Updated 6/3/16

AGENDA

SLU Business Manager Meeting

June 9, 2016 LRC Pitlyk Auditorium A

9:00a.m.-10:30a.m.

1) Announcements – Janet Strader

• Sign in Sheets & Introduction of new employees • Future Business Manager Meetings

Solicit input to enhance/expand meeting topics jstrade1@slu.edu or 7-2891 September 8, 2016 Busch Student Center 352 December 8, 2016 Young Hall (Frost)

2) Center for Service & Community Engagement – Dr. Leah Sweetman, Bryan Sokol

3) Information Security Policies & Standards – Kitty Berra

4) Marcom-Marketing update – Mary Ann Grillo

5) Development Division Gift Donation policies – Robert Robbins

6) B&F Policy of the Quarter – Treasury – Merchant Processing – Mindy Brown

7) University Auction & Storage update – Bill Devers

Community Engagement at SLU

Center for Service & Community Engagementwww.slu.edu/service

Leah Sweetman314‐977‐4214

sweetman@slu.edu

Service• At the core of our mission and what we do• Forming Men and Women For and With Others

• Not a student requirement for graduation, but permeates the culture of the institution

By The Numbers

• Each year, SLU performs over 1.6 MILLIONhours of service to the community

• 80% of SLU students volunteer their time at least once per year

Make A Difference Day: Largest service day of the year: In 2015, over 4,000 students, faculty, staff, parents, and alumni volunteered at 160 local organizations

• 47% of all SLU students engage in ongoing service at a local agency

How To Get Involved

• The CSCE works with almost 500 community organizations in St. Louis

• Will work one‐on‐one with a students, faculty, or staff to find best fit

• Questions to consider:– What makes for an impactful service experience?

– How do we prepare people, including students, to work in the community? 

Recent Efforts• Across the disciplines, reframing service as a vehicle for civic engagement

• Voter engagement efforts• Development of the Center for Global Citizenship

The Center for Service and Community Engagement is located in Suite 130 of the Center for Global Citizenship, at 3672 West Pine Blvd.  Come see us anytime!

Center for Service and Community Engagement Resources

Website:  www.slu.edu/service• Community Partner Database• Service Interest Forms• One‐time volunteer opportunities

SERVE  LEARN ENGAGE

Information Security and Compliance

Policy and Standards and Security Awareness & Training Roadshow

Kitty Berra - Manager, Information Security Management and Compliance

Overview

• Security Program Overview• Policies and Standards-raise the bar by meeting minimum

security requirements• Definitions• Approved Policies and Standards• Security Awareness & Training Rollout

Governance‐Policy/Standards

Information Security Program

Regulatory/Statutory/Industry Compliance

Vulnerability Management

Network/SystemArchitecture

Patch Management

Data Classification

Security Awareness

Threat Management

Security EventMonitoring  BCP/DR

Risk Management Third Party RiskIncident 

Management

Operational Risk Regulatory RiskReputational RiskFinancial Risk

Operations

Metrics & Monitoring

Security Operations

Policy: A formal, brief, and high-level statement or plan that embraces an organization’s general beliefs, goals, objectives, and acceptable procedures for a specified subject area. Policies always state required actions, and may include pointers to standards.Policy attributes include the following:• Require compliance (mandatory)• Failure to comply results in disciplinary action• Focus on desired results, not on means of implementation• Further defined by standards and guidelines

Standard: A mandatory action or rule designed to support and conform to a policy. • A standard should make a policy more meaningful and effective.• A standard must include one or more accepted specifications for hardware, software, or behavior.

https://sites.google.com/a/slu.edu/information‐security‐standards/

11 Policies

28 EnterpriseStandards

*

Information Security Awareness & Training• Short informational modules 5 minutes or less that you can test out of• Delivered quarterly through MYSLU Compliance Requirements• Piloting with ITS starting in May• Plan to begin with Staff in July if pilot is successful

Anticipated Questions

1) What if my department cannot meet the requirements in a standard or policy?Use the Policy/Standard Exception Form for up to 6 months.After that time, the exception may be entered into the Risk Register and tracked and monitored as a risk until resolved, mitigated, accepted, or shared/transferred.

