Monday February 10, 2020 10 a.m, Procrastinator Theater

Leslie Schmidt began the meeting by introducing Aaron Mitchell, the new Assistant Vice President for Finance & Accounting.

Aaron Mitchell

Aaron manages five departments, and he explained the changes in each department:

    • Procurement: Brian O’Connor is the Director and serves as the Chief Procurement Officer of MUS. Recently Procurement hired Cheri Toeniskoetter as the Procurement Manager. Procurement submitted a Budget request to procure JAGGER/JAGER computer software, a big change to how Procurement is done at MSU. If this software is accepted, it will be a long road for implementation but it will streamline a lot of Procurement and AP processes.

    • Accounts Payable: Separated Katie Matzinger duties into separated positions so there is a Director of Accounts Payable and Director of Accounting. Director of Accounting is Tanya Arrington and Director of Accounts Payable for interim is Robert ‘Bob’ Eichenberger.

      • Darcy Tickner has left

      • Lynn Hendrickson is retiring in May

    • Accounting: Working on the FY 19’ audit

    • Fiscal Shared Services: Chrome River Training and launch.

      • FSS entering BPAs

      • Wrapping up a process/review of College of Agriculture being part of Fiscal Shared Services

    • Student Accounts: Searching for a New Director.

      • Bonnie Holden is retiring.

      • Software for student refunds is out of date, so new software is coming.

    • Travel Advances: MSU is not compliant with Montana Operations Manual with how MSU issues travel advances.

      • No travel advances must not exceed $200.

      • Someone is drafting a response about the issue with travel advances, MSU needs to work together with OCHE to comply with this new policy, address it, or make an exception.

      • No clear answers to what to do but do email Aaron about how departments, faculty, staff use of travel advances and why they are needed.

Leslie Schmidt

OSP Staffing:

    • Hired two new Fiscal Managers: Monique Hill & Autumn Weis
    • Opening for the Fiscal Manager/Business Operations Manager
    • Maternity Leave for Tracy Gatlin-her portfolio has been distributed to all FMs.
  • ARL Lab:
    • The building has been turned over to MSU. The door will open when the federal government has approved.
      • This building will be for classified research.
      • Funding for faculty that would be getting an award that requires the use of ARL, two pieces to these awards: The fundamental research/unclassified with its own budget and there is a classified research with its own budget. The only thing classified is the research/technology, OSP cannot see this.
    • Training:
      • OSP will do several training sessions:
        • Professional Grant Management Training
        • Cost Sharing and Effort Reporting Training
        • Classified Work Training for Faculty- one on one training/review the award itself, what needs protected and other requirements of the award.
        • Fiscal Shared Services training-all FSS groups to train on subawards, cost share, etc.
        • NSF & NIH training for PIs-Science CV
          • What is the best way for OSP to reach PIs, should OSP come to the different colleges or would a webinar work?
        • NSF HERD Survey: Important MSU survey for Carnegie ranking and Commissioner Office for Performance Base Funding
        • 72-Hour Rule for Proposals: Please tell your Faculty to submit their proposals to OSP 72 hours before the due date.
        • The Confederated Salish Kootenai Tribes have passed an ordinance. If your faculty/researcher is doing research on the land of the Flathead reservation, you have to have your research reviewed by Salish Kootenai Federation.
        • Allowable Cost: The new background check amount is an allowable cost on all grants.
        • Reminder:
          • Please Wash your Hands for 20 seconds (helpful tip: sing “Staying Alive” by the Bee Gees while washing your hands)
          • Practice Social Distancing
          • Practice Self Quarantine