.)The Bottom Line
News from Cornell University's Division of Financial Affairs
Partners, Stewards, Innovators
Supplier Diversity Trade Show a Success!
On December 5, 2007, the Office for Supply Management Services (SMS) hosted its first annual Supplier Diversity Trade Show, and it was a great success! As part of SMS’s Supplier Diversity Program, the show was a community outreach effort to introduce Cornell and the broader Ithaca community to current and potential Cornell-approved diverse suppliers, which include small, disadvantaged, and women-owned businesses. Throughout the program, SMS has partnered with local colleges, the City of Ithaca, and various organizations across Tompkins County to identify and utilize these companies. Such partnerships will ultimately provide Cornell with access to a wider pool of suppliers and more competitive quality and prices for goods and services.
Invitations to participate in the event went to diverse suppliers first from the Finger Lakes region, then Central New York, New York State, and, finally, outside of the state. Over one hundred suppliers took part, from Tompkins County, Syracuse, Rochester, Buffalo, New York City, and from as far away as Georgia and North Carolina. From those who participated, Cornell identified 35 potential new businesses to incorporate into its supply chain. These businesses represented a wide range of commodities, including information technology; lab and scientific supplies; maintenance, repair, and operations (MRO); office supplies; event planning; and graphics. A number of these vendors provide sustainable products. (Also, see article "Contribute to Sustainability with CATS" .)
Following their own example, SMS employed the following women- and minority-owned businesses to plan, cater, and photograph the event and to produce promotional items, display materials, and brochures.
For more information about the Supplier Diversity Program, visit the Supply Management Services 
Web site.
Coming Soon! A New Look for Look for the next issue of The Bottom Line in early May! The newsletter will have a new look and more information. Stay tuned! |
DFA Launches Comprehensive Diversity and Inclusiveness Plan
Last year, the Division of Financial Affairs (DFA) launched a project aimed at aligning DFA’s vision of “Partners, Stewards, and Innovators” with Cornell’s commitment to diversity and inclusiveness. This diversity and inclusiveness plan, which resulted from feedback received from staff during several workshops and brown-bag sessions, is intended to benefit not only the division, but the surrounding communities, as well.
The project was initiated with the creation of a Diversity and Inclusiveness Council made up of several volunteers from within DFA who are dedicated to establishing a community where every person feels welcomed, included, and valued. Based on the issues identified from the staff feedback, the Council established three subcommittees: Communication, Culture, and Personal Style/Preference. The goals of the subcommittees were to define the term “diversity,” identify opportunities for addressing the issues raised, and develop action plans.
Through meetings, brown-bag sessions, and conversations with DFA staff and outside resources, the Council subcommittees identified several key action items. Of the items identified, the group decided that the top-priority concerns were climate and communication, so the Council will spend the next quarter working with subgroups to investigate, develop, and establish action plans specific to those areas.
In addition to those efforts, the Council is working on several projects, including planning events and developing outreach programs that will align DFA’s plans with those of other organizations throughout the Cornell and surrounding communities. Such partnerships will strengthen DFA’s program and enhance available resources for all the groups involved. Also, the Council is creating online resources that will be available soon to establish better communication of DFA’s diversity and inclusiveness plan and the plan’s progress.
DFA encourages all members of the Cornell community to join this diversity and inclusiveness effort by sharing their resources and ideas for enhancing this program. For more information, contact Sandy MacArthur 
, Natalie Sawyer , or Patricia Hall .
FY08 Physical Capital Inventories Due March 31
The Cost and Capital Assets department recently sent out 2007-2008 (FY08) inventory lists to units required to complete a physical inventory this fiscal year. All inventories must be completed and returned to Capital Assets by March 31, 2008.
This year, two new procedures have been added to the inventory process:
Physical inventories will be performed biennially in accordance with federal regulations. Any unit that did not complete an inventory in FY07 must do so in FY08. For the complete inventory schedule and detailed instructions, visit the Accounting Web site. Units listed on the FY08 inventory schedule that did not receive a listing should contact Capital Assets , or call 255-9872.
Thank you for your cooperation in this critical process.
Student Financials and Student Records Systems Implementing in March
The new Student Financials and Student Records Systems will be implemented in mid-March 2008. This implementation is a result of the PeopleSoft System for Tracking Administrative Records for Students (STARS) project, which aims to replace core student administrative systems (Admissions, Bursar, Financial Aid, and Registrar).
