Thursday, February 19, 2015

Bookmark This: Tax Information

It’s tax season, and for most of us, that means W-2s and tracking down every last possible deduction.  For those of us with college-age children or who are taking classes ourselves, though, it also means tracking down 1098-T forms to file along with our federal tax returns.  The University of Virginia prints and sends a 1098-T form to students who qualify for one.  Students have the option to receive their form electronically through their SIS, instead, and we make an effort to steer them that direction to save time and money. 


The 1098-T form is the driver of hundreds of phone calls and emails to the SFS Contact Center during tax season, and while we can help customers understand why they may not have qualified to receive a form for the prior tax year, we stop short of providing them tax advice on how to account for their education-related expenses, referring them instead to IRS publications or a qualified tax preparer.  To help the majority of people who have questions about the forms, however, we have prepared a section of the SFS website to address the most common questions about 1098-T forms and other tax information topics.  We invite you to take a look for yourself, especially if you will be claiming any education tax credits yourself for 2014.

Excel Tips & Tricks: Ctrl and Alt-Enter

A recent edition of Excel Tips & Tricks showed how to combine Ctrl and Alt to navigation keys like the arrows or PgUp/PgDown to quickly move around a workbook or worksheet.

Now take a look at using Ctrl and Alt with the Enter key to accomplish a few quick tasks.  Alt-Enter creates a line break in a cell to make text or formulas easier to read. Ctrl-Enter lets you quickly enter the same data or formula into multiple cells at once instead of using Copy/Paste. Check out the examples, and there is a bonus tip that may help you speed up the keying of formulas.

All Tips and Tricks are archived on the blog.  We are also working with UHR to create a training class to bring all these topics together in a more structured class format – more information to come soon.

Thursday, February 5, 2015

Barbara Deily's Retirement from U.Va. on January 11, 2015

On January 11, exactly thirty-two years and one day after she started her career at U.Va., Barbara Deily retired from the University of Virginia.  In honor of her long career of service to the University and the Commonwealth, we have reproduced below comments that Pat Hogan shared with University deans and other administrators, as well as with Barbara’s team in Carruthers Hall, back in November; the transcript of a Board of Visitors Commending Resolution from the November 2014 BOV meeting; and finally some comments from Barbara herself.  It seems fair, after all, that she should have the final word.

We will miss very much having Barbara as our colleague, benefitting from her profound perception, her command of the bigger picture and the smallest detail both, her unfailing kindness and commitment to her friends and co-workers, and the exemplary integrity with which she goes about whatever she does.  We are grateful for her work and for her collegiality, and we wish her health and happiness in whatever lies ahead.

Excel Tips & Tricks: ‘COUNT’ Functions and ‘SUM’ vs ‘SUBTOTAL’

Here are two Excel tips—one was raised by a team member in Managerial Reporting and thought that it was worth sharing; the other is common in Excel files where an alternative approach can make a file easier to understand and maintain.

1. The first topic involves a spreadsheet used to track meeting frequency and attendance, and which of the various COUNT functions is appropriate for the task.
2. The second topic is about the SUM and SUBTOTAL functions and when each is the most
appropriate.

All Tips and Tricks are archived on the blog.  We are also working with UHR to create a training class to bring all these topics together in a more structured class format – more information to come soon.

Orange Team Success: Cost Transfer Automation

Cavalier Computers is excited about the recent cost transfer automation that will significantly improve turnaround time and data quality in their operation—as they deliver critical technology and physical assets to the University community. The Managerial Reporting Project team, the Cost Transfer team and the wider Orange Team stakeholders are excited about this recent accomplishment and what it may mean for other departments around the University.

MRP: Recent Trainings

In January, the MRP team delivered three small group training sessions on the fundamentals of the University Financial Model and demonstrations of the UFM Reporting tools. These sessions were similar to this fall’s first two waves of trainings, and included 15 participants (who currently don’t have access to the reporting tools) from both schools and central services units. Find out more about the current Managerial Reporting Project training opportunities.

