In the post COVID-10 workplace, the conference rooms at ESC and Grace Hall will be locked down to the Development Department team members only in order to minimize traffic and limit potential exposure. This will be effective Thursday, July 2. With this change in the ability to schedule, you will receive an automatic email notification for each conference room that we have locked down. The email states “Devhelp has shared a calendar with you”. Please ignore these emails, as no action is required from you.

In order to properly account for pledges and gifts through June 30, 2020 please keep in mind the following items:

Gifts/Pledges

• Gifts in the form of cash and wires need to be received by the University by June 30, 2020 (in hand or post marked) and need to be delivered to Gift Management by noon, July 2, 2020.
• Gifts in the form of securities should be in the University’s investment account by Tuesday, June 30th.
• Gifts sent to the lockbox with postmarks through June 30, 2020 will be processed by the end of day, July 2, 2020.
• FY20 pledges with the appropriate supporting documentation should be to Gift Management by noon, July 2, 2020 for FY20 processing.
• Gifts and pledges received on July 1st for FY21 will be processed on July 9, 2020 and reflected in July 10th reporting.

 

Reporting

• The Daily Transaction Report delivered on the mornings of July 1 through July 9, 2020 will reflect FY20 transactions only.

 

Please let us know if you have any questions. Happy Fiscal Year End!

-Stacy Koebel-Harder

You may have noticed that on July 1 there will be an update to the Chat software we user through Google. There is nothing we need to do to receive this update unless you need to copy any group messages from Classic Hangouts to Chat.

• Your chat history for direct messages to an individual in Hangouts will be migrated to Google Chat.
• Group messages from Hangouts (including their history) will not be copied to Google Chat.
  • Possible Action Needed – if you have important group messages in Classic Hangouts, just copy and paste your group messages into a shared document for your records.

 

Resources for getting started with Google Chat

• Google Chat is Replacing Google Hangouts
• How to use Google Chat
• Access old Classic Hangouts content
• Chat Classic Hangouts Features Comparison and Chat Known Limitations
• Chat history will automatically be deleted after 30 days
• Chat Desktop Notification Settings
• How the Classic Hangouts bot works

Due to the high volume of payment requests typically received by Accounts Payable near fiscal year end, please allow for the time needed to process such requests. In keeping with the fiscal year-end closing schedule available at http://controller.nd.edu, please plan to have all payment requests submitted to Accounts Payable by Monday, July 6th at 5PM in order to be processed in June business, if they relate to fiscal year 19/20 activity. Payments to international payees may involve additional tax considerations, and could require longer processing times. Please contact us if you have concerns regarding an international payment.

For payment requests submitted via the Financial Toolkit, or Expense Reports submitted via TravelND; they must be approved by your department and received in the Accounts Payable queue by Monday, July 6th at 5PM.

For vendor invoices related to buyND Purchase Orders, the invoice must be received by Accounts Payable with the related Receipt entered in the buyND system by Monday, July 6th at 5PM.

As always, use of the Procard for smaller dollar purchases is much appreciated!

Please make others in your area aware of this timing. Various sources were used to generate the distribution for this email, so I apologize if you received more than one copy. If you have any questions or concerns about year end processing of your payment requests, please contact me.

Thank you in advance for your understanding and cooperation.

Ed Verhamme
Accounts Payable Manager

Join THRIVE! on Friday, June 26th, 2020, from 12:00pm – 1:00pm (EST) for a Zoom session, Navigate Your New Normal, headed by Joe Holt, Professor of Management at Mendoza College of Business, expert in business ethics, and active supporter of gender equity. Drawing on his Jesuit training, Prof. Holt recently volunteered to serve as a “naplain” – part nurse, part chaplain – in Chicago during the height of the pandemic. In our session, he will help us reflect on the COVID-19 crisis and chart a path forward.

We’ll learn from his experiences serving others, insights into workplace empathy, lessons on flexibility, recommendations on our return to campus, and reflections on how the pandemic impacts women in particular. Topics will include: What invisible loads have we been carrying? How could institutions and people chart a path forward in empathy, recognition, and inclusive support? Prof. Holt is a dynamic, engaging speaker and a strong ally of women in the workplace. Don’t miss this special opportunity!

RSVP Link: https://docs.google.com/forms/d/e/1FAIpQLSfAOI1TVNDVlnuEJ-omQSJ1FWvZn-zdYTsIk8BVhgzyFp0GgA/viewform

The happiest of birthdays to all our UR colleagues born in the month of June! We hope your upcoming year is filled with laughter, love, and good health.

