Auxiliary Controllers Council DATE 3707 ATTENDANCE Doug

					                                                                Auxiliary Controllers Council
DATE: 3/7/07

ATTENDANCE: Doug Belliston, JB Ostlund, Kay Burr, Glenn Smith, Jay Hanson, Jerry Sandbakken, Clyde Morrell, Paul Behrman, Scott Boyter, Rebecca Waldron, Paula
Jarman, Richard White, Brian Andelin, Mike King, Duff Gardner, Bev Parker, Allen Arnoldsen, Marion Golding, Eric Smith, John Spackman, Kevin Walker, Brittany Goff,
Anna Wright, Joe Lance, Mike Francom, Charles Cranney, Forrest Flake, Nancy Hatch, John Young


                   TOPIC                                               DISCUSSION/CONCLUSION                                            ACTION/FOLLOW-UP
  Training Initiative –                        Financial Services Training Initiative
  Doug Belliston
                                               Doug Belliston reminded controllers that it has been several months since
                                               controllers council discussed implementing a financial skills training
                                               initiative. The goal of this initiative is to meet the needs of controllership
                                               and financial assistant responsibilities. Anna Wright has been working
                                               closely with Doug and Kevin Walker to develop an effective program.
                                               Anna has helped organize a vast array of data in an interesting way to
                                               capture the attention of controllers and financial assistants across various
                                               campus organizations.

                                               Doug walked through a Human Resource Development presentation with
                                               controllers.

                                               Doug informed controllers that as they have examined the concept of
                                               certification, roughly 40 different modules have been identified that warrant
                                               training. Some concepts of the initiative have still to be decided such as
                                               what would be required for level 1 certification. There is a great variability
                                               of assignments and needs across campus departments. A “merit-badge
                                               type” concept may be most effective, with a number of modules which are
                                               required and a set which are optional.

                                               Doug informed the council that there is a great need on campus for
                                               consistent and standardized training. He noted that if this initiative is rolled
                                               out successfully, other areas will probably use this same approach, and
                                               some areas are already intending to adopt the same delivery method.

                                               Doug explained that this training will be ALL web-based. The portal
                                               mentioned in the presentation is a learning management system hosted site,
                                               where Financial Services would post their training information and all
                                               interactions would be through the provider. This training would be
                                               available to anyone that would like to learn more about financial processes
TOPIC                          DISCUSSION/CONCLUSION                                     ACTION/FOLLOW-UP
        without certifying, and who has a Route Y Net id and password. This
        training is similar to online training the church provides for index and clerk
        training. It is very simple.

        Doug noted that some advantages of an online approach include:
              Any user can revisit the modules often.
              A user can move through modules at his/her own pace.
              Users can complete one module without having to set aside a large
              block of time in their calendar for training.
              Financial assistants often begin work in the middle of a semester,
              after group training has occurred. This way, financial assistants
              would be able to receive the training they need, when it is needed.

        Discussion

        Doug asked controllers how they felt about adding an incentive. He
        informed controllers that in similar training programs, participation was
        about 40% when an incentive was in place, compared to around 4% when
        no incentive existed. Doug suggested a small, one-time financial incentive
        would be appropriate. Controllers agreed.

        A couple of controllers expressed concern that those who learn best in a
        classroom setting would find online training difficult. Anna mentioned that
        there will be a clearly identified expert for every module, who has been
        involved in the development. Any user could contact this expert for
        assistance or additional training.

        For financial assistants that are not comfortable with the computer, training
        materials can be printed to have as an after-the-fact reference. Another
        controller or module expert could sit down with the employee and they
        could go through it together.

        Joe Lance suggested that modules most important for financial assistants in
        an area could be completed in staff meeting.

        JB Ostlund noted that employees may not need all areas required for level 1
        financial assistant certification in their job.

