Fiscal Officer Meeting

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Fiscal Officer Meeting

• Thursday, January 15, 2009

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E-Verify

• 01/15/09

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E-Verify

• 1996 Congress passed the Illegal Immigration
  Reform and Immigrant Responsibility Act (IIRIRA)
• Verify all New Hires eligibility to work
• Effective January 1, 2009
• Voluntary, but Missouri passed law for mandatory
  use

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E-Verify

• Verification with Department of Homeland Security
  (DHS) and Social Security Administration (SSA)
• Internet based verification program
• https//www.vis-dhs.com/WebBP
• Verifies information on the I-9

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E-Verify Notice Requirements

• Employees must be notified that we use E-Verify,
  notices include
• E-Verify Poster
• Office of Special Counsel for Immigration-Related
  Unfair Employment Practices (OCS) Right to work
  Poster
• Posters are available on the website

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E-Verify Use

• Do not use E-Verify unless
• A job has been offered
• A position has been accepted, and
• The Form I-9 has been completed
• Must complete E-Verify within 3 days of
  completion of the I-9
• For Hire Date
• Use the date the employee signed the I-9

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E-Verify Use, cont.

• Cant use E-Verify on current employees
• Cant use E-Verify as a hiring screening tool
• Must safeguard E-Verify information
• Cant take any negative action against new hires
  while SSA or DHS is processing the request
• You can face legal action, including civil
  penalties and back awards

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E-Verify Set-up

• Fiscal Officers/Similar position
• Most will be setup as Program Administrators
• I will setup your General Users
• You will manage them after set-up

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Program Administrators

• Perform Verifications
• Create and unlock General Users accounts
• Perform queries, view reports
• Update E-Verify profiles

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General Users

• Perform verification, queries
• View reports, and
• Update their personal user profiles

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E-Verify Tutorial and Test

• HR must set-up UserID and temporary Password for
  Program Administrators
• Must take the online tutorial
• Can complete the tutorial at different times
• Use the website listed in the earlier slide
• Must pass the mastery test sometime after
  completing the tutorial

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Conclusion

• Started January 1, 2009
• Most details are in the Tutorial
• Being challenged in the Courts
• Contact Errol Benson 516-5803 with questions

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Other Topics

• New I-9 in Feb
• Talx The work number
• Time Clocks, Time and Labor

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Senior Fiscal Officer Meeting

• PS Access Certification

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PS Access Certification

• Semi-annual review of security access to the
  financial, payroll, and student administration
  systems
• Provides opportunity to identify and correct
  possible weaknesses in internal controls relating
  to segregation of duties
• Must be completed by January 30, 2009

UMSL Senior Fiscal Officer Meeting, January 15,
2009
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PS Access Certification

• Log in to Blackboard using your SSO ID
  https//blackboard.missouri.edu
• Click on
• Administrative Services Controllers St. Louis
  (under My Organizations, left hand side)
• Certifications (gold border, left hand side)
• PeopleSoft Access Certification

UMSL Senior Fiscal Officer Meeting, January 15,
2009
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PS Access Certification

• Certification includes the following sections
• Background information
• Steps 1 11 Instructional material and quizzes
  over the following topics
• Segregation of Duties
• Authorization
• Recording, Verification, and Custody of Assets
• Managerial Review
• Summary

UMSL Senior Fiscal Officer Meeting, January 15,
2009
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PS Access Certification

• Step 12 Review the following reports
• Web Apps Access Report
• PeopleSoft User Access Report (Production)
• Workflow Route Control Assignments
• Indicates who may initiate and approve
  requisitions
• PeopleSoft HR User Access
• Student Access
• Focus on assigned role of Student Financials

UMSL Senior Fiscal Officer Meeting, January 15,
2009
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PS Access Certification
STEP 13
If answer True, you are completed, if False,
complete Step 14 where you explain your
segregation of duties issues and mitigating
controls
UMSL Senior Fiscal Officer Meeting, January 15,
2009
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PS Access Certification
STEP 14 (Optional)
UMSL Senior Fiscal Officer Meeting, January 15,
2009
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Hints

• Successfully submitted does not mean successfully
  completed.

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Expenditure Reduction
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Expenditure Reduction

• President Forsees letter
• Expectation of significant reduction in specified
  categories
• Progress to be monitored
• Campus to provide feedback

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Possible way to monitor

• PS Financial Reports under Income Statements
• First use run Rpt 13 to find what funds you use.
  Copy funds starting with 0 (0xxx)
• Create an Excel spreadsheet that compares the
  current month and the current year to date to
  last year.

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Possible way to monitor contd

• Run Rpt 11 using funds 0xxx for January 2009.
• Run Rpt 11 using funds 0xxx for January 2008.
• Combine the spreadsheets using the bold lines
  that summarize groups of accounts like travel.

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Possible way to monitor contd

• This is only a suggestion
• The Chancellor, Provost or Vice Chancellor may
  come up with additional guidelines in the future.