Business Office

Unit Annual Report

2003-2004

 

Personnel

 

Business Office

 

Kim Schultz – Associate Administrator

Sandra Lee – Accounts Specialist

Jackie Nohl – Principal Cashier

Jodi Sperr – Principal Accounts Specialist

Sheila Windingstad – Accounts Specialist

1 Student Employee

 

Bookstore

 

Wendy Evink - Sr. Bookstore Mgr. (interim)

Dianna George – Sr. Office Specialist

Dina Schmidt – Office Assistant

Angela Anderson – Sr. Office Assistant

2 Student Employees

 

Food Service

 

Donna Bauck – Director (Sodexho)

Chris Serio – Manager (Sodexho)

Aaron Wise – Manager (Sodexho)

Gremmels, Marilyn                    Accounts Specialist

Hoyer, Garrett                                             Building & Grounds Worker

Kill, Jeremiah                               Building & Grounds Worker

Anderson, Irene                          Food Service Worker

Hansen, Anne                                             Food Service Worker

Henrichs, Deborah                     Food Service Worker

Henrichs, Judy                                            Food Service Worker

Howe, Wanda                                             Food Service Worker

Jallo, Jan                                         Food Service Worker

Johnson, Karen                           Food Service Worker

Karsten, Kathleen                      Food Service Worker

Kleinhans, Margaret                  Food Service Worker

Martin, Jeannine                         Food Service Worker

Moses, Barbara                            Food Service Worker

Pillatzki, Sharon                          Food Service Worker

Rohloff, Cynthia                         Food Service Worker

Shuckhart, Michael                    Food Service Worker

Wagner, Julie                               Food Service Worker

Campbell, Debbie                      Senior Food Service Worker

Hesse, Julie Beth                        Senior Food Service Worker

Kunde, Lois                                  Senior Food Service Worker

Leonard, Loretta                         Senior Food Service Worker

Michaelson, Joan                        Senior Food Service Worker

Rathke, Delores                           Senior Food Service Worker

Sauter, Janet Lynn                     Senior Food Service Worker

Schmidgall, Diane                      Cook

Seifermann, Aloys                     Cook

 

70 to 75 Student Employees

 

Purpose

 

The Business Office serves the campus community as its budgeting, bookkeeping, accounts payable, accounts receivable and credit department.  In addition, the Business Office provides Bursar and Cashier functions including notary services, data entry of payment documents and accounting support for the campus as a whole.  The Business Office is also responsible for ensuring that all units comply with the laws, rules and policies that govern University units when purchasing goods and services from either inside or outside sources and that the proper paperwork is processed for these transactions.

 

Function

 

  1. Compute and/or process the campus business documents as they relate to purchasing and/or payment for goods and services.
  2. Manage the Bookstore accounts payable functions, audit invoices and statements, reconcile accounts, etc.
  3. Maintain accounting procedures and policies, generate monthly or quarterly operating statements and accounting reports for the Bookstore, Food Service and Residential Life.
  4. Periodically audit Food Service contractors' fiscal records as required by the U of M Department of Audits.
  5. Audit and process campus travel documents (TPAs, TAs and TPs).
  6. Organize and maintain records for all business transactions for the Morris campus.
  7. Collect and receive cash payments for tuition and fees and other services provided and process the receipts for such deposits.
  8. Operate the contingent fund as an immediate and emergency source of funds.
  9. Provide a check cashing service for members of the campus community.
  10. Distribute monthly CUFS reports and other supplementary reports to Area Managers as required.
  11. Monitor the status of students as a service to banks and various private and governmental lending institutions.
  12. On-line entry of most payment documents for the campus.

 

 

Evaluation

 

Business Office

 

Again this year more on-line data entry of documents has been rolled out to the coordinate campuses.  Individuals (excluding University employees) can now be paid through the use of an on-line PVA submitted through Financial Forms Nirvana (FFN).  Training has been provided to UMM staff for on-line data entry of Contracts for Professional Services and the procedure is now operable.  As in the past, the Business Office will retain the on-line entry of these documents in order to provide a central Accounts Payable Department for the campus, to avoid overburdening clerical staff in the division offices and to take full advantage of the accounting expertise of the Business Office staff. 

 

PeopleSoft is working quite well as we move forward.  The past year has brought about the addition of the 1098-T tax document.  This document is provided to all students in accordance with Federal tax laws.  Business Office staff have been trained in the production of these documents in order to provide change/correction documents to students upon request.  The original documents are produced and mailed from the Twin Cities campus.

 

Bookstore

 

The year 2003-04 proved to be another successful year for the bookstore.  The installation of a new the point-of-sale (POS) system in March, 2004 has brought challenges along with increased productivity and streamlining of Bookstore operations.   New reports and increased capability in the area of monitoring sales will allow us to better track profits and expenses.

