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Policy Training Program for the Lifecycle of an Account December, 2008 Account Management Day to Day Tasks “It Takes A Village. . . . . . . . . “ Presenters : Tammy Emilson and Mona Holdcraft Project Team : Cheryl Bluett, Melissa Guinn, Allison Harris, Kim Hoebel, Rupa Murali, Kathy
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Account Management Day to Day Tasks
“It Takes A Village. . . . . . . . . “
Presenters: Tammy Emilson and Mona Holdcraft
Project Team: Cheryl Bluett, Melissa Guinn,
Allison Harris, Kim Hoebel, Rupa Murali, Kathy
Vanderwall, Matt Westhuis, Cheryl Westlund
understand the importance of working together as a team to manage our accounts,
recognize the importance of each transaction,
learn about the resources available to determine if a transaction is allowable,
understand the importance of documenting and maintaining institutional records,
learn the definition and purpose of records management.
Control = customer service
Every transaction counts
Elevate issuesImportant Overarching Points
Independent reviewer test
Staff changesBackup Documentation
Relevant to the transaction
Demonstrates allocability, allowability, reasonableness
Answers who, what, when, where, why
Consistent with the transaction
Attached to source document in the fileBackup Documentation
Principal Investigators (PI’s)
Cost accounting guidelines (https://www.purdue.edu/costing/BPM/doc/CostChargInstruct.doc)
PRF guidelines (http://www.prf.org/financial/forms/Discrect%20Guidlines.pdf)
Hospitality policy (http://www.purdue.edu/policies/pages/finances/ii_1_1.html)
Donor letter or endowment agreement
Sponsored budget, budget justification, notice of award
SPS prior approval grid (http://www.purdue.edu/sps/accountmgmt/priorapproval/paguidelines.html)
Provost prior approval guidelines (http://www.purdue.edu/provost/shtml/doc_and_forms/Delegations_08.doc)
Account authorization forms (http://www.purdue.edu/sps/xls/Copy%20of%20Signature%20Authority.xls)
Guidelines for summer session support (http://www.purdue.edu/provost/shtml/doc_and_forms/sum_sess_guidelines05.doc)Prior Approval
Driven by each university's disclosure statement
Be specific in the budget justification
Justify unlike circumstances up frontPrior Approval
Department head approval vs. comptroller approval
Level of riskPrior Approval
http://www.purdue.edu/policies/pages/finances/ii_1_1.htmlDiscussion Item #1
http://www.purdue.edu/sps/xls/pa/doe.xlsDiscussion Item #2
https://www.purdue.edu/costing/BPM/doc/CostChargInstruct.docDiscussion Item #3
(link under construction)Discussion Item #4
http://www.purdue.edu/account/doc/Marketing%20promo%20revised.docDiscussion Item #6
(http://www.purdue.edu/provost/shtml/doc_and_forms/Delegations_08.doc)Discussion Item #7
Any writing, paper, report, study, map, photograph, book, card, tape recording, or other material that is created, received, retained, maintained, or filed by or with the University.
All University records are public records.
Records are made or received by the University in pursuance of legal obligations or in the transaction of business.
Records are the property of the University and not the property of the individual who generates or receives them.Records Management
To meet the requirements of external regulations University records must be:
Disposed of in a timely manner
Under the Federal Rules of Civil Procedure if we have prudent business policies and procedures for managing our records then during litigation we gain some protection from sanctions if we can show we complied with our policies and procedures.Records Management
For questions or assistance with:
Records Retention Schedules
Records Management (electronic, hard copy & microfilm)
Public Records and subpoenas
Where can I go for help with records management?
Use the on-line and written resources
Use your people resources
Thanks very much for your time and attention! We hope this was a useful session for you.