Business & Administration

The Office of the Associate Vice President for Finance is responsible for assisting the Vice President for Finance/COO and providing leadership in the overall financial oversight of the University.

Contact

Odella Fuqua, Associate Vice President for Finance

Associate Vice President for Finance Website

Customers Eligible to Request Service

Staff, faculty, students, and others university affiliates

Core Services Specifics

• A resource for the financial oversight of the university by assisting the VP for Finance/COO in performance of work responsibilities.
• Develop and lead short and long term administrative and fiscal strategies in alignment with UND’s strategic goals.
• Evaluate current policies and practices and recommend changes/improvements as needed.
• Formulate and administer policies and procedures and develop long-range strategic goals, objectives, and plans.
• Provide leadership of the University’s incentive-based resource allocation budget model.
• Provide leadership for Asset Management, Athletics Business Operations, Controller, Procurement & Payment Services, Resource Planning & Allocation, Shared Service Center, Treasury, UND Print & Mail Center, and all related departments.
• Provide guidance and leadership to key financial positions across the University.
• Promote and implement key technologies needed to maximize operational efficiencies and safeguard University assets.
• Champions for change and process improvement.

Recharge Services

N/A

Premium Services

N/A

The Controller's Office is responsible for the preparation and issuance of UND financial statements and general ledger integrity. Responsible for departments of Treasury and Controller’s accountant team and contract manager of the bookstore.

Contact

Sharon Loiland, Controller

Controller's Office Website

Customers Eligible to Request Service

Campus departments, North Dakota University System, external auditors, internal auditors, vendors, external bond rating agencies, surveyors, CTS, and state agencies.

Core Services Specifics

• We ensure the integrity of the financial transactions while being transparent, practice exceptional customer service, practice continuous improvement, and ensure compliance with rules and regulations.
• Prepares UND financial statement and is responsible for the data integrity of all the sub-systems that feed to the general ledger.
• Contract manager of the bookstore.
• Provides leadership responsibilities:
  • Treasury
  • Credit card security and reporting
  • Asset Management
  • Journal entry workflow management and central review
  • Recharge centers
  • Debt
  • Internal and external financial reporting
  • External auditor relations
  • Financial surveys
  • Leases payable and receivable financial reporting
  • Subscription-based information technology arrangement SBITA) financial reporting
  • Unrelated business income tax UBIT) IRS Form 990-T reporting
  • IRS Form 1099 and 1042 reporting

Recharge Services

N/A

Premium Services

N/A

Responsible for the procurement and payment of goods and services (campus wide totaling approx. $280 million in annual spend); supplier setup and disbursement activities; the campus wide P-card program; conducting competitive bidding processes; vendor negotiations; contract management; construction contracts and procurement; administering UND procurement and contracting policies, monitoring compliance with the State and NDUS policies and procedures; administration of the campus procure-to-pay portal, UND Marketplace; documentation to include user guides, training, forms, and paperless processing.

Contact

Tom Scrivener, Chief Procurement Officer

Procurement & Payment Services Website

Customers Eligible to Request Service

Staff, faculty, external suppliers

Core Services Specifics

• Responsible for procurements of goods and services valued over $10,000.
• Issues and awards bids within 6-8 weeks of completed requests.
• Develops and maintains all RFP’s, RFI’s, and RFQ’s within 3 to 6 months from start to contract issuance with completed request forms (completion of timeframe depends upon complexity and volume).
• Reviews and approves/denies Alternate Procurement Requests within 2 weeks of receipt.
• Issues and awards public improvement bids/RFP/RFI/RFQ within 3 to 6 months according to NDCC, SBHE, NDUS, UND and AIA contractual policies and rules timeframe depends upon complexity and volume).
• Process electronic and paper payments (via ACH, Single Use Account, check, and wire) within 30 days of a properly received invoice.
• Maintenance and administration of the campus procure-to-pay portal, UND Marketplace, including the procurement contract repository.
• Performs sample audit payments for compliance.
• Executes supplier set up in accordance with stringent NDUS guidelines for payment fraud avoidance in UND Marketplace and Peoplesoft and facilitates tax reporting (1099s) for registered suppliers; for payments to research subjects which may or may not be tax reportable, the Principal Investigator is primarily responsible for record keeping and review/approval of payments – PPS facilitates payments and provides support as needed.
• Performs review of all travel and expense payments.
• Develops and maintains contract documents according to NDCC, SBHE, NDUS and UND contractual policies and rules.
• Procure and maintain all paperwork on master leases for large equipment purchases and operating leases.
• Monitors ending date and contract renewals (over 900 active contracts).
• Performs data analysis of spend for process efficiencies, process improvements and savings.
• Administers Purchasing Cards (approximately 550 cards with annual spend of $17 million).
• Manages General Ledger transactions including Journal Vouchers.

