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Office of Business and Finance. Staffing changes. Reporting prerequisite ... presentation and slide material and in addition the approach overhauls sent in Business Office ...
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Slide 1

Business Operations Update * April 20, 2007 EXTENSION

Slide 2

Summary Changes are in light of: Internal Audit External Audit Office of Business and Finance Staffing changes Reporting necessity changes Increased Emphasis Segregation of obligations PeopleSoft framework endorsements Backup documentation Business reason

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Distribution of this material Please survey this material by May 18, 2007 Every Extension representative ought to survey this presentation and slide material and also the approach redesigns sent in Business Office overhaul manual in May 2007. The material is accessible on: CDROM one sent to each office. Email tschanen.3@osu.edu for extra duplicates Business Office Web webpage http://osuebusiness.ag.ohio-state.edu Update Manual One sent to each office. Email tschanen.3@osu.edu for extra duplicates.

Slide 4

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 exchanges Unit Approver Agreement Form FAQ 100W: Internal Orders Log Policy changes Local Checking Accounts Travel New approaches New shape Monthly Reconciliation Deposits to University Funds Asset Management Contents

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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 planning measures have changed (8) For exact printed material Additional three days required for endorsements on Travel Forms. (Number in bracket alludes to page number for material in Manual)

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Delegation of Signature Authority OSUE Directors get endorsement from Keith Smith to affirm exchanges for their Units. This doesn\'t give approval for consenting to arrangements with outside elements. Chiefs finished the Delegated Approver Letters in March and April. This ought to be overhauled each 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 data in May and June. (Number in enclosure alludes to page number for material in Manual)

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Purchase Orders Policies to Reinforce for Purchase Orders: (13) MUST be done before the buy. Require a reasonable business reason. Approach Change Invoices over $1000 require endorsement of receipt of products or administrations before installment (in the past $3000). (Number in enclosure alludes to page number for material in Manual)

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Blanket Purchase Orders New Blanket Purchase Order Policies (14) Blankets must be issued for a solitary item. You ought not utilize your office supply PO to print manuals. Require a mark on the Blanket Order Release Log (15) preceding a request is set with the merchant. Require following of dollar equalizations (beginning, running, finishing). Solicitations will require an endorsement before installment (see more on next slide). (Number in enclosure alludes to page number for material in Manual)

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Blanket Purchase Order Approvals Invoices will require an endorsement before installment . Should be a bolster staff in the workplace. Who: Is mindful of the Purchase Order data. Has entry to the Blanket Order Release Log. Knows when a thing is gotten. This will be an in the framework endorsement. PeopleSoft There ought to be a go down prepared in the workplace. Approvers will get an email when a receipt is prepared for endorsement. On-line preparing will come in May and June. The PeopleSoft Access Form must be finished by each office and returned by fax 614-688-0529 by May 18. ( 16) New User parcels will be sent in May. (Number in enclosure alludes to page number for material in Manual)

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Blanket Purchase Order Approvals Continued How to set up a Blanket PO. Demand Form is sent to the Business Office. Buy Order is made. PO Copy sent to Local Office. Nearby Office ought to make a Blanket Purchase Order Release Log for PO. (http://osuebusiness.ag.ohio-state.edu) How to put in a request on a Blanket PO Identify need. Get endorsement from Director on Blanket Order Release Log. Put in and get request. Step by step instructions to pay the seller for a receipt Invoice is gotten and entered by the Business Office. Receipt is messaged to neighborhood office. Neighborhood office prints, audits, supports in the framework and documents the receipt. Installment is sent to the merchant.