2) Where can I find the standards and policies?Policy Statements are on our external website under Information Security. There is a link to our Google site which has our standards.google.com/a/slu.edu/information-security-standards/

There is discussion of a policy management system for the future.

Questions?

Media and Digital Buying Policies and

Best Practices

Business Mangers MeetingJune 9, 2016

University Policies – What’s new-Web Content Mangement Policy-Advertising Policy-Purpose of the policies

Summary of ApprovalsThe Process

-Business and Finance formsContact InformationQuestions

Agenda

•Advertising Policy instituted in 2008-Designed to ensure that the University leverages its buying power in the purchase of all paid advertising, including digital advertising

-University-established advertising rates

-Marcom approved marketing companies

-Advertising Policy

•Web Content Mangement Policy instituted in 2016-Designed to ensure brand consistency throughout the University website

-All web pages, web microsites, landing pages, custom URLs and web content that are a part of Saint Louis University shall be housed within the University's content management system (CMS)

Purpose of the Policies

Marcom approves/recommends:

•The placement of all traditional advertising such, print ads, billboards, radio, internet radio, television, signage•Graphic design needs•Photographers, videographers•The placement of ads in any digital space, including websites, social media platforms, streaming video and audio services, and mobile devices

-Including but not limited to: social media advertising, web/digital retargeting, search engine marketing, content marketing, search engine optimization, paid search, pay-per-click vendors and mobile advertising

•The creation of all social media accounts

In Summary

Marcom should be a resource to help with advertising.

Call or email me with questions or information you have about the audience, budget and timing.

Traditional Advertising (TV, Radio, Print or Billboard):• Create a Standard Service Agreement (SSA)• Mary Ann Grillo signs the SSA• Send it to the vendor for counter-signature

If it is a digital item:• Fill out the digital request form• Mary Ann Grillo and Anne Marie Apollo-Noel sign

**Invoices are paid by your department**

The Process

Mary Ann Grillo, Director, University MarketingE: magrillo@slu.eduP: 977-7413

Seth Bauman, University Media PlannerE: baumans@slu.eduP:977-7417

Laurie Boice, Business Manager, MarcomE: boicela@slu.eduP: 977-7270

Sarah Gladson, Director Marketing for SLUCareE: gladson@slu.eduP: 977-8684

Contact Information

Research and Development ServicesCash and Check Processing 

ProceduresA Guide for University Business 

ManagersJune 9, 2016

Saint Louis UniversityGift Processing Policy

• It is the policy of Saint Louis University that all gifts be processed through the Central Gift Processing Unit within Research and Development Services.  There are no exceptions to this policy.

Gift/Donation Drop‐Off Procedure

• All gifts/donations will be brought to DuBourg Hall, room 319 during regular business hours (8:00am‐5:00pm).  You may send whomever you wish from your department to drop off the gift, including student workers.  

• All donations will be attached to a Gift Information Form.  These forms and/or other information that may be needed will be made available in DuBourg Hall, 319 and through the Business & Finance website.

Gift/Donation Drop‐Off Procedure (Continued)

• The donation and form will be attached by a staple (please do not use paperclips) and/or placed in a special envelope.  The front of the special envelope will look like the following and must be filled out at the time the donation is dropped off in DuBourg 319.

Gift/Donation Drop‐Off Procedure (Continued)

Date Name/Department Amount Received by Receipt #

Gift/Donation Drop‐Off Procedure (Continued)

• The “safe monitor”(Bernice Carp and/or whoever is subbing for her) will write out a receipt for the donation and then give a copy of the receipt to the person dropping off the gift or put it in an interoffice envelope.

• After the paperwork is completed, the special envelope will be dropped in the safe.

Gift/Donation Drop‐Off Procedure (continued)

• The safe will be emptied 3 times a day and taken to the gift processors’ office.

Gift/Donation Drop‐Off Procedures (continued)

• A Few Notes About Gifts Received Outside of Normal Business Hours:– Gifts received outside of normal business hours (e.g. at  special events such as auctions, trivia nights, dinners, etc.)  should always be  handled in a secure manner until they can be dropped off at Development Services (DuBourg Hall, Room 319).  

