Month is Closed Announcements

Hello,

February reconciliation reports are now accessible. The Financial Management Manual provides extensive information on the reconciliation process, timeline and available reports. An overview of the Patriot Reporting project, cross reference reports, and additional training resources are available at https://fiscal.gmu.edu/financial-reporting-and-reconciliation/.

Annual Card Training

The annual P-Cardholder, Approver & Travel Card trainings will be going live March 15, 2024. These online trainings are mandated by the Commonwealth of Virginia for each cardholder AND approver, as well as Travel Charge cardholders. The trainings should be completed as soon as possible but no later than May 1, 2024. Failure to complete this training will result in card suspension.

All Cardholders (Including the Travel Charge (IL) card) and Approvers will be registered for this training in MasonLEAPS and should receive a registration email. This e-mail will provide cardholders with the information and instruction on how to access and complete this training.

New! Subscriptions Now Available for Reconciliation Reports

Fiscal Services, in partnership with the Business Intelligence Services (BIS) group, has provided MicroStrategy users the opportunity to create subscriptions for the Reconciliation Organization and Fund Labor and DE Detail Report. Information on how to create a subscription can be found in the MicroStrategy Subscription Guide. Users, subscribers, and recipients must have a solid foundation of the principles governing financial management at Mason and navigating MicroStrategy. Additional information and resources on reconciliation and financial management at Mason can be found on the Reconciling at Mason page of the Fiscal Services Website: https://fiscal.gmu.edu/controllers/reconciling/.

eVA “Cost Centers” Now Available

Introducing eVA "Cost Centers" for Cross-functional Funds! Starting February 15, 2024, users are be able to streamline cross-functional purchases by posting requisitions directly to "Cost Centers", regardless of defaults. This will cut down on paperwork (Journal Vouchers, etc.) and reduce errors. When allocating a cross-functional purchase, the eVA user will simply choose the appropriate code from the "Cost Center" drop-down menu in the eVA allocation section - do not select a Fund or Org. Cost Centers are available on a limited basis, awarding offices must request the creation of Cost Center codes through a Support Ticket, available here: https://fiscal.gmu.edu/generalaccounting/foapal-element-maintenance/.

Training and Resources

For the Fiscal Learning and Engagement training related to fiscal processes and reconciliation, please visit, https://fiscal.gmu.edu/training/. This includes registration information, live and on-demand course offerings, and the walk-in hours. Reference guides for many fiscal processes, including MicroStrategy, can be found on the Fiscal Services website https://fiscal.gmu.edu/training/obtain-training-materials/. For additional assistance, please contact fscomm@gmu.edu.

For information related to the MicroStrategy tool please visit the Business Intelligence Services (BIS) Group webpage https://its.gmu.edu/working-with-its/business-intelligence/. This includes guides, resources, and training opportunities. For assistance with MicroStrategy functionality, please submit a support ticket to the BIS Group using the following link: MicroStrategy support.

Sponsored Programs: On-demand videos and quick guides for the MicroStrategy PI Reports and sponsored award reconciliation, as well as additional OSP training information and materials, are available at https://osp.gmu.edu/resources/. Please contact Kimberly Maze at kmaze@gmu.edu for assistance with reporting.

Thank you!

Hello,

January reconciliation reports are now accessible. The new Organization Reconciliation Reports in MicroStrategy are available and the updated Reconciliation Procedures guide provides extensive information on the reconciliation process, timeline, and available reports. A brief overview of the Reconciliation process and a demonstration of the new Organization Reconciliation Reports are available on the Reconciliation Basics Video.

eVA “Cost Centers” will be available February 15, 2024

Introducing eVA "Cost Centers" for Cross-functional Funds! Starting February 15, 2024, users will be able to streamline cross-functional purchases by posting requisitions directly to "Cost Centers", regardless of defaults. This will cut down on paperwork (Journal Vouchers, etc.) and reduce errors. When allocating a cross-functional purchase, the eVA user will simply choose the appropriate code from the "Cost Center" drop-down menu in the eVA allocation section - do not select a Fund or Org. Cost Centers are available on a limited basis, awarding offices must request the creation of Cost Center codes through a Support Ticket, available here: https://fiscal.gmu.edu/generalaccounting/foapal-element-maintenance/.