SFS: Financial Aid Application Deadline March 1

The thermometer screams “February”, but in Student Financial Services, we already have springtime on our minds.  The deadline to apply for need-based financial aid is March 1, just around the corner, and we are busy contacting students, parents, and high school guidance counselors to do all we can to ensure no one misses out on State and University funding sources.  Students need to complete the Free Application for Federal Student Aid (FAFSA) and either the CSS/Profile (for entering and transfer students) or the University Financial Aid Application (UFAA, for all returning students).

After the application deadline, we begin to review application materials, request additional information when necessary, assign awards to students and then notify them by email that their award is available to view in their SIS Student Center.  For first-year undergraduates, we have a very tight turnaround, as regular decision applicants learn of their admission decision right around April 1.  Since they have until May 1 to decide whether to attend U.Va., we work long, hard and smartly to get their awards to them so they have all the financial information they possibly can to make an informed decision about where to attend University.

After the middle of May, when we have also completed the same process for fall transfers, we turn our attention to the returning undergraduate and graduate students, all with an eye to having their awards complete by the time the Fall 2015 statement of term charges comes out in mid-July.  Whew!  It sounds like a lot of time to get things done, but when you factor in the individual counseling sessions with parents and students who want to understand the details behind their awards, as well as other regular activities, our financial aid team is tying up their track shoes for a marathon effort.

OSP: ResearchUVA is Coming!

As has been mentioned previously, the Office of Sponsored Programs--in conjunction with ITS and the Office of Organizational Excellence--is creating an electronic research administration system called ResearchUVA. More details about the project can be found here.

At the recent Research Administrators’ Forum, a demonstration of the system was presented. That presentation was videorecorded and can be viewed here. It is anticipated that the system will go live in April 2015.

ResearchUVA will include electronic access to award documents. It includes a screen of “FastFacts” with information for faculty and administrators about awards that are ending, accounts in deficit, burn rates, and reports due. Faculty and administrators will also be able to see current awards and proposals in progress as well as create internal proposal forms and certify them, prepare budgets, upload proposals, and create other forms to process necessary actions.

If you have any questions about ResearchUVA, please contact Vonda Durrer (vd9k).

Comptroller: University Financial Report and Trainings

2013-2014 Financial Report 
The University experienced another strong year of performance in fiscal year 2013-14. Thanks to the skill and dedication of all of our people, we are better positioned than most universities to address the challenges facing public higher education. We have made significant strides in mobilizing the necessary resources to address the generational turnover of faculty and to pursue the strategic directions established in the Cornerstone Plan. We are focused on advancing the University’s distinctive qualities—an emphasis on close faculty-student interaction in an unparalleled setting, cutting-edge research, and affordable excellence—that continue to distinguish us in a highly competitive landscape and that enable us to deliver value to the citizens of the Commonwealth, the nation, and, increasingly, the world.

Advanced Excel Training
The pilot class developed by Peggy Reitz (University Human Resources) was presented to people from Managerial Reporting, AVPF, OSP and the University Comptroller for their comments and feedback. This is considered a critical foundational class in a rigorous financial training program that will ensure that employees with financial or budget responsibilities have the analytical skills they will need to be successful.

GA/GL Training 
The pilot class of a new combo GM/GL training session has been developed by Lynn Galasso (Office of the Comptroller) and Peggy Reitz (University Human Resources) and will be presented to a targeted group for feedback. The purpose is to develop a session that incorporates technical Integrated System training with related polices and best business practices, for a more integrated approach to how we do business. This is important as we begin to consider how to better integrate our training resources into a comprehensive financial curriculum.

Friday, January 23, 2015

Special Edition: Ken Sinarski's Retirement from U.Va. on January 23, 2015

Many of you already know that Ken's last day at the University is Friday, January 23rd.  If you did know, and it had slipped your mind, you have a chance still today to say goodbye and wish him well!

