Reflect and Share by Brianna Saville-Reynolds

Policy Changes

2024-02-15 19:49:44 UTC

We normally communicate policy/procedure changes to employees using email and post information in our departmental shared files.

Donations

2024-02-15 19:50:38 UTC

Verify donations using VTF reports and check against acknowledgement reports from our college.

Salary Employees

2024-02-15 19:53:26 UTC

We regularly review salary funds for accuracy in pay and to ensure employees who have resigned are no longer receiving pay checks.

Record Retention

2024-02-15 19:54:19 UTC

We share records retention policies with the department as needed.

Departing Employee

2024-02-15 19:55:01 UTC

Once we receive notice that the employee is leaving, we ask them to return all equipment, keys, etc on their last day.

Fixed Assets

2024-02-15 19:56:18 UTC

We send items to surplus as soon as we are informed the item is no longer needed or no longer in working order.

Associate Director of Accounting (manager) verbally and through email communication. Share link to new policy/procedure changes.

2024-02-19 16:11:54 UTC

It is first offered to other employees need. If not needed, then sent to surplus.

2024-02-19 16:16:16 UTC

Depending on when employee will depart. Usually return any equipment etc on the last day of employment.

2024-02-19 16:39:15 UTC

2024-02-19 18:07:54 UTC

Changes to policies and procedures are emailed out but also brought up in regular meetings

2024-02-19 18:08:57 UTC

Record retention requirements are sent out every semester and mentioned periodically as well

2024-02-19 18:09:45 UTC

we have a checklist that we follow when employees leave our department and there is a specific employee that is tasked with collecting keys

2024-02-20 17:23:23 UTC

We have a departmental distribution email. The admin or department head are the ones who usually draft up an email to the whole office regarding updates to policies that are relevant to our office.

2024-02-20 17:24:08 UTC

When we go through the offboarding checklists, usually on the last day the employee is working in our department, we collect keys from the employee.

2024-02-20 17:25:39 UTC

We check salary funds ever pay period to ensure that the amounts are correctly. For employees who are leaving, we always check to see that the last pay check has been issued and no further checks are issued.

It is offered to people in the department first. If no one want it, then it is surplused

2024-02-20 22:17:14 UTC

2024-02-20 22:20:04 UTC

We have a key log and also use the offboarding checklist to ensure nothing is missed. Uniforms n/a

2024-02-20 22:21:47 UTC

Changes to policy and procedures are emailed. Sometimes discussed in meetings if necessary

2024-02-21 16:53:29 UTC

We do all of the following;

Department meeting, logged in minutes
Email
Stored in dept SOP's

2024-02-21 16:54:09 UTC

Always communicating with our advancement office helps

2024-02-21 16:55:01 UTC

multiple checks.

Dept HR, FINTRACS, Banner check

2024-02-21 16:55:27 UTC

annual email and periodic checks

2024-02-22 15:35:53 UTC

We are told about policy / procedure changes through email and with a meeting so that if there are any questions, we can get clarification.

2024-02-22 15:45:08 UTC

annual emails

2024-02-26 14:13:19 UTC

VPF IT determines which equipment needs to be sent to Surplus. An email confirmation is generated for department head approval, copying the Business Operations Coordinator (BOC). When the Fixed Asset Change report is generated, the items that have been sent to surplus are then reconciled based on email approvals. Yearly inventory checks are also completed.

2024-02-26 14:19:06 UTC

Our department has a Business Operations Coordinator who oversees our key log and who is also over our HR files. The BOC and the supervisor follow an offboarding checklist to ensure a smooth exit, signing the key log for the returned key is part of the offboarding process.

2024-02-26 14:25:38 UTC

Email notifications are sent to the department with the employee given the opportunity to discuss further with their supervisor.

2024-02-26 14:38:57 UTC

If the asset is no longer needed/used by the department, a Surplus ticket is created.

2024-02-26 14:39:53 UTC

The procedure is updated in Sharepoint and then the link is shared with the departmental users so that they can read/become familiar with the updates.

2024-02-26 14:40:56 UTC

The policy is shared with the department and reviews are added to the calendar to review documents.

VTF Donations

2024-02-26 15:11:27 UTC

My department maintains a copy of the deposit informatio that is sent to Foundation. We balance our Foundation funds monthly in order to make sure deposits are credited to the appropiate funds.

Terminated Employees

2024-02-26 15:13:58 UTC

My department balances the salary account monthly. By doind so we would catch any payroll that should not have been paid out. I also check Banner to make sure that the employee has been job ended if I have not completed the entry myself.

Surplus

2024-02-26 15:15:48 UTC

I work with our IT person closely to make sure all surplus forms are completed and signed. She lets me know when the items have been picked up. I watch the Fixed Asset report to make sure that all tagged items are removed from my listing.

Policy Changes

2024-02-27 01:15:22 UTC

Our business manager emails out changes to policies.

Record retention

2024-02-27 01:16:21 UTC

We share policies via email and the business manager says when it's okay to shred last year's paper documentation.