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Introduction to PeopleSoft (17) PeopleSoft is a financials framework used to track monetary exchanges for the University. Clients will have admittance to peruse just data in regards to Accounts Payable, Purchasing, General Ledger and Chartfield exercises. The framework is online and can be gotten to from any PC. To utilize the framework you should have a USER ID and Password (case: Cindy Tschanen USER ID: TSCH0331). To get to the framework, begin at the Business Office Web webpage: http://osuebusiness.ag.ohio-state.edu (Number in enclosure alludes to page number for material in Manual)

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Introduction to PeopleSoft (18) Click on "Connections." Click on "PeopleSoft Procurement System." Type your USER ID and secret key. 4. Click on "Worklist." 5. Pick a voucher to favor. (Number in bracket alludes to page number for material in Manual)

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Introduction to PeopleSoft (18) 6. Audit the paper receipt for exactness. Ensure you have gotten the things and the sum coordinates the asked for sum. 7. Click "Endorsed." 8. Sort the date and your initials in the Comments. 9. Click Save. Point by point preparing will be given! (Number in enclosure alludes to page number for material in Manual)

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PeopleSoft Access Request Form (16) This structure is expected MAY 18! If it\'s not too much trouble fax to 614-688-0529 . Essential and Backup are required for each office. (Number in bracket alludes to page number for material in Manual)

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Blanket Release Log (15) Download and begin utilizing this structure for all new cover orders. You may include segments on the off chance that you discover you need to track more data . This log is liable to review survey. You ought to have one log for every sweeping PO. ( http://osuebusiness.ag.ohio-state.edu ) (Number in enclosure alludes to page number for material in Manual)

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Purchasing Card Training manuals accessible Email tschanen.3@osu.edu Purchasing Card Frequently Asked Questions (19) The PCard can\'t be utilized to buy versatile hardware. PDAs, Projectors, and so forth. A Backup PCard Manager can\'t be doled out. At the point when the Manager is out of the workplace the card can\'t be utilized. A Unit Approver is normally the Director in charge of the financial plan in the Unit. A few things can be both great and administration. There is a Job Aid that will help you choose when a "Half and half" exchange is alright on the PCard. (20) Unit Approvers are in charge of consenting to the Unit Approver Arrangement structure for all office cards. (22) (Number in enclosure alludes to page number for material in Manual)

Slide 17

100W – Internal Orders (23) Need better documentation. Note from Internal Audit New arrangements require a following log for each 100w request. Log and structures ought to be in a protected area. Endorsement for buy requires pre-endorsement from Director. Structure must incorporate a business reason. Need to acquire a receipt from the supplier, sign it and record it. Survey the recorded reports while accommodating your monetary articulations. (http://osuebusiness.ag.ohio-state.edu) (Number in enclosure alludes to page number for material in Manual)

Slide 18

100W Log (24) Download and begin utilizing quickly. (Number in enclosure alludes to page number for material in Manual)

Slide 19

Local Checking Account (25-33) Frequency of stores $200 or once per week whichever starts things out Directors ought to set an inward control structure for check marks. Who signs and when? One record for every office Exception solicitations ought to be sent in composing to tschanen.3@osu.edu . These will be evaluated and denied or approved and this approval will be continued document. $20,000 normal equalization per account Exception solicitations ought to be sent in composing to tschanen.3@osu.edu . These will be investigated and denied or approved and this approval will be continued document. Store reserves in a bolted area at all times! All checks ought to be supported "for store just" promptly upon receipt. (Number in bracket alludes to page number for material in Manual)

Slide 20

Local Checking Account (25-33) Grants and Donations ought to never be stored to the financial records. Isolate obligations Director must audit and sign bank compromises month to month. Somebody ought to survey stores before they go to the bank. Pre-endorsement ought to be gotten for all exchanges. Check endorsers CANNOT get repayment from the financial records. Regardless of the fact that they aren\'t the ones marking the check, those repayments must get through the Business Office. (Number in enclosure alludes to page number for material in Manual)

Slide 21

Travel Updated and Reinforce strategies (34) All Travel requires administrator signature. This incorporates T# repayments at any dollar sum. In the event that you are not guaranteeing routine set of expenses, supper receipts are required for real expenses. On the off chance that you impart a space to another person, their name and T # (if appropriate) are required for repayment. Travel costs for visitors can\'t be paid on the Purchasing Card. A pre-alloted T# is not required for visitors. A T# is required for OSU workers before any cost is acquired. College Travel Reimbursement Form Updated (35 & 36) In Excel. New segments to help you finish the right data. (http://osuebusiness.ag.ohio-state.edu) (Number in bracket alludes to page number for material in Manual)

Slide 22

Monthly Reconciliation (37) Must be reconci

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