Recharge Services

N/A

Premium Services

N/A

Key Metrics (Calendar Year 2024)

• $291MM in total requisitions processed through UND Marketplace with an Average Requisition submission to Purchase Order issuance cycle time of less than 1 day.
• 44,279 invoices were processed with an average processing time* of 2.8 days.
• 105 Sourcing Events (>$10K) managed.
• 2697 Supplier Request (Add or Edit) forms processed.
• 260 Alternate Procurement Requests processed.

*Invoice processing time measured as time of invoice submission in UND Marketplace to ‘ready-to-pay’ in PeopleSoft Finance, excluding supplier payment terms calculation or any adjustments for invoices submitted late.

Resource Planning and Allocation provides strategic leadership and continuous evaluation to ensure effective resource planning & allocation.  Advises University leaders regarding the status of the overall financial conditions and provides integrated financial planning.  Serves as a resource and strategic partner to the VPFO, Provost, and University leaders by providing advice, information, and recommendations on a wide variety of issues, as well as leading and implementing the formulation and administration of policies, developing financial decision support tools, financial modeling, data visualization, and developing long range goals, objectives, and plans.

With the partnership with the Shared Service Center, our goal is to help units; from transactions to forecasting.

Contact

Sarah Abentroth, Director

Resource Planning & Allocation Website

Customers Eligible to Request Service

Administration, Primary and Service Units

Core Services Specifics

• Acts as a resource for Administration, Primary and Service units including analyzing information to provide trends and observations to the respective interested parties to assist with data supported decision making.
• Leads the implementation and management of the incentive-based budget model, including developing procedures and processes, training, marketing, public relations, educational materials, facilitation, committee support, administrative support, etc.
• Responsible for the Biennial and Annual Budget Process and any reporting of information to the state and legislators at their request and acts as the primary liaison for providing financial and budget information to the NDUS.
• Audits and uploads budget journals within two days, and review and troubleshoot Position Funding Forms PFF) prior to each payroll run.
• Develops data analytic tools and calculators to assist the requesting units with their business questions. Supports/maintains tools and processes that have been developed.  Requests are acknowledged within two business days and project timelines are mapped out and approved with involved parties.
• Maintains users and training for the web applications of Oracle Planning & Budgeting Cloud Service PBCS). Requests are typically acknowledged and processed within two business days.
• Customizes data analysis and resource planning services, such as data analysis tools, calculators, models, charts, dashboards, brainstorming ideas, etc.  Requests are acknowledged within two business days and project timelines are mapped out and approved with involved parties.

Recharge Services

N/A

Premium Services

N/A

The mission of the Shared Service Center is to provide timely, accurate, and convenient financial services to customer’s departments in an efficient and effective manner, and in compliance with appropriate rules and regulations to enhance the instructional, research, and public service programs of the university in an environment that supports the needs of the university’s students, faculty, staff, and the community.

With the partnership of Resource Planning and Allocation, our goal is to help units; from transactions to forecasting.