 

The year 2004 also saw the retirement of Bookstore Manager Marlys Buntje.  Marlys has provided over 30 years of service to the Morris campus Bookstore and her expertise will be greatly missed.  Wendy Evink has assumed the duties of manager since May 1, 2004.  Dina Schmidt, former employee in the Financial Aid Office, was reassigned to fill the vacancy in the Bookstore created by Wendy Evink's promotion.  She began working in her new the position as Office Assistant on June 7, 2004.  Dina's primary duties will be providing continuous cashier service and assistance to other Bookstore employees as needed.

 

 

Food Service

 

This was the third year of our 5-year contract with Sodexho Dining Services.  There have been many changes to the food service operation, the most important being the high quality and varied menu now offered to students on the meal plan.  Turtle Mountain Café continues to offer grill items along with the featured items of the day.  Overall, student response has been positive to the changes implemented by Sodexho.

 

During the summer of 2004, a new ceiling will be installed in the entire kitchen area and a new intercom system will also be installed.  The cashier area will also undergo some remodeling to make it a more inviting area for students. 

 

Plans are in place for limited redecorating of the Food Service seating/dining areas to provide students with a more pleasurable dining experience.  

 

Major Changes Recommended/Plans for 2003-2004

 

Business Office

 

As more and more on-line processing of documents is rolled out to the coordinate campuses, the workflow of the Business Office is constantly changing.  2004-05 will see the implementation of the Employee Payment voucher (EP).  As these changes are still being made, plans are underway for converting our General Ledger from CUFS to PeopleSoft over the course of the next few years.  This change will result in major changes and re-structuring in the Business Office and in our day-to-day operations in general.  The power and potential of the web-based PeopleSoft General Ledger will bring a much anticipated upgrade to our document processing capabilities.

 

The transition to electronic billing for student tuition and fees has gone well.  The steepest learning curve came during Fall Semester 2003, but thereafter both students and parents seemed to adjust and appreciate the overall convenience of the new system.

 

UMM's banking affiliation will move from Community 1st National Bank to Bremer Bank as of July 1, 2004.  This change will better align the Morris campus with electronic banking procedures already in place with the University of Minnesota as a whole and allow for more expeditious processing of cash receipts and NSF checks.

 

Bookstore

 

The bookstore faced many significant changes in 2003-04 with the retirement of long-time Bookstore Manger Marlys Buntje and the integration of a new Point-of-Sale system.  The coming year will be an adjustment period for staff as they become familiar with the new system and as Wendy Evink assumes her role as Bookstore Manager.

 

In the past few months the Bookstore has begun selling "Gift Cards" similar to those sold by department stores.  These cards can be in whatever denomination the purchaser chooses.  The card is read through the scanner in the cash register system and a declining balance is reflected after each purchase.  The Gift Cards have been a popular gift item and are much more convenient than the previously used paper gift certificates.

 

The UMM Bookstore website is also becoming popular for the purchase of clothing and novelty items.  The website is updated three times per year and shows UMM clothing selections modeled by current UMM students. 

 

Food Service

 

Sodexho USA has now completed three years of service to the Morris campus and continues to provide students with an excellent dining experience. 

 

The new equipment UMM has purchased from Blackboard, Inc. has proved to be an excellent investment.  Students are now able to view the balance of their meal plans in an up-to-date manner and make the most economical use of their meal plans.

 

Plans for the upcoming year include possibly having local artists and/or UMM art students decorate the areas surrounding the serving area and dishroom area with some of their original artwork in the form of a wall mural.  This should give the entrance to the Food Service a more exciting and welcoming atmosphere.  New tables and chairs and carpeting on some of the floors will also enhance the dining experience for our student population.

 

Students will appreciate the addition of  "heat-and-go" and "grab-and-go" lunch and dinner items.  This exciting new innovation will allow students to pick up a hot or cold meal to eat on the run or take back to their room for a more convenient meal while studying or getting together with friends. 

 

Increasing food costs have prompted Sodexho to re-write their catering menu in order to meet the demands of a campus faced with ongoing budget constraints.  Sodexho is continually striving to find the most economical way to provide complete meals at a reasonable cost without compromising quality.

 

 

U Card

 

The purchase of new U Card production equipment in Fall 2003 has been a welcome upgrade to our identification card system.  The new equipment is in-line with what is currently being used on the Twin Cities campus and provides students with a high-quality University of Minnesota identification card that has many uses on the Morris campus and limited usage on the other three campuses.  In February 2004 a new scanner was purchased for use in conjunction with the new card production equipment.  We are able to scan photographs of incoming freshmen and provide them with a high-quality U Card when they arrive on campus for Freshman Orientation in August.  The new office furniture, which was installed in September 2003, has given the U Card office a professional and up-to-date appearance and accommodates the new U Card equipment well. 

 

The Cougar Cash card will be starting its fourth year of use on the Morris campus and continues to work well.  Students are able to add dollars to their Cougar Cash cards at any of three cash-to-card machines and then use their cards in various printing and copying machines located on the Morris campus.  Incoming freshmen and transfer students receive their first Cougar Cash cards at no charge along with credit towards their first $3 in printing costs. 

 

Return to 2003-04 Annual Reports List