Tech Answers 24/7

The Office of Information Technology (OIT) has implemented ServiceNow, a self-service portal to provide support for all your technology related needs.  This enables you to log and track all your requests (software, hardware, and data requests), report a problem, and utilize the knowledge base for answers to many of your technology questions. We are migrating our DIS Data Requests to ServiceNow and will utilize it for our Help Desk requests as well to provide a single location to manage your IT requests. Our Development Help Desk together with OIT will be hosting one-hour demonstration on how to use this new tool.  Please mark your calendar and attend one of these upcoming sessions:

Tuesday, June 26

9:00-10:00

Lower Level Grace Hall

Tuesday, June 26

2:00-3:00

ESC Family Room

Wednesday, June 27

10:00-11:00

ESC Family Room

Thursday, June 28

1:30-2:30

Lower Level Grace Hall

Rosemary Michalski

Welcome Caitlin Olivier

“Dear Colleagues,
I am pleased to share that Caitlin Olivier will be joining the Donor Communications, Recognition, and Stewardship Team on June 25th.  Caitlin, who is a graduate of Trinity University in San Antonio Texas, comes to us from Indiana University.  During her time at Indiana University, she has served as a Salesforce CRM business analyst supporting the university’s regional campus admissions office.  Prior to her position at Indiana University, Caitlin worked at Drexel University in their admissions office as a Director of Freshman Admissions.  In her Program Director position, Caitlin will lead our cumulative giving initiative, oversee the stewardship efforts for capital donors, partner with some of our Principal Gift Officers to ensure best-in-class stewardship efforts, and assist with additional stewardship projects and events.  Caitlin lives in South Bend with her husband and son. We are delighted to have Caitlin as a member of our team, and we hope you will help us extend a warm Notre Dame welcome to Caitlin!
My Best,
Jessica”

June Matching Gift Email

The June matching gift email was sent on Friday, June 15 to this list of assigned entities who work for matching gift companies and have made a gift since April 9, 2018. 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 $24,000) but are eligible to match their gift.  You are encouraged to reach out to your assigned benefactors directly to discuss details and answer questions related to the matching gift process.  If you have any questions regarding this communication, please reach out to Laura Snell. ​


Updates to Parking Garage Lighting

A friendly reminder from our friends at Kite Realty:

Martell electricians will be upgrading the parking garage lighting on the 2nd floor starting Monday, June 18th, beginning with the northern most 2 rows and possibly moving into the ramp area. We ask all residents, employees and tenants to please park on the 1st or 3rd floor next week to allow electricians room to work. We thank everyone for their cooperation with these upgrades.

Andy Gilmour, Operations Manager

Welcome and Congratulations in Campaign Events and Stewardship

Dear colleagues:

I am delighted to announce that Geni Holmes will be joining our team as the Program Director for Campaign Events & Stewardship on July 9, reporting directly to me and taking responsibility, with Tory Grimes, for the planning and execution of all Boldly Notre Dame events and activities. Geni will also take a leadership role with planning other University events, such as dedications. Geni comes to Notre Dame from her most recent position as the Executive Director for University Events at Wake Forest University, where she was responsible for commencement, campaign events and board meetings. Her higher education experience includes stewardship and events roles at Purdue University as well as the University of Kansas, and she also led programming and stewardship at the Smithsonian Institution in Washington D.C. We are fortunate to have convinced Geni to join our team as she has a wealth of experience and has proven to be a leader in the field, having spoken at numerous CASE conferences over the years. Geni earned her bachelor’s degree from Northwest Missouri State University and is excited to be returning to the Midwest as her two grown children reside in West Lafayette, just down the road from Our Lady’s University.

