and waiver processing. One-Stop Student Services provides the front facing of these services to students, families, and departments.

Customers Eligible to Request Service:

Students, staff, faculty and external customers

Core Services Specifics:

Setup tuition, fees and other charges and credits using PeopleSoft Campus Solutions to post to the students' and other customers' accounts

o Ensure Billing is accurate, understandable, and all transactions comply with UND, NDUS, State and Federal guidelines

o Ensure tuition and fee setup is tied to the correct general ledger information

o Maintain website for communication on tuition and fee charges to the campus community and current and prospective students and families

o Responsible for Campus Solutions PeopleSoft testing and implementation of new functionality

Responsible for all aspects of 3rd party (ex. Veteran's Administration) billing of tuition and fees including federal agencies, businesses, etc.

Manage the tuition waiver process

Manage the student financial aid refund process in accordance with federal rules and regulations

Recharge Services: N/A

Premium Services: N/A