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University of Virginia Facilities Management
Finance Department
2010-2011 Annual Report
The Finance Department provides accounting, budgeting, financial reporting, accounts payable, and
payroll support for Facilities Management’s total business volume of $409.7 million and 1,130.4
filled FTE. The department is comprised of:
• Fiscal Operations
• Facilities Planning & Construction Financial Services
• Energy & Utilities Finance
The responsibilities, major projects, and notable accomplishments specific to these three units are
described in their respective sections of this report. Additionally, the Finance Department
accomplished the following major projects in 2010-11:
• Represented Facilities Management in the New Institutional Financial Model Core
Workgroup.
• Planning for a new Facilities Management enterprise system.
• Accounting for the Energy & Utilities “Delta Force” cost recovery model.
• Responsibility for managing the assessments and accounting for the University’s Grounds
Improvement Fund.
• Responsibility for managing the assessments and accounting for cost recovery for the Office
of the University Architect.
• Development and implementation of state budget cuts enacted for FY11-12.
• Development and implementation of staffing plans, including monthly reporting.
• Enhancing and revising the operating budget model to improve efficiency and incorporate
operational restructuring.
• Analytical support for the development of the LUNA Innovations DOE SBIR Teaming grant
submission.
The Finance Department values its critical role in supporting Facilities Management and our faculty
and staff customers at the University of Virginia.
Michael B. Cline
Finance Director
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Fiscal Operations
Fiscal Operations provides budget and accounting services for Facilities Management. Primary
responsibilities include cost accounting, rate development, customer billing, accounts payable, time
and leave reporting, budget reporting, and financial analysis. The performance of these duties
requires extensive interaction with internal and external customers of Facilities Management
services as well as central University offices including Accounts Payable and Human Resources.
The largest and most challenging fiscal accomplishment this year was the incorporation of Housing
maintenance and custodial operations into Facilities Management. Implementing this change
required a proactive approach by Fiscal Operations staff to insure that payroll, accounts payable, and
billing operations continued to perform accurately and efficiently, and that budgeting and rate
development accurately incorporated Housing operations.
Other notable accomplishments for 2010-11 were:
• Despite two vacant positions, Fiscal Operations processed $168 million in salary,
utilities, and other operating expenses.
• Implemented a process to capture special billing arrangements to prevent duplicate
charges to customers.
• Continued to enhance validation processes and reporting to ensure accurate reporting of
time and leave and allow earlier submission of payroll files.
• Established process to monitor and make corrections to time and leave for Housing
employees.
• Continued to adjust invoice handling procedures to improve efficiency, prompt payment
performance, and vendor discount attainment.
• Continued improvement in financial reporting integrity, timeliness of reporting results,
and integration of recent FM restructuring into the financial reporting structure.
• Implemented invoice handling changes to properly direct more eVa fees to the
appropriate projects.
• Made preparations and attended training for the pending implementation of the
University’s new electronic account reconciliation system.
• Performed a comprehensive review of vehicles and equipment rates to improve cost
recovery for the fleet budget.
• Created a report for leased vehicles to track and compare lease fees and fuel charges to
cost recoveries.
• Created an email address to communicate Short Term Disability and FLMA information
to all parties to prevent duplication of effort or lack of notification.
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Facilities Planning & Construction Financial Services
Facilities Planning & Construction Financial Services provides financial reporting and support
services primarily for the Facilities Planning & Construction Department (FP&C). This includes
department operating budget and rate development; financial analysis and reporting; budget
development, analysis, and support for FP&C projects and project managers; and construction and
professional services invoice processing. The performance of these duties requires extensive
interaction with central University offices including the University Budget Office, Fixed Assets
Accounting, and Accounts Payable.
Notable accomplishments for 2010-11 were:
• FP&C Financial Services processed approximately 90% of total dollars the University
paid out on account, a total of $242 million. Accounts Payable personnel continued to
maintain greater than 95% on-time payments.
• Financial project management support for on-going projects with budget value of $2
billion covering 5 state agencies.
• Quarterly meetings with the Housing Division financial group to improve communication
and coordination regarding housing capital and non-capital projects.
• Timely support and response to the University’s FY2010-11 APA audit.
• Re-programmed project metric data that supports the University’s PIF system for project
initiation and initial budget development.
• Implemented new coding requirements for central assessments levied on projects.
• Instituted workflow using Microsoft SharePoint as it pertains to routing HECO forms for
approval, including Hospital project managers and key Hospital personnel.
• Reinstituted PIMS desktop and file audits.
• Timely completion of all state annual and University year-end reports.
• Revised method of procuring cell phones and service plans, resulting in time and money
savings.
• Revised method for processing express mail so that the process is now totally electronic.
Energy & Utilities Finance
Energy & Utilities Finance provides financial reporting and support services for the Energy &
Utilities Department (E&U), including E&U operations and personnel. This includes utilities
invoice processing, department operating budget and rate development, budget reporting, and
financial analysis. The performance of these duties requires extensive interaction with internal and
external entities including University consumers of E&U commodities and public utility providers.
Notable accomplishments for 2010-11 were:
• Developed personnel and commodity budgets for the Energy and Utilities department
totaling $65.5 million for FY2011-12, including billing rates for the various commodities.
• Oversaw billing of internal and external customers totaling approximately $8 million per
month and resolved customer billing issues.
• Reconciled budgeted and actual expenses and recoveries for the commodity accounts. Aided
E&U supervisors in managing their cost centers budgets.
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Salaries and Benefits:
Utilities:
University of Virginia Facilities Management
Financial Summary
FY 2010/11
$ 61,963,203
$ 46,185,348
Planning and Construction:
Construction
$ 224,191,381
Architectural & Engineering $ 22,935,818
Total
$ 247,127,198
Maintenance and Operations:
Materials and Contracts
Travel and Training
Information Systems
Other Expenses
Total
Total Expenses
$ 41,453,256
$ 414,185
$ 2,549,451
$ 9,993,759
$ 54,410,651
$ 409,686,400
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FY 2009/10
$ 59,436,574
$ 47,044,267
$ 207,075,319
$ 32,650,532
$ 239,725,851
$ 34,572,985
$ 328,052
$ 2,506,600
$ 6,804,972
$ 44,212,608
$ 390,419,301
FY 2008/09
$ 55,240,194
$ 55,487,051
$ 193,948,369
$ 24,282,380
$ 232,101,886
$ 29,323,757
$ 365,248
$ 1,557,427
$ 3,773,883
$ 35,020,315
$ 377,849,447

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