UCD Finance Office/Accounting Services

1. UCD Finance Office/Accounting Services HOME PAGE: http://www.ucdhsc.edu/admin/finance/ THIS PRESENTATION:http://ucdhsc.edu/admin/finance/documents/NEO.ppt

2. The Big Picture Stewardship Obligation Fiscal Culture AVC Finance/Admin Sponsored Project Funds Gift Funds Internal Controls Reports Personal Liability Training Resources Compliance Resources Contacts Accounting Services Agenda

3. The Big Picture

4. Stewardship Obligation • The responsibility for sound financial management resides with every employee or affiliate who spends or manages university funds. • In general, the public nature of University fundsand State requirementsimpose a more restrictive standard than that used in the private sector

5. Fiscal Culture • CU's organizational units obtain and utilize resources to carry out the university’s missions, the financial impact of which is accumulated and summarized in the University's financial records. • CU is obligated to comply with numerous laws, policies, rules, regulations, and sponsor / donor requirements. External entities trust that the university's financial statements are complete and accurate, which cannot happen without the help of all employees and affiliates who have financial management duties. • It is important for all employees / affiliates to understand: • the hierarchy of policies, procedural statements, and guidelines • the driving forces behind our current fiscal culture, and the main tenets of the related policies

6. Fiscal Culture • Policy Hierarchy:

7. Fiscal Culture • Driving Forces - CU Regents and External Forces The Regents of the University of Colorado sit atop our policy hierarchy, and create laws and policies that lower level policies, like APS, PPS, and campus-specific policies strive to support: • Laws of the Regentshttps://www.cu.edu/regents/Laws/laws.html • Policies of the Regentshttps://www.cu.edu/regents/Policies/index.html The Sarbanes-Oxley Act of 2002, which influences best-practices in fiscal management, is the driving force behind many of CU's new and revised Administrative Policy Statements: • Fiscal Roles and Responsibilitieshttps://www.cu.edu/policies/Fiscal/Fiscal-RolesResponsibilities.pdf • Fiscal Code of Ethicshttps://www.cu.edu/policies/Fiscal/Fiscal-Code-of-Ethics.pdf • Fiscal Certificationhttps://www.cu.edu/policies/Fiscal/Fiscal-Certification.pdf • Officer Disclosure of Interestshttps://www.cu.edu/policies/Fiscal/Officer-Disclosure.pdf

8. Fiscal Culture • Driving Forces – Transparency and Accountability Other factors, like the need for transparency and accountability have impacted APS/PPS: • Propriety of Expenseshttps://www.cu.edu/policies/Fiscal/Propriety-of-Expenses.pdf • Sensitive Expenseshttps://www.cusys.edu/psc/policies/downloads/PPS_Sensitive_Expenses.pdf • Alcohol Purchase and Provisionhttps://www.cu.edu/policies/Fiscal/Alcohol-Purchase-APS.pdf • Alcoholhttps://www.cusys.edu/psc/policies/downloads/PPS-Alcohol.pdf • CU Foundation Transfershttps://www.cu.edu/policies/Fiscal/CU-Foundation-Transfers.pdf • Recognition and Training https://www.cusys.edu/psc/policies/downloads/PPS_Recognition_and_Training.pdf • Personal Technology and Telecommunications https://www.cu.edu/psc/policies/downloads/PPS_Personal_Technology.pdf

9. AVC Finance and Administration • Finance Office Responsibilities • Accounting Services • Financial Compliance and Training • Sponsored Programs Accounting (Downtown Campus) • Resource Management • Student Financial Services

10. Sponsored Project Funds(Anschutz Medical Campus) • Office of Grants and Contracts (OGC) • Pre-Award • Contracting • Accounting • Post-Award • Policy and Education

11. Sponsored Project Funds (Downtown Campus) • Division of Sponsored Programs Administration (DSPA) • Pre-Award • Contracting • Sponsored Programs Accounting (SPA) • Accounting • Post-Award • Policy and Education

12. Gift Funds • Gift funds are financial awards received from external donors • Expenditures must be made in accordance with donor wishes, and must be in compliance with all applicable rules, regulations, policies, and procedures. • Online training is available at: https://www.cusys.edu/controller/documents/Gift_Training.pptand isrequired for those with gift fiscal responsibilities

13. Internal Controls • Promote the use of sound business and financial management practices. • One major control is achieved through proper segregation of duties so that no single individual controls all (e.g. "create" and "approve") aspects of a financial transaction. • Another control is the review of monthly financial statements, whether burst or ad-hoc

14. Reports • Reports can be viewed in the my.CU portal:

15. Reports • Click on the my.Reports tab:

16. Reports • Depending on your roles and Finance System access, you’ll view reports via one or more of the channels:

17. Personal Liability • Colorado Governmental Immunity Act • Three main areas in which an employee can be held liable for actions at work: • Criminally • Civilly • Employment discipline • Personal financial liability if: • After-the-fact purchases • Signing contracts on behalf of University (see signature matrix): http://www.ucdhsc.edu/admin/finance/documents/Contract_Matrix.pdf

18. Training Resources • Blackboard Online training(https://blackboard.cudenver.edu/: Use 6-digit Employee ID# to login) • Research Administration Start to Finish • Direct Charging to Sponsored Projects • Electronic Personnel Effort Reporting (ePER) • Finance / Procurement System Training – multiple courses • Financial Inquiry Online training http://www.kathyillian.com/finance/training/inquiry/index.html • Instructor-led Finance / Procurement Training (http://www.ucdhsc.edu/admin/finance/courses.htm) • Procurement Card Training https://www.cu.edu/psc/purchasing/procurementcard/pc-training.html

19. Compliance Resources • UCD Financial Compliancehttp://www.ucdhsc.edu/admin/finance/compliance.htm • Effectiveness of administrative training programs • Adequacy of fiscal policies and procedures • Propriety of financial transactions • Internal Audit Fraud Hotlinehttps://www.cusys.edu/audit/fraud.html

20. Contacts • UCD Finance Office website:http://www.ucdhsc.edu/admin/finance/.htm • UCD Finance Office main phone #: 303.315.2250 • DSPA (Downtown Campus) website:http://thunder1.cudenver.edu/osp/index.htm • SPA (Downtown Campus) website: http://www.ucdhsc.edu/admin/finance/sponsored.htm • Grants and Contracts (AMC) website:http://www.uchsc.edu/ogc/