Transcript Slide 1

HR, Financials and Research Workshop for
College of Education Administrators and Staff
COLLEGE of EDUCATION
Goals for the Workshop
To ensure College of Education administrators and staff
 are advised of basic policies and procedures to carry out
“business” while ensuring the good use of funds and resources.
 are provided with a basic understanding of the different types of
funds
 know how to use on line tools to monitor resources
COLLEGE of EDUCATION
Conducting Business – With Who?
COLLEGE of EDUCATION
Off of Resource and Budget Management
Budgetary Matters
Budgetary control of:
 State appropriations funds
 Personnel salaries (financial)
 Capital improvement funds
 F&A funds
 Lower ledger 3 funds (example: ETF funds)
Provides support for:
 Wolf Reports
 Position Control
 Chartfield Inquiry
 WESLI – Legislative increases on-line system
COLLEGE of EDUCATION
Controller’s Office
Univ. Accounting, Accounts Payable, Accounts Receivable, Travel
 University accounting system
 Reporting (taxing authorities, state auditors, financial institutions, public, Gen
Assembly)
 Establish policies and procedures
 Ensure compliance with university and state regulations
 Establish trust funds
 Capital Assets Management
 Tax Information & Policy
Manage financial transactions:
 Payment to vendors
 Travel
 Interdepartmental transfers and Journal Vouchers
 Cash advances, check writings, stop payments
COLLEGE of EDUCATION
Human Resources
Personnel/Payroll
 Classification & compensation of SPA positions
 EPA Personnel Services
 Employment Services
Recruitment
Background checks
Univ Temp Services
 Information Management
HR System
Web Leave
 Payroll
 Benefits
 Employee Relations
 Training & Development
COLLEGE of EDUCATION
Procurement
Materials Management
 Purchasing
Purchase Orders
Bids
 MarketPlace
 PCard
 Materials Support
 Surplus Property
 Lab Supplies
 Warehouse
 Wolfcopy
 Signature authority up to $50,000
COLLEGE of EDUCATION
Internal Audit Division
 Internal audits
business processes
prevent and detect fraud, waste and abuse
 Risk assessments to ensure compliance with NC State policies, rules, and
regulations and federal and state requirements.
 Cooperate with external auditors
 Provide consulting and advise on business processes
Hotline – fraudulent activities
COLLEGE of EDUCATION
Internal Audit’s preventive approach keeps
us from away from risky situations!
COLLEGE of EDUCATION
Contracts and Grants
Research Management
Oversees all post award management issues throughout the life
of a grant.
Specifics:
 Project set up
 Billing to sponsoring agencies
 Budget allocation & re-budgeting
 Prior approval requests
 Cost sharing commitments
 Effort
 Project close-out
 F&A Negotiations
COLLEGE of EDUCATION
COLLEGE of EDUCATION
Organizational Unit Codes (OUC)
or
Department ID (new name)
Was is this?
COLLEGE of EDUCATION
Organizational Unit Codes or Departmental ID
Assigned numerical code to identify colleges, departments, and
units throughout the University. OUCs have a total of 6 digits.
First 2
Second 2
Last 2
College
Department
Unit within dept
COLLEGE of EDUCATION
List of Colleges first 2 OUC Digits
11 = Ag & Life Sciences
12 = Design
13 = Education
14 = Engineering
15 = Forest Resources
16 = CHASS
17 = PAMS
18 = Textiles
19 = Vet School
20 = Management
All other units on campus also have their own OUC. Ex. Chancellor’s Units
Provost’s Units, Graduate School, Controller’s Office, etc.
COLLEGE of EDUCATION
“Some” of CED OUCs
130101 - 131099 Dean’s Units
131101 - 131199 Curriculum, Instruction and Counselor Ed
131301 - 131399 Science, Technology, Engineering and Math Ed
131601 - 131699 Leadership, Policy and Adult and Higher Ed
132401 - 132499 Elementary Education
139001 - 139099 Friday Institute
COLLEGE of EDUCATION
And, so, how is the “University’s
financial world” structured?
It is grouped by type of funds !!
COLLEGE of EDUCATION
State
Appropriated
Research
Trust Funds
Ledgers 2 &
lower 3
Ledger 5
Upper 3,
6, 7 & 9
Regular Academic (2)
Distance Education (2)
Summer School (2)
Tech Fees (3)
Facilities & Adm (F&A) (2)
Budget Office
Federal
State
Private
Contracts &
Grants
COLLEGE of EDUCATION
Sales & Services (3)
Gifts/Donations (6 & 7)
Royalties (7)
Endowments (6 & 7)
Scholarships (6)
