Business Office 14 Annual “How To..” Forum August 23, 2011 &
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Business Office 14th Annual “How To..” Forum August 23, 2011 & August 24, 2011 BUSINESS OFFICE FISCAL YEAR 2011-2012 As of August 12, 2011 Mary Elizondo Comptroller Annie Ochoa Administrative Asst. Irene Zavala Secretary Sunil Rajwani System Analyst Eden Garza Records Technician VACANT Asst. Comptroller Norma Jimenez Bursar Cashiering & Spirit Office Maria de Jesus Palomo Accountant Student Payments Maria Emma Trevino Accountant Cashiers Accounting Assistants Billings & Receivables Vacant Juan Flores Bertha Villarreal Head Cashier Concepcion Lira Accounting Assistant SPIRIT Cashiers Gracie Garcia Eutiquio Vela Monica Zavala Cynthia Tenorio Norma Luna Cynthia Lopez Erica Garcia Jacinta Garcia Vacant David Gaytan Dalinda Gamboa Accounting Group Supervisor Grants/Contracts & Accounts Payable Maricarmen Ramirez Accountant Accounts Payable Accounting Assistants Travel Yolanda Olivo Cynthia Prado Myriam Lopez Accounting Group Supervisor Student A/R, Budget, & Reporting Mireya Olvera Accountant Grants & Contracts M. Nicole Espinoza Budget Coordinator Lydia C. Flores Accounting Specialist Accounts Payable Norma Reyna Accounting Specialist Grants & Contracts Elena Jimenez Accounting Specialist Budget Control Accounting Assistants Marcos Garcia Bertha Arriaga Melly Leal Temp. Accountant VACANT Beatriz Saldana Gabriela Gonzalez Marcy Gonzalez Efrain Lira Yvette Ortiz Alma Church Accounting Group Supervisor General Accounting & Construction Marittza Adame Accountant Accounts Receivable Maribel Medina Accounting Specialist Collections Accounting Assistants Sonia Elizondo Norma Ibarra Myra Ochoa Sonia Elizondo Yesica Avila Accountant General Accounting Nereida Sanchez Accountant Construction Karla Gamboa Accounting Specialist General Accounting Accounting Assistants Blanca Cantu Brenda Lopez Maria Anabel Garza Accounting Assistant General Ledger Cynthia Villarreal Accounting Group Supervisor Payroll, Fed/State Tax, & Special Reports Vanessa Sifuentes Accountant Payroll Lidia Romo Accounting Specialist Payroll Accounting Assistants VACANT Amanda Vargas VACANT Lucia Chavez Accountant Special Projects Ana Maria Hodgson Accounting Specialist Position/Budget Control Payroll BUSINESS OFFICE DIRECTORY OFFICE OF THE COMPTROLLER NAME Mary G. Elizondo Vacant Annie Ochoa Irene Zavala Eden Garza Sunil Rajwani TITLE Comptroller Asst. Comptroller Admin. Assistant Secretary Records Technician System Analyst EMAIL PHONE NUMBER marye@southtexascollege.edu 872-4655 872-4622 aochoa@southtexascollege.edu872-4645 izavala@southtexascollege.edu 872-4601 eegarza@southtexascollege.edu872-4614 strajwani@southtexascollege.edu 872-4663 BUDGET CONTROL NAME Myriam Lopez M. Nicole Espinoza Elena Jimenez TITLE EMAIL PHONE NUMBER Accounting Group Supervisor myriaml@southtexascollege.edu872-4640 Budget Coordinator mnespino@southtexascollege.edu 872-4633 Accounting Specialist elenae@southtexascollege.edu 872-4620 STUDENT ACCOUNTS & RECEIVABLES & COLLECTIONS NAME Marittza Adame Maribel Medina Myra Ochoa Norma Ibarra Sonia Elizondo TITLE Accountant Accounting Specialist Accounting Assistant Accounting Assistant Accounting Assistant EMAIL PHONE NUMBER mmadame@southtexascollege.edu 872-4612 mmedina@southtexascollege.edu 872-4624 mochoa19@southtexascollege.edu 872-4657 naibarra@southtexascollege.edu872-4658 relizondo@southtexascollege.edu 872-4676 GRANTS & CONTRACTS NAME TITLE EMAIL PHONE NUMBER Dalinda Gamboa Accounting Group Supervisor dgamboa@southtexascollege.edu 872-4619 Mireya Olvera Accountant molvera@southtexascollege.edu872-4652 Norma Reyna Accounting Specialist norma@southtexascollege.edu 872-4602 Maria Estman Accounting Assistant BUSINESS OFFICE DIRECTORY ACCOUNTS PAYABLE & TRAVEL NAME TITLE EMAIL PHONE NUMBER Maricarmen Ramirez Accountant mramirez@southtexascollege.edu 872-4609 Lydia Flores Accounting Specialist lcflores@southtexascollege.edu 872-4628 Marcy Gonzalez Records Technician (Temp.) mgonzalez2@southtexascollege.edu 872-4673 Marcos Garcia Accounting Assistant mgarcia1@southtexascollege.edu 872-4611 Bertha Arriaga Accounting Assistant berthaa@southtexascollege.edu872-4659 Efrain Lira Accounting Assistant elira_6696@southtexascollege.edu 872-4623 Beatriz Saldana Accounting Assistant bsaldana1@southtexascollege..edu 872-4631 Gabriela Gonzalez Accounting Assistant mggonzalez@southtexascollege.edu 872-4691 Melly Leal Accounting Assistant maleal@southtexascollege.edu 872-4673 Yvette Ortiz Accounting Assistant ymortiz@southtexascollege.edu 872-4642 Yolanda Olivo Accounting Assistant - Travel yolivo@southtexascollege.edu 872-4618 Cynthia Prado Accounting Assistant - Travel cpradoz2@southtexascollege.edu 872-4656 GENERAL ACCOUNTING NAME TITLE EMAIL PHONE NUMBER Alma Church Accounting Group Supervisor achurch@southtexascollege.edu872-4616 Nereida Sanchez Accountant nsanchez@southtexascollege.edu 872-4636 Yesica Avila Accountant yavila@southtexascollege.edu 872-4665 Karla Gamboa Accounting Specialist kgamboa@southtexascollege.edu 872-4617 Blanca Cantu Accounting Assistant balicia@southtexascollege.edu 872-4650 Brenda Lopez Accounting Assistant bklopez@southtexascollege.edu872-4638 Maria Anabel Garza Accounting Assistant magarza1@southtexascollege.edu 872-4662 PAYROLL , POSITION CONTROL & SPECIAL PROJECTS NAME TITLE EMAIL PHONE NUMBER Cynthia Villarreal Accounting Group Supervisor cvillar@southtexascollege.edu 872-4610 Lucia Chavez Accountant - Special Projects lmtz@southtexascollege.edu 872-4669 Vanessa Sifuentes Accountant vbalderrama@southtexascollege.edu 872-4674 Lidia Romo Payroll Specialist romol@southtexascollege.edu 872-4604 Ana Maria Hodgson Accounting Specialist amhodgson@southtexascollege.edu 872-4633 Vacant Payroll Assistant 872-4629 BUSINESS OFFICE DIRECTORY Vacant Amanda Vargas Payroll Assistant Accounting Assistant 872-4606 avargas@southtexascollege.edu872-4613 CASHIERS NAME TITLE EMAIL Norma Jimenez Maria De Jesus Palomo Jacinta Garcia Vacant Juan Flores Jr. Concepcion Lira Bertha Villarreal Cynthia Tenorio Erika Garcia Cynthia Lopez Graciela Garcia Vacant Eutiquio Vela Norma Luna David Gaytan Monica Zavala Bursar normaj@southtexascollege.edu 872-6454 Accountant - Student Payments mdpalomo@southtexascollege.edu 872-6451 Accounting Specialist (Temp.) jgarcia1@southtexascollege.edu872-2051 Accounting Assistant 872-3444 Accounting Assistant jflores@southtexascollege.edu 872-3470 Accounting Assistant clira@southtexascollege.edu 872-2565 Head Cashier berthav@southtexascollege.edu872-2531 Cashier catenorio@southtexascollege.edu 872-2059 Cashier egarcia@southtexascollege.edu 872-2611 Cashier casaldivar@southtexascollege.edu 872-2159 Starr Campus - Cashier graciela@southtexascollege.edu488-5846 Starr Campus - Cashier Cashier evela@southtexascollege.edu 872-2069 MV Campus - Cashier naluna@southtexascollege.edu 447-6668 Cashier djgaytan@southtexascollege.edu872-2135 MV Campus - Cashier mzavala@southtexascollege.edu447-1226 PHONE NUMBER Table of Contents 5 Banner Finance & Access and Budget 1 Questions 2 Go Green 6 Cashiers 3 Fraud & Abuse Awareness and Internal Controls 7 Accounts Payable 8 Travel 9 Grants Mary G. Elizondo, Comptroller Mary G. Elizondo, Comptroller 4 Ethics Mary G. Elizondo, Comptroller Myriam Lopez, Acctg. Group Supervisor Cashiers Staff Dalinda Gamboa, Acctg. Group Supervisor Cynthia Prado, Accounting Assistant Grants Staff Table of Contents 10 Accounting Transactions 11 Budget Transfers 12 General Accounting Staff 13 Student Accounts Receivable Accounts Receivable Staff Nicole Perez, Budget Coordinator 14 S.P.I.R.I.T. Office Payroll, Position Control, & TimeForce 15 Conference Procedures 16 Questions Payroll Staff SPIRIT Office Staff Nicole Perez, Budget Coordinator INTRODUCTION Objectives To learn “How To” Prepare and Process Business Office Documentation • To “Learn About” Business Office Functions • Business Office “Count on Satisfaction” Paperless Initiative Components of Go Green JagMail in use by student population. • • Tuition statement notifications and reminders sent to student email. Professors using JagMail for coursework. TouchNet Marketplace implemented since 2010. 6 departments currently using the application. 2 departments are interested and one is already testing. Financial Reports available to Financial Managers & AA‟s since 2009. Employee paystubs online through JagNet since March 2010. Offer ACH payment for vendors and direct deposit for employees (travel) available since 2009. • Ongoing Green campaign. JagMail Send notifications when tuition bills are available online and payment reminders every semester. Allow faculty to communication about coursework with students. Announce work study positions. Announce campus events to students. Send other communications to students. Jagmail tab in JagNet for student profile. TouchNet Marketplace Initial implementation began December 2009. Online for 6 departments • Child Development Center • Student Assessment Center • Health & Wellness Center • Women's Studies • Alumni & Friends • Parking & Security Types of Payments addressed • Faculty/Staff • Non-tuition student • Conferences & Events Go live date was February 22, 2010. TouchNet Marketplace Future development • Valley Scholars “Night with the Stars” • • Currently in testing phase Library Services • Custom development with assistance from I.T. Employee paystub in JagNet Available since March 31, 2010. Next phase integrates W2 in JagNet Business Office “Count on Satisfaction” South Texas College Guidelines for Reporting and Investigating Suspected or Known Fraud, Abuse and Other Improprieties S T C G u i d l i n e s http://rav4.southtexascollege.edu/hr/forms/policies/policies_reporting_fraud_procedures.pdf 1. Introduction STC is committed to creating an environment where fraud, abuse and other improprieties are not tolerated Responsibilities for educating employees Responsibilities for internal controls Responsibilities for identifying and evaluating risks 2. Purpose Procedures and responsibilities or reporting and investigating incidents Taking remedial actions Reporting evidence 3. General • Applies to all employees • • Requires employees to detect and report College will pursue legal remedies Texas Whistleblower Act Requires employees to cooperate • Immediately contact appropriate personnel • • 4. Examples of Acts of Fraud, Abuse and Other Improprieties • ACFE – The use of one’s occupation for personal enrichment through the deliberate misuse or misapplication of the employing organization’s resources or assets • Encompasses wide variety of conduct, such as pilferage to sophisticated investment swindles • Common violations – asset misappropriation, corruption, false statements, false overtime, petty theft and pilferage, use of common property for personal benefits and payroll and sick time abuses 4. Examples of Acts of Fraud, Abuse and Other Improprieties Activity: Is done with the intent to conceal Violates the employee‟s fiduciary duties to the College Is committed for the purpose of direct or indirect financial benefit to the employee Costs the College assets, revenues, or reserves 5. Employee Responsibilities • Report the act to your immediate supervisor • If the supervisor has participated in or condoned the act, report the matter to the next highest level of supervisor or management • Director of Human Resources Anonymous Fraud Hotline State Auditor‟s Hotline • • 5. Employee Responsibilities • Employee should prepare written report • Department where the act is occurring • What is occurring • When it occurred • Who is involved • How is it occurring • Employee will refrain from further examination Question What should you do if you suspect fraud? 