Financial Services
Payroll record-keeping and leave
Web Time Entry (WTE) will be the timesheet and leave management system for all employees starting July 1. WTE will replace Time and Attendance System, and physical time clocks will be removed. Learn more about payroll record-keeping.
Important financial services updates
EVMS and the EVMS Medical Group will benefit from the various information systems currently used by ODU. Learn more about these systems.
Integration Timeline (April - October) Critical Dates for Financial Services
| Operational Function/Activity | Critical Date | Action Item |
|---|---|---|
| Contracts | June 5th | Provide all existing EVMS contracts. Cut-off for establishment of any new contracts. |
| E&G Chart of Accounts Creation and Maintenance | April 30th | |
| EVMS Budget Load: FY25 Banner | May 15th (EVMS Budget goes Board May 22) | |
| EVMS Foundation/Medical Group: Support Services | May 15th | Agreements in place |
| FY24 EVMS Audit & KPMG Engagement | May 15th | KPMG NDA and final SOW |
| FY24 EVMS Audit & KPMG Engagement | July 30th | EVMS June 30 pre-audit ending balances mapped to the new funds/accounts |
| FY24 EVMS Audit & KPMG Engagement | Oct 30th | EVMS Audit |
| FY24 EVMS Audit & KPMG Engagement | Oct 30th | EVMS audit adjustments entered in Banner |
| FY24 EVMS Audit & KPMG Engagement | Dec 13th | KPMG final report |
| FY24 EVMS Audit & KPMG Engagement | Jan 17th | KPMG conversion entries posted in Banner |
| General Ledger Impacts: Accounts Payable | July 26 | |
| General Ledger Impacts: Debt | June 3rd | |
| General Ledger Impacts: Fixed Asset Transfer | April 15th | Asset scanning system identified |
| General Ledger Impacts: Fixed Asset Transfer | May 15th | Complete asset and warranty listings |
| General Ledger Impacts: Fixed Asset Transfer | June 1st | Load assets into Banner Fixed Assets |
| General Ledger Impacts: Fixed Asset Transfer | June 7th | Balance mapping for testing |
| General Ledger Impacts: Fund Balance Transfers | May 10th | Delivery of unaudited data to load |
| General Ledger Impacts: Fund Balance Transfers | July 15th | Test and complete load |
| General Ledger Impacts: Fund Balance Transfers | July 31st | Delivery of audit adjusting entries |
| General Ledger Impacts: Fund Balance Transfers | Oct 30th | |
| General Ledger Impacts: Fund Balance Transfers | Oct 31st | Test and load |
| General Ledger Impacts: Receivables/Deferred Revenue |
July 26th | |
| Hiring | May 17th (excluding clinical and mission critical admin positions) |
Requesting blackout period Exception: clinical positions or administratively deemed critical hires |
| Invoice Processing | May 17th | No new EVMS PO's (exceptions for clinical or research) after this date to allow time to receive, pay, and close out open POs. |
| PCI Compliance and Red Flag Training | May 1st | Staff (EVMS, Medical Group, and EVMS Foundation) identified |
| PCI Compliance and Red Flag Training | May 3rd | Contract updated |
| PCI Compliance and Red Flag Training | May 10th | Staff communication |
| Reconcile FY24 | May 3rd | |
| Reimbursement from ODURF for Field Employees 100% Grant Funded | May 1st | Identify employees |
| Reimbursement from ODURF for Field Employees 100% Grant Funded | May 8th | Create recovery orgs. |
| Reimbursement from ODURF for Field Employees 100% Grant Funded | May 15th | Transfer employees/positions to new orgs |
| Reimbursement from ODURF for Field Employees 100% Grant Funded | May 31st | Create automated personnel reports |
| Role Identification: End User Finance Access and Training | May 1st | Identify the roles and access |
| Role Identification: End User Finance Access and Training | May 1st | Map roles to EVMS staff |
| Role Identification: End User Finance Access and Training | May 17th | Set up Day One access |
| Role Identification: End User Finance Access and Training | May 17th | Set up appropriate pre-Day One training plans |
| Role Identification: End User Finance Access and Training | July 1st | set email accounts to send state |
| Salary, Job, and Role Changes | May 17th | |
| Small Purchase Charge Card Transition | June 5th | Cardholders and Approvers to go through required PCard training. Cardholders and Approvers to submit signed responsibility forms. |
| Student Support Service: Collections | May 8th | Decision on fee |
| Student Support Service: Collections | May 21st | Contract update |
| Student Support Service: Collections | June 3rd | Access and training for ODU staff |
| Student Support Service: Collections | May 8th | EVMS legacy system report for TDO |
| Student Support Service: Financial Aid Draws | Determination from DOE is critical | Regular meetings are ongoing with ODU and EVMS staff related to DOE communications |
| Student Support Service: Financial Aid Draws | Regular meetings are ongoing with ODU and EVMS staff related to DOE communications | |
| Student Support Service: Student Payment Receipts and Refunds/Stipends | April 19th | Bank report including existing banks, legacy banks that will remain open, new banks needed, plan for changing names and signers on legacy accounts, etc |
| Student Support Service: Student Payment Receipts and Refunds/Stipends | April 15th | TouchNet contract completion |
| Student Support Service: Student Payment Receipts and Refunds/Stipends | May 17th | New bank and merchant accounts set up |
| Student Support Service: Student Payment Receipts and Refunds/Stipends | May 7th | Required actions to update EVMS legacy accounts that will remain open during transition to ODU |
| Student Support Service: Student Payment Receipts and Refunds/Stipends | June 1st | System reports created |
| Student Support Service: Student Payment Receipts and Refunds/Stipends | April 30th | Staff system training |
| Student Support Service: Student Payment Receipts and Refunds/Stipends | May 10th | TouchNet testing and system integration complete for receipts and payments of refunds/stipends |
| Student Support Service: Student Policy/Support Impact | May 10th | Phone tree established and testedTrain staff and CARS |
| Student Support Service: Student Policy/Support Impact | June 1st | Train staff and CARSUpdate handbooks and websites |
| Student Support Service: Student Policy/Support Impact | April 19th | Update handbooks and websitesComplete tuition and fee review and mapping |
| Student Support Service: Two Student Systems | May 10th | Complete tuition and fee review and mapping |
| Student Support Service: Two Student Systems | May 10th | Test feed |
| Student Support Service: Two Student Systems | May 10th | Create allocation entry |
| Student Support Service: Two Student Systems | May 10th | Test allocation entry uploads |
| Tuition and Fees Alignment | April 30th | |
| Vendor Management | June 1st | No new vendors added. Ensure vendors to be used are eVa registered and have submitted a COVA W9. |