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Administration and Finance

Office of the VP for Administration and Finance Data Owner: Ken Copeland
Data Type Description Classification
Public Internal Restricted
Credit Card Numbers 16 digit Number with or without a verification code.     x

 

Budget Office Data Owner: Susan Osborne
Data Type Description Classification
Public Internal Restricted
Budget Development and Monitoring Data Information related to the development of both the state's biennial operating budget and the university's annual operating budget, as well as the monitoring of annual university revenues and expenses   X  
Reporting Data Information related to reports required by State Council of Higher Education for Virginia (SCHEV), Department of Planning and Budget (DPB), and various other agencies   X  
Capital Project Data Information related to capital project financing, to include feasibility studies, bond applications and debt schedules   X  
Management Financial Statements Information related to the monthly financial statements prepared for management review   X  
Banner Maintenance Information Documents related to Banner access, training, use and change control   X  

 

Human Resources Data Owner: Della Wickizer
Data Type Description Classification
Public Internal Restricted
HR Data Meeting memos, agendas, standard operating procedures, policies and processes, training reference materials, resource guides, and other information used in daily operations   X  
Employee Personnel Files Performance related information (EWPs/evaluations), hire and job, new employee files and related information for:
-Active employees
-Termed/separated employees
-Adjunct employees
-Wage employees
-Miscellaneous employees
  X

X

(when connected to PI)

Employment Eligibility Verification Forms (Form I-9) and Supporting Records/Reports Completed I-9 records kept in accordance to U.S. immigration laws     X
Leave Data Information regarding employee leave, such as leave without pay records, sick leave reports, leave share, FMLA, leave accrual information, upload files to state DOA   X

X

(when connected to PI)

Benefits-Related Employee Information Information regarding administration of benefits, retirement information, worker's compensation, ADA   X

X

(when connected to PI)

Employment Immigration/Visa Files for Salaried Employees Immigration/visa information for salaried employees that are not US citizens     X
Compensation-Related Surveys Compensation surveys in which LU participates   X  
Required State and Federal Workforce Data Surveys Required survey participation regarding LU workforce   X  
Faculty Employment Contract Files Data files, templates, contract related documentation & copies of current and historical employment contracts for faculty   X  
Compensation Fee Waivers Forms and Tracking Documents New and completed forms for employees that submit fee waiver forms for dependents that are enrolled at Longwood as students   X  
Training and Professional Development Information Historic to current training and development plans, agendas, course data information, tracking mechanisms and training related data files that corresponds to the training that Human Resources provides to Longwood University   X  
Reports for State & Federal Agencies & LU Exec Leadership Recent and historical HR reports for state and federal agencies, LU executive leadership, management, etc.   X

X

(when connected to PI)

Recruitment Files For recent and historical Longwood job searches, files often contain job posting vacancy announcement, recruitment requests, and original applications which may contain social security numbers received for the posting and tracking mechanisms   X

X

(when connected to PI)

Historical Employee and Salary Related Data Files Workforce summary reports, employee benefit reports and payroll reports   X

X

(when connected to PI)

Historical Layoff and Employment Information Historical layoff reports, employment reports, and job information   X

X

(when connected to PI)

Compliance-Related Operational Reports Historical and current reports regarding compliance, such as hours worked reports to monitor 1500-hour limit for wage employees; FLSA compliance; form I-9 tracking   X

X

(when connected to PI)

Virginia Employment Commission Notifications Notices from VA Employment Commission regarding LU employment situations   X

X

(when connected to PI)

Compensation and Classification Files Works-in-progress regarding classification and compensation requests prior to finalization; historical classification and compensation documentation.   X

X

(when connected to PI)

Employee Separation Information Documentation regarding employees who separate employment from Longwood   X

X

(when connected to PI)

Employee Relations Documentation regarding employee relations incidents and grievances   X

X

(when connected to PI)

Customer Report Requests Requests from customers for HR data   X  
Human Resources Data Maintenance Notes Reference materials regarding data changes made in state supported systems   X  
Behind-the-Scenes Files that Support the HR Web Site Design     X  
Faculty Employment Contract Files Position control files regarding position classification and maintenance   X  
Banner Maintenance Information Documents related to Banner access, training, use and change control   X  
Employment Eligibility Verification Forms (Form I-9) and Supporting Records/Reports Completed I-9 records of student employees kept in accordance to U.S. immigration laws     X
Student Employee Files Job performance evaluation and resignation/termination form   X X
(when connected to PI)
Student Employee Work Authorization/History SSN, PMIS number, federal work study allocation, employment period, department budget code, wage rate, earnings, pay reports     X

 

Post Office Data Owner: Ken Copeland
Data Type Description Classification
Public Internal Restricted
Student Address Information Student name, box number X