6. Restitution • Appropriate action will be taken to recover assets lost • Will include cost of investigation, recovery or other associated costs 7. Internal Control Deficiencies • Identify areas or practices in College that require modification • Internal Auditors will recommend corrective actions and shall follow-up on their recommendations 8. Employee Disciplinary Actions • An employee • • • • found to have participated who hinders a fraud inquiry or investigation by making a false or misleading statement who has knowledge of fraud of a dishonest act, but fails to report it according to these guidelines shall be subjected to disciplinary action 9. Acting on Evidence of Fraud • • • College is responsible to investigate acts and to act on evidence Appropriate personnel will gather facts and evidence Appropriate experts, consultants and law enforcement will be engaged as required 9. Acting on Evidence of Fraud • Employee may be reassigned, relieved of duties, etc, pending the outcome of the investigation • A report will be prepared • Take appropriate action against the employee found to have committed the act 10. Employee Training and Acknowledgement Training related to reporting is provided to all employees 11. Acting in Good Faith Anyone reporting acts, must act in good faith and have reasonable grounds for believing the information disclosed is valid Reports done unsubstantiated and proved to be done maliciously, recklessly, or falsely, will be viewed to as a serious disciplinary offense and may result in discipline, up to and including termination of employment 12. Confidentiality Reports and investigations of reports of incidents of fraud, shall be kept confidential Disclosure of reports to individuals not involved in the investigation will be viewed as a serious disciplinary offense and may result in discipline, up to and including termination of employment Doing What’s Right If you ever have a concern regarding • • • violation of policies illegal activities unsafe activities Doing What’s Right Such as the following: • • • • • Theft, misappropriation of funds, false request for reimbursement, unauthorized use of records or access to information systems or fictitious vendor, employee, or student payments Doing What’s Right Don’t keep it to yourself. • You have the responsibility to report it to the appropriate personnel. Report the act per normal channels: • your immediate supervisor or • if your immediate supervisor has participated in or condoned the act, report the matter to the next highest level of supervision or management or to • the Director of Human Resources Doing What’s Right If you don‟t feel comfortable discussing the issue within normal channels, you may call The Network, an independent company which provides an anonymous reporting service for hundreds of companies worldwide. http://finance.southtexascollege.edu/businessoffice/forms/alerts/ Alert_2006_08.pdf Doing What’s Right • This service is not intended as a substitute for speaking directly with management. • It is an option that is always available if you want to help, but prefer not to give your name. Doing What’s Right THE NETWORK 1-800-482-5158 This toll-free number is staffed by The Network, an independent organization operating 24 hours a day, 7 days a week. You do not have to give your name. An Interview Specialist documents your concern, assigns you a personal reference number, and relays your concerns to the company. Fraud Hotline Flyer http://finance.southtexascollege.edu/businessoffice/forms/Fraud_Hotline_Flyer.pdf Fraud Survey F r a u d s u r v e y http://finance.southtexascollege.edu/businessoffice/survey.html Questions Got Internal Controls? presented by South Texas College Business Office “Count on Satisfaction” The COSO* Definition of Internal Control Definition of I/C: “Internal control is a process - effected by an entity‟s board of directors, management, and other personnel - designed to provide reasonable assurance regarding the achievement of objectives in the following categories: a) reliability of financial reporting b) effectiveness and efficiency of operations, c) compliance with applicable laws and regulations. * Committee of Sponsoring Organizations of the Treadway Commission Simple Definition Internal control is what we do to see that the things we want to happen will happen … And the things we don‟t want to happen won‟t happen. Internal Controls Are Common Sense What do you worry about going wrong? What steps have been taken to assure it doesn’t? How do you know things are under control? -It’s an on-going process……. You exercise internal control principles in your personal life when you: Lock-up valuable belongings Balance your checkbook Keep your ATM/debit card PIN number separate from your card Go to restaurants where you pay the cashier directly with your credit card Review your credit card statements The Integrated Framework of Enterprise Risk Management/Internal Controls There are eight components. The eight components of the framework are interrelated … The Integrated Framework of Enterprise Risk Management/Internal Controls Entity objectives can be viewed in the context of four categories: • • • • Strategic Operations Reporting Compliance The Integrated Framework of Enterprise Risk Management/Internal Controls ERM considers activities at all levels of the organization: • • • • Enterprise-level Division Business unit Subsidiary Five components of I/C: 1) Control environment 2) Risk assessment 3) Control activities 4) Communication and Information 5) Monitoring Control Environment This component includes the attitude of management at all levels toward operations in general and specifically the concept of controls. This includes: • • • • • ethics, competence, integrity, a demonstrated interest in the wellbeing of the organization and organization structure and management's policies and philosophy. Risk Assessment Risks are internal & external events (economic conditions, staffing changes, new systems, regulatory changes, natural disasters, etc.) that threaten the accomplishment of objectives. Risk assessment is the process of identifying, evaluating, and deciding how to manage these events… What is the likelihood of the event occurring?What would be the impact if it were to occur?What can we do to prevent or reduce the risk? Control Activities This component includes those activities that are traditionally associated with the concept of internal control. These activities include: • approvals, • responsibilities • authorities, • separation of duties, • Documentation, written policies, procedures, processes, • reconciliation, • competent and honest personnel, • internal check, • and internal auditing. These activities should be risk evaluated throughout the entire organization considering the organization as a universe. Communication & Information Pertinent information must be captured, identified and communicated on a timely basis. Effective information and communication systems enable the organization‟s people to exchange the information needed to conduct, manage, and control its operations. Monitoring Internal control systems must be monitored to assess their effectiveness… Are they operating as intended? Ongoing monitoring is necessary to react dynamically to changing conditions…Have controls become outdated, redundant, or obsolete? Monitoring occurs in the course of everyday operations, it includes regular management & supervisory activities and other actions personnel take in performing their duties. Strong Internal Controls Benefits Reducing and preventing errors in a cost- effective manner. Ensuring priority issues are identified and addressed. Protecting employees & resources. Providing appropriate checks and balances. Having more efficient audits, resulting in shorter timelines, less testing, and fewer demands on staff. Fraud Triangle When these three sides of the triangle are present, there is a much higher than normal chance of an individual committing a fraud. Got Internal Controls? ¿Questions? Manual of Policy Policy 4000, Code of Ethics Policy Statement Policy 4001, Code of Professional Ethics for the Administration, Faculty and Staff Policy Policy 4002, Standards of Conduct 4204, Reporting Suspected or Known Fraud, Abuse and Other Improprieties Policy 4000 Policy 4001 Policy 4002 Policy 4204 Financial Manager Handbook http://finance.southtexascollege.edu/businessoffice/forms/FM%20 Handbook.pdf Business Office “Count on Satisfaction” 5. Banner Finance Access & Budget Access to Banner Finance Access to Banner Finance is needed if you: • • Need to review budget status for organizations under your department Need to input online requisitions for your department To request access, complete Banner Finance Access Request Form. • Form is available to download on the Business Office website http://www.southtexascollege.edu/businessoffice/index.html Banner Ledgers General Ledger – maintains information relevant