Controller’s Office LEAN Project Research Administration Update Session July 22, 2015 Project Team Executive Champion: Patrick Wamsley Project Champion: Susie Edwards Process Owner: Melissa Smith Team Members: Cathy.

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Transcript Controller’s Office LEAN Project Research Administration Update Session July 22, 2015 Project Team Executive Champion: Patrick Wamsley Project Champion: Susie Edwards Process Owner: Melissa Smith Team Members: Cathy.

Controller’s Office LEAN Project
Research Administration
Update Session
July 22, 2015
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Project Team
Executive Champion: Patrick Wamsley
Project Champion: Susie Edwards
Process Owner: Melissa Smith
Team Members:
Cathy Carroll
Kenny Grace
Erinn Healy
Jody Latham
Karla Locklear
Julie Parrish
Facilitator: Mike Roudabush
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IMPROVE – What was done?
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Lean Project: Internal Tuition Payments
Problem:
Tuition payments received on behalf of students from any
University source via IIT are continuously being processed
campus-wide, which creates exposure to taxation issues, noncompliance with the tuition assistance policy, and
misclassification of expenses.
Goal:
To create a new process and procedure to manage internal
tuition payments that will mitigate the aforementioned
problems, as well as provide a mechanism for tracking internal
payments, deliver cost savings to the University and improve
customer service efforts.
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Root Causes of Problem
• IITs are intended for payment for the internal exchange of
goods and services; they were not designed with the intent
of making internal tuition payments.
• Lack of a formal internal tuition payment policy.
• Lack of a standardized format for internal tuition payments
and approval process.
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Solutions
• Created a formal Internal Tuition Payment Policy.
• Created an Authorization for Financial Support Form to
manage not only internal tuition payments, but also tuition
waivers and remission.
• Student information will be verified to the payroll system to
ensure student’s eligibility to receive a direct internal tuition
payment. Non-eligible students will be referred to HR Policy
17 (Tuition Assistance).
• Established a formal approval process including the
Colleges, the Controller’s Office and Grants and Contracts
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Accounting.
Resources
• Internal Tuition Payments Policy Link
http://academicdepartments.musc.edu/vpfa/policies/accounting/1-18.0.htm
• Scholarship Policy Link
http://academicdepartments.musc.edu/vpfa/policies/accounting/1-19.0.htm
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Contacts
Kenny Grace, Bursar
[email protected]
843-792-7563
Melissa Hunter
[email protected]
843-792-9138
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