Ken came to U.Va. in 1978, and he has helped steer the efforts of various of its Finance teams through good times and bad, for richer and for poorer.  And those who know him will never see a T account without thinking warmly of working with him.  Below are comments from Sarah Doran, Steve Kimata and Leonard Sandridge, cribbed from reminiscences delivered to Ken at various functions in his honor over the last few weeks.  We will miss having Ken with us every day, his ready smile and his unfailing loyalty to his colleagues and his commitment to making the University great.  We wish him the best of health and happiness in his retirement!

From Sarah Doran


I remember the first time I talked to Ken.  He called on a Saturday morning to ask if I’d be interested in coming in to interview for an Accounting Intern position with UVA.  I didn’t like accounting all that much, but I had been working as a wage employee in another department, and I knew I didn’t want to do that job for much longer.  Ken hired me in 1986 to fill that intern position, and 29 years later, I am still very thankful for that phone call from Ken and the opportunity to work with him and many of the other wonderful folks that he hired.  We accomplished a lot of great work under Ken’s direction, and had an awful lot of fun along the way, despite the number of T accounts he made us review on the chalkboard and white boards.  

There were times when we showed our love by doing things that would embarrass him, he took it all in stride and with good humor.  All I can say here is belly dancer.  But my favorite memory of Ken has to be the time that Ken, Stacey, Dave and I decided to be the women’s Olympic relay team in 1996 for Halloween.  Ken had never really dressed up with his departments for Halloween.  And there had been some pretty amazing themes!  But that year, he decided that if he was going to dress up for Halloween, he was going to do it right!!  He had his wife Anne help him with his hair and nails, and we were introduced one by one to the group who was judging the Halloween contest.  Ken was the last to be introduced, and the faces of the people who knew were spectacular.  Not only did he look great as a woman, he also did a great job acting the part.   I still don’t think that Steve has recovered.

I’m honored to have known Ken over the past 29 years.  We have had many ups and downs together.  We’ve experienced the joy of our children growing up, and the death of beloved colleagues, various illnesses and hospitalizations.  Through it all, Ken has remained steadfast in his loyalty to the people he hired and mentored, and I for one cannot imagine how my life would have been were it not for that Saturday phone call.

Ken, thank you for the many years, and have a blast in your retirement!  Don’t forget us!

From Steve Kimata 
Ken is from Cleveland, Ohio.  He was born with a heart condition, which required surgery at an early age and which has required constant vigilance and other open heart surgeries during his lifetime.  He’s our bionic man as he currently enjoys a titanium heart valve and a half a million dollar pacemaker.


For much of his 36 years, Ken oversaw Accounting Operations, which was comprised of General Accounting, Payroll and Accounts Payable.  He has also been responsible for Accounts Receivable, Banking Services, Credit Cards and Payment Card Industry (PCI) Compliance.



One area that Ken focused on during his time at U.Va. was systems implementations.  To name a few:

he led the major effort at implementing CAPPS, the Computerized Accounts Payable and Purchasing System; he helped implement the McCormick and Dodge Payroll System…three times.; in addition to working on the Oracle Finance implementation, he oversaw the implementation of its new Accounts Receivable module; and on the Peoplesoft Student Information Systems implementation, he was responsible for making sure all of the accounting information flowed correctly from the student system to Oracle Finance.

What Ken enjoyed the most, his passion really, was interviewing, hiring and developing people.  It is accurate to say that during his 36 years at U.Va., he has either hired directly, or helped hire indirectly, hundreds and hundreds of staff.  He spent a great deal of time mentoring these hires, taking them to lunches, joining them at conferences, and introducing them to colleagues at other institutions and state agencies.

I remember Ken telling me that he couldn’t worry too much about his future because with his heart problems he never had any guarantee about being alive tomorrow.  So he had to live for today.  And what made each day special for him was the time he spent with his colleagues, friends and family.

If there’s one thing I’ve learned over the years from you, Ken, no matter what it’s the people who matter.  Spending time with your friends; helping them grow; working together as a team to make possible the impossible…those are the things you had a passion for and that you did so well. 

In life, we eventually realize that there is a purpose for everyone we meet.  Some people are there to test you.  Some will use you.   Some will teach you and some will bring out the best in you.