Gift Donation/Drop‐Off Procedures (continued)

• A Few Notes on Gifts Received Outside of Normal Business Hours (continued):– Event fees, merchandise fees and gifts collected at events are receipted, with one copy to payer and one placed in event envelope along with cash/checks.

– When event is completed, cash, checks and receipts put in sealed envelope with event name on front, and staff member’s signature over the seal.  Envelope placed in locked‐box in office, and, per the B&F policy, deposited within 24 hours for amounts greater than $50, or within the week for amounts less than $50.  

Gift/Donation Drop‐Off Procedures (continued)

• A Few Notes on Gifts Received Outside of Normal Business Hours (continued):– For cash of amounts over $100 from an event, cash is counted in the presence of at least two staff members.

– If cash/checks were gifts and not event/merchandise payments, it is immediately taken to development services for proper processing per the University’s gift drop‐off policy..

Gift Processing Flow

Development Services

Other SLU Personnel

Stock / Wire Transfers

Treasurer’s Office Gift Info

Form & Backup

Batches Prioritized & Processed (24 hrs)

Gifts Batched & Copied (as necessary)

Checks/cash prepared for Deposit (If after

3:00, checks held overnight in Dev Svcs

Safe)

Acknowledgement / Receipt Mailed (48

hrs)

Gift Backup Scanned & Filed; Daily Gift Reports Issued

GIFT

Interoffice Mail or Drop Off at DuBourg 319 within 24 hours

Online

Mail (Direct Delivery)

Gift Information Forms available from Devlpt Services

Further Information

Robert RobbinsDirector, Research and Development ServicesPhone:  (314) 977‐2882E‐Mail:  rrobbin4@slu.edu

Tom VincentManager, Gift ProcessingPhone:  (314) 977‐3452E‐Mail:  tvincen2@slu.edu

Treasury & InvestmentsUpdate

Business Manager MeetingThursday, June 9th, 2016

Overview

• Departmental Depository Services/Reminders• PCI Compliance/Merchant Card Processing Updates

• Treasury & Investments Reminders

Departmental Deposit RemindersFiscal Year End Processing

• Fiscal year split‐run coding begins July 1st, 2016. TouchNet Debit Information Description Field enter a "6" (June) or "7" (July) to indicate that the funds are to be recorded to FY16 or FY17. Continue by entering required information as described in the Web Deposit manual. 

• Last day to submit FY16 departmental deposits is July 19th, 2016.   

Reminders• All departments that collect funds on behalf of Saint Louis University must 

request approval from Treasury & Investments. To request depository services for your department, please submit an email to sludeposits@slu.edu . If you have any questions, you may contact Katie Benenati at (314) 977‐3701.

• Web departmental deposits and bank deposits must be submitted within 24 hours of receipt.  

• Web departmental deposit receipt numbers must be recorded on top right corner of all checks submitted for deposit. 

• Deposits should be handled according to each division/school’s business practices adhering to all University Policies and Procedures.

Depository ServicesPlease email sludeposits@slu.edu for the following services:

• Touchnet web deposit user access/terminationo All new users must be trained on cash handling and depository procedures.o Notify Treasury & Investments of employees in your department who have 

terminated their employment with the University or transferred to another department.

• Touchnet password reset.• Detail code requests.• Touchnet deposit errors/rejects.• Supplies:

o Deposit ticket booklets.o Deposit stamps (reminder: do not use deposit stamp with account ending in 

2689.  Request a new stamp from sludeposits@slu.edu. o Tamper proof bags (purchase through Staples, item #609145).

Merchant Card ProcessingAll University departments interested in the acceptance of credit cards or planning to implement an e‐commerce solution must request approval from Treasury & Investments and the PCI Compliance Committee by submitting the Merchant Services Account Request/Maintenance Form .   

What’s New?

• PCI Credit Card Security Training• Merchant Card Processing Policy & Procedures• Special Events Wireless Terminals Request Form and Policy• Merchant card processing contract review and approval (see Establishing 

Contracts section of Merchant Card Processing Policy & Procedures)• Updated Merchant Card Processing website.• Merchant Services Account Request/Maintenance Form

Merchant Card Processing

PCI Credit Card Security Training

• Mandatory for all employees/student workers/contracted employees who accept, process or handle credit card data for the University.

• New employees/student workers/contracted employees must complete training prior to processing or handling credit card data for the University.

