FIN101Finance Orientation

Last Updated 6/21/2018

Finance Orientation

• This session will: – Introduce you to the Business Affairs-Finance

website, on-line systems used to perform daily finance related tasks and the Finance Training Certificate Program

– Provide an overview of each Finance department

• Controller’s Office • Associated Entities• Budgets• Financial Analytics• Financial Systems• Purchasing• Student Accounts & Cashiers Office

Finance Orientation - Finance

• Business Affairs-Finance Website– http://www.uncw.edu/finance/index.html

About UsA-Z FinanceDepartments & ServicesFinance FormsFinancial StatementsFinance TrainingChart of AccountsImportant DatesPolicies & Procedures

Finance Orientation - Finance• Systems used:

– Banner Finance contains financial data for all funds (including grants) such as:budget status, transaction detail, purchase order view, budget revision, grant details, payment history, and general ledger information.

• To obtain access to your department’s financial information in the Banner Finance module, complete the Request for Banner Finance System Access Request form found at http://uncw.edu/itsd/working/bannerforms.html. See the accompanying informational sheet for detailed instructions on completing the form.

• Access is typically assigned at the 5 digit organization level.

• Once access has been granted, the IT Banner Security group will email log in instructions.

• The Banner password must be reset every 90 days. The Banner Change Password application can be used to reset the password. The app is found at https://itsappserv02.uncw.edu/BanPass/login.aspx?ReturnUrl=/BanPass/Default.aspx.

Finance Orientation - Finance

• Systems used (cont’d):– uShop is an e-procurement system which

provides an effective and efficient purchasing process.

• Banner org access controls uShop org access• Roles

– Shopper– Requester or Senior Requester– Approver (Budget Authority)

• To obtain access to uShop as a requester/senior requester, you must complete the PUR206 and ACT105 sessions that are part of the Finance Training Program.

• Once access is granted, click on the uShop logo on My Seaport (Administrative Services tab)

Finance Orientation - Finance

• Systems used (cont’d):– e-Print is a web-based system designed to

securely and quickly present existing reports.

• Access to e-Print is automatically granted to all Banner Finance users and is limited to your department’s financial data.

• Use your Banner username and password to access e-Print

• e-Print websites– For login: https://eprint.uncw.edu

Finance Orientation - Finance• Systems used (cont’d):

– SSRS Web Reports is another web-based reporting tool used to present Finance reports.

– To request access to SSRS Finance reports, select the Finance Reports option on the Request for Banner Finance System Access.

• SSRS can be accessed– From the Faculty/Staff webpage http://www.uncw.edu/facultystaff/ and

selecting SSRS Web Reports on the left side of the page– Or at https://reports.uncw.edu/Reports/Pages/Folder.aspx– Once access has been granted, the IT Banner Security group will email

log in instructions.– The SSRS password is separate from your Banner password and must

be reset every 90 days. The SSRS Web Reports Change Password application can be used to reset the password. The app is found at https://itsappserv02.uncw.edu/ODSpass/login.aspx?ReturnUrl=%2fodspass%2fdefault.aspx.

• To access Finance reports– Select Financial Reports– Select Campus Reports

» Click on specific report

Finance Orientation - Finance

• Systems used (cont’d):– Chrome River is our new Travel and

Expense system. This system will serve two great needs on campus

• To enter travel authorizations, processing reimbursement requests and managing travel card needs (replaces E-Travel)

• To enter electronic check requests and route for approvals and processing (replaces paper check requests)

– Access Chrome River via MySeaport• Click on Administrative Services• Search list under Additional Services

Finance Orientation - Finance

• Systems used (cont’d):– WORKS is used to reconcile the fund/account allocations for

UNCW’s Purchasing Card charges before the transactions are fed into the general ledger.

• Roles – The appropriate access level is granted based on an individual’s role in WORKS.

– Card Holder– Reconciler– Approver

• Access application is available at:– http://uncw.edu/Purchasing/documents/PCardApplication.pdf

• P-Card Team:– Kim Reardon (Customer Service)– Amanda Rose (Monthly Statements)– Dian Smith (Systems: WORKS, Banner)

• Assistance is available by email, phone & webpage as follows:– Email - pcard@uncw.edu– Phone - 910-962-3158– Webpage - http://www.uncw.edu/Purchasing/purchasingcard.html

Finance Orientation -Finance

• Systems used (cont’d)- WebNow is the university’s document imaging system.

