Policy Training Program for the Lifecycle of an Account
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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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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

Vanderwall, Matt Westhuis, Cheryl Westlund


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Introduction

Backup Documentation

Prior Approval

Records Management

Resources

Course Content


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Upon completion of this course you will:

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.

Course Objectives


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Federal laws, state laws, university policies and guidelines

Control = customer service

Every transaction counts

Elevate issues

Important Overarching Points


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Why is it important to have good backup documentation and to provide complete and thorough explanations on your documents?

Independent reviewer test

Staff changes

Backup Documentation


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What should be included? Where should you keep it? provide complete and thorough explanations on your documents?

Relevant to the transaction

Demonstrates allocability, allowability, reasonableness

Answers who, what, when, where, why

Consistent with the transaction

Prior approvals

Attached to source document in the file

Backup Documentation


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Why is it important to keep a signature authorization form on file for your accounts?

Department Heads

Principal Investigators (PI’s)

Comptroller/SPS

Backup Documentation


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Example 1 – JV on file for your accounts?

Example 2 – Invoice Voucher

Example 3 – PAR

Example 4 – Contract

Example 5 – Purchasing Card

http://www.purdue.edu/ecco/pdf/CertificationforMissingHospitalityReceipt.pdf

Example Docs – Any Problems?


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What is prior approval? on file for your accounts?

Prior approval is ensuring all appropriate authorizations are obtained before taking action

Prior Approval


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What resources do you have available? on file for your accounts?

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


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Can a cost be allowable at one institution but not at another?

Driven by each university's disclosure statement

https://www.purdue.edu/costing/BPM/doc/CostChargInstruct.doc

Prior Approval


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What can you do at proposal time to make management of the award easier and avoid delays in purchasing items, putting people on payroll, etc?

Budget appropriately

Be specific in the budget justification

Justify unlike circumstances up front

Prior Approval


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What is the difference between academic and comptroller approvals? Why do we have different dollar levels of comptroller approval?

Department head approval vs. comptroller approval

Level of risk

Prior Approval


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A staff position is open in your department. The hiring supervisor comes to request the credit card so they can take the interviewee to lunch during their visit. While filling out the purchasing card request form, you hear her say that 15 people will be attending the lunch. Is this allowable and reasonable?

http://www.purdue.edu/policies/pages/finances/ii_1_1.html

Discussion Item #1


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A faculty principal investigator (PI) has an Army Research Office grant and he wishes to travel to a conference in a foreign country when he did not originally budget foreign travel. Is this ok?

http://www.purdue.edu/sps/xls/pa/doe.xls

Discussion Item #2


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A PI wishes to charge the salary of a person in the operations staff class who will be providing administrative support to her federally sponsored project. Is this ok?

https://www.purdue.edu/costing/BPM/doc/CostChargInstruct.doc

Discussion Item #3


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A spouse of a faculty member has a business need to represent the Chemistry department at a gathering in Seattle. Are we allowed to reimburse the spouse’s travel costs?

(link under construction)

Discussion Item #4


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A new faculty member submits an order for a $75,000 Mass Spec machine. The source of funds is $45K from a National Institute of Health grant and $30K from her general fund startup allocation. What types of questions do you need to ask? What do you need in order to approve this transaction? Who needs to approve?

Discussion Item #5


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Your undergraduate recruiting area would like to purchase 1,000 mouse pads to send to prospective students. Can you purchase these items? What are the rules? What type of funds can you use? What about other types of promotional items like pens, t-shirts, tote bags, M&M’s, coasters?

http://www.purdue.edu/account/doc/Marketing%20promo%20revised.doc

Discussion Item #6


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My department head has to add a section of Comm 114 at the last minute and has requested to pay a current full-time continuing lecturer in English an overload to teach the extra course. What questions do I need to ask? What approvals do I need to get?

(http://www.purdue.edu/provost/shtml/doc_and_forms/Delegations_08.doc)

Discussion Item #7


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What are University records? last minute and has requested to pay a current full-time continuing lecturer in English an overload to teach the extra course. What questions do I need to ask? What approvals do I need to get?

What is a records retention schedule?

Why is it important to dispose of records in a timely manner per the records retention schedule?

Records Management


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What are University records? last minute and has requested to pay a current full-time continuing lecturer in English an overload to teach the extra course. What questions do I need to ask? What approvals do I need to get?

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


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Records Management last minute and has requested to pay a current full-time continuing lecturer in English an overload to teach the extra course. What questions do I need to ask? What approvals do I need to get?

  • What is a records retention schedule?

  • Identifies the categories of records that we create or maintain during the normal course of business, as well as, the amount of time which these records must be retained to meet both legal and business requirements.

    • Current Link: http://www.purdue.edu/business/Quick_Links/records.xls

    • Coming Soon: www.purdue.edu/records


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Why is it important to dispose of records in a timely manner per the records retention schedule?

To meet the requirements of external regulations University records must be:

Retained appropriately

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


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Discussion Item #8 per the records retention schedule?

  • It is July and you now have a little bit of time to clean out your electronic and paper files. How do you know which files you can destroy?

    http://www.purdue.edu/business/Quick_Links/records.xls


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University Policy VI.4.2 - Retention & Disposal of University Records

http://www.purdue.edu/policies/pages/records/vi_4_2.html

Cheryl Westlund

494-9218

cwestlund@purdue.edu

FREH

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?


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Remember, it takes a village. . . . . . . . . University Records

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.

Resources