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1. Functional areas and General Counsel to discuss the issues and proposed solutions with the business k managers at the April Business lt Manager s Meeting r idy Z SAINT LOUIS UNIVERSITY SAINT LOUIS UNIVERSITY Where knowledge touches lives www slu edu ICA Process Improvement S a hee July 1 2007 or possibly LC sooner SAINT LOUIS UNIVERSITY SAINT LOUIS UNIVERSITY Where knowledge touches lives www slu edu Legal Issues Me Balancing Process Efficiencies with Risks cy x A Do 3 8 e x SAINT LOUIS UNIVERSITY SAINT LOUIS UNIVERSITY Where knowledge touches lives www slu edu Discussion p M e What issues haven t we j addressed d _ Any other recommendations Questions a SAINT LOUIS UNIVERSITY
2. R nana Ai SN p a Ras e s equi ed in what cases can it be lowered and ae hat approvals are required JADE Sout UNIVERSITY ii na SAINT LOUIS UNIVERSITY Where knowledge touches lives www slu edu ICA Process Improvement ty step 2 Functional areas met with General _ Counsel to discuss the issues identified and to develop proposed em solutions sir e SAINT LOUIS UNIVERSITY E SAINT LOUIS UNIVERSITY Where knowledge touches lives www slu edu Process Improvement Planned DIAE E Revised simplified Standard Services i Agreement SSA to replace the ing existing ICA in writable format e Standard SSA templates for Specialized services ie Standardized photographers entertainers P 4 ANAE Streamlined process that requires submitting the agreement only once ak u per year even when multiple payments i 7 SAINT LOUIS UNIVERSITY SAINT LOUIS UNIVERSITY Where knowledge touches lives www slu edu Process Improvement Planned Deliverables e Standard services agreement policy and procedure that includes Guidelines when a SSA is required Instructions on how to complete the agreement Instructions on how to process the agreement r W 9 requirement el eget signature authority on small TN SAINT LOUIS UNIVERSITY SAINT LOUIS UNIVERSITY Where knowledge touches lives www slu edu ICA Process Improvement step 3
3. t quarter of 2007 200 new vendors were processed There are currently 12 300 approved vendors Negotiating the best prices for SLU is possible when the volume of business is high Using too many vendors for the same services hurts our buying power Please use the Business Services staff as a resource Credit Cards Tim Kavanaugh Assistant Treasurer gave an update on the process review of using credit cards securely on campus Currently they Treasurer s office are working with IT to have the necessary internal systems in place for security A questionnaire will be coming out to all departments who accept credit cards asking how all related materials receipts transaction records etc are stored Please answer the survey accurately so the University can be certain all necessary security measures are in place What s New Linda Pizzo reminded the business manager s to take a look at the What s New section of the Business amp Finance web site to get updated information with regard to procedures etc The meeting ended at 10 35 a m Minutes respectfully submitted by Mary Drexl Updated 12 18 08 SAINT LOUIS UNIVERSITY Where knowledge touches lives _ Process Improvement Team Business Manager s Meeting April 12 2007 Te www slu edu SAINT LOUIS UNIVERSITY SAINT LOUIS UNIVERSITY Where knowledge touches lives www slu edu Process Enhancements e Vendor name is now included in the subject line of e ma
4. as the manual process behind completing all PO s e Functionality to attach documents to the w requisition in Banner at SAINT LOUIS UNIVERSITY SAINT LOUIS UNIVERSITY Where knowledge touches lives www slu edu How can help enhance the workflow Work with Purchasing to help minimize the number of new vendors e Make sure your vendors are sending their invoices directly to AP with proper PO numbers e Use the P card for approved purchases e Review your Open PO reports and ycancel close and adjust POs appropriate P PR a to your anticipated spend D i Ai SAINT LOUIS UNIVERSITY SAINT LOUIS UNIVERSITY Where knowledge touches lives www slu edu PO Encumbrance Rollover Issues e Working with IT to determine if 0 remaining balance PO s can automatically be closed upon payment or if an auto close process could be run periodically e Working with IT on Standing Order rollovers for applicable funds feate exception reports to identify 4 sany PO encumbrance oddities DA a SAINT LOUIS UNIVERSITY w Pe SAINT LOUIS UNIVERSITY Where knowledge touches lives www slu edu a 5 ve xy 3 SAINT LOUIS UNIVERSITY SAINT LOUIS UNIVERSITY Where knowledge touches lives www slu edu dependent Contractor Agreement z Discussion Business Manager s Meeting ee April 12 2007 i prs er P hs SAINT LOUIS UN