Disposal

2024-02-27 01:17:23 UTC

Our receptionist sends out emails to all fac/staff and offers it. Most things are claimed. But if they are not, it's surplused.

Policy Changes

2024-02-27 14:58:45 UTC

Weekly meeting with the whole department (small group) and discuss new policies or procedures. Also share via email new information received.

Donations

2024-02-27 15:01:43 UTC

This is not something my department normally deals with.

Salary Review

2024-02-27 15:03:26 UTC

Yes, monthly reconciliations are done as well as salary verification reports

Policy Changes

2024-02-27 15:29:32 UTC

Changes to policies and procedures are sent out via email and sometimes discussed in meetings

Asset Disposal

2024-02-27 15:34:56 UTC

We usually offer our unwanted items first to other individuals within the department. Then, if unclaimed, the property is surplussed.

Gifts

2024-02-27 15:37:57 UTC

Our department keeps a copy of the Gift Transmittal form as well as copies of any documentation we may receive. We then regularly monitor our foundation funds to ensure they have posted correctly.

Grant Specialist

2024-02-27 20:31:19 UTC

This is part of the grant specialist position description in our dept and we are just beginning to educate staff about the closeout checklist OSP provided, during training in the fall.

Business Ops Dept meeting updates

2024-02-27 20:32:40 UTC

I get 15 mins at every dept meeting, I make a PPT to share and send out with the minutes, and highlight important tips, tricks, and notices there. I also have private MS groups with fund managers and send info out there as needed on specific topics.

Each month salary charges to research funds are reviewed to ensure the proper amount is charging to the fund. This process also notes if the fund remains solvent or needs action taken to remove any overdraft.

2024-02-28 10:56:58 UTC

2024-02-28 10:58:10 UTC

The policy change is typically announced to the department via email and at monthly department meetings.

2024-02-28 11:00:29 UTC

The Operations Coordinator is responsible for meeting with the employee and collecting university equipment, keys, etc. The steps of offboarding are kept in a shared location.

Departing Employees

2024-02-28 19:00:45 UTC

We arrange a meeting with the employee on their last day to collect keys, parking pass, hokie passport, equipment, etc.

Records Retention

2024-02-28 19:02:42 UTC

We communicate polices regarding records retention annually and send email reminders when it is time to purge files.

Salary Funds

2024-02-28 19:03:57 UTC

I review salary funds monthly to ensure accuracy. (pay rates, new employees, terminated employees, merit increases, etc.)

2024-02-29 16:48:39 UTC

Our department will send an email out to the entire team and also go over it during our monthly department meetings.

2024-02-29 16:50:29 UTC

Yes, salaries are reviewed monthly when we complete reconciliations.

2024-02-29 16:51:52 UTC

Keys are collected during offboarding. We follow an offboarding checklist when employees leave that has collection of keys as one of the steps.

2024-02-29 16:55:21 UTC

When items are no longer needed we submit the surplus request. We work closely with IT. They will give us their recommendations of which technology related items should be sent to surplus. We also conduct audits of fixed assets and review the fixed assets reports.

We have robust records management. We make sure that we dispose of everything through the official records office, and make sure that we box things up by year they can be disposed of. We have everything documented in our dept wiki for continuity.

2024-02-29 18:34:28 UTC

We usually send a college-wide email to see if anyone else can use the items. If not, they go to surplus.

2024-02-29 19:48:00 UTC

We normally communicate changes to policies and procedures via email.

2024-02-29 19:49:25 UTC

Our business manager keeps a copy of the gifts/donations and reconciles monthly.

2024-02-29 19:50:24 UTC

Salary

2024-03-04 13:39:02 UTC

Salary funds are reviewed monthly when funds are reconciled.

2024-03-04 13:40:36 UTC

When an employee leaves a checklist is completed to obtain all university equipment.

2024-03-04 13:42:33 UTC

Fixed assets are checked on a regular basis. If an item or items need to be sent for disposal the proper form is completed for surplus.

2024-03-05 15:38:34 UTC

We maintain copies of deposit information and do an internal reconciliation (legacy report) to ensure the deposits were accurately recorded on the VTF side in the appropriate fund.

2024-03-05 15:39:24 UTC

Yes, we do this in different ways. Short explanation, we check PWIEMPV for ‘last pay date and jobend date’ and run a salary report for our funds. This is a few times a year and especially after the separation of employees

2024-03-05 15:39:56 UTC

Policies are shared with all employees and instructions on how to find the policies are shared, too. We have one member of staff who oversees the record retention as part of her daily duties.

Policy and Procedure changes

2024-03-06 20:49:26 UTC

Communicated via e-mail to appropriate list serves within the department

Checks received in the department via mail, are copied for our records. Then a gift transmittal form is completed and driven to the Foundation. The stamped envelope is also required and included with the paperwork being delivered to the Foundation. The envelope is especially important at the end of the year for tax purposes for the person making the donation. Checks are to be deposited the same day. In our department, the business manager reconciles our VTF deposits regularly.