New! Subscriptions Now Available for Reconciliation Reports

Fiscal Services, in partnership with the Business Intelligence Services (BIS) group, has provided MicroStrategy users the opportunity to create subscriptions for the Reconciliation Organization and Fund Labor and DE Detail Report. Information on how to create a subscription can be found in the MicroStrategy Subscription Guide. Users, subscribers, and recipients must have a solid foundation of the principles governing financial management at Mason and navigating MicroStrategy. Additional information and resources on reconciliation and financial management at Mason can be found on the Reconciling at Mason page of the Fiscal Services Website: https://fiscal.gmu.edu/controllers/reconciling/.

Personal Mileage Rate Change

As of January 1, 2024, the personal mileage rate for business travel was increased to 67 cents per mile (up 1.5 cents from 2023). The Mason Finance Gateway has been updated to reflect this change on all newly created reimbursements. As a reminder, travelers may be reimbursed at the personal mileage rate in the following situations:

• The mileage does not exceed 280 miles per day
• The mileage per day is more than 280 miles, but the cost of the personal car does not exceed the cost of an Enterprise vehicle (Enterprise Trip Calculator must be included with reimbursement)
• An Enterprise vehicle is not available (a copy of the Enterprise rental page indicating an allowable vehicle is not available for the day(s) must be included with reimbursement)
• The proposed driver is younger than 21 years of age

Purchasing Apple Products Update

The Commonwealth continues to work with Apple on its e-commerce requirements which has directly impacted many Virginia schools, including Mason. Until this issue is fully resolved, Apple will not accept P-card Orders (PCO) through eVA. All Mason buyers should either procure products using a Purchase Order via eVA, directly from Apple (Contract VA-150605-APPL and eVA #E20862) or use the alternate providers listed below. Departments may contact Purchasing at purch1@gmu.edu if additional assistance is needed.

The following sources are alternate vendors where Apple products may be purchased:

Patriot Tech (Barnes and Noble, eVA #VS0000038907)

Contract: GMU-1115-14

Phone: 703-993-4100

CDWG (eVA #E351)

Contract: UVA2061314

Steve Spring, Executive Account Manager

Phone: 847-371-5543

Email: sspring@cdw.com

Training and Resources

For the Fiscal Learning and Engagement training related to fiscal processes and reconciliation, please visit, https://fiscal.gmu.edu/training/. This includes registration information, live and on-demand course offerings, and the walk-in hours. Reference guides for many fiscal processes, including MicroStrategy, can be found on the Fiscal Services website https://fiscal.gmu.edu/training/obtain-training-materials/. For additional assistance, please contact fscomm@gmu.edu.

For information related to the MicroStrategy tool please visit the Business Intelligence Services (BIS) Group webpage https://its.gmu.edu/working-with-its/business-intelligence/. This includes guides, resources, and training opportunities. For assistance with MicroStrategy functionality, please submit a support ticket to the BIS Group using the following link: MicroStrategy support.

Sponsored Programs: On-demand videos and quick guides for the MicroStrategy PI Reports and sponsored award reconciliation, as well as additional OSP training information and materials, are available at https://osp.gmu.edu/resources/. Please contact Kimberly Maze at kmaze@gmu.edu for assistance with reporting.

Thank you!

Hello,

December reconciliation reports are now accessible. The new Organization Reconciliation Reports in MicroStrategy are available and the updated Reconciliation Procedures guide provides extensive information on the reconciliation process, timeline, and available reports. A brief overview of the Reconciliation process and a demonstration of the new Organization Reconciliation Reports are available on the Reconciliation Basics Video.

Personal Mileage Rate Change

As of January 1, 2024, the personal mileage rate for business travel was increased to 67 cents per mile (up 1.5 cents from 2023). The Mason Finance Gateway has been updated to reflect this change on all newly created reimbursements. As a reminder, travelers may be reimbursed at the personal mileage rate in the following situations:

• The mileage does not exceed 280 miles per day
• The mileage per day is more than 280 miles, but the cost of the personal car does not exceed the cost of an Enterprise vehicle (Enterprise Trip Calculator must be included with reimbursement)
• An Enterprise vehicle is not available (a copy of the Enterprise rental page indicating an allowable vehicle is not available for the day(s) must be included with reimbursement)
• The proposed driver is younger than 21 years of age

Purchasing Apple Products Update

The Commonwealth continues to work with Apple on its e-commerce requirements which has directly impacted many Virginia schools, including Mason. Until this issue is fully resolved, Apple will not accept P-card Orders (PCO) through eVA. All Mason buyers should either procure products using a Purchase Order via eVA, directly from Apple (Contract VA-150605-APPL and eVA #E20862) or use the alternate providers listed below. Departments may contact Purchasing at purch1@gmu.edu if additional assistance is needed.