You’ve taught and brought out the best in many of us.  You’ve left your imprint on our hearts, certainly on my heart, and all of us and this institution, which you have cherished and sweated blood for, are so much better for it.

On behalf of all the people you’ve touched, thank you so much, Ken. 


From Leonard Sandridge


Your commitment to the development of people and mentoring leaves a legacy that will benefit U.Va. long after you retire.  We have benefited from the continuity, institutional history and good judgment that you have brought to so much of what we did.  You have been available and accessible to help others.  And throughout your journey, you have been loyal and reliable and you have always acted with integrity.  You have made us a better place.






Thursday, January 22, 2015

Excel Tips & Tricks: Navigating with Shortcut Keys

Navigating an Excel worksheet and selecting cells using shortcut keys (without your mouse) can savetime and wasted motion—really helpful for laptop users! A long list of shortcuts can be daunting, soselect a few of these useful Excel shortcuts, write them on a Post-It note and affix to your monitor. Practice those and when they become second nature, find a few more and stick them upwhere you will see them. How long can you go without clicking the mouse????

All of Mark Anderson’s previous posts are archived in the Technology Tips & Tricks category of the AVPF News Blog. Please leave a comment below or email Mark (mla3er) and let him know what you think of these tips, or if you have a request for a future topic.

Start the Year Right with Your Development Plan!

Happy New Year from the Center for Leadership Excellence! With the changing of the calendar, we have a natural tendency to look back over the prior year and then look ahead towards what the next year will bring. Resolutions are made to “do better,” whatever that means for each of us - eat healthy, exercise, spend time with loved ones, among others.

It should be no surprise that goals related to education, career development, and new job opportunities are often included on our lists of resolutions. In the rapidly changing world of work, employees are expected to be flexible, adaptable and creative in identifying ways to broaden their experience and leverage their skills. Rapid advancements in technology require employees to upgrade their skills and “retool” themselves just to remain current with their job requirements.

Considering all the time and energy you spend at work, why not ensure that you get maximum satisfaction from your work and career? Having a sense of where you are headed in your career helps you — and your manager — make good choices about work assignments and learning opportunities that can enrich your current job, lead to promotion through job growth or help you transition to another position. It also helps your manager to better understand the strengths and interests of their team, creating a more effective organization and a more satisfying work environment.
Here at UVa, we believe that career development is a shared responsibility between the employee, the manager and the University. Your Leadership Team in the Finance Division is committed to ongoing employee growth and development as demonstrated by their 2015 AVPF goal to “Create a development plan for each employee including internal and external training offerings.”


So how do you make that happen? Creating a development plan can be done in three steps – Explore – Think – Act!!!

  • Step 1 Explore - Reflect on who you are, what you do well and when you are most alive and energized by exploring your skills, preferences, values and interests.
  •  Step 2 Think - Set career goals and map out a strategy to achieve them by collaborating with your manager to develop an annual career development plan using LEAD@UVa.
    • Familiarize yourself with the UVa Job Structure and the skills, knowledge and experience required to be successful in your current position, as well as those that support career progression and transition.
    • Explore Education Opportunities and Training Opportunities
    • Identify professional development opportunities using the Career Development Tool
    • Select development activities that support goal achievement, competency development or career growth. Activities may include attending a training class, joining a professional association, participating in a mentoring program, attending a conference or reading a book.
  •  Step 3 Act - Take action to accomplish your goals and manage your career.
    • Monitor your career progress by checking your goals and development plan in LEAD@UVa frequently and record your success.
    • Update your development plan as needed and continue to have frequent conversations with your manager regarding your progress.

Career development is a lifelong process of managing learning, work and job-related transitions. The Center for Leadership Excellence is here to encourage, support, and provide opportunities for the ongoing growth and development of each employee. For more information about creating development plans or programs offered by the Center for Leadership Excellence, contact us at leadership@virginia.edu or 434.982.0123.


No matter your resolution, we wish you a happy and fulfilling 2015.