Business Office Update. Fall 2008. EMPOWERMENT THROUGH EDUCATION. Federal Funds Audit Transfers should be done in the same fiscal year Segregation of duties on all paperwork Internal Audit of purchasing tools 100% compliance on Purchasing Cards 90% compliance on travel
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EMPOWERMENT THROUGH EDUCATION
Transfers should be done in the same fiscal year
Segregation of duties on all paperwork
Internal Audit of purchasing tools
100% compliance on Purchasing Cards
90% compliance on travel
70% compliance on Blanket Purchase Order Logs.Two Audits in 2008 – Nice Job
Treat just like you do the Purchasing Card Log.
Every purchase must be recorded.
Don’t wait for the invoice to record.
Email approval is okay, it should be printed and attached to the log.Blanket Purchase Order Logs
Make sure signature is always received from the traveler, even non-employees.
If you don’t choose per diem or appropriate % (25, 50, 75) then you must have original and itemized receipts.
You must choose the cheapest rental car available from the vendor you choose.
If you do not use National Rental Car or Enterprise Rent-A-Car you must provide an explanation why.
Unless a grantor doesn’t allow the full amount, the university travel office requires we use the federal mileage rate.
If you share a room be sure to list that person’s name and their T#. Don’t forget to document whether it is a single or double room rate.Travel
Volunteers even non-employees.
Required to be paid by counties and state units
Business Office pays via Blanket Purchase Order then charges back to the department.
Office and employees
Liability and damage
University covers over $10,000
No payment needed
For events outside the office where the public will be involved
Optional, but recommended
Unit should create a Purchase Order with American Income Life or similar vendor.Insurance (3 Types)
Change for Federal Fiscal year 2009 even non-employees.
(Oct 2008 – Sept 2009)
25% of federal funds must be spent on multi state activity and 25% on integrated research and Extension activities
This is about $2,500,000 each goal.
Federal money is currently spent on salaries of most extension professionals which means we can use the TIME you spend doing this work.
A new survey will be sent bi-monthly to collect the appropriate information from all of us who are paid on federal funds.
Should track date, hours spent and description of activity.
Travel form changes won’t capture all that is needed.
Changed funding for academic departments
Changes being made to the URS
Ideas? [email protected]Multi-State Federal Reporting
State Budget Update even non-employees.
Business Office Budget UpdateBudget Update
Each org # has 1 or more directors. even non-employees.
Those directors must complete a delegation of signature authority letter (on website) before they can approve any document.
These are reviewed and approved periodically by Keith Smith.
Must be on file in the Business Office.
Co-Directors can not sign for each other on fiscal documents.
Questions? [email protected]Signature Authorizations (Directors)
Sample letter on Business Office site.
Must be in writing.
Cannot be the fiscal person.
Must list what they can and cannot sign.
Must list the dates that the person can sign (less than 90 days).
Letter has to be approved by Stephen Wright, Jack Kerrigan, Bev Kelbaugh, Cindy Buxton or Brian McClain.
A copy of the approved (by Director and by the Fiscal approver) should be attached to everything the person signs.
Questions? [email protected]Signature Authorization (when a Director is away)
Most items are processed by the Business Office within two weeks of receiving accurate and complete paperwork.
Doesn’t include time…
in the mail
for Directors to approve transactions
for AP to print checks
for purchasing to approve purchase orders
for you to approve vouchers in the system
Etc. etc. etc…
Working on contacting you faster with problems.Payment Timing Standards
Buying 101 and PCardhttp://www.ag.ohio-state.edu/~osueb/documents/TimingStandardsUpdatedMar2007_000.doc
1/20/09 in Columbus
Support Staff Conference in October
Annual Conference in December
EFNEP eReports training
Regional County Director Meetings
Finances and Processes of Grants and Contracts – Greene County and Web ex 02/11/2009Upcoming Training (cont.)
Advanced eReports & PeopleSofthttp://www.ag.ohio-state.edu/~osueb/documents/TimingStandardsUpdatedMar2007_000.doc
10/30/08 in Caldwell
12/4/08 in Columbus
12/5/08 in Wooster
1/15/09 in Columbus
1/29/09 in Piketon
Reading and Reconciling eReports
11/6/08 in Wooster
1/8/09 in Piketon
1/13/09 in Columbus
1/22/08 in Shelby County
Registration forms on Webhttp://osuebusiness.ag.ohio-state.eduUpcoming Training
Not working because offices aren’t on OSU network.http://www.ag.ohio-state.edu/~osueb/documents/TimingStandardsUpdatedMar2007_000.doc
Working on a solution.
Hope to fix by the end of the calendar yearScanning invoices to PeopleSoft
PREP system available for University transactionshttp://www.ag.ohio-state.edu/~osueb/documents/TimingStandardsUpdatedMar2007_000.doc
Travel system converting to PeopleSoft.
New Extension and county web pages
Large Internal Audit in the spring
Buying 101, PCard and PeopleSoft training online
Meet with new county directors for one on one training.
Improve customer service
Changes to cost recovery policies and incentives for revenue generation
Negative fund policies cleanupComing in 2009