Contact

Eric Peterson, Assistant Director

Shared Service Center Website

Customers Eligible to Request Service

Service units and primary units with SSC service agreements

Core Services Specifics

• Accounts Payable – Payments to Others
  • Review requisitions and approve in AP system.
  • Enter, review, and approve non-catalog orders.
  • Enter, review, and approve invoices.
  • Enter, review, and approve payment requests.
  • Assist with new supplier set up.
  • Assist with contract and agreement review and set up.
  • Assist with non-standard software or subscription approval.
• Travel & Expense Entry
  • Encumbers planned and approved trips and expenses.
  • Once trip is complete, or expenses are ready to be reimbursed, enters into the T&E module with appropriated attachments and routes for approvals.
• Journal Voucher and Journal Entries
  • Prepares and approves journal vouchers and journal entries for customers.
• Purchasing Cards
  • Assists with the reallocation of Pcard charges to different funding sources, at the request of the unit.
  • Emails monthly statement to cardholders as a reminder to prepare their required reporting, at the request of the unit.
• Accounts Receivable - Billing (Invoicing), Deposits
  • Prepares and approves accounts receivable documents and transactions.
• Reconciling/Reporting
  • Tracks as amounts are being committed, including payroll and operating expenses, at the request of the unit.
  • Reconciles to the general ledger monthly and provides reporting to unit contacts at a regular frequency of the unit’s choice.
    • Reports cover local, appropriated and alumni funds, as requested by the unit.
  • Updates projected balances with the assistance of the unit.
  • Assists with special needs such as specialized tracking or customized reports, as requested by the unit.
• Payroll/Human Resources
  • Assists units with posting and hiring temporary or positions that are appointed and not competitively hired.
  • Assists units with Prepare for Recruit payroll paperwork and budgeting for positions.
  • Prepares payroll paperwork as needed, including Additional Pays, Retros, Position Change, Position Funding Forms, etc.
  • If SSC prepares or approves payroll paperwork, SSC will verify Actuals ledgers.
• Planning/Strategy
  • Works with customers to financially forecast and run through planning scenarios.
  • Assists customers in understanding and preparing incentive-based budget reports.
  • Attends departmental finance or budget meetings with customers and helps in the presentation of financial materials.
• Budgeting
  • Prepares budget journals.
  • Assists with budgeting worksheet preparation.
  • Assists with entry into the Budget Module.
• Alumni Fund Transactions
  • Following UND’s standardized process, assists units with getting reimbursement for UND expenses via Alumni funds.
  • Runs reports for customers related to Alumni funds.

Recharge Services

N/A

Premium Services

• All of the above services can be provided to Primary Units on a fee-for-service basis.  Fee is based on estimated hours to perform tasks and charged at an hourly rate. Estimates are reviewed annually, and adjustments are discussed and made with customers.

The President serves as the Chief Executive Officer of the University with full authority and responsibility to administer the affairs of the institution in accordance with State Board of Higher Education SBHE) policies, plans, budgets, and standards including the management and expenditure of all institutional funds, within budgetary and other limitations imposed by law or by the Board.

Contact

Judy Solberg, Chief of Staff

Office of the President Website

Customers Eligible to Request Service

Internal: Faculty, Staff, Students, Administration, Primary Units, and Service Units

External: Grand Forks Community members, residents, and non-residents of the State of North Dakota