to the organization‟s balance sheet (asset, liabilities, fund balance) Operating Ledger – contains transaction data for college revenues and expenses. Banner Chart of Accounts “S” Chart of Accounts “S” General Ledger Required Operating Ledger Required F O A P A L Fund Orgn Acct Prog Actv Locn (6 digits) (6 digits) (6 digits) (4 digits) Not used Not used Used by Fixed Assets Used by Fixed Assets Fund Where funds are coming from (funding source). Banner Fund Structure: • • • • • • • • • 1xxxxx – Unrestricted Funds 2xxxxx – Restricted Funds 3xxxxx – Auxiliary Funds 4xxxxx – Loan Funds 8xxxxx – Agency Funds (Clubs) 91xxxx – Plant – Unexpended Funds 92xxxx – Plant – Renewal & Replacement Funds 93xxxx – Plant - Retirement of Indebtedness Funds 94xxxx – Plant – Net Investment Fund Organization Who is responsible (department). Structure is based on STC’s Organizational Chart. Banner Organization Structure: • • • • • • 1xxxxx – Office of the President 2xxxxx – Instructional Services 3xxxxx – Student Services and Development 4xxxxx – Finance and Administrative Services 5xxxxx – Information Services and Planning 6xxxxx – Workforce and Resource Development Finance Forms FGIBAVL – Budget Availability Status FGIBDST – Organization Budget Status FGITRND – Detail Transaction Activity FGIOENC – Organization Encumbrance List FGIENCD – Detail Encumbrance Activity Query Data on Banner Allows to separate specific transactions Steps to perform a query 1. Query / Enter or click button 2. Query / Execute or click button 3. To cancel a query – Query / Cancel or click button Wild character “%” can be used in queries Review Budget Status on FGIBAVL FGIBAVL is the form Banner uses to check Non-Sufficient Funds (NSF) The available balance on FGIBAVL is reduced by complete, incomplete, suspended, and unapproved transactions (requisitions, POs, invoices and journal entries) Review Budget Status on FGIBDST Unlike FGIBAVL, only complete and fully approved documents post to FGIBDST FGIBDST also provides a more detailed summary by account code while FGIBAVL shows a summary by account pool. Question Form FGIBDST provides a detailed view by account code while form FGIBAVL provides a summary by account. True or False? Available Balance Calculation on FGIBAVL and FGIBDST Adjusted Budget - Year-to-Date (YTD) Activity - Commitments (Encumbrances) = Available Budget Balance Question Incomplete and unapproved transactions are reflected in the available balance on form FGIBDST. True or False? Transaction Detail - FGITRND The field column can help you determine the type of transaction. • OBD – Budget transaction • RSV – Encumbrance transaction from requisition • ENC – Encumbrance transaction from PO • YTD – Expense transaction from invoice, journal entry or feeds from other system (Student, HR) - “I” documents are Invoices, “J” documents are Journal Entries, and “F” documents are feed transactions FGIOENC FGIOENC provide a list of all open encumbrances (requisitions, purchase orders) for the organization and fund specified. FGIENCD FGIENCD provides detail transactions for an encumbrance (requisition, purchase order). For example, all invoices/change orders done to the encumbrance. Document Inquiry Forms FPIREQN – Requisition Query Form FPIPURR – Purchase Order Query Form FAIINVE – Invoice Query Form FGIDOCR – Document Retrieval Inquiry FOIDOCH - Associated Documents REQ – Requisition PO – Purchase Order INV – Invoice CHK – Check Enter document number Exporting a report from Banner Go to „Help‟ and then „Extract Data No Key’ Exporting a report from Banner Click „Save File‟ view pop-up message for file location. Exporting a report from Banner Go to „My Computer‟ and locate the C: drive. Exporting a report from Banner Double click on C: and look for the „Temp‟ folder. Exporting a report from Banner File should be stored in C:\temp Business Office “Count on Satisfaction” 6. Cashiers’ Department Servicing our customers Customer Service 1. 2. 3. 4. Greet w/ a smile Listen attentively Promptness Full Service Billing Inquires Process payments Payment Options Installments & Emergency Loans Payment Arrangements Departmental Deposits (need FOAPAL) Refunds & Final Disbursements Review student accounts Billing disputes/discrepancies Adjust student accounts accordingly Cashier Office Hours A Cashier’s Schedule calendar is distributed on a monthly basis. The calendar provides useful information such as; •Date location is open •Campus Office Hours of operation •Contact Phone Number by campus •This serves as a great planning tool. • If you would like to view the monthly cashier schedule, it is under the STC home page. STC home page Cashiers Hours of Operation DROP BOX: Available at Pecan Campus next to the SPIRIT Office. *Note: Non-CASH Payments ONLY Keeping up to date Cross Train I. II. III. Training sessions Knowledgeable Consistency Student Guides Available ONLINE! http://www.southtexascollege.edu Click: Cashiers under Services Menu The Business office distributes the student guide in an effort to explain important student financial concerns. What’s in the Business Office Student Guide Student Guides are updated each semester. The following information can be obtained from them: •Tuition charges (per credit hour) •Mandatory Fees •Course Fees •Differential Tuition (per credit hour) •Continuing Education Fees •Other Non-Refundable Fees •Refund Policies •Payment Methods •In-person •Online •Emergency Loan Program •Installment Payment Plan (Plans are available online) •Installment Due Dates •Third party Contracts and Scholarships •Concurrent Enrollment (Enrolled in two Texas Public Institutions of Higher Education) •Returned Checks/Stop Payments •Payment Methods and Locations •S.P.I.R.I.T Office (Student Payment-Inquiry Resolution and Information Team) INSTALLMENT PLANS SHORT ON TIME? … AVOID THE LINES!!!!! Installment Plans Available ONLINE through JAGNET (http://jagnet.southtexascollege.edu or Cashier Offices) AMOUNT DUE AT TIME OF ENROLLMENT: A $30.00 Processing Fee plus Initial down payment & Non-deferrable fees Installment Plan Options: (Plan 1) = 50% Down Payment (expires: September 14), or (Plan 2) = 25% Down Payment (expires: September 14), or (Remaining balance is divided in 2 equal installments) (Plan 3) = 20% Down Payment (Expired: July 31st ) (Remaining balance is divided in three installments) AVAILABILITY Eligible students may enroll in an Installment Plan during the open enrollment period. Installments are available up until the 12th class day: September 14, 2011. “Class day” refers to STC’s scheduled class day, not the student’s class meeting days. Visit our Cashier’s Website for Installment availability processing periods. STC home page Cashiers Installment Plans Installment Plans - ONLINE Enroll online through JagNet http://jagnet4.southtexascollege.edu Log-in to JagNet (case sensitive) Under “My Services” click: <Enroll/View Plans> A new window will pop up, at the top of the page is another menu bar, Click: <Payment Plans Tab> Click: <Sign up for a New Payment Plan> Select: <Term> and Click: <Go> Review payment plan details and click: <Continue> Click: <Display payment schedule> Select: <NO or YES>, if you want to set up auto payment for the future payments Select: <Payment Method> (credit card: VI,MC,DI or Checking/Savings) <Read & Print> Installment Plan Agreement Terms <Check mark box: “I Agree”> and click: <Continue> <Print> payment confirmation & <LOGOUT> PAYMENTS ONLINE Pay Tuition Online through JagNet! NEED MONEY FOR BOOKS? TEXT BOOK - EMERGENCY LOANS (subject to availability until funds exhaust) Rule of Thumb, Processing Period Begins Fall/Spring: Ten days before classes begin. Summers: Ten days before classes begin. Fall 2011 - Apply between: August 22 – September 2 Zero Down Payment required Fall 2011 – Due Dates 50% Due – October 3, 2011 50% Due – November 3, 2011 Loan Amounts 12hrs = 600.00 11-9 hrs = 400.00 8-6 hrs = 300.00 STUDENT- PURCHASING A PARKING PERMIT FACULTY/STAFF PURCHASING A PARKING PERMIT HIGHER ONE - REFUNDS STC has partnered with Higher One financial services to provide refund disbursement services for students. ALL students need to select a refund preference. Student receives the card: • Visit: https://www.stcjagcard.com • Enter the card number in the “Get Started” box • Student will need to select one of (3) refund options. • • • Easy Refund Electronic Transfer ACH Paper Check Question What are the steps a student should follow once they receive their Higher One JagCard? Jag card Replacement Fee: January 1, 2010 & After, •Active - $20.00 •Inactive - $10.00 Prior to January 1, 2010 •Active - $20.00 •Inactive - $20.00 Go Green, Spring 2010 Question Effective January 2010, _ _ _ _ _ _ _ will be the Business Office’s official means of communication with students. Cashier’s Website Hours of Operation Payment Due Dates EML/Installments Book Allowances Refunds Tuition & Fee Tables Contact Us Student Guide http://www.southtexascollege.edu STC home page Click: Cashier’s Mass Notifications The Cashiers’ Department has attempted to notify all registered students of important payment deadlines, processing periods for Installments/EML, Going Green (activating their STC JAGMAIL), and the importance of choosing a Refund Preference. We notify our students in the following manner: Mass notification via telephone number on Banner system Via STC Jag-Mail Flyers handed out on campus Advertisements on Plasma TV, Cashier’s Website, Student Guide Requesting a Refund Departments requesting a refund for a student must keep the following in mind: • Normal check runs are on Thursdays • A refund request must be submitted by noon on Tuesday Any requests received after the deadline (noon Tuesday) will be issued until the following week. • Business Office “Count on Satisfaction” 7. Accounts Payable Accounts Payable Department The Accounts Payable department is responsible for processing payments for goods and services purchased by the college and payments associated with employee travel. Maricarmen Ramirez Lydia Flores Bertha Arriaga Marcos Garcia Gabriela Gonzalez Melly Leal Efrain Lira Yvette Ortiz Beatriz Saldana AP Fax Yolanda Olivo Cynthia Prado Travel Fax AP Accountant Accounting Specialist Accounts Payable Accounting Assistant Accounting Assistant Accounting Assistant Accounting Assistant Accounting Assistant Accounting Assistant