Transcript Financial Rep Meeting - Controller's Office / FSU

Financial Rep Meeting
November17, 2009
Agenda
Opening Remarks………………………………………………………8:30 – 8:45
Ralph Alvarez
Procure-to-Pay ……………………….……………………………………8:45 – 9:35
Dawn Snyder, Roberta McManus & Karen Gibson
Budget & Accounting…………………………………………………9:50 – 10:40
Roberta McManus, Michael Lake & Judd Enfinger
Reports & Queries..……………….……………………………………10:55 – 11:45
Judd Enfinger
2
BUDGET & ACCOUNTING
ROBERTA MCMANUS
MICHAEL LAKE
JUDD ENFINGER
3
Current Topics & Events
 American
Recovery & Reinvestment
Act (ARRA) – “stimulus”
◦ Sponsored Research
◦ E&G
 Ledger
Reconciliations
 New Credit Card Processing Policy
Budget & Accounting
4
ARRA
Sponsored Research
64 awards totaling $25.2 million as of November 16, 2009
 Fund 521 created for ARRA sponsored projects
 Reporting requirements

◦ Over 132 required data elements to be reported on
FederalReporting.gov
◦ ARRA requirements are in addition to individual award reporting (DO
NOT replace normal reports)
◦ Notify Sponsored Research if subcontracts or major vendor purchases
are anticipated
◦ FSU as prime recipient – reporting due by10th of month following
calendar quarter end
 Subcontracts under prime award will have unique terms and conditions
◦ FSU as sub recipient (subcontracted) – reporting due dates and
requirements will be addressed on a case by case basis and coordinated
with the PI as appropriate
Budget & Accounting
5
ARRA – Sponsored Research
PI Responsibilities

Submit initial report to Sponsored Research to include
award description and location
◦ Due upon acceptance of award

Submit quarterly reports to Sponsored Research
◦ Include status of work completed
◦ Also include a cumulative description of the activities accomplished
since the inception of the award, inclusive of first-tier subcontract
activities
◦ Due to Sponsored Research on or before the last day of every calendar
quarter until the expiration date of the award (September 30,
December 31, March 31, June 30)
◦ Submit even if funds have not yet been expended

Forms are available online
Budget & Accounting
6
ARRA – Sponsored Research
SRAS Reporting Responsibilities
Quarterly life-to-date expenditure reconciliations
 Jobs data (types & EFTs)

◦ Created
◦ Retained
Vendor payments
 Subcontractor / major vendor reporting
 Actual (electronic) submission of reports

Budget & Accounting
7
ARRA – E&G





Please review carefully the memorandum on the Budget
Office website
Valid request on file with Budget Office
Compliance with spending guidelines and reporting
Spend the money by June 30, 2010
New OMNI Fund numbers for ARRA funds
Budget & Accounting
8
Office of Budget & Analysis
Website

Please visit our updated website for a wealth of information
for Budget Managers and departmental financial
representatives!

http://www.bad.fsu.edu/
Budget & Accounting
9
Ledger Reconciliations

A crucial internal control process
◦ Not specifically required by University policy, but necessitated by sound
business practice
◦ Recent audit findings have indicated that some departments do not
reconcile on a regular (monthly) basis

Training classes available
◦ Offered monthly by the Controller’s Office, Quality Assurance
department
◦ Provide tips, assistance and best practices in performing reconciliations
◦ Class materials, forms, etc. are available on the Controller website
Budget & Accounting
10
Ledger Reconciliations
Backup Documentation
Quality Assurance has been working with campus units to
try and improve the availability of backup documentation
 Specifically, working with Facilities, Business Services and
General Accounting
 Facilities work order details are currently available online







New BlackBoard Organization – ‘Facilities’
Contact Debra West to gain access
Charges available for July 2009 forward (click on ‘Dept Charges’ link)
Should tie to ‘OFM’ journals on ledger
Additional details available for fuel purchases
PDF file should be available by 3rd to 5th business day of following
month
Budget & Accounting
11
New Credit Card Processing
Policy
New policy OP-D-2-G – Pertains to all departments that
“process, transmit or store confidential cardholder
information.”
 Policy states that card processing departments must:

◦ Be compliant with the Payment Card Industry Data Security Standard
(PCI DSS)
◦ Be a Controller’s Office approved Cash Collection Point
◦ Make arrangements to accept cards through SFS
◦ Ensure that before employees work with cards or access cardholder
data they
 Complete SFS Payment Card Security Training
 Comply with the University’s background screening requirements

New Payment Card BlackBoard organization (PCI Training)
◦ Established to assist departments in complying with this policy
◦ Contact Alyn Minnerly, SFS Credit Card Manager, for access
Budget & Accounting
12
Q&A Panel of Experts!






Alvaro Bernal – Controller’s Office, Accounting
Services
Judd Enfinger – Controller’s Office, Quality
Assurance
Michael Lake – Budget Office
Roberta McManus – Sponsored Research
Accounting Services
Rick Oakley - Sponsored Research Accounting
Services
Glenn Scanlan – Controller’s Office, Student
Financial Services
Budget & Accounting
13