Below are important dates and information to help units prepare for the upcoming implementation. Over the next few weeks, the Office of the Bursar will send more specific communications. Units are asked to share this information with their departments and colleagues.
Important Dates for Conversion
Note that student bursar transactions and adjustments for spring 2008 must be current and posted to the legacy Bursar system before conversion. This will minimize the adjustments once the new system is implemented.
How Units Can Prepare
For more information, visit the System for Tracking Administrative Records for Students (STARS) project Web site. Questions specific to the Bursar systems and processing deadlines can be sent to dfa-bursar@cornell.edu .
Thank you in advance for your understanding and cooperation during this implementation; it is greatly appreciated!
New Procurement Analysis Tool Promotes Efficiency
In the fall of 2007, the Division of Financial Affairs collaborated with information technology units from the Ithaca and Weill Cornell Medical College (WCMC) campuses to implement a third-party, Web-based procurement analysis tool called Ariba. Cornell will be able to use Ariba to analyze data about how, where, and through what means it spends money, a process the procurement industry calls “strategic sourcing.” Such an analysis can highlight opportunities to save money and streamline the procurement process. Taking advantage of opportunities to engage in responsible purchasing will go a long way toward helping Cornell develop a sustainable, cost-effective environment.
Currently, the Office for Supply Management Services (SMS) is testing Ariba internally to analyze purchasing data produced from collaborative strategic sourcing projects. In the future, SMS will use Ariba to provide customers across the Ithaca and WCMC campuses with spending information by supplier, commodity code, fiscal year or quarter, or processing system used (APPS, procurement card, payment requests, etc.).
In order to supply Cornell with endless combinations of precise, targeted information needed for in-depth examination, Ariba must have access to descriptive data. SMS’s director, Tom Romantic, says, “We are working with Ariba to 'cleanse' data to correctly classify commodities and categorize spending in all areas and with all suppliers, so that the intelligence and insights that we get from Ariba are accurate and can lead to true strategic decisions to benefit Cornell.”
Ariba has been ranked consistently as a best-practice solution in supply management by research firms like Aberdeen and The Hackett Group. Cornell is only one of a handful of universities that have licensed the solution.
Look for more information about this innovative new solution throughout the year.
Getting Payment Requests Paid
If a payment request (pay req) is stuck in processing, what can you do if you are trying to get it processed quickly? Disbursement Review and Tax (DRAT) advises pay req preparers to use the Payment Request System to find out why the pay req is stuck, and resolve the problem. In fact, they recommend reviewing the status of pay reqs regularly, so that preparers can resolve problems more quickly, and pay reqs reach paid ("success") status faster.
To monitor a pay req’s progress, use the Payment Request System to search for all pay reqs prepared by you, and search by time frame [Create Date] or status [Request Status]. You will see the status of your pay reqs and the person "holding" them. To find out why the pay req is still in its current status, contact the person holding it. If it happens that the pay req was lost, you can contact DRAT to discuss the next steps. You can enter any important notes in the log of the pay req to convey delays.
When preparers monitor their pay reqs as part of their daily routines, their pay reqs have a greater chance of being paid within the expected 10-day processing time. Make monitoring pay reqs part of your daily routine, and get them paid faster!
To see a list of the online Payment Request System’s status descriptions, visit the Payments Web site.
For questions regarding processing payment requests, contact DRAT .
Contribute to Sustainability with CATS
What is sustainability? One widely accepted definition of sustainability is, "meeting the needs of the present without compromising the ability of future generations to meet their own needs." Stated differently, sustainability necessitates reorganizing our life support systems - agriculture, transportation, energy production, etc. - so that life on Earth can be sustained indefinitely.
What is CATS, and how can it be used to help Cornell accomplish its sustainability goals? CATS, the Cornell Asset Transfer System, connects units with available university capital and non-capital assets with those who can put the assets to further use. It allows anyone with a valid Cornell NetID to post and browse ads of available and wanted items or equipment at Cornell with the goal of reducing expenditures, trash, and recycling expenses, and promoting a "doing more with less" sustainability attitude. Both capital and non-capital assets can be posted to CATS.