• Fund Establishment and External Invoice documents are available for campus viewing.

• To obtain access to view these documents, contact Susan Suits in Financial Systems at ext 27206 or email suitss.

• Use your domain username and password to log into WebNow

Finance Orientation -Finance

• Systems used (cont’d)- Finance Training System is used to enroll and/or withdraw from courses in the Finance Certificate Training Program.

• Provides certificate level tracking and personalized training history

• Available to all UNCW faculty, staff, temporary and student workers.

• Access at https://itsappserv02.uncw.edu/training/• Use your domain username and password to log into

the Finance Training System

Finance Orientation – Finance

• Finance Training– The Finance Certificate Training Program is a

comprehensive and progressive series of courses designed to provide you with a strong understanding of finance processes and procedures at UNC Wilmington.

• 3 Levels – Introductory, Hands on, Advanced• Electives are not required to complete certificate

levels• Prerequisites are recommended only • Register for classes and track your progress in

the Finance Training System– Website: http://www.uncw.edu/financetraining– Finance Training Administrator – Sydney Ellers,

ext 23067 or ellerss

Finance Orientation – Accounting Controller’s Office

• Comprised of these operational areas:– Travel– Accounts Payable – Accounts Receivable/Billing– Budgets– Financial Analytics– Endowments– Payroll– General Accounting– Financial Reporting– Debt Service– Tax Compliance– Credit Card & PCI Compliance– Fixed Assets– Financial Systems– Purchasing– Student Accounts & Cashier Office

• Website http://www.uncw.edu/controller• Stefanie Powell, Interim Associate Vice Chancellor for Finance

and Controller• For assistance, contact ext 23227 or powells

Finance Orientation – AccountingChrome River/Travel Office

• Key Responsibilities– Processes all UNCW travel

• Employees, Non-Employees• Students, Non-Students• Student Groups• International Travelers

• Website– http://www.uncw.edu/travel/index.html

• For assistance– Sandy Gladden, Chrome River/Travel Supervisor, ext 24217

or gladdens

Finance Orientation – AccountinguShop/Accounts Payable

• Key Responsibilities– Pays University’s bills– Serves internal and external UNCW customers– Handles vendor withholdings– Processes check requests for vendor payments and

employee reimbursements including petty cash– Utilizes vendor direct deposit whenever possible

• Website– http://www.uncw.edu/accountspayable/

• For assistance– Cathy Daniels, uShop Supervisor, ext. 23645 or danielsca– Joanne Ferguson, Associate Controller, ext. 23647 or

fergusonj

Finance Orientation – AccountingAccounts Receivable

• Key Responsibilities– Coordinates all billing not related to students’

accounts– Billing for Contract & Grants, External and

Public Service– Collections and reporting

• Website– http://uncw.edu/controller/accounts_receivable.html

• For assistance– Marcia White, Billing Manager, ext 22190 or

whiteme

Finance Orientation – AccountingPayroll

• Key Responsibilities– Processes salary and wage payments for faculty, staff

and students– Payroll taxes and withholding– Payroll Points of Interest

• First paycheck is always paper• Direct deposit is mandated by the state of NC• Paydays are:

– Undergrad Hourly Students & Temps – 15th of each month– All faculty, permanent staff, Flat Pay graduate students –

Last working day of the month. • Website

– http://www.uncw.edu/Payroll• For assistance

– Tim Huelsman, Payroll Manager, ext 27255 or huelsmant

– General assistance, ext 23163

Finance Orientation- AccountingGeneral Ledger

• Key Responsibilities– Cash management– Escheats– University Banking– IDI Processing– Journal entry review and processing– Chart of Accounts maintenance (Funds, Orgs, Accounts)– Reconciliations– Wire transfers

