University of the Pacific

University of the Pacific Business Managers’ Meeting Minutes May 13, 2009, 2:00-3:30 p.m.

Present: Valerie Andeola, Karen Bravo, Joanne Carvana, Robyn F. Cheshire, Blake Crary, Dinelle Davis, Lourena Deggins, Sally DeLorenzo, Deborah Denney, Janet Dentoni, Patti Dreher, Kenda Dunnigan, Christine Hammerberg, Marna Genes, Audrey George, Jaci Griffen, Peggy Hawbaker, Sherry Haley, Cindi Hughes, Jane Lewis, Jennifer Maroney, Ronda Marr, Suzy Martegani, Cathy Martinez, Patricia Metzger, Sean McNally, Pa Moua, Norma Peterson, Rena Quilenderino, Jennifer Ramirez, Lynnette Robinson and Lori Slawson

Deborah Denney welcomed the group and thanked Marna Genes, will be leaving the University at the end of the month to pursue a Masters of Accountancy Degree. Marna’s leadership as University Budget Manager has proven invaluable to Pacific. Kenda Dunnigan, Payroll and Fringe Benefits Accountant was introduced as the newest staff member to the Payroll Department.

Bon Appetit and Sales Tax:

Steve Jacobson, Associate VP, Housing & Greek Life and Sia Mohsenzadegan, Director, Bon Appetit shared with the group the recent changes in Bon Appetit.

▪ Summer Dining Hours Schedule, phasing out dining venues for Saturday and Sunday. ▪ Express Catering Menu for the casual catering needs of students, departments, groups, faculty and staff. Orders can be placed online and picked up at no extra charge. ▪ Negotiating with Bon Appetit a 10% discount if you use your Pacific Card. Catering will increase approximately 4% in the next year on an item to item basis. ▪ The Student Meal Plan covered the increase in prices at the Summit. The prices in the University Center do not cover the Student Meal Plan; therefore, the prices are higher. Food prices was compared with different businesses in the area and found Bon Appetit to have reasonable prices. ▪ Food items purchased in the Grove and Marketplace will be charged sales tax. Faculty and staff will not be charged for food to go containers.

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▪ Dining Committee meets monthly and would like to invite a member from the Business Managers group to the meetings. ▪ If you made a reservation in the River Room and unable to go, please call to cancel. ▪ Thank you to Christine for all her hard work in the River Room to make everyone feel welcomed and running the dining area smoothly.

Heat Tickets with Recovery Transfers:

Rebeca Stovall and Lourena Deggins from OIT explained the logging of HEAT tickets which are related to budget transfers. OIT Business office has requested that all tickets include not only the Index and Activity code for charges, but also the authorizing individual’s name (usually the business Manager for the department) and their direct extension. This information is logged in the Detail Screen of the Change Requests. Lourena handed out a sample Heat Ticket to the group. Any questions or concerns please call the HELP Desk.

Famis:

Janet Dentoni, Business Operations Managers, Support Services shared with the group there is currently not an automated system in place to follow-up on FAMIS requests. Support Services receives over a 1,000 work orders a month and staff should be mindful of the start date and completion date when submitting their request. Any questions, please call Janet at ext. 62541

Controller’s Office:

Deborah Denney shared that an incident occurred in Accounts Payable with a vendor being very upset regarding a delinquent payment, and reminded everyone vendors should not be directed to Accounts Payable for information on their unpaid invoice without being accompanied by University staff. In addition, invoices received by departments need to be routed to Accounts Payable as quickly as possible to help avoid such situations and ensure good relationships with University vendors. Deborah noted additional security measures will be implemented in the Accounts Payable office in response to this incident.

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Deborah discussed the discontinuance of the use of gift cards and distributed handouts regarding the tax law on gift cards with an excerpt of guidance received from the University’s tax counsel on the IRS rules. A reminder that cash gifts, prizes and awards in the form of gift certificates, regardless of the dollar value, are considered taxable income to the recipient and therefore are not allowable under University policy, and Business Policies and Procedures are being updated to reflect these rules. Non-cash gifts, prizes and awards are subject to taxation unless they qualify as “de minimis” under IRS guidelines. For this purpose, the University considers infrequent gifts or awards of tangible items such as t-shirts, coffee mugs, and gift baskets < $100 to be acceptable with proper approvals.

Audrey George reminded everyone of year-end processes and noted that the year-end closure dates will be tight. If all deadlines are met with assistance from Business Managers, the University will have a successful year end close. Please keep in mind:

▪ Cash receipts to the Cashier by 6/30/09 11 a.m. ▪ Fixed items custodians are to visually check items. ▪ Petty Cash confirmation to Carole Dominguez ▪ Upload by July 8th ▪ A/P July 10th ▪ A/P will close on July 13, 14 and 15th. ▪ Goods and services must be received by 6/30. If not received in FY09, charges will be for FY10. ▪ Budget transfers in account 8500 call Budget Office for assistance. ▪ July check run dates will depend on the new President’s signature. ▪ Business Managers will be notified via email when uploads occur. ▪ Call Accounts Payable for a students who have moved for an Address who will verify with the mailroom

Ronda Marr reminded the group of:

▪ Procard statements are due in Purchasing by 4 pm on 7/6/08. ▪ Office Depot orders placed using your Procard. Be mindful items must be received and posted by 6/30/09. ▪ Procard receipts should be in the same order as the JP Morgan Statement.

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▪ Everyone was reminded not to use their Procard in the University Center. ▪ Run open purchase order reports. ▪ Email Purchasing on copier leases.

Lynette thanked Ronda for negotiating their copier lease for their department where was a tremendous savings.

Next meeting scheduled for June 10, 2009, at 2:00 p.m., Library Community Room