6/3 – Cristi Ganyard
6/3 – Kerry Shayne Murphy
6/3 – Pier White
6/4 – Marcia Hittner
6/8 – Dawn McGrath
6/8 – Megan Andedo
6/8 – Maureen Daday
6/8 – Matt LaFlash
6/8 – Sharon Keane
6/9 – Michael Loungo
6/11 – Bill Ribera
6/12 – Carolyn Lax
6/12 – Nathalia Casiano
6/13 – Mark Futa
6/16 – Rich Reynolds
6/17 – Noel Terranova
6/19 – William Mitchell
6/20 – Cheryl Schlimpert
6/21 – Brigette Kinney
6/22 – Anastasia Envall
6/22 – George Mandrakas
6/22 – Marilyn Bassett-Lance
6/29 – Mark Witucki
6/30 – Jessica Witous

Dear Procard holders,

As you aware, the end of the fiscal year (June 30, 2020) is nearly here. Please take a minute to read the following reminders of year-end procedures as they pertain to your Procard statement reports and the underlying Fund/Org to which your Concur account defaults.

Transaction Timing
Remember that because Procard months range from the 26th to the 25th, the Procard year-end is actually June 25th.

To ensure that a Procard purchase is recorded in the proper budget year, the transaction must be posted into your June 2020 Concur statement. Due to normal posting delays by Chase, please be aware that a Procard purchase made on or after June 23rd will likely be posted in your JULY Procard Statement Report and consequently into Fiscal 2021.

If you intend to make purchases in Fiscal 2020 with your Procard (especially if using unrestricted funds), you should do it THIS WEEK, before June 22nd.

Procard Statement Report Submission and Approval
It is extremely important that you complete ALL outstanding Procard Statement Reports (and have them approved) before we close the fiscal year.

Procard activity is recorded in the University accounting system only after the monthly report has been submitted and approved. Until then, the transactions remain in a clearing account and are not properly applied against the applicable research, discretionary, or administrative account. We will make an adjusting entry at year-end forcing all outstanding reports to be recorded in Fiscal 2020. HOWEVER, all transactions on this adjusting entry will be to the cardholder’s default FOP and Supplies (72001). To ensure that your transactions are recorded correctly, please submit your Procard statements in June. Then take a moment to remind your Approver to approve as soon as possible, but no later than July 6th.

Please note we are unable to move Procard transactions posted after the fiscal year close back into Fiscal 2020 (the “old” year). If your intent is to make any Procard purchases using current “old” fiscal year dollars, please review your current budget and purchasing needs and plan accordingly.

While restricted account (e.g., research or discretionary) balances roll over into the new fiscal year, it is always best to have transactions posted in the proper period.

If I can be of any assistance, please don’t hesitate to contact me.

Best regards,
Mike Favorite

Google Updates – OIT Lunch & Learn (online session)

Google is changing things up again! Learn about the latest features Google has added to its G Suite products – multiple signature templates in Gmail, dashboard and drive shortcuts, the redesigned file and the folder sharing interface in Google Drive.

 

Register at endeavor.nd.edu or email training@nd.edu.
Tuesday, June 23; noon to 1 p.m.

Zoom Updates – Meeting Passwords

In anticipation of Zoom requiring meeting passwords, Zoom meetings will have passwords on by default starting June 13, 2020.

Key details about Zoom meeting passwords:

• Only new meetings will be affected
• Meeting passwords will be automatically added to the invitation when you schedule the meeting and embedded securely in the URL of the meeting
• Meeting passwords will, by default, be a minimum of six numbers
• If your meeting participants click on the meeting URL in the invitation or in the meeting list in their Zoom client, they will be able to join without entering a password
• If your meeting participants join by dialing in with a telephone, by clicking the Join button on their client, or by going to join.zoom.us, then they will have to enter the meeting password
• For more details, see Zoom’s knowledge article on meeting passwords

To see an example of how required passwords will look, see the Zoom Passwords and Scheduling a Meeting article.

The NDAA and six other campus partners have teamed up to release a new program called the Kylemore Book Club. In this first program, Literature & Film in Lockdown, participants will discover how they might navigate the COVID-19 pandemic by looking to literature and film with plague or isolation as themes. This four-week program will give you the opportunity to view prerecorded 5-minute videos, participate in a weekly online meeting on Wednesdays at 1 pm EDT, and to join an online discussion forum. The weekly topics will be:

Wednesday, June 17: Introduction – Literature and Plague
Wednesday, June 24: Boccaccio, Decameron (Introduction and the First Story)
Wednesday, July 1: Hitchcock, Rear Window (film)
Wednesday, July 8: Camus, The Plague

Access information to the online meetings will be shared on a weekly basis when you sign up.

To learn more or to sign up, click here.

June Email

The June Matching Gift Email will send this Tuesday, June 9 to this list of assigned entities who work for matching gift companies, have made a gift since February 12, 2020, and as of today have not yet matched their gift. These gifts represent over $246K in potential matches.

Please note that individuals on the second tab of the excel file (“Fundraiser Outreach”) have not received the matching gift email message (all gifts exceeding $25,000) but may be eligible to match their gifts totaling $1.3M. You are encouraged to reach out to your assigned benefactors directly to discuss the details and answer questions related to the matching gift process.

