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.
Download ReportTranscript 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 1 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 2 IMPROVE – What was done? 3 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. 4 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. 5 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 6 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 11/6/2015 7:04:36 PM 7 Contacts Kenny Grace, Bursar [email protected] 843-792-7563 Melissa Hunter [email protected] 843-792-9138 11/6/2015 7:04:36 PM 8