Business Office Update
EMPOWERMENT
THROUGH EDUCATION
Fall 2008
Two Audits in 2008 – Nice Job
Federal Funds Audit
Transfers should be done
in the same fiscal year
Segregation of duties on all
paperwork
Internal Audit of purchasing
tools
100% compliance on Purchasing
Cards
90% compliance on travel
70% compliance on Blanket
Purchase Order Logs.
Blanket Purchase Order Logs
Every purchase requires written
pre-approval.
Treat just like you do the
Purchasing Card Log.
Every purchase must be recorded.
Don’t wait for the invoice
to record.
Email approval is okay, it
should be printed and attached to the log.
Travel
Make sure signature is always
received from the traveler, even non-employees.
If you don’t choose per
diem or appropriate % (25, 50, 75) then you must have original and
itemized receipts.
You must choose the cheapest
rental car available from the vendor you choose.
If you do not use National
Rental Car or Enterprise Rent-A-Car you must provide an explanation
why.
Unless a grantor doesn’t
allow the full amount, the university travel office requires we use
the federal mileage rate.
If you share a room be sure
to list that person’s name and their T#. Don’t forget to document
whether it is a single or double room rate.
Insurance (3 Types)
Volunteers
Liability only
Required to be paid by counties
and state units
Business Office pays via Blanket
Purchase Order then charges back to the department.
Office and employees
Liability and damage
University covers over $10,000
No payment needed
Event
For events outside the office
where the public will be involved
Optional, but recommended
Accident coverage
Unit should create a Purchase
Order with American Income Life or similar vendor.
Multi-State Federal Reporting
Change for Federal Fiscal
year 2009
(Oct 2008 – Sept 2009)
25% of federal funds must
be spent on multi state activity and 25% on integrated research and
Extension activities
This is about $2,500,000 each
goal.
Federal money is currently
spent on salaries of most extension professionals which means we can
use the TIME you spend doing this work.
A new survey will be sent
bi-monthly to collect the appropriate information from all of us who
are paid on federal funds.
Should track date, hours
spent and description of activity.
Travel form changes won’t
capture all that is needed.
Changed funding for academic
departments
Changes being made to the
URS
Ideas? Buxton.65@osu.edu
Budget Update
State Budget Update
Business Office Budget Update
Credit Card Acceptance
For sales
See Keira McGlone in Comm
Tech. mcglone.39@osu.edu
For Registrations
Tentative date early 2009.
Counties will likely work
through program areas.
Plans currently being developed.
Ideas… buxton.65@osu.edu
Signature Authorizations (Directors)
Each org # has 1 or more directors.
Those directors must complete
a delegation of signature authority letter (on website) before they
can approve any document.
These are reviewed and approved
periodically by Keith Smith.
Must be on file in the Business
Office.
Co-Directors can not sign
for each other on fiscal documents.
http://osuebusiness.ag.ohio-state.edu
Questions? Buxton.26@osu.edu
Signature Authorization
(when a Director is away)
The Org Director can temporarily
delegate a signer in the office.
Sample letter on Business
Office site.
Must be in writing.
Cannot be the fiscal person.
Must list what they can and
cannot sign.
Must list the dates that the
person can sign (less than 90 days).
Letter has to be approved
by Stephen Wright, Jack Kerrigan, Bev Kelbaugh, Cindy Buxton or Brian
McClain.
A copy of the approved (by
Director and by the Fiscal approver) should be attached to everything
the person signs.
http://osuebusiness.ag.ohio-state.edu
Questions? Buxton.26@osu.edu
Payment Timing Standards
http://www.ag.ohio-state.edu/~osueb/documents/TimingStandardsUpdatedMar2007_000.doc
Most items are processed by
the Business Office within two weeks of receiving accurate and complete
paperwork.
Doesn’t include time…
in the mail
for Directors to approve transactions
for AP to print checks
for purchasing to approve
purchase orders
for you to approve vouchers
in the system
for problems
Etc. etc. etc…
Working on contacting you
faster with problems.
Public Records Requests?
Clusters, etc…
If you or your commissioners
have arrangements with written agreements
or
If you have informal agreements
Talk with Jackie LaMuth
lamuth.1@osu.edu
614-292-6470
New Fiscal Packet
Created by the Business Office
Advisory Group for new fiscal employees.
Contact buxton.65@osu.edu if you would like a copy for your office.
Upcoming Training (cont.)
Buying 101 and PCard
1/20/09 in Columbus
Support Staff Conference
in October
Annual Conference in December
County Reviews
EFNEP eReports training
Regional County Director Meetings
Finances and Processes
of Grants and Contracts – Greene County and Web ex 02/11/2009
Upcoming Training
Advanced eReports &
PeopleSoft
10/30/08 in Caldwell
12/4/08 in Columbus
12/5/08 in Wooster
1/15/09 in Columbus
1/29/09 in Piketon
Reading and Reconciling
eReports
11/6/08 in Wooster
1/8/09 in Piketon
1/13/09 in Columbus
1/22/08 in Shelby County
Registration forms on Web http://osuebusiness.ag.ohio-state.edu
Scanning invoices to PeopleSoft
Not working because offices
aren’t on OSU network.
Working on a solution.
Hope to fix by the end of
the calendar year
Coming in 2009
PREP system available for
University transactions
Travel system converting to
PeopleSoft.
New Extension and county web
pages
Large Internal Audit in the
spring
Buying 101, PCard and PeopleSoft
training online
Meet with new county directors
for one on one training.
Improve customer service
Changes to cost recovery policies
and incentives for revenue generation
Negative fund policies cleanup
Questions? Suggestions Comments?
http://osuebusiness.ag.ohio-state.edu
Buxton.65@osu.edu
Contact your Business Office
Representative or any other Staff Member