5. Business and Finance Division SAINT LOUIS UNIVERSITY AGENDA SLU Business Manager Meeting April 12 2007 Medical School Lecture Hall A 9 00a m 10 30a m 1 Meeting Overview Announcements Linda Pizzo 10 minutes e Sign in Sheet e Next meeting May 10 2007 in BSC room 172 note change in location 2 Independent Contractor Agreement Ken Fleischmann Greg Patterson and Linda Pizzo 45 minutes 3 Business Process Improvement Discussion Req to Check Team Progress Report 20 minutes 4 Q amp A What s New Topics 15 minutes 10 30am 11 00am e Business and Finance staff will be available after the meeting to answer any specific departmental questions Updated 12 18 08 Business Manager Meeting Minutes of the Meeting of April 12 2007 Meeting minutes of the Saint Louis University Business Managers held at 9 00 a m on Thursday April 12 2007 in the Medical School Lecture Hall A Business amp Finance Staff Present Vicki Cassady La Donna Davis Mary Drexl Sharon Gajewski Dale Goode J eff Hovey Lee Kneibert Peggy Kruse Dorothy Marshall Marsha McBride Tawnya Musial Bryan Pini Linda Pizzo Jackie Siebert Gary Whitworth Lisa Zoia HR Staff Present Jennifer Haegele Guests Ken Fleischmann and Greg Patterson General Counsel Office Number of Business Managers Present 66 Linda Pizzo welcomed everyone to the meeting Next month s meeting will be held on May 10th in the Busch Student Center Room 172 Please chec
6. IVERSITY SAINT LOUIS UNIVERSITY Where knowledge touches lives www slu edu ICA Process Improvement Step L meee mec issues by soliciting input from business managers and functional areas involved in the _ process Payroll Tax Compliance S ommitment Offices and Accounts A rd SAINT LOUIS UNIVERSITY SAINT LOUIS UNIVERSITY Where knowledge touches lives www slu edu Issues Identified e ICA is too long and sometimes intimidating for Pal C who are sole owners providing minimal services Unclear guidelines as to when an ICA is required e Lack of instructions on how to complete the agreement instructions on how to process the A z Ae SAINT LOUIS UNIVERSITY SAINT LOUIS UNIVERSITY Where knowledge touches lives www slu edu Issues Identified a e Can a shorter form be developed for uncomplicated smaller dollar agreements e Can the ICA be waived for a smaller dollar _ W agreements with low risk services Define the term length of a ICA can it cross fiscal years or longer e 4 Ae ay SAINT LOUIS UNIVERSITY SAINT LOUIS UNIVERSITY Where knowledge touches lives www slu edu Issues Identified e What should be done if the IC refuses to sign the form What if the IC modifies the agreement e Who is authorized to sign an ICA can this be delegated or is it necessary for the Provost or VP to sign off on an ICA even with small dollar amounts
7. be able to get a similar agreement in place for certain contracts To protect the University the signing of contracts must be handled by a limited number of individuals Once this entire process review is complete a list will be posted on who is an authorized signer for the University Linda Pizzo asked business managers who do a large volume of ICA s to send her an email with any suggestions observations etc regarding the process A final draft of the new SSA will be sent to the Business Manager s for their review prior to implementation Linda Pizzo and the team working on this project will pull together information on types of contracts where risk is minimal and approval is unnecessary or volume regularity is such that other templates can be identified and developed and posted by the Office of General Counsel OCG Requisition to Check Procedure Linda Pizzo reviewed the ongoing discussions to improve the requisition to check process Please review the presentation to see what has been implemented what is in progress and what is under evaluation Jeff Hovey Asst Director of Procurement reminded the Business Managers to use his department as a resource If you need to make a purchase and don t see a vendor on the vendor list posted on the web site please call Business Services and let them assist you There are many approved vendors that are not posted on that list and one may provide the product or service you need During the 1
8. equisition to Check process from beginning to end including contact information Requisition and DPV Reviewer s Checklist identifying criteria to be used when approving these documents including a more detailed descriptions for account te l m W i 1 X Sh SAINT LOUIS UNIVERSITY SAINT LOUIS UNIVERSITY Where knowledge touches lives www slu edu Enhancements in Progress e An automated e mail to approvers now currently only going to initiators when a requisitions is denied e A Y N indicator display on the Documents Awaiting Approval e mail to identify whether the invoice has been scanned e Solutions to PO encumbrance rollover issues A Ae SAINT LOUIS UNIVERSITY SAINT LOUIS UNIVERSITY Where knowledge touches lives www slu edu Longer I erm Enhancements Currently Under Evaluation ed e Automation of DPV with direct on line entry and electronic approvals Receiving electronic invoice files from higher volume vendors e Implement granular security to allow finance users to view FT MVEND a SAINT LOUIS UNIVERSITY SAINT LOUIS UNIVERSITY Where knowledge touches lives www slu edu Other Activities e Gathering statistics on processing time to pin point areas where improvements can be made n e Looking at possible enhancements to the Approve Document query e Looking at more automated alternatives for Purchasing to assigning non traditional PO s as well
