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Learn how CSU East Bay improved their GAAP preparation process by adding deadlines, engaging departments, and implementing process improvements to achieve maximum efficiencies. Find out more about their staff structure and data organization.
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Achieving Efficiencies in GAAP Preparation at CSU East Bay Sherry Pickering Director, Fiscal Services
Campus information • Main Campus located in the Hayward hills • Satellite Locations: Concord & Oakland • Fall 20103 enrollment 13,851 • Four colleges • 50 Baccalaureate degrees/62 minors • 39 Credentials and certificates • 35 Master’s degrees • Ed.D. in Educational Leadership • Three Auxiliary Organizations
Staff structure At East Bay, staff duties include both legal accounting and GAAP reporting tasks.
Improvements to GAAP • Add missing deadlines to Legal and GAAP schedules • Engage other departments • Prep request for the schedules and inventory requests • Implement process improvements
Achieving Efficiencies in GAAP Preparation at San Diego State University Chris Bronsdon University Controller
Campus Information • Main Campus – San Diego • Satellite Campus: Imperial Valley (Brawley and Calexico) • FY 13/14 Enrollment – 34,887 (excludes Extended Studies) • Eight Colleges • 190 Degree Programs (including 22 Doctoral Programs) • 8,037 Degrees Granted – FY 12/13 • Employees Headcount (as of May 2013) – 5,813 • Instructional Faculty – 1,507 • Staff – 1,609 • Grad. Assistants and Teaching Assoc. – 1,191 • Student Assistants • Four Auxiliary Organizations
GAAP – The Year-Round Process • Focus On Tasks Which Can Be Performed Throughout the Year • Leases • Quarterly Meeting - Contract and Procurement Management • Update Lease PBC’s • Analyze Leases as Capital or Operating • Tuition and Fee Reasonableness Test • Input Data for Summer and Fall 2013 Now (Spring 2014 May Even Be Ready) • Update PBC’s and Have Them Ready to Input FY 13/14 Data • Reverse FY 12/13 GAAP JE’s Now • Consolidate to the GAAP Ledger Throughout the Year
GAAP – The Year-Round Process • Meet with Aux. Org. Management Regularly • Discuss Significant Related Party Transactions • Ensure A/R’s and A/P’s Are Reconciled Routinely • Attend Audit Committee Meetings • Focus on Non-Routine Transactions • Correspond Regularly and Educate Contracts and Procurement Management About GAAP Issues • Research GAAP Issues • Engage Chancellor’s Office as Necessary (CP and SRB/Aux. Org.) • Consider Hiring a Student Intern • Routine/Repetitive Tasks
Achieving Efficiencies in GAAP Preparation at Systemwide Sheralin Klinthong Associate Director, Financial Reporting and Review
Systemwide Initiatives • Master timeline – due dates/deliverables • SharePoint – centralized PBC repository site • GAAP manual / trainings • Centralized approach for implementation of new GASB standard(s) • Weekly GAAP conference calls • Annual feedback process • SFSR team – available to assist on GAAP related issues/questions ; liaison to external auditors