Accounting Assistant Travel Accounting Assistant Accounting Assistant 956-872-4609 956-872-4628 956-872-4659 956-872-4611 956-872-4691 956-872-4673 956-872-4623 956-872-4642 956-872-4631 956-872-4648 956-872-4618 956-872-4656 956-872-4630 Accounts Payable Do’s oDo submit prepayment form to AP oDo submit all itemized receipts for prepayment purchases oDo submit an agenda and sign in sheet for food purchases for staff meetings oDo advise vendors that STC is tax exempt oDo submit completed Consultant Services Rendered form after services are rendered oDo keep track of open PO balances (FGIENCD) oDo keep open communication with AP oDo provide correct PO number to vendor oDo refer to Business Office website for account code listing oDo meet all Accounts Payable deadlines, especially end of fiscal year (see attached calendar) Accounts Payable Calendar ACCOUNTS PAYABLE CYCLES CALENDAR FISCAL YEAR 2011 - 2012 SEPTEMBER 2011 S M T W OCTOBER 2011 TH F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 18 19 20 21 22 23 25 26 27 28 29 30 S M T W NOVEMBER 2011 TH F S S M 1 DECEMBER 2011 T W TH F S 1 2 3 4 5 S M T W TH F 1 2 S 3 2 3 4 5 6 7 8 6 7 8 9 10 11 12 4 5 6 7 8 9 10 17 9 10 11 12 13 14 15 13 14 15 16 17 18 19 11 12 13 14 15 16 17 24 16 17 18 19 20 21 22 20 21 22 23 24 25 26 18 19 20 21 22 23 24 23 24 25 26 27 28 29 27 28 29 30 25 26 27 28 29 30 31 30 31 S M S M S M F S JANUARY 2012 FEBRUARY 2012 S M T W TH F S 1 2 3 4 5 6 7 T MARCH 2012 W TH F S 1 2 3 4 T W APRIL 2012 TH F S 1 2 3 T W TH 8 9 10 11 12 13 14 5 6 7 8 9 10 11 4 5 6 7 8 9 10 1 2 3 4 5 6 7 15 16 17 18 19 20 21 12 13 14 15 16 17 18 11 12 13 14 15 16 17 8 9 10 11 12 13 14 22 23 24 25 26 27 28 19 20 21 22 23 24 25 18 19 20 21 22 23 24 15 16 17 18 19 20 21 29 30 31 26 27 28 29 25 26 27 28 29 30 31 22 23 24 25 26 27 28 29 30 S M S MAY 2012 S M JUNE 2012 T W TH F S 1 2 3 4 5 S M T W TH JULY 2012 F S 1 2 6 7 8 9 10 11 12 3 4 5 6 7 8 9 13 14 15 16 17 18 19 10 11 12 13 14 15 16 20 21 22 23 24 25 26 17 18 19 20 21 22 23 27 28 29 30 31 24 25 26 27 28 29 30 LEGEND: APPROVED DOCUM ENTATION (INVOICE, COPY OF ON-LINE REQUISITION FOR TRAVEL) DEADLINE - TUESDAYS AT 12:00 P.M . Final FY11 Invoice Paym e nt date ACCOUNTS PAYABLE CHECK CYCLE HOLIDAY/COLLEGE CLOSED S 1 M T W TH AUGUST 2012 F S T W TH F 1 2 3 4 2 3 4 5 6 7 5 6 7 8 9 10 11 8 9 10 11 12 13 14 12 13 14 15 16 17 18 15 16 17 18 19 20 21 19 20 21 22 23 24 25 22 23 24 25 26 27 28 26 27 28 29 30 31 29 30 31 Accounts Payable Don’ts • • • • • Don‟t promise payment date to vendors. The College follows net 30 day payment policy Don‟t request Emergency Hand Cut check every time a deadline is missed (a non-compliance notice will be issued) Don‟t keep invoices/receipts in your office Don‟t alter dollar amounts on invoices Don‟t contact consultant from another country without verifying what paperwork is needed to set them up as vendor Vendor Direct Deposit (Electronic Funds Transfer – EFT) oPart of the Business Office Go green initiative and our commitment to pay vendors/employees promptly oUsed for both vendor payments and employee travel per diem payments, tuition and mileage reimbursements oEFT payment allows funds to be transferred directly to the vendor‟s/employee‟s financial institution without the need to cash or deposit a printed check. oNo worries about check being lost in mail oVendor Direct Deposit Authorization Form #BO-5200 ohttp://finance.southtexascollege.edu/businessoffice/ap.html How To Process Documentation for Allowable Employee Reimbursements Employee reimbursements for expenditures or services are NOT allowed. There are only three exceptions: 1. Employee Tuition Reimbursements 2. In-District Mileage Reimbursements 3. Travel Reimbursements requested on a travel voucher How to Process Documentation for an Employee Tuition Reimbursement 1. The tuition and fee reimbursement application must be properly submitted prior to enrolling in a particular semester (refer to Human Resources Procedures). 2. When the semester is completed, a manual requisition must be completed and submitted to Human Resources for review and approval. 3. The approved requisition is submitted to the Accounts Payable Office. 4. A check is processed and mailed to the employee. How To Process Documentation for a Pre-Payment A prepayment is made when: 1.The vendor does not accept purchase orders. 2.The vendor requires payment prior to shipping an order. 1. The Department creates an on-line requisition. (under comments please indicate pre-payment) 2. A Pre-payment form (with the requisition number) is completed and submitted to the Accounts Payable department. 1. Note: justification is not the description it is the explanation why it is a pre-payment 2. Note: special instructions such as vendor/dept pick up should be indicated on prepayment form 3. The Purchasing Department issues a purchase order. How To Process Documentation for a Pre-Payment – Cont’d 4. The Accounts Payable Department signs and matches the pre-payment form to the purchase order. (pre-payment form must match exactly with PO or payment will be delayed) 5. The check and a copy of the purchase order is mailed to the vendor. 6. A vendor receipt must be submitted to the Accounts Payable Office no later than 3-5 working days after the purchase is made. How to Process Documentation for a Receipt Required Purchase Order 1. The Department creates an on-line requisition. 2. The approval process is completed. 3. A purchase order is issued by the Purchasing Department. 4. The order is shipped to STC. 5. The department confirms the complete order and receiving is updated on the system. (remember open communication is essential - if you receive items at your office, contact the Receiving Department to have them come review the items with you). 6. The Accounts Payable Department receives an original invoice and enters it into the system for payment process. 7. Only when the above steps are complete, the system generates a check. 8. The check is then mailed to the vendor. How to Process Documentation for a Regular Purchase Order 1. The Department creates an on-line requisition. 2. The approval process is completed. 3. A purchase order is issued by the Purchasing Department. 4. The Accounts Payable Department receives an original invoice and enters the invoice into the system. 5. A copy of the invoice is routed to the Financial Manager for approval. The invoice must be signed by Financial Manager or the designated employee. 6. Once the above steps are complete, the system generates a check. 7. The check is mailed to the vendor. Departmental Signature Authority Form Form (BO-1800) must be completed every new fiscal year. Please list all organization name(s) and code(s) that pertain to the financial manager. The financial manager can designate on employee to sign invoices under $1000. This form (BO-1800) must be updated each time a change takes place such as a new organization is added to an existing financial manager or a new financial manager has been assigned to an organizational unit. Financial manager signatures must be their full name and original signature, not initials. Accounts Payable does not accept the following signature types and invoices will be returned: Rubber stamp signatures Signatures on prepared labels Initials FOIDOCH (Document History) *Enter doc. type and next block. Go to Options for details on highlighted sections. FGIENCD (Encumbrance Activity) Question 1.You receive an original invoice. What should you do? Question 2. A vendor does not take purchase orders. What steps do you need take? 8. Travel Travel Forms Travel Authorization Travel Voucher Employee Mileage Form (BO-0600) Form (BO-0500) Mileage Reimbursement Authorization (BO-6200) Log (BO-6200, BO-0400) Standard Mileage Method Form (BO-6800) Travel Authorization Form Airfare – Shands Brook Travel, attach copy of flight itinerary Registration – attach registration form/confirmation Per Diem – if meals are included in conference agenda reduce them from per diem total, please attach an agenda Lodging – emailed confirmation from hotel is preferred (Exclude state taxes if In-State travel) Mileage - 100% advanced (attach copy of airfare quote) – Disbursement will be lesser of calculated mileage or airfare quote Signatures – Employee and Financial Manager always Division VP Out-of-State Travel President (Mexico, Canada and U.S Possessions) International Travel see section 1.14 of travel procedures Car Rental – requires a purchase requisition Travel Procedure Section 3.07 (Parking) Travel Procedure Section 3.04 (Coordination of Travel) Memberships – require a purchase requisition Travel Authorization Form continued Submit form to Business Office within 15 working days prior to travel. Keep in mind the registration due date when submitting travel. The Business Office will provide a copy of authorization form to the Purchasing Department for processing of airfare P.O. Checks for registration and lodging are mailed according to specifications stated on travel authorization form – if overnight, provide physical address Per diem checks are ready three days prior to the trip Account Codes: (730005 in-state, 730025 out-of-state travel, 730015 mileage, 712004 registration, 730018 travel car rental) Travel Authorization Form continued Employees choosing to drive (not fly) to trip destination should use a mileage website such as www.mapquest.com to compute the mileage between cities. Mileage Rate: $0.50 cents per mile (effective January 1, 2010) Per Diem Rate: In-state $30 per day- Breakfast $6, Lunch $9, Dinner $15 Out of state rates: Please refer to Business Office webpage travel section TRAVEL VOUCHER •Complete form with employee‟s name, address and “A” number, organization number, travel dates and destination, and description of the trip •Submit original receipts for authorized expenses: Airfare receipts/boarding receipts, car rental, hotel, taxi, tolls, and regular parking (submit justification if submitting valet parking receipts) •If no original receipts are available please submit copies approved by Financial Manager •Meal receipts not required if travel is for more than 24 hours •Signatures: Employee, Supervisor, and Financial Manager always required Vice President (Out of state travel) President (Mexico, Canada and U.S Possessions) TRAVEL VOUCHER continued If money is owed to STC, deposit