Finance User Group Meeting
Meeting: Finance User Group Meeting Chair: Marie Peterson
Date: May 16 & 17, 2006 Recorder: Kathy Froysland, Lisa Liljedahl, Dave Lund, Teri Welter, &
Start Time: 10:00 a.m. Tuesday, May 16, 2006
8:30 a.m. Wednesday, May 17, 2006
Location: Central Lakes College – Brainerd Campus PARKING –
Participants: Dawn Belko, Dee Bernard, Ronald Blakesley, Beth Buse, Kathy Not in attendance:
Froysland, Margaret Jenniges, Karen Kedrowski, Mike Kroening, Lisa
Liljedahl, Dave Lund, Jan Marble, Wendy Meyer, Pat Nordick, Bill
O'Brien, Marie Peterson, Ron Scherman, Tim Stoddard, Dave Thorn,
Chris Vopatek, Jeff Wagner, Teri Welter, Jerry Winans
Tuesday TOPIC DISCUSSION DESIRED OUTCOME/DISCUSSION
10:00 FUG Meeting Feedback (30 minutes) Marie Peterson Long-term/fill-in items as an agenda item – Include fill in as an
Kathy Froysland update at each meeting.
Enhancement Request Process – Reviewed format for submitting
enhancement requests. This will be used for any FUG
10:30 Summer Session Obligation Dates (30 minutes) Marie Peterson Define obligation date for summer term vs. sessions. Currently
the system supports only one 5- day drop add obligation date
based on board policy. There are FICA issues related to summer
session which might need to have
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11:00 Tracking of tuition waiver costs by employee Tim Stoddard Waiver project needs to be expanded to include the following. This will
bargaining unit for employees and dependents. need to be discussed in the prioritization of projects.
(45 minutes) RCFN issues
Bargaining unit benefits change by
Employee vs dependent
Banding vs. non banding
Billing – movement to make sure a student attending on a waiver
and employee works at a different institution
Front end waiver needs to be integrated into a front end
Waiver by credit
12:30 Request for additional Object Codes Debbie Sinning This request was dropped.
3210 – Books MN SU was cited 7210 –
3211 – Electronic journals with archive Request for a new object code for Housing Discounts – for
3212 – Print Journal subscriptions returning residents. 9209 – Housing Discount (approved)
3213 – Print standing orders (new)
3214 – Acquisitions contingency funds
TOPIC DISCUSSION DESIRED OUTCOME/DISCUSSION
12:45 Development Project Updates Dave Lund Budget
Lisa Liljedahl • Projection changes have been in pilot mode for 6 weeks.
Teri Welter Programs have been done in parallel. Going to run
Kathy Froysland transactions for pilots and then for everyone.
• Vacancies will be released in July.
• Scenarios for personnel expenses anticipated for Winter.
• Project Budget reports
• Projections will be inserted on Sunday and Wednesday
evening rather than following day.
• Readiness Survey – will be sent to identified listserves
• Web messages
FACTS Phase II – overview to be posted on BPAC website
Student Housing – Assignments are being either manually
entered and a new match program is being used by Mankato and
• Calc program is being finalized and will be discussed
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at the next Housing meeting on June 5, WFP World
Trade Room, 9:30-2:30. Business office staff is invited
• Calc will roll on July 17.
• Calculation is by YRTR, not daily rate
1:15 – 2:00 Tax Topics (1098-T, 1098-C, W-9) (45 minutes) Steve Gednalske 1098T – would like to get 1098T on web – increased student
service, potential ongoing $ saving, reduced campus workload.
Form W-9 (Request for Taxpayer Information). This has to be
done. Option are:
1. Campuses send out at time of creating vendor record
2. Convince DOF to do it so they can maintain control
3. Financial reporting query for accounts payable
4. Person records could not be sent to DOF
Suggestion is to pursue #2
• 300 were reported last year via spreadsheet
• New rules require 1098C’s sent
1099 – INT – new tax requirement. Obligation to report interest
on capitol leases.
• Need to identify capital leases
• Tie transactions to lease via input reference field
• Create a new object code - 4120 – Tax Exempt Interest
TP Payments and 1098T statements
• Study group to review how TP process used.
2:15 Baseline Registration Cancellation Statistics Tim Stoddard Is there any statistics available that would give us baselines of students
Bill O’Brien that would have dropped (used as a place holder) or are sent to
Comment that outstanding receivables compared to gross tuition
2:30 Withdrawal and R2T4 Jeff Wagner Discussion determined that change would need to be made to
financial aid program.
Discussion continued with Cynthia Mehoves will bring up at FA
user group on June 1. R2T4 should be re-calculated before
processing aid when student has been fully withdrawn.
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2:45 Discuss any concerns about design of new ITS Kathy Please continue to share with your staff before the meeting and
site: bring us any concerns.
3:00 Review Enhancement Requests Kathy / Dave RNT ID #:
ID #2576 – Add NSF hold – approve pop up at cashier and new
hold code. Also pursue the stop from doing any on-line
ID #2575 – Future term if in between terms
Checkwriter – US - If not valid address, leave blank Foreign –
If street one only, contry on bottom line. If street 1 and 2, do
whatever lisa said. 5 lines are allowed on a foreign address –
leave line 1 alone and line 2 with 3, 4, and 5.
