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Business Operations Update * April 20, 2007 . EXTENSION. Summary . Changes are in response to: Internal Audit External Audit Office of Business and Finance Staffing changes Reporting requirement changes Increased Emphasis Segregation of duties PeopleSoft system approvals

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summary
Summary

Changes are in response to:

  • Internal Audit
  • External Audit
  • Office of Business and Finance
  • Staffing changes
  • Reporting requirement changes

Increased Emphasis

  • Segregation of duties
  • PeopleSoft system approvals
  • Backup documentation
  • Business purpose
distribution of this material please review this material by may 18 2007
Distribution of this materialPlease review this material by May 18, 2007

Every Extension employee should review this presentation and slide material as well as the policy updates sent in Business Office update manual in May 2007.

The material is available on:

  • CDROM
    • one mailed to every office. E-mail tschanen.3@osu.edu for additional copies
  • Business Office Web site
    • http://osuebusiness.ag.ohio-state.edu
  • Update Manual
    • One mailed to every office. E-mail tschanen.3@osu.edu for additional copies.
contents
Business Office

Staff Members

Timing Standards

Delegation of Signature Authority

For Directors

For Checking Account

University Purchase Orders

PeopleSoft®

Blanket PO Log

Voucher Approval

Purchasing Card

Hybrid transactions

Unit Approver Agreement Form

FAQ

100W: Internal Orders

Log

Policy changes

Local Checking Accounts

Travel

New policies

New form

Monthly Reconciliation

Deposits to University Funds

Asset Management

Contents
business office
Business Office
  • Our staff has changed (6 & 7)
    • Business Office Representatives
      • Tyler Brown: South East Region
      • Jesse Buxton: West Region
      • Jessica Favret: State and Academic Units
      • Lisa Murphy: North Central Region
  • Our timing standards have changed (8)
    • For accurate paperwork
    • Additional three days needed for approvals on Travel Forms.

(Number in parenthesis refers to page number for material in Manual)

delegation of signature authority
Delegation of Signature Authority
  • OSUE Directors receive approval from Keith Smith to approve transactions for their Units.
    • This does not give authorization for signing agreements with outside entities.
    • Directors completed the Delegated Approver Letters in March and April.
    • This should be updated every time a Director changes in a Unit. (11)
    • Academic Units.
  • What do I do when my Director is out? (9 & 12)
  • Checking Account Signatories/Internal Controls.
  • Stay tuned for more information in May and June.

(Number in parenthesis refers to page number for material in Manual)

purchase orders
Purchase Orders
  • Policies to Reinforce for Purchase Orders: (13)
    • MUST be done before the purchase.
    • Require a clear business purpose.
  • Policy Change
    • Invoices over $1000 require approval of receipt of goods or services before payment (formerly $3000).

(Number in parenthesis refers to page number for material in Manual)

blanket purchase orders
Blanket Purchase Orders
  • New Blanket Purchase Order Policies (14)
    • Blankets can only be issued for a single commodity.
      • You should not use your office supply PO to print manuals.
    • Require a signature on the Blanket Order Release Log (15) before an order is placed with the vendor.
    • Require tracking of dollar balances (starting, running, ending).
    • Invoices will require an approval before payment (see more on next slide).

(Number in parenthesis refers to page number for material in Manual)

blanket purchase order approvals
Blanket Purchase Order Approvals
  • Invoices will require an approval before payment.
    • Should be a support staff in the office. Who:
      • Is aware of the Purchase Order information.
      • Has access to the Blanket Order Release Log.
      • Knows when an item is received.
    • This will be an in the system approval.
      • PeopleSoft
    • There should be a back up trained in the office.
    • Approvers will receive an e-mail when an invoice is ready for approval.
    • On-line training will be coming in May and June.
    • The PeopleSoft Access Form must be completed by every office and returned by fax 614-688-0529 by May 18. ( 16)
    • New User packets will be mailed in May.