The following sources are alternate vendors where Apple products may be purchased:

Patriot Tech (Barnes and Noble, eVA #VS0000038907)

Contract: GMU-1115-14

Phone: 703-993-4100

CDWG (eVA #E351)

Contract: UVA2061314

Steve Spring, Executive Account Manager

Phone: 847-371-5543

Email: sspring@cdw.com

Fall 2023 Fiscal Transformation Boot Camp videos available

The recordings from each session of The Fall 2023 Fiscal Transformation Boot Camp are now available and can be found here: https://fiscal.gmu.edu/boot-camp/ for those who missed or want to rewatch a session. Your feedback will be very important in assuring we are meeting your needs and expectations. As planning begins for future boot camp events, please feel free to email fscomm@gmu.edu with any topics of interest and session ideas.

Mason Finance Gateway Reminders

Reassigning and delegating approval: All transactions in MFG (p-card allocation, travel, and expense reimbursements) are required to be approved. However, at times an approver may find it more suitable to have a transaction reviewed by an additional party, in these moments the approver has the option to “reassign” transactions. The “reassign” option – when appropriate – allows an opportunity for a proper review of transactions, and for a more meaningful understanding of university resources.

When necessary “Approver Delegates” can be appointed by the approver. This arrangement can only be made by the approver and should only be utilized when the approver plans to be on leave (vacation, sickness, etc.). This will ensure that documents continue in the approval flow and that employees receive reimbursement in a timely manner.

Training and Resources

Fiscal Services reference guides for MicroStrategy are available at https://fiscal.gmu.edu/training/obtain-training-materials/. Please visit the Fiscal Learning and Engagement homepage for training registration information, courses offered on-demand through MasonLEAPS and the walk-in hours at https://fiscal.gmu.edu/training/. For additional assistance, please contact fscomm@gmu.edu.

Sponsored Programs: On-demand videos and quick guides for the MicroStrategy PI Reports and sponsored award reconciliation, as well as additional OSP training information and materials, are available at https://osp.gmu.edu/resources/. Please contact Kimberly Maze at kmaze@gmu.edu for assistance with reporting.

Thank you!

Hello,

November reconciliation reports are now accessible. The new Organization Reconciliation Reports in MicroStrategy are available and the updated Reconciliation Procedures guide provides extensive information on the reconciliation process, timeline, and available reports. A brief overview of the Reconciliation process and a demonstration of the new Organization Reconciliation Reports are available on the Reconciliation Basics Video.

2023 Calendar Year-End (CY23)

The university will be closed for winter break starting December 16, 2023. Departments should be making appropriate arrangements for purchases and payments that must be completed before the end of the Calendar Year (CY).

To ensure these are completed timely (including order, delivery, and/or payment), please adhere to the following guidelines: 

Order Goods and Services:

• To order goods and/or services through eVA in CY23 (above $5k), requisitions must be submitted and fully approved through their departmental workflow no later than Wednesday, December 6, 2023*.

Pay for Goods and Services:

• To pay for goods and/or services in CY23, the goods must have been delivered, all services must have been rendered, and the invoice(s) must be received by Accounts Payable (acctpay@gmu.edu) no later than Monday, December 4, 2023.

Please monitor the Calendar Year-End Deadlines page (https://fiscal.gmu.edu/controllers/year-end-deadlines/) for all important information, possible date changes, and updates.

Purchasing Apple Products Update

The Commonwealth continues to work with Apple on its e-commerce requirements which has directly impacted many Virginia schools, including Mason. Until this issue is fully resolved, Apple will not accept P-card Orders (PCO) through eVA. All Mason buyers should either procure products using a Purchase Order via eVA, directly from Apple (Contract VA-150605-APPL and eVA #E20862) or use the alternate providers listed below. Departments may contact Purchasing at purch1@gmu.edu if additional assistance is needed.