funds within 3 working days at cashiers office and attach cashier receipt(s) to the travel voucher Submit travel voucher form along with all required receipts to the Business Office within 15 working days after returning from the trip If a reimbursement is owed to the employee, a check will be issued by the Business Office and mailed to the employee‟s mailing address or direct deposited to the employees bank account on file (direct deposit authorization form must be on file with the Accounts Payable Department). TRAVEL VOUCHER continued Travel procedure Section 1.13 (Trip Cancellation or Registration Cancellation) If Travel is cancelled, it is the department‟s responsibility to cancel lodging, airfare and car rental reservations. Notify the Business Office via email or department memo. If an employee owes STC, any unused per diem, lodging and registration checks should be deposited at the Cashier‟s Office within three working days of the cancellation. If employee returns early from trip, submit justification for early departure and adjust any per diem given in advance. The Financial Manager should determine if the employee should pay for any fees related to early departure such as airfare adjustments, hotel early departure fee, etc. Question When must the Travel Voucher Form be submitted to the Business Office? Employee Mileage Reimbursement Authorization •The Mileage Reimbursement Authorization Form must be completed with the employee’s name, “A” number and designated home base, organization number and estimated miles per semester or fiscal year. •Staff - complete and submit form PRIOR to traveling at the beginning of every fiscal year •Faculty – complete and submit form within 15 business days of the beginning of classes •Form serves as authorization to travel in-district for STC related activities Employee Mileage Reimbursement Authorization Continued •Complete a travel voucher and a mileage log every time the employee requests mileage reimbursement •The mileage log should be attached to travel voucher and completed with travel dates, destination, number of miles and the purpose of travel. •Odometer vehicle readings should be used when locations are not available in the STC mileage chart. If odometer readings are not provided, please attach a copy of the MapQuest readings. Employee Mileage Reimbursement Authorization Continued Total miles traveled must exceed 10 miles a day for classified, professional support and administrative staff for reimbursement to be processed. Total miles must exceed 10 miles each way for Faculty for reimbursement to be processed. Exceptions must be approved by the Division Vice President. Mileage reimbursement checks will be mailed to the employee’s mailing address or will be direct deposited to the bank account on file with the Accounts Payable Department. Forms need appropriate signatures: Employee, supervisor and Financial Manager Copy of current Texas driver’s license and proof of vehicle insurance should be submitted or attached STANDARD MILEAGE METHOD FORM The Standard Mileage Method Form should be completed when the employee‟s first or last destination point is not their homebase. The completed form should be attached to the Employee Mileage Reimbursement Authorization Form or to the Travel Voucher. Pecan Campus STANDARD MILEAGE METHOD Example 2 Miles 7 Miles Travel Commute Residence 8 Miles NAH (Home Base) Example: Employee normal commute (residence to home base) is 16 miles round trip and home base is NAH campus. Employee travels from home to the NAH Campus, home base (8 miles), then travels to Pecan Campus (7 miles), then to residence (2 miles) Total Mileage Reimbursement: 1 miles Total daily mileage traveled: 17 miles Normal Commute (round trip) 16 miles Miles reimbursed: 01 miles Question When does an employee need to submit an Standard Mileage Method (SMM) form? 1.0 ASSOCIATED TIMELINES AND DEADLINES: (15 BUSINESS DAY RULE) • Employee will be personally responsible for all travel expenses if the Travel Authorization is not received at the Business Office Accounts Payable Department 15 business days prior to the travel date and not included on a regularly scheduled check processing run. Reimbursement of approved travel expenses incurred will be processed upon the employees return from the trip if all required receipts are submitted to the Business Office at the time the travel voucher is submitted. Timelines and deadlines 1.0 ASSOCIATED TIMELINES AND DEADLINES: (15 BUSINESS DAY RULE) CONTINUED Please keep in mind department deadlines as well as registration and airfare deadlines. Travel authorizations must be submitted to and approved by the Financial Manager at least 20 business days prior to the travel date to ensure timely payments. (Airfare is lower and assures timely payment.) Assuming that all approvals are obtained timely and funds are available, all approved travel authorizations must be submitted to the Business Office at least 15 business days prior to travel processing. 1.14 International Travel (Excluding Canada, Mexico and U.S. Possessions Travel) The employee traveling abroad should prepare a justification form (BO-1100) and travel authorization form (BO-0600) approved by the immediate supervisor, Dean/Director, and appropriate Vice President. Unless the President of the College is traveling and approves all documentation. The justification form and travel authorization from should then be forwarded to the travel committee at the Business Office for review and recommendation. The travel committee will review and evaluate standard criteria of the travel, if approved, the committee will then forward to the President of STC for final approval. Travel should be planned accordingly since the committee will meet when necessary in the corresponding fiscal year. 1.14 International Travel (Excluding Canada, Mexico and U.S. Possessions Travel) Continued All STC travel, including international travel, should be funded at 100%. If a department does not have sufficient budget, the department may also contact the Professional Development Committee. The travel authorization form must be prepared in U.S. dollar amounts. Passports, immunizations and other costs associated with the international travel must be paid personally by the employee. Conference information and training should be provided to the department by the employee upon their return. End of fiscal year travel deadlines All reimbursement requests for travel that occurred before August 31st must be submitted to the Business Office by September 9th. This includes travel voucher reimbursements for mileage, travel, incidentals, registrations, etc. Travel and Expense On-Line September 2011 – Business Office will hold travel and expense training sessions. October 2011 – On-Line travel and Expense implementation. Departments that have completed the training will use the T&E system to process all travel transactions. November 2011 – Every department will use the T&E system to process travel transactions. The Business Office will not accept manual travel authorizations and vouchers. Business Office “Count on Satisfaction” 9. Grants CREATING A GRANT Fund – Left blank (Business Office will assign fund code) Organization – Grant Compliance: R14300, Carl Perkins Grant Compliance: R14200, R60010 The Institute for Advanced Manufacturing Program Financial Manager Principal Investigator Form MUST be completed in full CREATING A GRANT BUDGET Grant Fund – Left blank (Business Office will assign fund code) Organization – Grant Compliance: R14300, Carl Perkins Grant Compliance: R14200, R60010 The Institute for Advanced Manufacturing Program Revenue Budget – Total budget in corresponding category Expenditure Budget – In detail by account code Form MUST be completed in full including ALL required signatures REQUESTING ACCESS TO GRANT FUND Form BO – 7200 MUST be completed in full and submitted to the Business Office VIEWING A GRANT • FRAGRNT: F – Finance, R – Research A -Accounting, GRNT – Grant FRAGRNT 1. Enter Grant Number 2. Next Block Icon Question Which is the form used to view a grant? Grants Banner System (Non-Student Specific Grants) Financial Manager Inquiry Forms • • FRIGITD - Grant Inception To Date Same as FGIBDST– Organization Budget Status (Form in Finance Module) FRIGTRD - Grant Transaction Detail Form Same as FGITRND- Detail Transaction Activity (Form in Finance Module) Question What are E010 transactions? FRIGITD 1. Enter Grant number 2. Enter Fund number 3. Next Block Icon FRIGTRD 1. Enter Grant number 2. Enter Fund number 3. Next Block Icon TRANSACTIONS View selected transactions (TYPE Field) • INNI: Expenditures • BD01: Budget • PORD: Purchase Orders • JEXX: Journal Entries • E010: Mileage Encumbrance GRANT REQUISITION APPROVAL PROCESS Authorized personnel completes on-line requisition Purchasing Personnel will approve/disapprove requisition Financial Manager will approve/disapprove requisition Grants Office will approve/disapprove requisition Requisition will follow Purchasing processes GRANT TRAVEL APPROVAL PROCESS Grant Travel forms and approval follow STC’s general procedures Remember: • • Federal Limits State limits Business Office “Count on Satisfaction” 10. Accounting Transactions (A) EXPENDITURE TRANSFERS Expenditure Transfer Purpose To provide a procedure to request an expenditure transfer from one organization (Budget Unit) to another organization (Budget Unit). Expenditure transfers are journal entries needed to reclassify expenditures that were recognized and reported correctly per documentation received and on-hand. Financial manager requests an expenditure transfer because the original documentation was submitted under the incorrect fund code and organization code, late awards, over charged expenditures, etc. Expenditure Transfer - Cont’d All requests to transfer expenditures from one FOAP to another should be submitted on the Expenditure Transfer Form (ET – BO8000) which can be obtained on the Business Office web page. Procedures Form is available at the Business Office web page. Date – Indicate the date the item first appeared on the computer-generated (Banner Form FGITRND). Customer Organization (To) – Enter the fund, organization and account codes to be charged. Provider Organization (From) – Enter the fund, organization and account codes originally charged. Description – Provide purchase order number, check number, date of check, vendor name and invoice number. Explanation Required – Describe why transfer is necessary, i.e., over expenditure, wrong account used, etc. Procedures (Cont’d) P r o c e d u r e s c o n t ’ d Amount – Enter the amount to be transferred. Signature and date to certify acknowledgement between financial managers must be provided. Submit Expenditure Transfer Form (ET) to the Business Office – General Accounting Department. Business Office follows accounting guidelines, State comptrollers guidelines, IRS guidelines, grants and contracts guidelines, internal control and professional ethics. Business Office will approve or deny the request to transfer expenditures. Must provide a fund and organization code. The account code provided can not be a pool number. PO #, Checks #, Check Date and Vendor Name must be provided; otherwise, form will be returned for completion. Explanation must be provided to determine the approval or denial of an expenditure transfer. Signatures are required. (B) CREATING NEW FUNDS AND ORGANIZATIONS South Texas College Request to Set Up a New Organization ORGANIZATION NAME :_______________________________________ ORG CODE: ______________ EFFECTIVE DATE:___________ Request to Set Up a New Organization (BUSINESS OFFICE USE ONLY) ORGANIZATION PURPOSE:_________________________________________________________________________________________________________ FINANCIAL MANAGER:_______________________________________ JOB TITLE:__________________________________________ DIVISION/DEPARTMENT:______________________________________ TELEPHONE:___________________ E-MAIL:______________ VICE PRESIDENT:_____________________________________________ Purpose: (Please check one) 1005 Agriculture ____ 1015 Bio. Physical Science, & Sci. Tech _____ 1025 Career Pilot_____ 1035 Computer & Information Sciences _____ 1045 Consumer & Homemaking Education _____ 1055 Engineering Related _____ 1065 Foreign Languages _____ 1075 Health Occup-Dental Hygiene _____ 1085 Health Occup-Respiratory Therapy _____ 1095 Mathematics _____ 1105 Mechanics & Repairers-Diesel _____ 1115 Physical Education and Fitness _____ 1125 Psychology, Social Sci. and History _____ 1135 Non-state funded _____ 1150 Instruction – Other _____ 4100 Library _____ 4300 Faculty Development Leave _____ 6100 Govt. of the Institution _____ 6300 Bus & Fiscal Management _____ 6500 Campus Security _____ 6900 Other Institutional Support _____ 7100 Plant Support Services _____ 7300 Custodial Services _____ 7500 Utilities _____ 7700 Physical Plant – Construction _____ 2000 Research _____ 5000 Student Services _____ 9000 Auxiliary Services _____ INSTRUCTION 1010 Arch & Precision Production Trades _____ 1020 Bus. Mgt., Marketing, & Adm. Svcs. _____ 1030 Communications _____ 1040 Construction Trades _____ 1050 Engineering _____ 1060 Eng. Lang. Liter. Phil. & Interdisc _____ 1070 Health Occup-Associate Degree Nurs _____ 1080 Health Occup-Other _____ 1090 Health Occup-Vocational Nursing _____ 1100 Mechanics & Repairers-Automotive _____ 1110 Mechanics & Repairers-Electronics _____ 1120 Protective Svcs and Public Admin _____ 1130 Visual & Performing Arts _____ 1140 Instruction Allocated _____ ACADEMIC SUPPORT 4200 Instructional Administration _____ 4400 Academic Support – Other _____ INSTITUTIONAL SUPPORT 6200 Executive Direction & Contr _____ 6400 Admin Data Processing _____ 6600 Human Resources _____ PHYSICAL PLANT 7200 Building Maintenance _____ 7400 Grounds Maintenance _____ 7600 Physical Plant – Other _____ OTHER 3000 Public Service _____ 8000 Scholarships _____ 9850 Agency Accounts _____ _____________________________________________ _____________________ Requested by (Print Name) Date _____________________________________________ _____________________ Financial Manager (Signature) Date _____________________________________________ _____________________ Vice President (Signature) Date =========================================================================================== Business Office Use Only Fund Code: ______ Fund Type _____ Predecessor Fund Code_______________ Program Code ____________ Processed by Business Office:________________________________________ Business Office 03/2010 BO-4910 Date:_______________ South Texas College ` Request to Set Up a Fund Code Fund Name:____________________________________ *Fund Code:________________ Effective Date:____________ (Business Office Use Only) Request to Set Up a Fund Code Fund Purpose:____________________________________________________________________________________________ Financial Manager:__________________________________________ Division/Department:___________________ Telephone:____________________ E-mail:______________________ Vice President:___________________________ Please check one. Restricted Fund: _____ Agency Fund:_____ Investment in Plant Fund:_____ Purpose: Auxiliary Fund:_____ Loan Fund:_____ Unexpended Fund:_____ Renewal and Replacement Fund:_____ Retirement of Indebtedness Fund:_____ 1000 Instruction ______ 2000 Research ______ 3000 Public Service______ 4000 Academic Support_____ 5000 Student Services______ 6000 Institutional Support______ 7000 8000 9000 9994 9995 Operation & Maint – Plant _____ Scholarships ______ Auxiliary Enterprises ______ Non Mandatory Transfers______ Mandatory Transfers_______ Comments:______________________________________________________________________ ______________________________________________________________________________ Contact Person:______________________________ Telephone: _______________ _________________________________________ Requested by (Print Name) __________________________ Date _________________________________________ Financial Manager (Signature) __________________________ Date _________________________________________ Vice President (Signature) __________________________ Date +++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ Business Office Use Only Responsible Person:_______________________________________________ Fund Type:_____ Predecessor Fund:_________ Organization Code:____________ Program Code_______ _________________________________________ _________________________________ Processed by Business Office Date Business Office Rev. 03/2010 BO-4900 (C) CHANGING FINANCIAL MANAGERS South Texas College REQUEST TO CHANGE FINANCIAL MANAGERS Request to Change Financial Managers FUND / ORGANIZATION NAME FUND/ORG CODE PRIOR FINANCIAL MANAGER NEW FINANCIAL MANAGER JUSTIFICATION: ****Information required from New Financial Manager**** Employee ID Number:___________________________________________ Title:__________________________________________________ Division/Department:____________________________________________ Vice President:___________________________________________ Telephone Number:_____________________________________________ E-mail address:___________________________________________ Requested by (Print Name) Date New Financial Manager (Signature) Date President (Signature) Date Processed by Business Office Date INTERDEPARTMENTAL TRANSFERS The Interdepartmental Transfer (IDT) form should be used between College departments when the provider department needs to bill the customer department for services or materials provided. What is the purpose of an IDT? These forms are used by the Business Office to create journal entries between the provider department and the customer department to record services or materials provided to other departments. The provider department is responsible for following up on unpaid invoices (IDT). The provider and customer departments are responsible for keeping copies of all billings (invoices) and reconciling them to the departmental monthly transaction reports. Interdepartmental Transfer Expenditure Form (IDT) – PROCESS ( EXCEPT FOR FOOD SERVICES ) *Exxon Card (Gasoline), Business Cards, Xerox Copies (copier), Letter Heads-Envelopes & paper, Postage usage. Department providing services is to obtain IDT form from STC web page. (Business Office Form # BO-5300) Customer Department submits IDT form to Business Office within 3 days that goods/services were received/ provided. Provider Department prepares and completes IDT form soon AFTER good(s) and service(s) are provided to Customer Department. Provider Department must route IDT to Customer Department for signatures/ approvals. Provider Dept. must provide: DESCRIPTION : • Proper justification of IDT •Type of svcs or goods provided •PO # where goods were purchased and paid •Title of event (i.e. Business Cards for Alma Church) •Price, PO number, Invoice number, vendor name. •Include back up documentation •Total amounts •Signatures/approvals •Provider FOAP- (Fund Code, Org Code, Acct. Code & Program Code) •Customer FOAP- (Fund Code, Org Code, Acct. Code & Program Code) SOUTH TEXAS COLLEGE Interdepartmental Transfer (IDT) - Expenditures Business Office Use Only: Budget Approval:_______________________________ Document:________________IDT:__________ Document Total Date:-___________ - IDT FORM - Expenditures Grants Approval:________________________________ Date:-___________ Date:___________________ Enter by:__________________________________ Do not use Interdepartmental Transfer Form (IDT)Expenditures for: Provider Account (to received) *Budget transfers *Correction of an error *Expenditure transfer *To make a profit between organization with same financial manager Fund Organization Account Program Credited Department (Credit) Description of Services and Charge Rate-Include dates, quantities, unit price and item description: Vendor Name P. Order No. Invoice No. Check Number. Description Amount *** Promotional Items Only *** Event Name: Date(s) Justification: (Identify the promotional items recipients ( Employee appreciation, student orientation, stunted outreach presentation, financial aid recruiting, etc.) Total Customer Account (to pay) Fund Organization - Account Program Charged Department (Debit) Provider Department Customer Department I certify that the above charges are true, correct, and paid. Approval of Charge: I certify that the above services were rendered, or goods received; and that they correspond in every particular with the contract under which they were procured and that the invoice is true and paid. Prepared By (Printed name and please initial) Financial Manager (Printed Name) Financial