        Doug passed around a survey, listing modules Financial Services feels are
                TOPIC                              DISCUSSION/CONCLUSION                                           ACTION/FOLLOW-UP
                            important for financial assistants to learn. He asked for controllers feedback
                            as to which modules would be more applicable to financial assistants level
                            one or two and whether they should be required or optional.
Campus Billing Standard –   Jay Hanson passed around the latest version of the Campus Billing                Doug emphasized that the real
Jay Hanson                  Standard.                                                                        success of this standard falls
                                                                                                             primarily on controllers. It is
                            Jay updated controllers on the feedback he has received. Generally, there is     controllers responsibility to
                            an overall acceptance of this proposal. Many departments feel this standard      confront a department and ask why
                            will give leverage when working with vendors. Jay emphasized that this           billing is not timely.
                            standard is not a policy. It will not be posted to the university handbook,
                            but can be found on the FS webpage under “Policy in Practice”.                   This standard is not a cure-all.
                            Departments were encouraged to work together on this.                            There will be late billings, but
                                                                                                             Brian emphasized that we need to
                            Following this standard will not be easy in some areas because some              move towards this standard to
                            department’s billing processes are very widely distributed and some third-       improve the quality of billing on
                            party vendors bill very slowly (carpet, freight charges, etc.).                  campus. He also suggested
                                                                                                             controllers speak with their FS
                            Jay pointed out two changes to the policy:                                       liaison if they receive late billings
                                                                                                             and do not feel they should have to
                                    Time to initiate disputes was expanded from 30 days to 60 days.          pay.
                                    Wording was modified in the final paragraph. Jay reminded
                                    controllers that some billing delays will occur and there will be no
                                    sheriff monitoring violations. Repeated offenses can be discussed in
                                    controllers council.

                            Doug emphasized that the real success of this standard falls primarily on
                            controllers. It is controllers responsibility to confront a department and ask
                            why billing is not timely. Controllers were encouraged to be particularly
                            sensitive to billing timeliness at year-end.

                            Brian reminded controllers that this standard is not a cure-all. There will be
                            late billings, but he emphasized that we need to move towards this standard
                            to improve the quality of billing on campus. He also suggested controllers
                            speak with their FS liaison if they receive late billings and do not feel they
                            should have to pay.
PCI Compliance -            Richard White informed controllers that he will continue to give a brief         Controllers should encourage the
Richard White               update on PCI compliance during council meetings over the next few               return of PCI compliance
                            months. He noted that last month in the ERMCC meeting made up of BYU             questionnaires to Treasury Services
                            vice presidents, Richard gave a report of all the systems on campus that are     as quickly as possible.
              TOPIC                          DISCUSSION/CONCLUSION                                            ACTION/FOLLOW-UP
                      taking credit cards. The report was categorized by vice president.
                                                                                                        Questions should be directed to
                      Richard informed controllers that the PCI compliance questionnaires sent to       Mac Hafen 2-7801 or Terry Freek
                      campus services which use credit cards were personalized as much as               2-4759.
                      possible so that areas would only have to answer questions applicable to
                      their service. Richard asked that controllers encourage the return of these
                      questionnaires as quickly as possible. Each month, as Treasury Services
                      receives these questionnaires, they will update the report and distribute the
                      updated copy in that month’s ERMCC meeting.

                      Richard reminded controllers that the June 30th deadline is not flexible.
                      BYU systems not compliant by this date could suffer significant
                      interruptions in their business operations. Questions should be directed to
                      Mac Hafen 2-7801 or Terry Freek 2-4759.
Avoiding Late I-9 -   Brittany Goff gave a presentation on I-9 compliance. Tracking I-9s enables        I-9s must be completed on or
Brittany Goff         BYU to stay within Federal guidelines. An overview of the presentation            before an employee begins their
Student Employment    and an example of an I-9 were passed around to controllers.                       first day of work. Training is
                                                                                                        considered work. Controllers were
                      I-9 Compliance                                                                    encouraged to pass this information
                                                                                                        on to hiring mangers.
                      Brittany informed controllers that there are many resources online and            Employees should not begin work
                      through Employment Services for hiring managers. She reminded the                 until their supervisor has received
                      council that I-9s must be completed on or before an employee begins their         an email from the hiring office,
                      first day of work. Training is considered work. Controllers were                  notifying that they employee is I-9
                      encouraged to pass this information on to hiring mangers.                         compliant. Faculty receive a green
                                                                                                        form authorizing that they can
                      After an I-9 is completed, the information is entered into the employment         begin work.
                      system and an email will be sent notifying the supervisor that the employee
                      can begin work. This notification signifies that the employee is I-9              Brittany stressed that the “effective
                      compliant.                                                                        date” entered on an EPAF form
                                                                                                        should match the actual date on
                      Faculty receives a green form, authorizing that they can begin work. Since        which an employee began work.
                      Chris Wilshaw (in Faculty Compensation) files this authorization slip in the
                      faculty member's personnel file, in order to verify that a faculty member         In the event that hiring managers
                      has completed the I-9 Chris or Brittany would need to be contacted.               are aware that “effective date” and
                                                                                                        actual first work date do not match,
                      I-9 penalties range from $110 to several thousands of dollars. Subsequent         calling the hiring office and
                      audits result in increased fines beyond these figures. It is important that all   requesting that the date in EPAF be
                      campus entities represent BYU well.                                               changed to match actual date they
                                                                                                        began work.
              TOPIC                                DISCUSSION/CONCLUSION                                           ACTION/FOLLOW-UP

                            “Effective Date” in EPAF                                                          Contact Brittany 2-2150 with any
                                                                                                              questions and concerns regarding
                            Brittany stressed that the “effective date” entered on an EPAF form should        hiring and I-9s.
                            match the actual date on which an employee began work. She also stressed
                            that before an employee begins work, their supervisor must receive
                            authorization from the employment office.