(Number in parenthesis refers to page number for material in Manual)

blanket purchase order approvals continued
Blanket Purchase Order Approvals Continued
  • How to establish a Blanket PO.
    • Requisition Form is sent to the Business Office.
    • Purchase Order is created.
    • PO Copy sent to Local Office.
    • Local Office should create a Blanket Purchase Order Release Log for PO. (http://osuebusiness.ag.ohio-state.edu)
  • How to place an order on a Blanket PO
    • Identify need.
    • Receive approval from Director on Blanket Order Release Log.
    • Place and receive order.
  • How to pay the vendor for an invoice
    • Invoice is received and entered by the Business Office.
    • Invoice is emailed to local office.
    • Local office prints, reviews, approves in the system and files the invoice.
    • Payment is sent to the vendor.
introduction to peoplesoft 17
Introduction to PeopleSoft (17)
  • PeopleSoft is a financials system used to track fiscal transactions for the University.
  • Users will have access to read-only information regarding Accounts Payable, Purchasing, General Ledger and Chartfield activities.
  • The system is web-based and can be accessed from any computer.
  • To use the system you must have a USER ID and Password (example: Cindy Tschanen USER ID: TSCH0331).
  • To get to the system, start at the Business Office Web site: http://osuebusiness.ag.ohio-state.edu

(Number in parenthesis refers to page number for material in Manual)

introduction to peoplesoft 18
Introduction to PeopleSoft (18)
  • Click on “Links.”
  • Click on “PeopleSoft Procurement System.”
  • Type your USER ID and password.

4. Click on “Worklist.”

5. Choose a voucher to approve.

(Number in parenthesis refers to page number for material in Manual)

introduction to peoplesoft 1813
Introduction to PeopleSoft (18)

6. Review the paper invoice for accuracy. Make sure you have received the items and the amount matches the requested amount.

7. Click “Approved.”

8. Type the date and your initials in the Comments.

9. Click Save.

Detailed

training

will be provided!

(Number in parenthesis refers to page number for material in Manual)

peoplesoft access request form 16
PeopleSoft Access Request Form (16)
  • This form is due MAY 18!
  • Please fax to 614-688-0529.
  • Primary and Backup are required for every office.

(Number in parenthesis refers to page number for material in Manual)

blanket release log 15
Blanket Release Log (15)
  • Download and start using this form for all new blanket orders.
  • You may add columns if you find you want to track more information.
  • This log is subject to audit review.
  • You should have one log for each blanket PO.

(http://osuebusiness.ag.ohio-state.edu)

(Number in parenthesis refers to page number for material in Manual)

purchasing card
Purchasing Card
  • Training manuals available
    • Email tschanen.3@osu.edu
  • Purchasing Card Frequently Asked Questions (19)
    • The PCard cannot be used to purchase movable equipment.
      • PDAs, Projectors, etc.
    • A Backup PCard Manager cannot be assigned. When the Manager is out of the office the card cannot be used.
    • A Unit Approver is usually the Director responsible for the budget in the Unit.
  • Some items can be both good and service. There is a Job Aid that will help you decide when a “Hybrid” transaction is ok on the PCard. (20)
  • Unit Approvers are responsible for signing the Unit Approver Agreement form for all department cards. (22)

(Number in parenthesis refers to page number for material in Manual)

100w internal orders 23
100W – Internal Orders (23)
  • Need better documentation.
    • Note from Internal Audit
  • New policies require a tracking log for every 100w order.
  • Log and forms should be in a secure location.
  • Approval for purchase requires pre-approval from Director.
  • Form must include a business purpose.
  • Need to obtain a receipt from the supplier, sign it and file it.
  • Review the filed documents when reconciling your financial statements.

(http://osuebusiness.ag.ohio-state.edu)

(Number in parenthesis refers to page number for material in Manual)

100w log 24
100W Log (24)
  • Download and start using immediately.