The following sources are alternate vendors where Apple products may be purchased:

Patriot Tech (Barnes and Noble, eVA #VS0000038907)

Contract: GMU-1115-14

Phone: 703-993-4100

CDWG (eVA #E351)

Contract: UVA2061314

Steve Spring, Executive Account Manager

Phone: 847-371-5543

Email: sspring@cdw.com

Fall 2023 Fiscal Transformation Boot Camp videos available

The recordings from each session of The Fall 2023 Fiscal Transformation Boot Camp are now available and can be found here: https://fiscal.gmu.edu/boot-camp/ for those who missed or want to rewatch a session. Your feedback will be very important in assuring we are meeting your needs and expectations. As planning begins for future boot camp events, please feel free to email fscomm@gmu.edu with any topics of interest and session ideas.

UBI Certification and Questionnaires are due NOW

The completed certification and questionnaires for FY23 were due to inttax@gmu.edu by November 15, 2023. Annually, each department should complete a separate questionnaire form for each potentially unrelated activity, including those historically reported, for the fiscal year that just ended (FY23). Once completed, the department’s senior fiscal manager should review, certify, and submit the certification and supporting questionnaires to inttax@gmu.edu. If there are business activities you are unsure about, please contact us at inttax@gmu.edu.

Please complete a certification even if you have no reportable UBI activities.  If you have any questions, please contact inttax@gmu.edu. The questionnaire, certification, and related UBI guidelines are available at https://fiscal.gmu.edu/unrelated-business-income/.

Mason Finance Gateway Reminders

Reassigning and delegating approval: All transactions in MFG (p-card allocation, travel, and expense reimbursements) are required to be approved. However, at times an approver may find it more suitable to have a transaction reviewed by an additional party, in these moments the approver has the option to “reassign” transactions. The “reassign” option – when appropriate – allows an opportunity for a proper review of transactions, and for a more meaningful understanding of university resources.

When necessary “Approver Delegates” can be appointed by the approver. This arrangement can only be made by the approver and should only be utilized when the approver plans to be on leave (vacation, sickness, etc.). This will ensure that documents continue in the approval flow and that employees receive reimbursement in a timely manner.

Training and Resources

Fiscal Services reference guides for MicroStrategy are available at https://fiscal.gmu.edu/training/obtain-training-materials/. Please visit the Fiscal Learning and Engagement homepage for training registration information, courses offered on-demand through MasonLEAPS and the walk-in hours at https://fiscal.gmu.edu/training/. For additional assistance, please contact fscomm@gmu.edu.

Sponsored Programs: On-demand videos and quick guides for the MicroStrategy PI Reports and sponsored award reconciliation, as well as additional OSP training information and materials, are available at https://osp.gmu.edu/resources/. Please contact Kimberly Maze at kmaze@gmu.edu for assistance with reporting.

Thank you!

Hello,

October reconciliation reports are now accessible. The new Organization Reconciliation Reports in MicroStrategy are available and the updated Reconciliation Procedures guide provides extensive information on the reconciliation process, timeline and available reports. A brief overview of the Reconciliation process and a demonstration of the new Organization Reconciliation Reports is available on the Reconciliation Basics Video.

Fall 2023 Fiscal Transformation Boot Camp

Save the date! The Fall 2023 Fiscal Transformation Boot Camp will be taking place on November 13 & 14 from 8:00 AM – 2:00 PM! This unique professional development opportunity will provide an opportunity to refresh or update important information, provide better understanding of processes and procedures, develop and encourage University best practices, and much more! The agenda and information on all of the sessions will be available soon. Additional information can be found on the Boot Camp page on our Fiscal Services website.