• Website – http://www.uncw.edu/controller/generalaccounting/index.html

• For assistance– Becky Heins, General Accounting Manager, ext 27423 or heinsr– Joanne Ferguson, Associate Controller, ext 23647 or fergusonj

Finance Orientation- AccountingTax Compliance

• Key Responsibilities– Handles all university tax compliance issues

• All university tax reporting• International tax issues and compliance• Sales tax• Federal and state tax compliance• Independent Contractors

• Website http://www.uncw.edu/tax/index.html

• For assistance– Lisa Eakins, Tax Accountant, ext 22757 or

eakinsl

Finance Orientation – AccountingFinancial Systems

• Key Responsibilities– Banner Finance & HR access– e-Print system management– Banner Finance help desk– Banner Finance & HR system enhancements/upgrades– Finance document imaging– PCI Compliance– uShop System Administration

• Website– http://www.uncw.edu/financialsystems

• For assistance, – Susan Suits, ext 27206 or suitss– Julia Dudley, ext 27890 of shookj– Jody Leber, ext 23400 or leberj

Finance Orientation – Accounting Student Accounts & Cashier Office

• Key Responsibilities• Cashier’s Office

– Provides customer service to students, parents, faculty and staff– Provides all receipting as the cash repository for the university– Processes deposit transmittals for university departments– Processes petty cash reimbursements for students

• Student Accounts/Billing– Generates student monthly electronic bills through E-bill– Answer general student questions – Contact initiating department for

charges other than tuition (Housing, Auxiliary, Post Office)– Processes all student refunds– Prepares student financial reporting; Census,1098T, 1042S

• Collections– Collection of all past due student account balances, non-student

external invoices and contract & grant invoices– Perkins Loan exit interviews and collections– Administers and manages “TealPay” Payment Plan

• Website http://www.uncw.edu/studentaccounts/• For assistance

– Laura Gore, Student Accounts Manager, ext 23076 or gorel– Stefanie Pollack, Cashier Supervisor, ext 23164 or pollacks– General assistance, ext 24281

Finance Orientation – Associated Entities

• Manages financial aspects of:• University endowment funds• Foundation of the University of North Carolina at Wilmington• UNCW Corporations including UNCW Research Foundation• Donald R. Watson Foundation, Inc.• Alumni Association of the University of North Carolina at

Wilmington• UNCW Student Aid Association, Inc.• Friends of the University of North Carolina at Wilmington, Inc.

• Website• http://www.uncw.edu/associatedentities

• For assistance• Sonda Jenson, ext 23139 or jensons

Finance Orientation - Budgets• Key Responsibilities

– Budget Development• General funds, trust funds & auxiliaries• Tuition & fee increase proposals

– Budget Monitoring• On-line budget revisions• SRCI flexes• Unbudgeted trust funds• Budget overrides

– Position Control• Personnel budget monitoring and analysis• Lapsed salary reporting• Position establishment

• Website– http://www.uncw.edu/budget/

• For Assistance, – Charlie Ducker, Lead Position Control Budget Analyst, ext 27540 or

duckerc– Heidi Mallory, Lead Finance Operations Budget Analyst, ext 23914 or

malloryh

Finance Orientation – Financial Analytics

• Key Responsibilities– Work with campus to compile historical data in order to plot and project

financial growth and stability– Apply data gathered to make calculated decisions in the interest of

UNCW’s mission– SSRS Finance reporting assistance – for inquiries regarding new or

existing finance SSRS reports• Website

– https://uncw.edu/financialanalytics/index.html• For Financial Analytics Assistance

– Russ McBrayer, Financial Analyst, ext. 22406 or mcbrayerm• For SSRS Finance Reporting Assistance

– Heath Baker, Systems Financial Analyst, ext. 22073 or bakerh

Finance Orientation – Purchasing

• Key Responsibilities– Procure goods and services in support of UNCW’s

mission– Issues Purchase Orders and execute contracts and

leases for goods and services– Administer Purchasing Card Program

• Website– http://www.uncw.edu/purchasing/

• For assistance– John Robinson, Director, ext 23154 or

robinsonj@uncw.edu– General assistance, ext 23158, purchasing@uncw.edu– Purchasing Card assistance, pcard@uncw.edu