Financial
Liaison
Meeting
February 1, 2010
Robin Ellis
PCI DSS - - What is it?
PCI DSS - Payment Card Industry Data
Security Standards
It is a set of 12 requirements designed to
ensure that ALL companies (that means
AUBURN UNIVERSITY) that process, store
or transmit credit card information maintain
a secure environment. All organizations or
merchants, regardless of size or number of
transactions are required to be PCI
Compliant.
Currently on the AU & AUM Campuses there are:
79 Merchants that accept credit cards
37 merchants accept credit cards via the web or
E-Commerce
42 merchants accept credit cards using a Verifone (which
is the swiping of the card)
Volume of Credit Card Activity for 2009
Total Credit Card Sales:
Total Cost
Number of Transactions
$149,745,551
$ 2,594,768
396,428
Why Do You Care?
Penalties for Non-Compliance are at the discretion
of the Payment Brands (Visa, Mastercard, etc.).
Each brand can fine the acquiring bank anywhere
from $5,000 to $100,000 PER MONTH for PCI
compliance violations. The Banks will pass these
fines on to the Merchant (AU).
Lack of Trust: Damage to Auburn’s reputation is at
stake when parents, students and alumni feel their
information is not secure.
Ultimate Outcome: Merchant status could be
revoked
Key Sites For Additional Information
https://www.pcisecuritystandards.org/
www.auburn.edu/administration/business_office/cashmgmt/
At this site you can find:
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E-Commerce policy
Au Policy for Payment Card Industry Data Security Standards
Credit Card Procedures (coming soon)
Key Contact Information
Leslie King-Smith
Electronic Pay Services
Coordinator
Office of Cash Management
334-844-8122
[email protected]
Fringe – Professional
Improvement Leave Discussion
Amy Douglas
Cost Reduction Initiatives
Strategic Sourcing- Update February
2010
Missty Kennedy
Strategic Sourcing-Phase I Results
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Preferred Vendor Contracts issued as a result of Phase I:
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Office Supply- Office Max
Laptop & Desktop- Dell
IT Peripherals- Gov Connection
Rental Cars- Enterprise/National
Airline- Delta
Implemented a Preferred Vendor Contracts web page that
includes info on all
Hosted a “Meet & Greet” for each of the new Preferred
Vendors
Hosted 1st Preferred Vendor Show
Strategic Sourcing-Phase II
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Phase II goals same as those of Phase I, primarily:
• Opportunity to better capitalize on economies of scale
• Potential for savings and generating additional revenue
Input sought from different stakeholder groups on campus
for travel and scientific supply commodities
Commodities addressed:
• Scientific supply
• Travel agency/booking tool
• Express mail
• Express 85
• Stationery (letterhead & envelopes)
Scientific Supply
Lengthy bid evaluation and contract negotiation
• Contract awarded to VWR effective January 1,
2010 for 3 years with an option to renew for 2
additional years
• Contract generated:
• $75K in up front revenue
• $30K on scholarships over 3 years
• Rebates based on spend
• Savings potential- $765K over 3 years
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Travel Agency/Booking Tool
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Establish an “all-in-one” portal for AU travelers to
using when booking travel
Provide better management of travel to assist in
controlling costs; capture information regarding
airlines, hotels, and rental companies used to
allow for future negotiations; assist in moving
towards electronic travel reimbursement
submission
Solicited feedback from campus travelers and
administrative personnel of frequent travelers
Bids still being evaluated…complicated bid and
responses
Contract may not be awarded until April/May 2010
Express Mail
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Annual spend approximately $522K
Taking advantage of change in State Law that
allows use of Cooperative agreements
Will implement contract with Federal Express in
Feb/March 2010
New contract will offer much lower prices and
rebate revenue
Approximate savings of 40 – 50% per shipment
based on initial cost comparison
Express 85
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Working with owners of local Express 85
Contract will offer a discount on all AU
employee business trips via Express 85
Once company can track AU volume, that
discount may be increased
Contract should be implemented in
Feb/March 2010
Stationery Bid
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Bid for AU letterhead and envelopes will be
awarded this week
Cost Savings Example (per job price):
#10-24lb White
Wove Regular
Envelopes
Qty
Old Price
New Price
500
$46.00
$25.19
1,000
$52.00
$34.88
1,500
$78.00
$49.82
Stationery Bid
2-Color Printed, Front
Only Business Cards
Qty
Old Price
New Price
250
$48.59
$31.00
500
$51.17
$32.00
1,000
$57.04
$34.00
AU Watermarked
Letterhead
Qty
Old Price
New Price
500
$48.00
$35.00
1,000
$65.00
$55.00
1,500
$81.00
$78.00
Other Initiatives
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Bids now posted to PPS web site with e-mail notification to
registered vendors; no longer print and mail bids
Beginning next week will begin e-mailing PO’s to vendors
so that we no longer print and mail PO’s
By moving Preferred Vendor Contracts to Purchasing