2024-03-06 20:56:10 UTC

Salary funds of terminated employees and correct pay rates

2024-03-06 20:57:52 UTC

Our business manager regularly reviews salary funds for accuracy and works with our human resources staff member regarding employees separating from the university.

Record Retention

2024-03-06 21:00:00 UTC

We have a staff member who stays up-to-date with the retention policy and takes appropriate action to notify the department and assist with the policy to ensure we are in compliance.

fixed assets

2024-03-06 21:04:15 UTC

We have a fixed assets manager who assists the department with this process. The members of the department are first made aware of the item in case someone could use it in their space before a surplus form is completed and item taken to surplus. Paperwork is handled and reconciled by our business manager.

We send those changes to staff in an email.

2024-03-10 20:49:04 UTC

We keep records for the time allotted by the state and do an annual thread/delete at the start of the new fiscal year.

2024-03-10 20:50:03 UTC

We update the at-home use forms and surplus items yearly.

2024-03-10 20:50:58 UTC

We will communicate policy/procedure changes through email. The admin and fiscal staff in our office also have weekly meetings where we share updates and changes

2024-03-11 17:04:28 UTC

2024-03-11 17:07:42 UTC

Salary funds are reconciled each month by the business manager in addition to running a departmental salary verification report separated by org. This is reviewed monthly.

Departing Employees

2024-03-11 17:15:23 UTC

Once our office receives notice that an employees is leaving, the executive assistant will be responsible for collecting keys, building access fobs and deactivating their Hokie passport. The business manager will complete the offboarding checklist, which includes steps for completing salary termination, job termination, and notifying departmental IT to schedule a time prior to the employees last day to collect equipment, complete any necessary data backup and remove system access

Changes in Policy and Procedures

2024-03-13 18:41:50 UTC

Our dept goes through several steps when updating any policy or procedure changes. After a policy change is solidified, the SOP is updated and then an email is sent to department so everyone is aware of the change. Also, giving everyone time to ask any questions.

Record Retention

2024-03-13 18:45:06 UTC

We utilize the records management services.

Departing Employees

2024-03-13 18:46:48 UTC

On the employee's last day, all items are collected at exit. If that employee leaves and does not turn in their security badge/key, the key master notifies Carilion Security to deactivate all service to that badge.

2024-03-14 17:10:12 UTC

We send out email notifying the department of any policy or procedure changes. This is normally ignored.

2024-03-14 17:12:55 UTC

We process gift transmittals but we still segregate the duties with processing deposits.

The business manage does this on a monthly bases because we have had correct payroll funding.

2024-03-14 17:14:00 UTC

We had a back log of file that were sent over for destruction. We are keeping last year's records in storage closest but everything else is being stored at records management and we plan to destroy the records as soon as we can since we were able to clean up the mess before.

2024-03-14 17:16:29 UTC

Communication of changes in policies and procedures.

2024-03-18 13:28:36 UTC

*Email with specifics and where to find them

*TEAMS reminder sent

*Added to business folder

*Conversation with those specifically affected

Review of Salary changes

2024-03-18 13:31:53 UTC

*Reconciliations are done on a monthly bases

*Salary change reporting

*Saved in business files for review

Departing Employees

2024-03-18 13:34:05 UTC

Check list used for departing employees that includes receiving keys and removing access

we follow university guidelines and VCE guidelines for all record retention . any request for change is approved by the record retention office

2024-03-20 15:20:11 UTC

each employ is granted keys and must sign our office key log. when leaving they must return keys and sign upon return that is initialed by UAA

2024-03-20 15:21:14 UTC

any policy changes are sent to UAA/UC and discussed at next staff meeting (monthly)

2024-03-20 15:22:00 UTC

2024-03-20 17:05:52 UTC

Weekly meetings, Slack channel

2024-03-20 17:06:14 UTC

VTF reports

2024-03-20 18:38:57 UTC

Yes, we do this regularly

2024-03-20 18:39:19 UTC

email reminders and regular checks

2024-03-20 18:39:59 UTC

We deactivate fob access to our office.

2024-03-20 18:40:39 UTC

Offered to other employees and if not needed complete the surplus form.

2024-03-21 02:35:37 UTC

Meetings and sharing the revised policies and procedures through email and or hard copies

2024-03-21 02:36:44 UTC

We keep spreadsheets plus check all salaries for all employees as part our monthly reconciliation of FINTRACS

We constantly monitor the records we have on hand and check current retention schedules and then store or shred aging records.

2024-03-21 02:37:25 UTC

Amanda A.

2024-04-17 14:44:46 UTC

We email all faculty/staff and bring up during regular department meetings or individual meetings.

Amanda A.

2024-04-17 14:44:59 UTC

FINTRACS :)

Amanda A.

2024-04-17 14:45:28 UTC

Yes, we run routine reports to make sure people that shouldn't be on there are removed.

Amanda A.

2024-04-17 14:46:06 UTC

At the end of the FY, we go through our files and follow the retention policies for each type of file we have.