REGISTRATION IS NOW OPEN! Register here! Registration information can also be found on our Fiscal Services Calendar. The agenda and information on all of the sessions will be available soon

UBI Certification and Questionnaires due November 15, 2023

Fiscal Services has designed a questionnaire to gather information about new and existing activities that potentially generate Unrelated Business Income (UBI) and may need to be included on the university’s IRS Form 990-T for Fiscal Year 23. UBI results from a trade or business that the university regularly carries but is not substantially related to our tax-exempt purpose of education, research, and service. The questionnaire is designed to walk you through the UBI analysis in a simple Q&A format. The questionnaire, certification, and related UBI guidelines are available at https://fiscal.gmu.edu/unrelated-business-income/

Annually, each department should complete a separate questionnaire form for each potential unrelated activity, including those historically reported, for the fiscal year that just ended (FY23). Once completed, the department’s senior fiscal manager should review, certify, and submit the certification and supporting questionnaires to inttax@gmu.edu. If there are business activities you are unsure about, please contact us at inttax@gmu.edu..

The completed certification and questionnaires for FY23 are due to inttax@gmu.edu by November 15, 2023.  Please complete a certification even if you have no reportable UBI activities.  If you have any questions, please contact inttax@gmu.edu.

Onboarding Fiscal Staff

New employees and current employees who are transitioning to more fiscal-focused roles should review the Fiscal Basics manual. We have outlined the required and recommended training by position, including the Purchasing Made Easy – Access-Based Training, along with helpful definitions and fiscal system information. We urge everyone to review the policy and procedure documents located on the webpage under Manuals and Training Materials. Forms are available on the webpage under Forms and Instructions. Everyone is welcome to join the Fiscal Support and Connections Network to discuss fiscal policies/procedures, give feedback, present new ideas for improvement, and gain knowledge from colleagues on common best practices.

All Mason employees (including GRA/GTAs) must complete the Mandatory Mason Finance Gateway (MFG) Basic Navigation Training, in MasonLEAPS, prior to accessing the system for p-card allocation, travel, and expense reimbursements. Please note, that access to MasonLEAPS and MFG will only become available once the individual is an active employee in Banner (their first day). After completion of the training, please allow 2 business days before creating/submitting expenses within Mason Finance Gateway. Training information, quick guides, and video resources for using the MFG are available at https://fiscal.gmu.edu/mason-finance-gateway/. Reminder: Non-Mason individuals (candidates, guest speakers, no-pay affiliates) and Mason students do not have access to the MFG.

Mason Finance Gateway Reminders

Former Employee/Student and Non-Employee Reimbursements: All reimbursable expenses should be submitted and approved through the Mason Finance Gateway (MFG) prior to an employee’s final day of employment or prior to a student’s graduation and/or period of non-enrollment at Mason. Upon separation from Mason the former employee/student will need to submit a Vendor Maintenance Form to reactivate their G# as a “non-employee” in Banner and MFG, and work with their department to process any outstanding requests, on their behalf.

Travelers and Expense Delegates: When considering future professional development and business meetings, please be sure to consider all necessary Mason resources and information that may impact your travel plans. We encourage you to review the Travel Training – Travel Policy and Procedures in MasonLEAPS and be sure to check in with the appropriate offices which may include but are not limited to – Safety, Emergency & Enterprise Risk Management, and the International Tax Office to name a few.

Reassigning and delegating approval: All transactions in MFG (p-card allocation, travel, and expense reimbursements) are required to be approved. However, at times an approver may find it more suitable to have a transaction reviewed by an additional party, in these moments the approver has the option to “reassign” transactions. The “reassign” option – when appropriate – allows an opportunity for proper review of transactions, and for a more meaningful understanding of university resources.

When necessary “Approver Delegates” can be appointed by the approver. This arrangement can only be made by the approver and should only be utilized when the approver plans to be on leave (vacation, sickness, etc.). This will ensure that documents continue in the approval flow and that employees receive reimbursement in a timely manner.

Training and Resources

Fiscal Services reference guides for MicroStrategy are available at https://fiscal.gmu.edu/training/obtain-training-materials/. Please visit the Fiscal Learning and Engagement homepage for training registration information, courses offered on-demand through MasonLEAPS, and the walk-in hours at https://fiscal.gmu.edu/training/. For additional assistance, please contact fscomm@gmu.edu.

Sponsored Programs: On-demand videos and quick guides for the MicroStrategy PI Reports and sponsored award reconciliation, as well as additional OSP training information and materials are available at https://osp.gmu.edu/resources/. Please contact Kimberly Maze at kmaze@gmu.edu for assistance with reporting.

Thank you!