Core Services Specifics

• Consistent with SBHE policy, the role of the President (and the support provided by his office) is mandated with broad authority and responsibility.  The effectiveness of the leadership provided by the President is a key determining factor in the success of the institution.
• The President is ultimately responsible for the overall health of the university and its success in performing its mission of educating students. In addition to serving as a vital link between the state's administrative structure and the faculty, staff, and student body of the university, the President's Office performs many different functions, playing key roles in setting the tone for the institution's internal relationships and serving as the University's most public face in the interaction with alumni, friends, donors, the community of Grand Forks, North Dakota Legislators, and Government Officials.  Also, working with the Provost's Office and the faculty, the President's Office protects and nurtures the educational mission of the University, especially serving as a guardian of academic rigor.
• The office is not only administrative, but it also serves to support, develop, promote, and publicize initiatives and programs arising out of the diverse university community. The various facets of the President's Office are, in essence, chief executive and chief cheerleader, organizer, promoter, and salesman, responsible for informing the institution's public about and seeking support for the University as it goes about the task of educating students for the future of the state and nation.
• Engage the campus, community, and state to gain a better understanding of our aspirations and to gain insights on the best path forward for UND.  This requires a high degree of visibility on the part of the President and First Lady. Staff in the President’s Office have responsibility for managing calendar, planning, scheduling, logistics, travel, budget, etc., for all meetings and events on behalf of the President. Coordination between UND and multiple constituent groups is often required and the success and public perception of meetings and events is highly dependent on the quality of the work done behind the scenes.
• Serve as the Chief Executive Officer of the University, reporting to the North Dakota University System NDUS), which functions as the public system of higher education and policy coordination entity within North Dakota. The President is responsible internally for administrative leadership and effectiveness, provides strategic leadership to NDUS in matters of research and policy development in accreditation, and contributes at the national level to ongoing discussions on quality assurance in higher education.
• Inaugurate a vision for the future of the University and share the following ambitions with others to inspire and motivate them to fund the vision through philanthropy. Work in tandem with the UND Alumni Association and Foundation to develop and strengthen relationships with donors, alumni, and external constituents.
• Collaborate and work with senior administration to develop, shape, and sustain the vision and mission of the University. Ensure said vision and mission is communicated throughout the campus, Grand Forks community, State of North Dakota, and with external constituents which aid UND in setting the academic tone of the University.
• Carries out approved policies and regulations governing the University.
• Responsible for the internal organization of the institution’s administration (academic, administrative, and student affairs) and the development and management of the physical plant and auxiliary services.  The President is focusing on coalescing a collaborative and cohesive team at UND that has the capacity to change in the pursuit of excellence. Careful consideration of organizational structure is a key part to achieving this goal.  In addition, assessment of facility needs and utilization must be on-going.
• Promotes the intellectual, physical, and fiscal health of the University.
• Provides leadership in all areas at UND.
• Provides partnership opportunities with external constituents with various agreements that benefit both the University and community.
• All the above services are measured by timeliness, accuracy, customer satisfaction, feedback, and outcomes being utilized.
• Note: Parts of this narrative are directly quoted or paraphrased from SBHE Policy 305.1 Institution President Authority and Responsibilities.

Recharge Services

N/A

Premium Services

N/A

The Office of Community and Belonging works to foster a safe and welcoming campus environment where all staff, faculty, and students feel a sense of value, belonging, and connection to others. Honoring the unique cultural experiences that staff, faculty, and students bring to campus, the Office of Community and Belonging works and supports efforts that allow all to realize their potential for success and to build community.

Contact

Tamba-Kuii Bailey, PhD., Associate VP

Customers Eligible to Request Service

All staff and students at UND

Core Services Specifics

• Provide support and serve as a resource related to creating a sense of belonging and building greater community among all staff, faculty, and students.
• Lead university-wide initiatives that foster meaningful connections as a means of strengthening community for all at UND.
• Provide experiences and programming that support and continue to advance the University’s strategic plan with a focus on equity and affinity.

Recharge Services

N/A

Premium Services

N/A

Internal Auditing’s primary focus is to provide excellent service to the University by thoroughly investigating and reporting on fraud hotline allegations, auditing high risk areas and areas requested by management to strengthen internal controls, provide assurance, and improve operations, follow up on audit recommendations to confirm they have been implemented, provide advisory services to administration and departments.

Contact

Tanner Bjerke, Senior Auditor

Internal Auditing Website

Customers Eligible to Request Service

University management, faculty and staff

Core Services Specifics

• Conduct internal audits per annual risk based audit plan or per additional management request throughout the year.
• Conduct special request audits of specific department processes, transactions, etc., at the request of management, faculty or staff.
• Provide advice, as requested, to University management and other personnel regarding proper internal controls.
• Conduct fraud investigations that arise from the fraud hotline or are requested by University management or other employees.
• Develop annual risk-based audit plan.
• Participate in North Dakota University System required audits.

Recharge Services

N/A

Premium Services

N/A