CATS is for official Cornell University business only, and is not intended for personal use.
How can you get started? It’s as easy as visiting the CATS Web site, and selecting the options on the navigation bar.
For assistance with the CATS system, contact Capital Assets .
Announcements
Joshua Adams Named New Director of the University Policy Office
The Division of Financial Affairs (DFA) is very pleased to announce that, on February 15, 2008, Joshua Adams began work as the director of University Policy and DFA Communications. Joshua previously worked in the policy office from 1994-2004 as a staff writer, manager, and acting director. During those years, he helped develop Cornell's policy process and implemented new communications tools for DFA.
In his new role as director, reporting to the Associate Vice President for Finance and University Treasurer Patricia A. Johnson, Joshua will resume his work assisting units to develop policies and procedures that are valuable to the Cornell community. He will also lead four employees in the areas of policy, communications, and finance training.
Recently, Joshua was a freelance writer and editor, as well as a broker associate with Audrey Edelman Realty, USA. He is a Cornell graduate and brings to this position a wealth of experience in communications and operations.
Welcome back, Joshua!
New Wire Transfer/Bank Draft Forms
Attention all wire request form preparers and payment authorities!
The wire transfer request form has changed and is available on the Payments and Tax Web site. Please do not use the old form, and remove any saved electronic copies.
What’s new?
DFA Announces 2008 Standard Mileage Rates
In accordance with the federal guidelines for travel occurring on or after January 1, 2008, Cornell will reimburse employees who use personal vehicles for approved, business-related travel according to the new standard mileage rates, as follows:
View the IRS mileage rates online.
If you have any questions, please contact your business service center representative, or e-mail Disbursement Review and Tax .
Annual Preferred Vendor Show Coming in June
The Office for Supply Management Services' Annual Preferred Vendor Show will be held at The Richard M. Ramin Multipurpose Room in Bartels Hall on Wednesday, June 18, 2008, from 9:00 a.m. to 3:00 p.m. All Cornell units are invited to attend the event, which will be dedicated to sharing product and business service information with the Cornell community.
Over 80 suppliers will be assembled to present their products and services for your consideration. This will be an excellent opportunity to renew existing acquaintances or develop new business relationships within the university network.
Please direct questions about the event to the Office for Supply Management Services at (607) 255-3804.
Finance Training Opportunities
How to Account for Your Capital Assets
[FIN 111] 3/13/2008 & 5/12/2008
9 am – noon
Cost Sharing for Sponsored Agreements
[FIN 113] 3/14/2008 9 am – noon
Everything You Wanted to Know About Sponsored Funds Accounting and Contracts
[FIN 114] 3/18/2008
9 am – noon
Processing and Accounting for Gifts
[FIN 110] 3/24/2008 9 am – noon
Determining the Indirect Cost Rate
[FIN 118] 4/14/2008 9 am – noon
Understanding Cornell Accounts and Object Codes
[FIN 105] 4/21/2008 9 am – noon
Understanding the Cornell Travel Policy
[FIN 107] 4/22/2008 8:30 am - noon
For more great training opportunities, visit the DFA Finance Training Web site.
New and Revised Policies issued in January
In January 2008 the University Policy Office (UPO) issued two interim policies - "Lactation Time Away From Work ," and "Blood Donation Leave ," both of which are new sections of University Policy 6.9, Time Away From Work. The "Lactation" section permits time away from work for lactating mothers to express breast milk. "Blood Donation Leave" allows for up to three hours of unpaid leave in any 12-month period, with the option to use sick, personal, or vacation leave to cover the time taken.
Also in January, the newly revised and formalized Patents policy, now titled "University Policy 1.5, Inventions and Related Property Rights ," was issued. Derived from Board of Trustee legislation, this policy outlines the process for identifying and protecting the property rights of ideas and discoveries that arise out of the research and scholarly activities of faculty, staff, and students.
To view these and other policies, visit the University Policy Office Web site.
The Bottom Line
Editor, Jamie Churchill
Director, Joshua Adams
Assistant, Taina Nilson
Questions, comments, listserv changes:
dfa-comm@cornell.edu
The Bottom Line is a publication of the:
Division of Financial Affairs
Cornell University
341 Pine Tree Road
Ithaca, NY 14850
T: 607.255.6240
DFA: Partners, Stewards, Innovators