c ollege of e ducation hr, financials and research workshop for college of education administrators...

COLLEGE of EDUCATION

HR, Financials and Research Workshop for College of Education Administrators and Staff


Goals for the WorkshopTo 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


Conducting Business – With Who?


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


Controller’s OfficeUniv. 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 & PolicyManage financial transactions: Payment to vendors Travel Interdepartmental transfers and Journal Vouchers Cash advances, check writings, stop payments


Human ResourcesPersonnel/Payroll Classification & compensation of SPA positions EPA Personnel Services Employment Services

RecruitmentBackground checksUniv Temp Services

Information ManagementHR SystemWeb Leave

Payroll Benefits Employee Relations Training & Development


ProcurementMaterials Management

PurchasingPurchase Orders

BidsMarketPlacePCardMaterials Support

Surplus PropertyLab SuppliesWarehouse

WolfcopySignature authority up to $50,000


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


Internal Audit’s preventive approach keeps us from away from risky situations!


Contracts and GrantsResearch Management

Oversees all post award management issues throughout the lifeof 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


Organizational Unit Codes (OUC) or

Department ID (new name)Was is this?


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


List of Colleges first 2 OUC Digits

11 = Ag & Life Sciences12 = Design13 = Education14 = Engineering15 = Forest Resources16 = CHASS17 = PAMS18 = Textiles19 = Vet School20 = Management

All other units on campus also have their own OUC. Ex. Chancellor’s UnitsProvost’s Units, Graduate School, Controller’s Office, etc.


“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


And, so, how is the “University’s financial world” structured?

It is grouped by type of funds !!


Regular Academic (2)Distance Education (2)Summer School (2)Tech Fees (3)Facilities & Adm (F&A) (2)

FederalStatePrivate

Sales & Services (3)Gifts/Donations (6 & 7)Royalties (7)Endowments (6 & 7)Scholarships (6)Professorships (6)Gen Discretionary (6)Agency Funds (9)

State Appropriated

Ledgers 2 & lower 3

Research

Ledger 5

Trust Funds

Upper 3, 6, 7 & 9

Budget Office

Contracts & Grants

Univ. Acctng 3, 7, 9

Foundation Acctng 6


Which Funds Roll-Over/Carry-over?


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.

Yes !!

State Appropriated

Ledgers 2 & lower 3

Research

Ledger 5

Trust Funds

Upper 3, 6, 7 & 9

Determined by terms and conditions of funding agency .


Each account under each “group of funds” has a specific code that identifies the

type of activity they serve.


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


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


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


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.


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.


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.


State allocations/appropriations and contracts and grants awards funds must have a

structured budget. The funds are distributed among specific “codes.”

More codes


Account Codes = Object Codes

Budgets are distributed among specific budget categories toclassify 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


Converting FundsConvert to/from Perm Convert to/from 1X

11XX – Non Teaching EPA Yes Yes

12XX - SPA Yes Yes

13XX – Teaching EPA* NO, NEVER Yes

14XX – Temporary Wages Yes Yes

19XX – Contracted Services Yes Yes

5XX – Operating Budget Pool Yes Yes

* This line can only be increased “permanently” through special allocations (i.e Provost’s allocation) or state appropriations (i.e legislative increase).


ExerciseDepartment of Global Initiatives

Perm Allocation

Perm Commitments

Perm LapsedFunds

11XX – Non Teaching EPA 160,000 130,000 30,000

12XX - SPA 55,000 45,000 10,000

13XX – Teaching EPA 1,000,000 820,000 180,000

14XX – Temporary Wages

19XX – Contr Services

5XX – Oper Budget Pool 25,000 25,000 0

Total Budget 1,240,000 1,020,000 220,000


Exercise Scenarios:One-time needs:1) 2 TAs at $15K each2) 2 TAs and 1 RA $15K each3) $ 80K Renovation 4) $ 25K ConsultantsPerm needs:5) New faculty position at Assistant Prof level6) .75 Bookkeeper


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.


http://www.bestpicturegallery.com/index_angel_oak.htm


I’m not sure what are all the accounts assigned to my department/unit. How can I find out?

Easy! With Chartfield Inquiry Application


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 !


Understanding Wolf Reports


Instructions to Get to Wolf Reports

Go to the NCSU Portal and loginGo to FinancialsGo to Monitoring Tools and ReportsGo to Wolfpack Reporting System (WRS)


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.

9FYTD 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.

11FYTD 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.


Managing Financial Resources

Approving and Monitoring Financial Activities,Who are responsible?

Upper level administrators, responsible forbudgetary management: deans, department heads, directors,and coordinators Budget Custodians


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.


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.


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 fundsStephanie or Josh for contracts and grants accounts


Hopefully, prior to approving purchase!


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.


Levels of AuthorityCED support staff handle a variety of Financials and HR accesses. To betterorganize and structure the requests and the different levels of authority, each person working with financials and HR/Payroll activities in the Collegemust complete:

“Designated Levels of Authority for Financials and Human Resources form”

Completed forms will be kept in the “personnel file” in the College BusinessOffice (BCMS) to be made available to auditors during audit reviews.

This form should be used for new employees when requestingon-line access. The form will be available on BMCS website.


ReconciliationsAll 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.

http://www.fis.ncsu.edu/controller/monitoring_tools/Guide_ApprMonitor_DFAv3.pdf


2) Labor Reconciliation (Salaries)Salaries and fringe benefits charges must be reviewed and reconciled every month. Thereview is performed to determine whether salary payments charged are forvalid individuals working for the department, not terminated or on unpaid leave, that theamounts paid are accurate, and that the funding sources (accounts) charged areappropriate. Discrepancies must be reported to BMCS (Natalie Worth).

3) Non-Salary chargesNon-salary charges must be reviewed and reconciled every month to ensure allcharges 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.


Review of PCard Transactions:

The person reconciling the charges every month are responsible for ensuringthe charges are:

1) appropriate 2) have been previously authorized by the head of the department

or unit3) there is sufficient documentation available to justify the charge

The monthly statements must be reviewed and approved by the cardholder’s supervisor.


Basic Spending Guidelines

Where can I find do’s and don’ts?

http://www7.acs.ncsu.edu/financialsvcs/SpendingGuidelines/Spending_Guidelines.pdf


Josh Agner, 513-7927

Jeff Croteau, 515-9477

Lili Collazo, 515-5907

Stephanie Jackson, 513-7654

Anne Reese, 515-5910

Natalie Worth, 515-5904

c ollege of e ducation hr, financials and research workshop for college of education administrators...

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