Business and Financial Services
2011-2012 Annual Report Highlights
For Reporting Period July 1, 2011-June 30, 2012
INTRODUCTION
Business and Financial Services did a good job in meeting its goals in fiscal year 2012. This report was
prepared by referring to the goals and action items outlined in our FY2011-12 Action Plan. Some of the
major accomplishments for BFS include:
●
Several new technologies and services were implemented over the past year. TouchNet’s Mobile
application was implemented, allowing parents and students the ability to access their account
information and pay their bill using an internet enabled phone.
●
The successful replacement of the Controller, Assistant Controller, Budget Analyst, and Accounts
Payable positions. The changes in staff will help bring new ideas to the ways we’ve been
operating and will help improve the effectiveness of our operations and promote a broader
understanding of our processes to more employees.
●
FY12 also brought many fiscal legislative changes. In preparation for block funding and the
elimination of many funds in FY13, BFS prepared for changes to our accounting structure.
●
Improved internal controls and increased integrity of financial activities occurred with the
implementation of the following:
o
Centralized, electronic PCard statement storage
o
Upgraded security camera access in Student Business Services to better utilize the
resource and make it more reliable
o
Redefined the use of the ProTravel card and communicated it across campus
o
Additional reviews of user access roles in SFS PeopleSoft
This report provides an overview of Business and Financial Services goals, accomplishments, and events
of the past year. We can look back on the year with considerable satisfaction as we enter the new fiscal
year with confidence and high expectations.
PERFORMANCE HIGHLIGHTS
Accounting Services
Distributed non-payroll funds through 147 Travel Advances, 1082 Payment to Individual
Reimbursements, 3150 Travel Expense Reports, 692 Other Reimbursements/Refunds, and 75 Tuition
Reimbursements. Processed 12,073 additional vouchers. Processed 1770 General Ledger entries, and
1881 Payroll Transfer Entries.
Student Business Services
Processed 10,176 deposits totaling $80,242,800. File-transferred $20,979,456 in student refunds through
HigherOne electronically, eliminating the printing of 14,431 checks. Electronically transmitted 38,649
financial aid payments totaling $69,385,046. Processed 33,406 student cash receipts totaling $43,831,352
and 3,208 department receipts totaling $80,285,554. Manually processed 1,813 segregated fee and tuition
waivers, totaling $1,723,860.
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BFS Annual Report Highlights 2011-2012
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Collections Office
Processed 594 payments on collection accounts totaling $179,180. Collected $222,043 in delinquent
tuition and fees.
ACTIVITY TRENDS:
Accounting Services
GrantsandContracts
NewGrants,Gifts,orContractAccountOpened
Existing&ContinuousGiftandGrantAccounts
FY08
95
394
1,095
Maintained
E‐StoutAssetManagement
LaptopsTransferredtograduatingstudents
FY09
86
445
1,172
FY10
87
445
1,181
FY11
94
377
1,252
FY12
88
337
1,233
Procurement and Materials Management
Purchasing
#Purchase/BlanketOrders
#thousands$ofPO/BOprocessed
#thousands$ofProcurementCardPurchases
DuplicatingCenter
#ofDepartmentRequisitionsprocessed
FY08
FY09
FY10
FY11
FY12
2,643
2,533
1,308
1,760
1,728
$12,608 $10,856 $14,306 $19,114 $10,684
$2,304 $2,833 $3,099 $3,387 $3,665
551
511
344
279
289
PrintingServices
#ofOff‐CampusPrintingOrders
579
#ofOn‐CampusPrintingOrders
598
434
263
185
625
MailServices
#thousandsofIncomingpiecesofmail
$thousandsofOutgoingmail
#thousandsofOutgoingUPSpackages
Stores
#ofDepartmentRequisitionsProcessed
508.6
532.9
468.2
386.0
326.0
$214.20 $190.40 $190.50 $154.30 $151.60
4.4
4.4
3.9
4.8
4.1
745
610
460
498
385
Receiving
#ofPackagesreceivedandthendeliveredon
campus
25,136
29,065
29,797
21,800
19,661
Surplus
#ofSurplusCustomers
$thousandsofSurplussalestopublic
$thousandsofSurplusvaluereclaimedby
campusdepts.
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BFS Annual Report Highlights 2011-2012
3,091
$110.30
$110.70
3,194
$119.50
$124.50
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