Manager Approval Signature Distribution: Date Prepared By (Printed name and please initial) Date Financial Manager (Printed Name) Date Financial Manager Approval Signature Date Date Date Interdepartmental Transfer Revenue Form (IDT) – PROCESS ( EXCEPT FOR FOOD SERVICES ) *Conference Registrations Department providing services is to obtain IDT form from STC web page. (Business Office Form # BO-5320) Customer Department submits IDT form to Business Office within three (3) days before conference conducted Provider Department prepares and completes IDT form at least three (3) days before conference Is held and summits to Customer Department. Provider Department must route IDT to Customer Department for signatures/ approvals. Provider Dept. must provide: DESCRIPTION : •Justification of IDT •Name of conference to be held •Date and time of conference •Conference place •Employee‟s name attending conference •Registration fee per employee •Total amounts •Signatures/approvals •Provider FOAP- (Fund Code, Org Code, Acct. Code & Program Code) •Customer FOAP- (Fund Code, Org Code, Acct. Code & Program Code) IDT FORM – Revenue Food Service-Interdepartmental Transfer Form (IDT) - Process The Customer Department (the one needing services) Emails Food Service Department to request a Food Quote (phwoodin@s...) After completed Food Quote is ACCEPTED the Food Service Dept. will EMAIL Food Quote to Business Office Business Office will APPROVE the Event Purpose & Justification The Food Service Dept. Prepares a Food Quote Form by providing the following information •Contact person •Invoice number •Event date & time •Event Place •Menu – in detail •Cost By returning the completed Food Quote form to the Food Service Dept. It IMPLIES ACCEPTANCE to perform the services The Food Service Department Emails Food Quote to Customer Dept. The Customer Dept. *MUST complete the purpose and justification and then return Food Quote to The Food Service Dept. If there are problems with the Justification and Purpose – The Business Office will inform all the Departments involved via email Food Service-Interdepartmental Transfer Form (IDT) - Process Justification: 1) Something that shows an action to be reasonable or necessary. 2) A statement in explanation of some action or belief. 3) Explanation of why such services must be provided or why event must be held. Ex: Meeting to discuss possible partnerships for students articulation agreements between STC and Instituto Tecnologico de San Pedro Incorrect justification ex. : To provide breakfast…, to provide lunch…, etc. Purpose: 1) The object toward which one strives or for which something exists; an aim or a goal. 2) A result of effect that is intended or desired; an intention. Ex: To discuss possibilities for student Articulation agreements to be implemented at STC. Food Service-Interdepartmental Transfer Form (IDT) - Process The Customer Department (the one needing services) prepares the IDT. (Obtain form BO-5310 from web page) Within 3 days of services rendered The Customer Department provides the following information on IDT: •Department •Contact person •Telephone & Fax Number •Event Name •Justification •Purpose •Event Date & Time The Customer Department routes the signed IDT and Food Quote to the Vice President for FAS The VP-FAS Office routes original IDT & Food Quote to the Business Office for review. The Customer Department Also provides • Fund Code, • Organization Code •Account Code •Program Code •Invoice number •Amount •Attaches the Food Quote After Customer Department Completes & Approves IDT Alert Notice 2005-18 Food Purchases • With the exception of food supplies purchased for travel, educational or laboratory purposes, the only funds which may be expended for food and/or beverage shall be from Auxiliary Fund Accounts. Expenditure of these funds for such purposes must serve a legitimate public purpose or furthers the educational function of the College. • The Purchase Requisition must indicate the time and place of the function and must identify the direct beneficiaries of the function and must be approved by an appropriate authorized Financial Manager. SOUTH TEXAS COLLEGE Food Service - Interdepartmental Transfer (IDT) 310100-A40009-560060-9000 Business Office Use Only: Budget Approval:_______________________________ Document:________________IDT:__________ Date:___________ Document Total Grants Approval:________________________________ Date:___________ Date:___________________ Entered by:__________________________________ Do not use Food Service Interdepartmental Transfer Form (IDT) for: *Budget transfers *Correction of an error *Expenditure transfer between organizations Department Contact Person Telephone & Fax Location of Event: (include campus) Event: Purpose: IDT FORM – Food Service Justification: Date: Time: STC - Food Service MENU Unit Cost Amount See the attached detailed food quote INVOICE No.: - Total Customer Account (to pay) Fund Organization Account Program Charged Department Provider Department Customer Department I certify that the above charges are true, correct, and unpaid. Approval of Charge: I certify that the above services were rendered, or goods received; and that they correspond in every particular with the contract under which they were procured and that the invoice is true and unpaid. Prepared By (Printed name and please initial) Date Prepared By (Printed name and please initial) Date FOOD SERVICE QUOTE Patrick Woodin * Food Service * Pecan Campus * Phone (956) 872-2034 * Fax (956) 872-2685 9/4/2008 Invoice # Requested Date Invoice # Assigned by Cafeteria To accept this quote, Please complete the Justification and Purpose AND reply to Patrick Woodin at Food Quote FORM – Food Service To process payment, phwoodin@southtexascollege.edu Orders will be processed upon receipt. Please complete a Food Service-Interdepartmental Transfer (IDT- Form BO-5310) within three (3) days after the event AND forward signed IDT to Diana A. Pena, VP for Finance & Administrative Services at Annex-230, Phone (956) 872-3558 Thank you for your business and we look forward to serving you again soon. MENU Quantity Unit Cost Cost - Total Due $ - Event Information Contact Name Department Email **Justification: Phone # **Purpose: Event Name BO Approved by: Date: BO Approved by: Date: Place of Event Campus Date of Event Time of Event Number of People 9/18/08 8:00 a.m. 20 Please note: The prices quoted are for basic service. Additions must be requested and a usage fee will be charged. Please review this quote for accuracy of all information. For space reservations and table arrangements, please contact the Operations Department at (956) 872-6490. **Justification and Purpose are required to comply with policy and procedures. Food Quote will be sent to Business Office for their approval prior to event. Uses For Interdepartmental Transfer Form (IDT) DO’S DONT’S FOOD SERVICES CHARGE BACK ACCOUNTS -GAS CHARGES -PRINTING SERVICES -OVERNIGHT MAIL -POSTAGE FOR MAIL OUTS -EQUIPMENT-SPECIAL CASES ONLY Revenue for In-house conferences Grant revenue BUDGET TRANSFERS (Budget Transfers Form) CORRECTION OF AN ERROR (Memo for Journal Entry) EXPENDITURE TRANSFER BETWEEN ORGANIZATIONS (See Expenditure transfer Form.) TO MAKE A PROFIT TO INCREASE BUDGET Question Where can you find the most updated IDT forms? DONATIONS How to Report a Donation When requesting or receiving a donation, such as Cash Land Furniture Equipment, etc., A letter from the donor specifying the restrictions and use of the donated property must be obtained. The Business Office Departmental Accounting Report of Donations form (B.O. 1500) and Donation Disclosure Statement (B.O. 3900) must be completed and approved prior to acceptance of the donated property. POLICY # 5910 Employee requesting or receiving the donation is required to prepare an acknowledgement letter signed by the appropriate authorized signer as per STC‟s Acceptance of Gifts and Bequests Policy (5910). Authorized Signers (Policy #5910) •Gifts of land or facilities by the Board of Trustees; •Gifts of money, negotiable instruments or major items of equipment or material by the President; •Gifts of equipment, books or materials, (value up to and including $100,000) by the President; •Larger gifts (value more than $100,000) may be accepted with Board approval. BO-1500 SOUTH TEXAS COLLEGE Departmental Accounting Report of Donations DONOR INFORMATION Name of Donor The top left section of the form is required with the donor information. Donation Date Address EMPLOYEE RECEIVING DONATION City, State, Zip Name of South Texas College Employee Telephone Number Campus Name of Donor's Contact Telephone Number Title Program/Department Organization Name and Number Item(s) Contributed Description Goods and services provided in exchange for the contribution: _____ No goods or services were provided by STC in return for the contribution. ______ Description and good faith estimate of the goods or service that STC provided in return for the contribution: Description: ______________________________________________________________ Source of Gift (check one): Alumni/Friend Other Source The middle section (source, purpose, and value of the gift) is required for financial reporting. The top right section of the form is required with the STC employee’s information receiving the donation in case we need to contact donor. Faculty/Staff Corporation/Business Purpose of Gift (check one): Cash Equipment (Inv.