Company Performance

In being mindful of the effects of the pandemic on matching gift company performance during this time, Katie Engel and her intern Laksumi provided an analysis of companies that match gifts to Notre Dame. Entities that are in our system that work for companies that have shown evidence of layoffs or furloughs or were ranked as performing poorly were removed from the June email. Of particular note, some of our largest matching gift firms including Deloitte, ExxonMobil, IBM, and KPMG were excluded from this outreach based on this information. This information may also be useful to you in your individual outreach.

If you have any questions regarding this matching gift communication, please reach out to Laura Walker.

Check out the newest episode of “The Grace of Giving” featuring Senior Director of Athletics Advancement and soon to be Associate Vice President of Development, Executive Director of Individual and Family Giving, Sara Liebscher! Don’t forget to follow us on Instagram and fill out this form to appear as a guest!

Dear Colleagues,

The Controller’s Office recently issued the 2020 Fiscal Year-End Closing Schedule.  As we approach the fiscal year-end, please keep in mind these important deadlines with regard to purchases and reimbursements.  The full schedule is available at the following site:  2020 Fiscal Year-End Closing Schedule

• Monday, June 8 – May close
  • buyND purchase requisitions greater than $150,000 must be submitted or communicated to Procurement Services to allow for the bidding process to occur. Check Procurement Services bidding guidelines for more information (http://buy.nd.edu/).
  • Please carefully review year to date activity and contact us if you have any questions. Any corrections should be submitted as soon as possible.
  • Please review encumbrances and contact Accounts Payable (A/P) regarding any encumbrances that need to be closed.

• Friday, June 12
  • buyND purchase requisitions greater than $10,000, but less than $150,000 must be submitted.

• Friday, June 19
  • buyND purchase requisitions requiring financial, Risk Management, RSPA, Fixed Asset, and/or Procurement Services approval must be submitted. This deadline will allow for any necessary approvals and ensure that purchase orders are processed by June 30th.
  • Maintenance must receive requests for work orders to ensure they will be charged to FY20.

• Wednesday, June 24
  • Cut-off for FedEx Office charges for FY20. Charges after June 25th will post to FY21.
  • Tuesday, June 30 – Last business day of fiscal year
  • Last day to process buyND catalog requisitions and purchase orders processed under $10,000 (e.g., Office Depot, GovConnection, VWR, etc.) in FY20. Allow time for workflow approvals.
  • All deposits made on or before June 30th will automatically be credited to FY20.

• Wednesday, July 1 – New Fiscal Year Begins
  • buyND purchase orders will be placed with new year funds. Submit requisitions for blanket orders.
  • Deposits should be posted via the Financial Toolkit with an FY21 posting date. If you wish to accrue the revenue to FY20, please contact Chuck Pope for assistance.

• Monday, July 6
  • Financial Toolkit payment requests for FY20 must be submitted, approved and received in A/P by 5 PM.
  • travelND expense reports for FY20 must be submitted, approved, and received in A/P by 5 PM.
  • buyND “receipts” for FY20 must be entered by departments by 5 PM.
  • Procard statement reports for FY20 must be submitted and approved by 5 PM.

• Thursday, July 9 – 1st Close
  • All A/P transactions for FY20 processing done by end of day.
  • Journal Entries must have a June posting date and approved in the Financial Toolkit by NOON for 1st close processing.
  • These entries should represent normal month-end closing entries. All charges / entries impacting other units should be submitted.

• Wednesday, July 15 – campus final close
  • Journal Entries approved in the Financial Toolkit by 5:00 PM for FY20 processing

Only adjustments and corrections should be submitted in this close.

Thank you for continuing to limit non-essential expenses!

If you have any questions or concerns, please feel free to reach out to me or Rachel Parks.

All the best,

Geoff

We, Risk Management & Safety, Maintenance, and Building Services, are implementing a change to the Grace and Flanner Halls’ dock areas. Currently, the exterior doors leading into the dock are open during normal business hours while the interior doors always remain open. Effective June 5, 2020, access to the dock areas will be restricted at all times.

While we realize that many people have historically used the dock as an entrance/exit, these areas were not intended to be used in this manner. Rather, the docks were designed to allow service organizations an unimpeded area to conduct tasks such as making deliveries and removing trash. Trucks making deliveries and pickups at the docks throughout the day pose hazards to foot traffic. Unrestricted access has also, at many times, resulted in the docks being improperly used as equipment, trash, or unwanted item storage area. The resulting clutter creates unsafe conditions for both those working there and those using the areas as a pathway to the building.

We understand that this change may feel inconvenient, but our employees’ safety remains our utmost concern and we appreciate your support.

Thank you,

Mary Beth Greendonner
Associate Director, Risk Management & Safety