Professorships (6)
Gen Discretionary (6)
Agency Funds (9)
Univ. Acctng 3, 7, 9
Foundation Acctng 6
Which Funds Roll-Over/Carry-over?
COLLEGE of EDUCATION
State
Appropriated
Research
Trust Funds
Ledgers 2 &
lower 3
Ledger 5
Upper 3,
6, 7 & 9
Never for regular state
funds unless Legislature
authorizes it but carries
restrictions. F&A has more
flexibility but also requires
approval from Legislature.
Lower ledger 3 accounts are
allowed for funds collected
in June to pay commitments
in July. Requires prior
approval from OSBM.
Determined by terms
and conditions of
funding agency .
COLLEGE of EDUCATION
Yes !!
Each account under each “group of funds”
has a specific code that identifies the
type of activity they serve.
COLLEGE of EDUCATION
Codes
Purpose Codes:
Purpose codes classify financial activities by function. These codes show up
In Wolf Reports under “Program.”
A complete listing of these codes and their respective description is available at:
http://www.fis.ncsu.edu/controller/Procman/PCOA_IND.HTM
COLLEGE of EDUCATION
Some of the Most Common Codes in CED
 101 Regular Term Instruction = General academic instruction offered for
credit through a regular academic department during a regular term or
session. Distance Ed funds are included in this category.
 102 Summer Term Instruction = General academic instruction offered
for credit or non-credit through a regular academic department during a
summer term or session.
 110 Organized Research = Research efforts conducted for the primary
purpose of producing research outcomes.
Ex: Most contracts and grants
COLLEGE of EDUCATION
 142 Community Services = Public services, whose primary function is not
instruction and departmental research or organized research, directed to
members of the community, i.e., persons external to the institution, and
not classified elsewhere.
Ex = Pre College Program at FI
 152 General Academic Support = Academic and research administration,
(e.g., college deans, faculty deans, and research deans), academic
computing services (e.g. instructional computing and research
computing).
Ex = Model Clinical Teaching Program in CICE
COLLEGE of EDUCATION
Things to Keep in Mind When Managing
Different Types of Funds
 Transfer of $$ between different types of funds is not allowed. For
example, you cannot transfer state appropriated funds to contracts and
grants or trust fund accounts. However, transfer of expenditures such as:
salaries and non-salary expenditures is allowed as long as it meets
compliance, reasonable justification and can stand scrutiny and audit
review.
 Transfer of expenditures to and from state appropriated accounts must
occur within the fiscal year in which the expenditure occurred.
 Transfer of state appropriated funds from another department or unit on
campus, or from another campus within the UNC system must be done
through the Budget Office.
COLLEGE of EDUCATION
So, what happens when funds are received in the
University? Where do they go and which office on
campus handles these new funds?
It depends….
 If it is a grant, the funding agency sends an award letter
or e-mail that is received in Sponsored Programs. They
process the award internally and prepare an award
notification that is forwarded to Contracts and Grants for
account set up.
COLLEGE of EDUCATION
 If it is a state allocation or appropriation, it goes to the
Budget Office who then works with the College to allocate
the funds in a designated account.
 If it is a gift, the gift is handled through the Development
Office at the College level and then forwarded to
University Development for official deposit in designated
account.
COLLEGE of EDUCATION
State allocations/appropriations and contracts
and grants awards funds must have a
structured budget. The funds are distributed
among specific “codes.”
More codes
COLLEGE of EDUCATION
Account Codes = Object Codes
Budgets are distributed among specific budget categories to
classify the transactions:
 11XX = Non Teaching EPA
 12XX = SPAs
 13XX = Academic EPA
 14XX = Temporary Wages (Bi-weekly)
 18XX = Fringe Benefits
 19XX = Contracted Services
 59XX = Operating Budget Pool
 6XXX = Stipends, Tuition
COLLEGE of EDUCATION
Converting Funds
Convert to/from Perm
Convert to/from 1X
11XX – Non Teaching EPA
Yes
Yes
12XX - SPA