ID # 2559 – Funds Apply Enhancement
• Un-apply funds for AP before any CP’s.
ID# 2536 – Student payroll Registration Check – Lisa check
FICA Seamless. Approved – Bemidji is giving back little
ID# 2406 – Collections – Teri will research solution
ID# 2379 – Reverse IA payments in MAPS – Estimate on
ID# 2327 – Add SSN – this will go to FA User Group and add
tech id to their reports.
3:45 Review Current Priorities Dave / Kathy IT Enterprise update – Last Board meeting study was accepted.
For 2007 $15M catch up spending. Currently it looks like $12M
will be available. To be spent on hardware, software and
possibly 10 positions. These funds will free up current budget so
vacant positions that were left open to fund critical operations
can now be filled. Report can be found at ???????
4:30 Regional CFO Group Updates Ron Blakesley, Mike Information or concerns to share
Kroening, Wendy Southern CFO – Doug will be the new chair since Dean is
Meyer, Pat Nordick, retiring
Ron B – budget has been the main discussion.
Metro – most time has been spent on the banking RFP. 9 of the
11 colleges are going with one vendor. Contract will be
available in the next few weeks. Positive pay was an issue and
will be an option. ATM’s were another issue that was decided to
be an option.
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8:30 Financial Reporting Requests Margaret Jenniges Fundware Uploads (required - June 30)
o Cash basis reports are coming in by inst id – want to bring in
the campus id
o Accruals into fundware – hit cash and change to AR, AP or
Equipment – no required date
o Adding additional columns
o Report changes – need a test plan and testing changes
Lease Module – no required date
o Integrate Facilities, Equipment and Lease module
9:15 Seamless Discussion Al Finlayson Project Update / Informational/Group Discussion – Get Al’s
o Identity Mgmt Project - Dup res – to ensure that this has been
done accurately. Enhancements are coming to help find
duplicates and make sure a process is in place to not create
o Partner Registration Project – current issues
o Students think they are getting bill from one institution
o Students must file reciprocity information multiple times
o PSEO Students are not billed correct at partner institution
Financial aid overages do not pay balances at partner
o Third party Organization receive bills from multiple
o Staff do not see holds at partner institutions
10:00 Nelnet offering of electronic forms/signature Ron Blakesley Looking at using Nelnet electronic signature services.
o There currently is no movement to do a system wide project
internally or purchasing this service.
o It was suggested that this be brought to Kevin Marsh to be
considered as a system wide contract
o Winona SU – has a secure method for obtaining a Yes/No
signature. They are also using one provider for student
loans. Perkins they are still collecting promissory notes
o Dave will investigate this further.
o There currently is no plan to do a system wide. Housing
does this for their contracts. FA has it on their list but it is
low on the priority list. Campuses that use this have up to
10:30 Oracle Conversion Updates Gerry Rushenberg Get Gerry’s handout
11:00 CT/CE (Customized Training / Continuing Ed) Cynthia Mehoves Registration complete – “How are you going to pay?” will be asked.
WEB Registration Redesign – Late October o Pre Registration: Payment plans, financial aid or make
payment or prepayment.
o After RCFN: Payment is required. They would have to
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choose Payment plan or make payment.
o Non credit course
Required to pay before registration is complete.
– Agency funding and employer payment –
match these to authorization lists. If third
party award is in place, then system can
look for it.
– Sent to pay online
o Class will be dropped if payment
is not received within one hour.
Non credit – obligation date – refund
o Change short term obligation date to be both short term and
non credit course.
Discuss Registration Discounts
o Bring a friend…. Add other discounts form e-mail list
12:00 IT Priorities while eating (have plenty of Dave Lund Set Priorities
Next Meetings Marie Peterson Dates and locations for 2006:
o February 7-8 St Cloud
o May 16-17 Brainerd
o August 16th 8:30 SCSU (1 day)
o December 5-6 St Cloud
Agenda items for next meeting
Campus Members: Campus:
Dee Bernard Minneapolis Community & Technical College
Ronald Blakesley Hibbing Community & Technical College
Pat Nordick Minnesota State Community & Technical
Dawn Belko North Hennepin
Mike Kroening Minnesota State College - Southeast Technical
Jan Marble Minnesota State University, Mankato
Wendy Meyer Anoka Technical College
Dave Thorn Winona State University
Chris Vopatek Central Lakes College
Ron Scherman Pine Technical College
Jeff Wagner St. Cloud State University
Jerry Winans Bemidji State University
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Office of the Chancellor Representative: Title:
Tim Stoddard Assoc. Vice-Chancellor-Financial
Margaret Jenniges Director, Financial Reporting
Karen Kedrowski Program Dir. – Budget
Kathy Froysland Finance Business Support Analyst
Lisa Liljedahl Finance Business Analyst – Development
Dave Lund Finance Business Analyst
Marie Peterson Campus Assistance Representative - Chair
Bill O'Brien Finance Division
Teri Welter Finance Business Analyst - Development
Beth Buse Internal Audit
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