Vice President for Finance
included providing technical resources to support Lincoln’s SAP project, participation in the billing voucher conversion from a manual process to an electronic process via Wide Area Workflow, and the semi-annual upload of Property items to the DOD’s Unique Identification Registry.
The Lincoln Payroll Office distributed annual gross pay in the amount of $244 million for approximately 2,711 laboratory employees and posted 1,065 labor distribution adjustments. Coordination with Lincoln HR to implement a consistent method of calculating the layoff period of notice and ongoing monitoring of the HR Transition account has resulted in a reduction in the number of unallowable HR charges. We collaborated with the Lincoln Workforce Service Center and Director’s Office staff to implement a process for issuing R&R payments through Payroll. We identified a noncompliance issue concerning pension eligibility of separation pay. The clearing account reconciliation methodology implemented last fiscal year has successfully enabled identification of all reconciling items, and a resource has been identified by the Controller’s Office on campus, with whom we will be collaborating to correct outstanding items and prevent future occurrences. SAP was readied for FY2009 changes to the tiered employee-benefit rate structure.
A/P and Procurement worked with MIT’s MITemp temporary help vendor, NextSource, to add another vendor to the electronic invoice feed that now pays approximately 250– 300 NextSource additional invoices per month automatically. Previously, this data was entered manually by Accounts Payable operators.
In April 2008, Accounts Payable started a pilot program with Procurement to implement the usage of a new credit process at the Laboratory to help reduce the number of purchase orders created and paper invoices that are processed manually.
The General Accounting department issued 275 invoices valued at $622 million as follows: prime contract $614 million; IPA $3.4 million; Contractor Research and Development Agreement/Small Business Technology Transfer Program $5.2 million. A total of 1,132 journal vouchers comprised of 134,413 line items were posted, and 79 Defense Contract Audit Agency (DCAA) audit requests were fulfilled. A revised Cost Accounting Standards Board Disclosure Statement was submitted, audited by DCAA, and approved by Accounting Services. A new division assessment process was designed, developed and implemented.
A reduced Electronic Banking (EB) rate was implemented, and EB reconciliations were modified accordingly. Prime contract billing by MIPR was designed, developed and implemented. The electronic submission of prime contract billing via Wide Area Workflow was implemented and the monthly allocation of telecommunications charge- backs was automated.
During 2008, Accounting Services, in collaboration with IS&T and HR, continued efforts to stabilize and strengthen the payroll function, with a significant investment of resources in this area from all other areas. These efforts will continue in 2009, with the
MIT Reports to the President 2007–2008