• Current training must be completed by June 30th, 2016 and annually thereafter each January. 

• Training completion is tracked through Merchant Services/Treasury & Investments.

• For any questions, please email merchantservices@slu.edu or contact Katelyn  Willman at (314) 977‐2221.

Merchant Card ProcessingWhat is required by you as a Merchant?

• Comply and follow all University Merchant Card Processing Policy and Procedures.• Ensure all employees/non‐employees have completed annual PCI Credit Card 

Security Training prior to handling or processing credit card data.• Prepare daily Touchnet Web Deposits for credit card transactions. These may be 

scanned to sludeposits@slu.edu (excludes PMO).  Please do not mail.• Communicate and request approval from Treasury  & Investments with any credit 

card processing or e‐commerce enhancements or changes to current processing.

PCI Compliance CommitteeThe PCI Compliance Committee is responsible for oversight, approval and compliance for the acceptance and processing of payment cards by Saint Louis University. 

What is PCI?The Payment Card Industry Data Security Standard (PCI DSS) is a set of comprehensive requirements for enhancing payment account data security, and was developed by the founding payment brands of the PCI Security Standards Council, including American Express, Discover Financial Services, JCB International, MasterCard Worldwide and Visa Inc.

Treasury & Investments Reminders• Notify Treasury & Investments at treasuryservices@slu.edu if your 

department is expecting an incoming ACH/Wire.  Include expected date of receipt, amount, payor, Banner fund/acct to credit.

• Review departmental receipts where cash/check are received and determine if ACH is offered by payor.  Contact Treasury & Investments at treasuryservices@slu.edu to transition to ACH receipts. 

• Departments handling receipts of cash/checks/credit cards must have departmental policy and procedures documented and followed. 

• Opening bank accounts using the University’s tax exemption and/or use of its Federal Tax Identification Number (TIN) is restricted to those individuals expressly authorized by the University’s Board of Trustees. 

Treasury & InvestmentsWool Center

3545 Lindell BlvdSt. Louis, MO 63103Fax: 314‐977‐2220

James Fugel, Interim Treasurer & CIOjfugel@slu.edu314‐977‐2890Treasury Management, Endowment, Investments, debt management.

Mindy Brown, Manager of Treasury Servicesmrbrownr@slu.edu314‐977‐2466Treasury Management, Depository Services, Merchant Processing & PCI Compliance.

Maggie Nikolai, Treasury Analystmnikolai@slu.edu314‐977‐7161Responsible for daily cash reconciliation, ACH’s/Wires, Merchant Processing, PCI Compliance, & Risk Management.  Support for Depository Services & Securities Gift Processing.

Zack Rasure, Treasury Analyst Sr.rasurezm@slu.edu314‐977‐5549Responsible for Investments, debt, analysis and reporting.

Katelyn Willman, Treasury Specialistkwillma1@slu.edu314‐977‐2221Responsible for securities gift processing, merchant processing & PCI Compliance. Provides support for Risk Management, Depository Services, daily cash reconciliation & ACH’s/wires.

Katie Benenati, Treasury Associatebenenaticj@slu.edu314‐977‐3701Responsible for Depository Services, Touchnetapprovals, access and training.  

File drawers

File Drawers

Earhart Storage

Incoming file storage

File storage

Main file storage area

Fabritec

Fabritec

Boxes deleted by April 1Department Name How Many Boxes Destroyed Notes

Admin. Arts & Sciences 1 No longer in system ‐ GoneAdmissions 3 No longer in system ‐ GoneAdvancement Systems 47AVP University Development 11Bursar 171 Transfer to Student Financial Svcs ‐  no longer to use name "Bursar"Compliance 7 No longer in system ‐ GoneController/Accounts Payable 13Controller 351Development 1 No longer in system ‐ GoneGeneral Counsel (South) 173Histology 43IM‐Hematology/Oncology 85International Services 36ITS ‐ Administrative IT Service 6 No longer in system ‐ GoneOtolaryngology 32Parking & Card Services 224Pathology 129Practical Anatomy 6 No longer in system ‐ GonePublic Safety 37Research Administration 340 No longer in system ‐ GoneUMG 8VP/University Advancement 10

TOTAL OF BOXES 1734