Hello,

September reconciliation reports are now accessible. The new Organization Reconciliation Reports in MicroStrategy are available and the updated Reconciliation Procedures guide provides extensive information on the reconciliation process, timeline and available reports. A brief overview of the Reconciliation process and a demonstration of the new Organization Reconciliation Reports is available on the Reconciliation Basics Video.

Fall 2023 Fiscal Transformation Boot Camp

Save the date! The Fall 2023 Fiscal Transformation Boot Camp will be taking place on November 13 & 14 from 8:00 AM – 2:00 PM! This unique professional development opportunity will provide an opportunity to refresh or update important information, provide better understanding of processes and procedures, develop and encourage University best practices, and much more! The agenda and information on all of the sessions will be available soon. Additional information can be found on the Boot Camp page on our Fiscal Services website.

REGISTRATION IS NOW OPEN! Register here! Registration information can also be found on our Fiscal Services Calendar. The agenda and information on all of the sessions will be available soon

Onboarding Fiscal Staff

New employees and current employees who are transitioning to more fiscal-focused roles should review the Fiscal Basics manual. We have outlined the required and recommended training by position, including the Purchasing Made Easy – Access-Based Training, along with helpful definitions and fiscal system information. We urge everyone to review the policy and procedure documents located on the webpage under Manuals and Training Materials. Forms are available on the webpage under Forms and Instructions. Everyone is welcome to join the Fiscal Support and Connections Network to discuss fiscal policies/procedures, give feedback, present new ideas for improvement, and gain knowledge from colleagues on common best practices.

All Mason employees (including GRA/GTAs) must complete the Mandatory Mason Finance Gateway (MFG) Basic Navigation Training, in MasonLEAPS, prior to accessing the system for p-card allocation, travel, and expense reimbursements. Please note, that access to MasonLEAPS and MFG will only become available once the individual is an active employee in Banner (their first day). After completion of the training, please allow 2 business days before creating/submitting expenses within Mason Finance Gateway. Training information, quick guides, and video resources for using the MFG are available at https://fiscal.gmu.edu/mason-finance-gateway/. Reminder: Non-Mason individuals (candidates, guest speakers, no-pay affiliates) and Mason students do not have access to the MFG.

Mason Finance Gateway Reminders

Former Employee/Student and Non-Employee Reimbursements: All reimbursable expenses should be submitted and approved through the Mason Finance Gateway (MFG) prior to an employee’s final day of employment or prior to a student’s graduation and/or period of non-enrollment at Mason. Upon separation from Mason the former employee/student will need to submit a Vendor Maintenance Form to reactivate their G# as a “non-employee” in Banner and MFG, and work with their department to process any outstanding requests, on their behalf.

Travelers and Expense Delegates: When considering future professional development and business meetings, please be sure to consider all necessary Mason resources and information that may impact your travel plans. We encourage you to review the Travel Training – Travel Policy and Procedures in MasonLEAPS and be sure to check in with the appropriate offices which may include but are not limited to – Safety, Emergency & Enterprise Risk Management, and the International Tax Office to name a few.

Reassigning and delegating approval: All transactions in MFG (p-card allocation, travel, and expense reimbursements) are required to be approved. However, at times an approver may find it more suitable to have a transaction reviewed by an additional party, in these moments the approver has the option to “reassign” transactions. The “reassign” option – when appropriate – allows an opportunity for proper review of transactions, and for a more meaningful understanding of university resources.

When necessary “Approver Delegates” can be appointed by the approver. This arrangement can only be made by the approver and should only be utilized when the approver plans to be on leave (vacation, sickness, etc.). This will ensure that documents continue in the approval flow and that employees receive reimbursement in a timely manner.

Training and Resources

Fiscal Services reference guides for MicroStrategy are available at https://fiscal.gmu.edu/training/obtain-training-materials/. Please visit the Fiscal Learning and Engagement homepage for training registration information, courses offered on-demand through MasonLEAPS, and the walk-in hours at https://fiscal.gmu.edu/training/. For additional assistance, please contact fscomm@gmu.edu.

Sponsored Programs: On-demand videos and quick guides for the MicroStrategy PI Reports and sponsored award reconciliation, as well as additional OSP training information and materials are available at https://osp.gmu.edu/resources/. Please contact Kimberly Maze at kmaze@gmu.edu for assistance with reporting.

Thank you!