X

(when connected to L#)

 
Box Combination List List of all PO Box combinations   X  
UPS Daily Records UPS daily shipping manifest   X  
Departmental Postal Charges Billing Departmental postal charges, running total of departmental charges   X  
Stamp Inventory     X  
Trust Fund Reconciliation Cash balances for permits held at USPS/Farmville   X  

 

Conferences and Scheduling Data Owner: Darlene Bratcher
Data Type Description Classification
Public Internal Restricted
Scheduling Calendars of Events Calendar of events - information gathered by R-25 and placed on university web site X    
Scheduling Rate Information Charges associated with use of facilities for internal and external events on campus X    
Calendar of Conferences Conference instructions to conference coordinators and planners X    
Conferences and Scheduling - Invoice Information All invoices created for billing both events and conferences   X  
TAG Applications Includes personal information on TAG attendees     X
Event Scheduling Data Information for on-campus scheduling of events both for internal and external clients; information gathered from client used to schedule in scheduling system   X  
YMCA Pool Use Applications     X  
Scheduling Contracts and Quotes Contracts and quotes required individually for each scheduled event on campus created by Scheduling office and sent to client by either mail or email   X  
Conference Programmer Data Information associated with individual conference planning and administration: financial information, conference attendee information, food needs, billing, schedules, housing information, floor plans, insurance information   X  
Coordination Information Information kept on attendees for conferences we are required to register and accumulate payment in advance of conference   X  
Invoice Information All invoices for billing both events and conferences   X  

 

Financial Aid Office Data Owner: Melissa Shepherd
Data Type Description Classification
Public Internal Restricted
Financial Aid Web Site Consumer Information on Financial Aid X    
Ed Connect Files Student Records from FAFSA's     X

 

Material Management and Purchasing Data Owner: Jim Simpson
Data Type Description Classification
Public Internal Restricted
Contract File Data Documents related to Longwood's contracts both IFB's and RFP's   X X
(when connected to PI)
Reporting Data Information related to reports required by departments, EVA, SWAM, etc.  

X

 
Surplus Data Information related to all items that have been surplused   X  
Dashboard EVA Data Documents required by DGS for non-use of EVA X    
Dashboard SWAM Data Documents related to SWAM required by DMBE X    
Fixed Assets Data Asset number and identifying information about Capital and Controlled Fixed Assets   X  
VAPS Data Information about all University owned buildings for insurance   X  
EVA Maintenance Information Information regarding eVA access, training, use and change control   X  
Visa Maintenance Information Information regarding Visa access, training, use and change control   X  

 

Environmental Health and Safety Data Owner: Jim White
Data Type Description Classification
Public Internal Restricted
Regulatory Standard Records Records maintained for compliance with regulations from DEQ, OSHA, EPA, Fire Programs   X  
Communication with Attorney General's Office Communication regarding regulatory issues   X  
Inspection Information Information on inspections regarding fire, safety, health, environment, etc.   X  
Employee Injury and Accident Reports     X  
Employee Medical Treatment Records Records of medical treatment resulting from work-related incidents   X  
Material Safety Data Sheets (MSDS) Information maintained on hazardous substances in use at the university   X  
Equipment Information Verifications of equipment calibration   X  
Construction and Accident Photographs     X  

 

Printing Services Data Owner: Tim Trent
Data Type Description Classification
Public Internal Restricted

 

Cashiering Data Owner: Bruce Jenkins
Data Type Description Classification
Public Internal Restricted
Credit Card Reports Card present, ACH, online credit card reports     X
3-Part Forms Student trips, etc.     X
Department Transmittals Cash/check deposits   X  
Daily Cash Sheets CARS/Banner reports   X  
Banner Documentation Manuals and training materials for use of Banner X    

 

Student Accounts Data Owner: Bruce Jenkins
Data Type Description Classification
Public Internal Restricted
Banner Maintenance Information Documents related to Banner access, training, use and change control   X  
1098-T qualified data reported to IRS       X
Orientation Information     X  
RFPs from Collection Agencies     X  
Banner Maintenance Information Documents related to Banner access, training, use and change control   X  
Student Accounts Office Data Office administration procedures, examples of AR processes   X  
Credit Card Reconciliations Including settlement number, transaction amount, fees charged   X  
Budget Reconciliations     X  
Transfer To-From Reports Including balances on term   X  
Refund Voucher for Short Term Loans Including amount of loan   X  
Direct Deposit Refund File Information about amounts being sent to the bank...   X  
EFT Reconciliations     X  
Federal F/A Drawdown Data     X  
AR Change Control Forms Includes forms and supporting documentation   X  
...BossCars Corrections     X  
AR Aging Reports     X  
Accounting Reports Year End, Quarterly, etc. accounting reports   X