Yes
Yes
NO, NEVER
Yes
14XX – Temporary Wages
Yes
Yes
19XX – Contracted Services
Yes
Yes
5XX – Operating Budget Pool
Yes
Yes
13XX – Teaching EPA*
* This line can only be increased “permanently” through special allocations (i.e
Provost’s allocation) or state appropriations (i.e legislative increase).
COLLEGE of EDUCATION
Exercise
Department of Global Initiatives
Perm
Allocation
11XX – Non Teaching EPA
12XX - SPA
13XX – Teaching EPA
Perm
Commitments
Perm Lapsed
Funds
160,000
130,000
30,000
55,000
45,000
10,000
1,000,000
820,000
180,000
25,000
25,000
0
1,240,000
1,020,000
220,000
14XX – Temporary Wages
19XX – Contr Services
5XX – Oper Budget Pool
Total Budget
COLLEGE of EDUCATION
Exercise Scenarios:
One-time needs:
1) 2 TAs at $15K each
2) 2 TAs and 1 RA $15K each
3) $ 80K Renovation
4) $ 25K Consultants
Perm needs:
1) New faculty position at Assistant Prof level
2) .75 Bookkeeper
COLLEGE of EDUCATION
For Planning Purpose…..
Permanent = Continuing
1X = Annual
Permanent salary* & benefits commitments
Needs change from year to year.
Permanent operational commitments
(phone, postage, equip rental, licenses,
stipends cooperating teachers)
Use of lapsed salaries for flexibility to hire
NTT; grads; travel; special projects;
renovations
Funds augment through Provost’s funds:
1) “Compact Plan” or 2) special requests, i.e
faculty lines; special allocations UNC-GA;
DELTA adjustments; state appropriations, i.e
legislative increases
Funds augment through Provost’s special
allocations; DELTA adjustments; additional
sections funds; special allocations from other
units/departments on campus
* State regulations mandates that $ committed to
perm personnel must balance with $ available in
salary budget lines at all times.
COLLEGE of EDUCATION
COLLEGE of EDUCATION
I’m not sure what are all the accounts assigned
to my department/unit. How can I find out?
Easy!
With Chartfield Inquiry Application
COLLEGE of EDUCATION
Chartfield Inquiry
What is it ?
 An application to retrieve all active and inactive accounts
within one department or unit.
 Retrieves information in a variety of ways, including wild card
 Can download into an Excel spreadsheet.
Where is it?
It is in PS Financial, right above Wolf Reports option.
Let’s go there !
COLLEGE of EDUCATION
Understanding Wolf Reports
COLLEGE of EDUCATION
Instructions to Get to Wolf Reports
 Go to the NCSU Portal and login
 Go to Financials
 Go to Monitoring Tools and Reports
 Go to Wolfpack Reporting System (WRS)
COLLEGE of EDUCATION
Which Report Should I use?
Cool thing: All reports offer “drilldown” and can be
downloaded into Excel.
1
YTD fin status all types of accounts (budgeted, spent, encumbered, balances)
3
Cash balances for all trust funds
5
Financial Summary Status for ledger 5 accounts (PTD Budget, expenditures, and balances).
6
Summary of YTD budgets, expenses, encumbrances and balances for all types of accounts.
9
FYTD detailed expenditures only for all accounts. Very useful for administrators that would like
navigate review and monitor expenditures. Report is divided by general expense categories. Budgets
and balances are not provided.
11
FYTD detailed payroll expenditures and fringe benefits by employee. It includes payroll reallocations.
Due to employee sensitive data, this report requires special security access.
13
FYTD 3 month comparison of revenues and expenditures for all accounts. Very useful for administrators
and financial personnel when doing projections or analysis. Allows to pull the same month in previous
years for comparison.
COLLEGE of EDUCATION
Managing Financial Resources
Approving and Monitoring Financial Activities,
Who are responsible?
Upper level administrators, responsible for
budgetary management: deans, department heads, directors,
and coordinators
Budget Custodians
COLLEGE of EDUCATION
COLLEGE of EDUCATION
Internal Audit Tip
 Assign duties to different individuals. This prevents one person from having
both access to assets and the responsibility for maintaining the accountability
for such assets.
 No one should have complete control of any process.
 Employees should not be in a position to carryout fraudulent activities and
then be able to conceal the errors in the normal course of their duties.
Relevant University References:

Monetary deposit process: University Policies, Regulations, and Rules (PRR) REG 07.30.03 “Receipt
Centers – Operation and Use”

Segregation of duties in the management of trust funds: North Carolina State University Trust Fund
Guidelines dated February 2008, Section Trust Fund Authority Requirements, Proper Segregation
of Duties.
COLLEGE of EDUCATION
When approving expenditures, apply The
“Appearance Test”
 Always in agreement with program mission for type of fund.
 Always provide a “direct” benefit to University, not an individual/employee.
 How will this purchase look to external constituents?
 How do I feel about it as a tax payer? Do I want my money spent this way?
 Is this the kind of purchase that can make it to the front page of a




newspaper?
Can it easily pass scrutiny?
Can I easily justify it or do I have to “build” a story around it?
Is it necessary to do the job? Or Is it just nice to have?
Always avoid appearance of poor management of funds as well as the reality
of handling funds poorly.
COLLEGE of EDUCATION
Exceptions and Interpretations:
Of course, there will be situations that will fall outside the guidelines.
When this happens, please contact:
Lili or Annie for state funds and trust funds
Stephanie or Josh for contracts and grants accounts
COLLEGE of EDUCATION
Hopefully, prior to
approving purchase!
COLLEGE of EDUCATION
On-line Approval: Vouchers, Requisitions, MarketPlace,
Journal Vouchers, IDTs, HR actions
 Purchases, transactions, and HR actions must have budget custodians or
designees that provide prior approval.
 Employees assigned to do on-line approvals must be knowledgeable of
University rules and regulations and guidelines; and, must have attended
University training provided by the Controller’s Office.
 The person approving purchases should be different from the person involved
with processing the purchase.
COLLEGE of EDUCATION
Levels of Authority
CED support staff handle a variety of Financials and HR accesses. To better
organize and structure the requests and the different levels of authority,
each person working with financials and HR/Payroll activities in the College
must complete:
“Designated Levels of Authority for Financials and Human Resources form”
Completed forms will be kept in the “personnel file” in the College Business
Office (BCMS) to be made available to auditors during audit reviews.
This form should be used for new employees when requesting
on-line access. The form will be available on BMCS website.
COLLEGE of EDUCATION
Reconciliations
All financial activities must be reconciled every month.
http://www.fis.ncsu.edu/controller/monitoring_tools/Guide_ApprMonitor_DFAv3.pdf
1) Budgets/Allocations
 Review the budget column in Wolf Reports to see if the budget has increased
or decreased and understand why.
 If there are differences, drill down to find out what caused the change.

CY 21 and CY 23 = Current Year Only

CN 24 and CN 26 = Continuing/Perm

FY 27 and FY 29 = Future Year Only

Read comment column for additional info
 Make necessary adjustments to your spreadsheets.
COLLEGE of EDUCATION
2) Labor Reconciliation (Salaries)
Salaries and fringe benefits charges must be reviewed and reconciled every month. The
review is performed to determine whether salary payments charged are for
valid individuals working for the department, not terminated or on unpaid leave, that the
amounts paid are accurate, and that the funding sources (accounts) charged are
appropriate. Discrepancies must be reported to BMCS (Natalie Worth).
3) Non-Salary charges
Non-salary charges must be reviewed and reconciled every month to ensure all
charges are accurate and allowable using the new Reconciliation Departmental
Online Monthly Activity Reconciliation (OMAR). The use of this system is the
preferred reconciling method for all accounts in the College of Education.
COLLEGE of EDUCATION
Review of PCard Transactions:
 The person reconciling the charges every month are responsible for ensuring
the charges are:
1) appropriate
2) have been previously authorized by the head of the department or
unit
3) there is sufficient documentation available to justify the charge
 The monthly statements must be reviewed and approved by the cardholder’s
supervisor.
COLLEGE of EDUCATION
Basic Spending Guidelines
Where can I find do’s and don’ts?
http://www7.acs.ncsu.edu/financialsvcs/SpendingGuidelines/Spending_Guidelines.pdf
COLLEGE of EDUCATION
Josh Agner, 513-7927
Jeff Croteau, 515-9477
Lili Collazo, 515-5907
Stephanie Jackson, 513-7654
Anne Reese, 515-5910
Natalie Worth, 515-5904
COLLEGE of EDUCATION