Download Professional Memo

OFFICE OF THE CONTROLLER
DIVISION OF FINANCE AND FACILITIES
To:
All Cost Center Managers
From:
Keith Jackson, Controller
Date:
July 31, 2017
Re:
Names and e-mail addresses for contacting cost centers
The Accounting Office currently maintains a list of all active cost centers and the assigned
cost center manager. This list can be found at:
http://www.finfacil.niu.edu/Accounting_CostCenterListing/costcenterlisting.xls
I am requesting all cost center managers review the list for accuracy and to update cost
center manager information as necessary. Additionally, I am requesting that each cost
center manager complete the attached excel form for themselves as well as two additional
contacts (primary and secondary contacts) for each cost center. The cost center manager
may be the primary or secondary contact. The contact information will be used for future
communications from the Accounts Payable office as we implement a software application to
reduce the amount of paperwork that is sent to departments via campus mail. The primary
contact will receive electronic notifications from the Accounts Payable office when invoices
have been received. This notification will include a link to the software application that will
have an electronic copy of the invoice and allow the department to process the payment
request electronically. If Accounts Payable does not receive a timely response from the
primary contact, the secondary contact will be e-mailed. If no response is received from the
secondary contact, the cost center manager will be notified of the pending transactions.
Departments may wish to create a departmental e-mail address to receive these notifications
and give proxy access to the appropriate staff. If supplied, the departmental e-mail address
will become the primary contact used in communications. All e-mail addresses must be
University GroupWise addresses.
As the new Accounts Payable process gets closer to reality, we will be sharing detailed
information on the process with cost center managers and the primary and secondary
contacts. As we transition to the electronic notification methodology, changes will be made in
the existing accounts payable process. These changes will affect all departments. More
information about the new process can be found at the Accounting Office website at:
http://www.niu.edu/accounting/policy/index.shtml
Please respond to this request by e-mailing the attached excel file with your information to the
Accounting Office at: [email protected].
If you have any questions, please contact me at [email protected] or Barbara Seldal at
[email protected] .
Attachment: Cost Center Contact Update Form
1