In addition, I am also happy to announce a promotion for Tory Grimes to Associate Director for Campaign Events & Stewardship. Tory has demonstrated an incredible work ethic, creativity and teamwork in the last four years on the Special Events & Stewardship team. This past year, in addition to helping orchestrate four Weekends with the President, a Leadership Weekend and the Campaign Cabinet meetings with great aplomb, she led the Corbett Family Hall Dedication. Dick Corbett’s family shared later that this was the happiest they had ever seen Dick. Tory has a wonderful way with benefactors, offering incredible hospitality and stewardship at every turn. We are so fortunate to have her on our team.

Please join me in congratulating Tory and welcoming Geni.

My best,

Katherine Lane

FYE Closing Memo for UR

To:      University Relations

CC:      Controller’s Office

From:  Stacy Koebel-Harder

Date:   6/12/2018

Re:      June 30, 2018 Year End Close

In order to properly account for pledges and gifts through June 30, 2018 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, 2018 (in hand or post marked) and need to be delivered to Donor Services by noon, July 6, 2018.
  • Gifts in the form of securities should be in the University’s investment by Friday, June 29, 2018 to be considered a FY18 gift.
  • Gifts sent to the lockbox with postmarks through June 30, 2018 will be processed by the end of day, July 6, 2018.
  • FY18 pledges with the appropriate supporting documentation should be to Donor Services by noon, July 6, 2018 for FY18 processing.
  • Gifts and pledges received on July 1st for FY19 will be processed on July 9, 2018.

Reporting

  • The Daily Transaction Report delivered on the mornings of July 1 through July 7, 2018 will reflect FY18 transactions only.

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


— 

Welcome Sara Munoz to Donor Services

Donor Services would like to welcome Sara Munoz as our Coordinator. Sara is an alum from Indiana University and comes to us from a law firm in Elkhart where she served as the client liaison and assistant. Sara enjoys spending time with her fiance, Matt Futa, and their three rescue dogs. Welcome Sara!!

Thanks,

Stacy

Fiscal 2018 Year End Close Schedule

  • Friday, June 8 – May close
    • buyND purchase requisitions greater than $25K 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 15
    • buyND purchase Requisitions greater than $5K, but less than $25K must be submitted.
  • Friday, June 22
    • 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 FY18.
  • Sunday, June 24
    • Cut-off for FedEx Office charges for FY18. Charges after June 25th will post to FY18.
  • Friday, June 29 – Last business day of fiscal year
    • Last day to process buyND catalog requisition and purchase orders processed under $5000 (e.g., Office Depot, GovConnection, VWR, etc.) in FY18. Allow time for workflow approvals.
    • All deposits made on or before June 29th will automatically be credited to FY18.
  • Sunday, July 1 – New Fiscal Year Begins
    • buyND purchase orders will be placed with new year funds. Submit requisitions for blanket orders.
    • Deposits made between July 1st and July 10th should be posted via the Financial Toolkit with an FY19 posting date. If you wish to accrue the revenue to FY18, please contact Chuck Pope for assistance.
  • Thursday, July 5
    • Financial Toolkit requests related to FY18 must be received in A/P by 5 PM
    • travelND expense reports for FY18 must be submitted and approved by 5 PM.
    • buyND “receipts” for FY18 must be entered by departments by 5 PM.
    • Procard statement reports for FY18 must be submitted and approved by 5 PM.
  • Tuesday, July 10 – 1st Close
    • All A/P transactions for FY18 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 11
      • Standard reports reflecting activity through the 1st Close will be available via GLez, Business Objects, and the Budget Query (SSB) tool.
    • Monday, July 16 – campus final close
      • Journal Entries approved in the Financial Toolkit by 5:00 PM for FY18 processing.
        • Only adjustments and corrections should be submitted in this close.
      • Wednesday, July 18
        • Standard reports reflecting activity through the final close will be available via GLez, Business Objects, and the Budget Query (SSB) tool.
      • Tuesday, July 24
        • Asset/liability balances, fund balances, and encumbrances are rolled and available for viewing/processing in FY19.

This schedule can be found on the Controller’s Group website at: http://controller.nd.edu/financial-information/monthly-close-schedule/