                            Controllers requested that Employment Services be particularly cautious
                            when comparing “effective date” in EPAF and the date the employee
                            actually started working, so that a hire is not assumed late in the event that
                            these dates do not match. Brittany suggested that when hiring managers are
                            aware that these dates do not match, they should call the hiring office and
                            request that the date in EPAF be changed to the actual date the employee
                            began work. As long as an EPAF has not been approved, the effective date
                            can be changed.

                            Brittany informed controllers that each situation is checked specifically for
                            compliance before it is sent to be added to the compliance report. The
                            employment office also checks EPAF “effective date” and first day of work
                            to make sure they are the same at the time the employee comes in to be
                            hired.

                            Contact Brittany 2-2150 with any questions and concerns regarding hiring
                            and I-9s.

                            One controller reported that they have received complaints from faculty that
                            a passport is not accepted by the hiring office when they have lost their
                            social security card. John Young, from employment, explained that a social
                            security card is required because the exact name, as it is printed on the card,
                            must be entered into the system. If it does not match, they do not receive
                            credit for social security benefits.


Sick/Vacation Reporting –   Sick Leave                                                                        Sick pay should only be used by an
Forrest Flake                                                                                                 employee when they or a family
Human Resource Services     Forrest Flake reminded controllers that sick pay should only be used by an        member residing in the employee’s
                            employee when they or a family member residing in the employee’s home is          home is sick.
                            sick. It is dishonest if an employee uses sick leave for any other purpose. If
TOPIC                          DISCUSSION/CONCLUSION                                         ACTION/FOLLOW-UP
        an employer is concerned that their employee is using sick leave                Joe Lance suggested that a yearly
        dishonestly, they can require a doctor’s slip verifying that the employee is    email be sent out to campus
        sick.                                                                           employees reminding them what
                                                                                        qualifies as sick leave.
        Joe Lance suggested that a yearly email be sent out to campus employees
        reminding them what qualifies as sick leave.                                    Controllers should use discretion
                                                                                        when giving comp time.
        Reporting Sick and/or Vacation Used
                                                                                        All departments should have a way
        Forrest informed controllers that some administrative employees are not         of tracking and approving sick and
        recording sick and/or vacation used. There is no campus-wide process to         vacation, such as the form used in
        insure employees are recording sick and/or vacation. Forrest passed around      HR.
        a handout containing a form used in HR by employees to record sick and
        vacation used. The supervisor initials that it is correct.                      Any four, ten hour shifts must be
                                                                                        approved by HR and are extremely
        Bev Parker asked how employers should regulate comp time when                   rare.
        administrators work many weeks of over time and then relax their work
        load. Forrest encouraged controllers to use discretion with comp time. It
        should not be hour-for-hour as administrators should work the time needed
        to complete the job. However, it is appropriate to give an employee for
        example, two days comp time (not recorded as vacation) if the employee has
        worked over time for five weeks, to recognize that employee for the work
        s/he has done.

        Forrest reminded controllers that if employees do not keep track of their
        sick and/or vacation time, when they really need to use it, they will not
        know how much they are entitled to. Forrest suggested that all departments
        have a way of tracking and approving sick and vacation.

        When viewing sick and vacation time in the system, it defaults to zero. HR
        is looking into the possibility of making it mandatory to enter a zero if no
        vacation and/or sick time was taken. Controllers were reminded that it is
        university practice that overtime not be included with vacation/sick/holiday.

        Contact Evelyn Young in Human Resources if an administrative personnel
        finds discrepancies in sick and vacation time taken and what appears in the
        system. Forrest reminded controllers that sick and/or vacation does not
        show up in the system until about a month later.
                 TOPIC                             DISCUSSION/CONCLUSION                                    ACTION/FOLLOW-UP
                             Forrest reminded controllers that any four, ten hour shifts must be approved
                             by HR and are extremely rare.

Controllers Group Agenda –          EPAF “effective date”
Doug Belliston                      Sick/vacation reporting
                                    Campus Billing Standard
                                    Late I-9s
                                    Review PCI Compliance guidelines
                                    Survey?
                                    Kathleen’s research update
Next Meeting                                           Auxiliary Council Meeting
                                                         Wednesday, April 7th
                                                             8:30-10:00 am
                                                               3211 WSC

				
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