(Number in parenthesis refers to page number for material in Manual)

local checking account 25 33
Local Checking Account (25-33)
  • Frequency of deposits
    • $200 or once a week whichever comes first
  • Directors should set an internal control structure for check signatures. Who signs and when?
  • One account per office
    • Exception requests should be sent in writing to tschanen.3@osu.edu. These will be reviewed and denied or authorized and this authorization will be kept on file.
  • $20,000 average balance per account
    • Exception requests should be sent in writing to tschanen.3@osu.edu. These will be reviewed and denied or authorized and this authorization will be kept on file.
  • Store funds in a locked location at all times!
  • All checks should be endorsed “for deposit only” immediately upon receipt.

(Number in parenthesis refers to page number for material in Manual)

local checking account 25 3320
Local Checking Account (25-33)
  • Grants and Donations should never be deposited to the checking account.
  • Segregate duties
    • Director must review and sign bank reconciliations monthly.
    • Someone should review deposits before they go to the bank.
    • Pre-approval should be received for all transactions.
  • Check signers CANNOT receive reimbursement from the checking accounts.
    • Even if they aren’t the ones signing the check, those reimbursements must come through the Business Office.

(Number in parenthesis refers to page number for material in Manual)

travel
Travel
  • Updated and Reinforce policies (34)
    • All Travel requires supervisor signature. This includes T# reimbursements at any dollar amount.
    • If you are not claiming per diem, meal receipts are required for actual costs.
    • If you share a room with someone else, their name and T # (if applicable) are required for reimbursement.
    • Travel expenses for guests cannot be paid on the Purchasing Card.
    • A pre-assigned T# is not required for guests.
    • A T# is required for OSU employees before any expense is incurred.
  • University Travel Reimbursement Form Updated (35 & 36)
    • In Excel.
    • New columns to help you complete the right information.

(http://osuebusiness.ag.ohio-state.edu)

(Number in parenthesis refers to page number for material in Manual)

monthly reconciliation 37
Monthly Reconciliation (37)
  • Must be reconciled monthly.
    • Usually by a support staff person.
  • Should be reviewed and signed by the Director or designee. Designee cannot be the reconciler.
  • New “Goal Sheet” to help meet reconciliation expectations.

(Number in parenthesis refers to page number for material in Manual)

deposits 38 39
Deposits (38-39)
  • New slide presentation available to help in decisions about deposits.
  • Big themes:
    • There are two types of deposits
      • Revenue (4xxxx) and Reimbursement (6xxxx)
      • Revenue is the preferred method for deposit because it:
        • Accurately reflects the transaction for our financial statements.
        • Recognizes the income for cost recovery purposes.
        • Leaves the original expense in tact and able to be tracked.
      • Reimbursement deposits should be reserved for refunds and rebates only.
    • If you are depositing regularly to a (6xxxx) account number talk to Cindy or Wendy about the correct way to deposit these transactions.

(Number in parenthesis refers to page number for material in Manual)

asset management 40 43
Asset Management (40-43)
  • Capital equipment (over $3000)
    • Must have an OSU Tag.
    • Must be annually reviewed.
    • Must be purchased according to grant/contract guidelines (if applicable).
  • Non-capital equipment Log
    • Each office should maintain a list of non-capital equipment. This should be updated regularly. A template is on the Business Office Web site. You may adapt this to fit your needs. (45)
  • Use of property off site requires a Permission to Use Equipment Off Campus form. This can be found on the OSU Extension Human Resources Web site: http://hr.ag.ohio-state.edu/ . (46)

(Number in parenthesis refers to page number for material in Manual)

questions
Questions?
  • http://osuebusiness.ag.ohio-state.edu
  • Your Business Office Representative
    • Tyler Brown brown.3070@osu.edu
    • Jesse Buxton buxton.26@osu.edu
    • Jessica Favret favret.10@osu.edu
    • Lisa Murphy murphy.533@osu.edu
  • Cindy Tschanen tschanen.3@osu.edu
  • Brian McClain mcclain.112@osu.edu
  • Wendy Michel michel.5@osu.edu