Card, have reduced check processing and mailing costs
Implemented scanning of Memo Contracts and
Purchasing Card documents; will soon begin scanning
Purchasing Card reconciliations
Developing an electronic vendor voucher system allowing
for elimination of paper documents routed to PPS
American Recovery & Reinvestment Act
Stimulus Update
Cindy Selman
Stimulus Update – Stabilization Funds (SFSF)
Areas Receiving Money:
GTAs, Part Time, Support and Full Time Faculty
Graduate Opportunity Program (multicultural)
Library Publications
OIT – Upgrades to wireless, classroom multi-media, blackboard
and pod casting
Public Safety – security cameras, night shuttle, vans, public
address outdoor alert, defibrillators, NOAA radios, shutters
enclosures, instructional area
Facilities projects:
$10,238,000
150,000
1,230,000
1,955,000
1,180,000
2,149,753
Campus Lighting Magnolia
300,000
Recarpet floor in library
300,000
Replace roofs (Funchess, Foy, Wilmore, Ramsay, Mary Martin) 1,499,753
Replace Louvers in Peet
50,000
TOTAL AU MAIN CAMPUS SFSF for FY2010
See www.auburn.edu/ARRA for specifics
$16,902,753
SFSF Other Divisions
Montgomery Campus
Personnel Salaries
Equipment online courses/computer system redundancy
Educational & General Operational Costs new programs
Renovations to buildings (not determined or approved)
TOTAL Montgomery
$1,441,235
432,995
200,000
30,355
$2,104,585
AAES
Full time faculty and staff research
$3,251,045
ACES
Extension educators and support staff
$3,625,026
TOTAL SFSF for FY2010
We are anticipating same amount in FY2011 but not all has been obligated yet.
$25,883,409
SFSF Spending to Date
Through December,2009 (January not final)
AU Main
Labor/Fringe
Projects/Other
Total AU Main
$3,470,820
688,421
$4,159,241
AUM
Labor/Fringe
Equipment/Other
Total AU Montgomery
$ 374,295
205,062
$ 579,357
AAES Labor/Fringe
ACES Labor/Fringe
$ 891,680
$ 862,781
GRAND TOTAL SFSF
$6,493,059
Other Stimulus Funding (Grants)
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AU Main
AUM
AAES
$18.4M
$ 62K
$ 1.2M
$19.66M
Other Stimulus by Agency
DOT
EDUC
NASA
NEA
NIH
NIST
NSF
USDA
$
13.0K (1)
$ 223.2K Federal Work Study
$
80.0K (1)
$
25.0K (1)
$ 1 .26M (7)
$ 14.43M (Advanced Science Building)
$ 3.52M (13)
$
100K (1)
New Banner Reports
FZRODTA –
• Change requested by SPAN members who were
having trouble ensuring accurate program code
was used on all transactions
• Original report provided F-O-A but no P (program
code).
Program code has been added to this report.
Will replace old FGRODTA in e~Print.
Into production for end of December reports.
FZRODTA
Program
code
FZODOS2 Grants & Cost Share
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Identical information as found in the
FZODOS1 report -but focus in only on
Contracts & Grants and Cost Share
Designed specifically for VP Research
Available to all who have DOS1 access if
you are just wanting to see Contracts,
Grants or Cost Shares
FZODOS2
FZRFATE – Potential Error Reporting
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Uses Fund Attribute provided by Colleges to
associate specific funds with specific
organizations.
Most funds have a unique organization. Some
exceptions –will discuss shortly
Report will be sorted so that the owner of the fund
sees errors against their fund. Will work with unit
causing error to make correction.
Report is based on attribute - If the attribute is
wrong, we need to work with Controller’s Office to
modify.
Query by college, school or department org
ITEMS WITH NO FUND-ORG MATCHES
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Unrestricted funds like 10x00x can be used
by all organizations so the system can not
validate errors.
AES Appropriations like Hatch and McIntire
Stennis
Auxiliaries – can use funds with several
orgs
Quasi (56xxxx) and Endowments (66xxxx).
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The system can identify errors between divisions.
For example –if a division 1 fund is used with a
division 3 org, the report will throw this into a
divisional error which will appear on the first few
pages of the report. These type errors will not be
sorted by attribute owner so everyone will need to
look at the first few pages of the report to see if
one of your organizations is being shown on these
pages.
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The report is cumulative. Will show all errors and
their corrections (ins and outs). If the total is zero,
the report will suppress the print.
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Correct using normal practice
report
In this example: 275902-129527 shows ins and outs. When you
research, you see that Engineering has corrected a prior year rollforward, taking the balance to zero in the current year. So while
report shows the error, it is actually a correction from prior year and
would be okay to stay on report.
If all errors were made and corrected in the same fiscal year,
the ending balance on each page would be zero.
However, if balances roll-forward from prior years or are
not corrected, the total will not be zero.
Please note again that these are potential errors. It is
possible that you have permission to use an org other than
the one in the fund attribute. If permissible, then no action
on your part is required.
This is a report that is meant to assist you with catching
errors.
Coming Soon –
Monthly Activity Report
FZOREMM