X

(when connected to PI)

Billing Information     X

X

(when connected to PI)

Cashiering and Student Accounts Consumer Information   X    
Tuition and Fee Information   X    
Banner Documentation Chart of accounts, information about tables and contents of the system, system documentation X    
Paid Off Accounts Information       X
Collection Files       X
Debt Set Off Information       X
Collection Agency Reports       X
ACH Returns       X
Campus Partner Reports       X
Loan Information Information on Local, short-term and long-term loans and loan reconciliations     X
Manual Revenue Refunds       X
Stop Pay Check Requests Includes copy of check request and amount check is being reissued for    

X

Ret Direct Deposit Items Files Routing, bank account and financial institution information for student direct deposit     X
Locations Credit Card Site       X
Scholarship Files      

X

Delinquent Account Information       X

 

Disbursements Data Owner: Sylvia Schutt
Data Type Description Classification
Public Internal Restricted
Banner Maintenance Information Documents related to Banner access, training, use and change control   X  
Payroll Information Information on full-time, wage, student and misc. employees     X
Tax information Completed W-4 and VA-4     X
Blank Payroll Forms     X  
Time Cards     X
(when blank)
X
(when completed)
Leave Information     X X (when connected to PI)
Quarterly Reports       X
VRS Information       X
Finance Information Blank forms and informational data for Accounts Payable and Payroll Offices X    
Grant Files Working grant files and old grant files for closed grants including awards, spreadsheets and Banner reports for current grants   X  
SPCC Data Database of charge cards amounts and redacted credit card data   X  
Disbursements Office Data Internal policies and procedures for Accounts Payable and Payroll Offices   X  
Travel Card Data Application and payment information for each travel card and redacted travel card numbers     X
Payroll Security Files Applications for CIPPS, CARS, Reportline, Payline and Wachovia     X
Correction File CARS error file corrections   X  
Stop Payments CARS check stop payments file   X  
Honorariums Individual payments processed   X  
Invoices Vendor payments processed   X  
Purchase Orders     X  
Payment Request Forms Payments pending processing and processed   X  
Accounting vouchers CARS payments processed   X  
Travel Reimbursement Vouchers     X  
Requests for Travel Authorization     X  
IRS Documents Form 1099 MISC     X
EDI Enrollment Travel EDI Enrollment Forms     X
Banner System Documentation Manuals and Training Materials for use of Banner X    

 

Financial Reporting Data Owner: Dawn Schwartz
Data Type Description Classification
Public Internal Restricted
Financial Statements and Reports   X    
Work Papers for Financial Statements and Reports     X  
Reports for Year End Adjusting Journal Entries (Contains name and SSN)     X
Indirect Cost Proposal Data (Contains name and SSN)     X
Leave Reviews (Contains name and SSN)     X
Due Diligence for Unclaimed Property (Contains name and SSN)     X

 

General Accounting Data Owner: Dawn Schwartz
Data Type Description Classification
Public Internal Restricted
Banner Maintenance Information Documents related to Banner access, training, use and change control   X  
Banner System Documentation Manuals and training materials for use of Banner X    
Reconciliation Information Reconciliations, support documentation and workpapers for expense and cash, revenue, fixed assets, local accounts, local reimbursables accounts, bond reimbursements, fixed asset, SNAP, Bank 1 clearing account, local bank account, deferred revenue   X X
(when connected to PI)
Unclaimed Property Information Outstanding check list   X  
Reimbursements Bond and ETF reimbursements     X
Accounting Reports Reports for: Revenue Distribution, Federal Drawdown, CARS Cash, Banner Cash   X  
Journal Entries Entries for Banner and CARS, forms for journal voucher entries   X  
General Ledger/Subsidiary Ledger Reports Reports for Reconciliations and support documentation   X  

 

General Accounting Data Owner: Kelly Anderson
Data Type Description Classification
Public Internal Restricted
Reconciliation Information Reconciliations, support documentation and workpapers for bank, healthcare, appropriations, AEIDC   X  
Unclaimed Property Information Outstanding check list   X  
Reconciliation Procedures     X  
Interagency Transfer Invoice Shows money to be received from other agencies   X  
General Ledger/Subsidiary Ledger Reports Reports for Reconciliations and support documentation   X  

 

LancerCard Data Owner: Ken Copeland
Data Type Description Classification
Public Internal Restricted
Meal Plan Utility Includes balances and transaction history.   X  
Lancer CA$H Includes balances and transaction history.   X  
Publications and Marketing Includes posters, signs, brochures, website and other print or electronic materials used to explain or market the LancerCard Center or any of its services X    
Card Data Includes LancerCard Photographs, CS Gold database, table schema, and magnetic strip formatting   X  
Account Data Credit card numbers, expiration dates and security codes.     X