9. iled PO s o Requestors now receive a weekly open requisitions report to assist with managing eee tions e Fax numbers are now properly coded for LD in Banner resolving the issue of PO s not beaching some vendors Documents Awaiting Approval e mail now 4 a gt Ta P gt ts ao cates the org and fiscal year Di SAINT LOUIS UNIVERSITY SAINT LOUIS UNIVERSITY Where knowledge touches lives www slu edu Process Enhancements e AP and Travel are consistently keying activity _ codes e Requisitions will not be rejected by approvers when further explanation is needed info should be added to FOAPOXT e POCA s can be issued faxed to vendors by indicating S012 in document text e Reimbursements to employees and some n ye T an E p ES SAINT LOUIS UNIVERSITY SAINT LOUIS UNIVERSITY Where knowledge touches lives www slu edu Training and Communication e A WebXtender user manual is available on ITS web site and a Banner Finance Xtender Quick Summary is available on the B amp F web site o A tip sheet for Commonly Changed Account Codes is available on the B amp F web site PaE Approval code status indicators can be found on FOIDOCH and on the B amp F web site 4 4 Pai SAINT LOUIS UNIVERSITY SAINT LOUIS UNIVERSITY Where knowledge touches lives www slu edu Enhancements in Progress ne Training and Documentation Handbook and training on R
10. k the meeting schedule for the location of all future meetings Linda reminded the business managers that members of Business and Finance will remain after the meeting to answer any questions ICA s Independent Contract Agreements Linda Pizzo gave a quick overview of the progress that has been made over the past month regarding improvements to the Independent Contractor Agreement Process A team with representatives from Business amp Finance MC Finance Office and General Counsel are working together to streamline the process and respond to the issues identified by business managers The planned deliverables include e Revised simplified Standard Services Agreement SSA to replace the existing ICA in writable format e Standard SSA templates for specialized services ie Standardized patients photographers entertainers etc e Streamlined process that requires submitting the agreement only once per year even when multiple payments are made Delegated signature authority on small dollar low risk agreements e Standard services agreement policy and procedure that includes Guidelines when a SSA is required Instructions on how to complete the agreement Instructions on how to process the agreement W 9 requirement Ken Fleischmann and Greg Patterson reviewed the discussions they have been having with Linda Pizzo and the team to address concerns with the current ICA form Greg Patterson presented and reviewed a draft version of a new c
11. ontract Standard Services Agreement SSA that they hope to have in use by July 1 2007 or before This will replace the current ICA The agreement is three pages and should cover the majority of the Independent Contractor Agreement needs Pat Thibodeau asked if Updated 12 18 08 paragraphs can be added for certain contractors they use on a fairly regular basis covering confidentiality agreement stipulation for lodging reimbursement they must stay at the Water Tower Inn etc Ken Fleishmann stated that they will have some boiler plate templates available for downloading to modify the SSA to handle various contractors Ken reminded the business managers that contracts are negotiable If a contractor is not willing to sign an agreement as is call the General Counsel s office and see what modifications can be made Certain areas must remain in the contract to limit the University s exposure A request was made to post a list showing who is authorized to sign contacts for the University This information could be posted on the Best Practices web site As part of the current ICA review the General Counsel s office is looking at possibly getting the approval authority on certain limited contracts down to various levels within the University Kent Porterfield Vice President of Student Development recently received authority to sign contracts under a certain dollar amount with limited risk exposure for his Division Other departments may

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