#_____________) Academic Faculty & Staff Compensation Public Service Property, Building & Equipment Library Operation & Maintenance of Physical Plant Endowment and Similar Funds - - Unrestricted Income Endowment and Similar Funds - - Restricted Income Loan Funds Other Value of donation as estimated by donor $ _____________________ Does this gift require operation and maintenance cost? Y If yes, what organization will cover the cost? N NOTE: Please attach an acknowledgement letter for the President's signature. Submit a copy of the letter along with original Departmental Accounting Report of Donations form to the Business Office. Checks must be deposited within 7 days of date of collection. (Texas Education Code § 51.003 (b)) Acceptance of gifts and bequests must be per Board Policy 5910 Employee Signature Title Title Approval Financial Manager Business Office Use Only Fund________________________ Organization_________________ Account_________________________ Program____________________ Title President Board of Trustees (If applicable) Dist ribut ion: Original - Business Of f ice Copy 1 - President Copy 2 - Inventory Control Copy 3 - Department File Description and specification of the item(s) contributed is required. The bottom section, requires the signature of the employee requesting / receiving gift along with STC’s President and, if applicable, the Board of Trustees. SOUTH TEXAS COLLEGE BO-3900 DONATIONS FORM The top section of the form is required with the donor information. Donation Disclosure Statement 3201 W. Pecan Blvd McAllen, Texas 78501 Donor Last Name: _________________________ MI: _______ First Name: __________________________ Address: _____________________________________________________________________________________ City:_________________ State: ______ Zip code: ___________ Telephone Number: _________________ Thank You for your contribution of ________________________________________________________________ that South Texas College received on _____/_____/______. Department’s information and employee name acknowledging the donation. Department Acknowledging the donation: __________________________________________________________ Employee Name: ________________________________ Telephone Number: __________________________ Financial Manager: ________________________________ Telephone Number: __________________________ DISCLOSURE STATEMENT No goods or services were provided in exchange for your contribution. In Exchange for your contribution you received ________________________________________________ ______________________________________________________________________________________ with a fair market value of $ _________________. STC is exempt from federal income tax under section501(c)(3) of the Internal Revenue Code. This form does not replace a written acknowledgment letter. STC is also classified as a public charity under sections 509(a)(1) and 170(b)(1)(A)(ii) of the internal revenue code. Contributions to STC are deductible under section 170 of the Internal Revenue Code. The College is also qualified to receive tax deductible bequests, devises, transfers, or gifts under section 2055, 2106, or 2552 of the Internal Revenue Code. Donors are strongly encouraged to consult with their tax advisor regarding donations to the College. As per Section 170(f)(8) of the Internal Revenue Code and section 1.170A-13(f) of the Income Tax Regulation, if you received a good or service from South Texas College in return for your contribution, the amount of the contribution that is deductible for federal income tax purposes is limited to the excess of money (and the fair market value of property other than money) contributed by the donor over the value of goods or services provided by South Texas College. THIS FORM DOES NOT REPLACE A WRITTEN ACKNOWLEDGMENT LETTER Submit to the Business Office the following documentation: Prior to accepting the donation, the Departmental Accounting Report of Donations form, Donation Disclosure Statement and Acknowledgement letter must be approved. Original Departmental Accounting Report of Donations form (BO-1500) Copy of the Donation Disclosure Statement (BO-3900) and Acknowledgement letter. Copy of the check received. Copy of the receipt from cashiers. Donated furniture or equipment with an inventory value of $5,000 or greater, (Effective 8/1/04 All books donated are depreciated.) YES DONATION PROCESS Item is depreciated: Submit donated furniture or equipment to the Shipping and Receiving and Fixed Assets (Inventory Control) department for appropriate tagging. Submit copies to the following departments: President’s Office. Shipping and Receiving and Fixed Assets (Inventory Control). Department receiving the gift. NO FUNDRAISING Objectives of the Fundraising procedures To ensure prior approval To ensure aid in the accomplishment of the mission and further the strategic initiatives of the College To control duplicate fundraising efforts To control multiple solicitation of gifts from the same donor To identify priorities To ensure proper accounting To ensure effecting fundraising plan To ensure compliance with State Comptroller and IRS rules & regulations POLICY # 5910 Employee requesting or receiving the donation is required to prepare an acknowledgement letter signed by the appropriate authorized signer as per STC‟s Acceptance of Gifts and Bequests Policy (5910). Authorized Signers (Policy #5910) •Gifts of land or facilities by the Board of Trustees; •Gifts of money, negotiable instruments or major items of equipment or material by the President; •Gifts of equipment, books or materials, (value up to and including $100,000) by the President. Larger gifts may be accepted with Board approval. How to Report a Fundraiser When requesting or receiving a fundraiser, such as Cash Gift Certificates Equipment, etc., The Business Office Fundraising Activity Approval form is to be completed and approved prior to acceptance of the donated property. These procedures can be downloaded from the Business Office web page at: http://www.southtexascollege.edu/businessoffice/procedures.htm Fundraising Authorization •Fundraising Purpose •Period of Fundraising Activity •Type of fundraising activity •Statement as to the College‟s need for item (Student Organizations follows the Student Life Department guidelines) Name of Employee responsible for preparation and custody of financial records. Approvals: •Financial Manager •Vice President •President or (Alumni & Fundraising Associate) Once the fundraising proposal has been formally approved, any solicitation must conforms the college policies and procedures SOUTH TEXAS COLLEGE DONOR FORM 3201 W. Pecan Blvd McAllen, Texas 78501 (Fundraising Activities) Donation Purpose: ____________________________________________________________________________ Name of Event:_______________________________________________________________________________ Organization Name:___________________________________________________________________________ Fund Code:__________Organization Code:___________Account Code:__________Program Code:____________ DONOR INFORMATION: Last Name: _________________________ MI: _______ First Name: ___________________________ Address: ___________________________________________________________________________________ City:_________________ State: _______ Zip code: ___________ Telephone Number: ______________ CONTRIBUTION: One Time Gift in the amount of $ ______________ Cash/Personal Check/Money Order – Make checks payable to South Texas College or make payment at any cashier window. Credit – Please remit credit card payments directly to the Cashiers’ Office at any cashier window Payroll Deduction in the amount of $ ______________ Other Donation (please specify) ______________________________________________________________ Estimated value of donation $ ___________ GOODS AND SERVICES PROVIDED IN EXCHANGE FOR THE CONTRIBUTION: No goods or services were provided by STC in return for the contribution. Description and good faith estimate of the goods or service that STC provided in return for the contribution: Description: _____________________________________________________________________________ Estimated value of goods or service $ ___________ DONOR CERTIFICATION: I understand that my contribution to STC is voluntary. Signature X______________________________________ Date: _______________ Contributions to STC are deductible under section 170 of the Internal Revenue Code. FOR OFFICE USE ONLY College Employee receiving the donation: _________________________ Department: ____________________ Organization Name: _____________________________ Fund Code: _________ Organization Code: _________ Financial Manager: ___________________________ Account Code: ___________ Program Code: ___________ SOUTH TEXAS COLLEGE Fundraising Authorization NAME OF DEPARTMENT/ORGANIZATION FUNDRAISING:_____________________________________________ FUNDRAISING PURPOSE: (Describe)_______________________________________________________________ _____________________________________________________________________________________________ PERIOD OF FUNDRAISING ACTIVITY: Begins:___/____/_____ Ends: ____/____/_____Other:____/____/_____ PROJECTED AMOUNT TO BE RAISED $_____________________ SOLICITATION NAME SOURCES OF EXTERNAL DONORS Internal External Both (internal and external) 1. 2. 3. TYPE OF FUNDRAISING ACTIVITY: (Describe)_______________________________________________________ ____________________________________________________________________________________________ STATEMENT AS TO THE COLLEGE’S NEED FOR THE ITEM: (Describe)_____________________________________ _____________________________________________________________________________________________ Fundraising request for Approval and acknowledgment of compliance with Fundraising Procedures and Cash Handling Procedures, if applicable, (located at Business Office web page): ___________________________________ Print Name of Fundraiser X________________________________ Signature of Fundraiser ______________ Date Name of Employee responsible for preparation and custody of financial records: ___________________________________ Print Name of Employee X________________________________ Signature of Employee ______________ Date ________ Approved ___________ Disapproved _______________________________________________ Finance Manager _______________ Date ________ Approved ___________ Disapproved _______________________________________________ Vice President of _________________________________ _______________ Date ________ Approved ___________ Disapproved _______________________________________________ Alumni & Fundraising Associate (Solicitations under $1,000) _______________ Date ________ Approved ___________ Disapproved _______________________________________________ President (Solicitations $1,000 and above) _______________ Date SOUTH TEXAS COLLEGE Donation Disclosure Statement 3201 W. Pecan Blvd McAllen, Texas 78501 DONATION DISCLOSURE Donor Last Name: _________________________ MI: _______ First Name: __________________________ Address: _____________________________________________________________________________________ City:_________________ State: ______ Zip code: ___________ Telephone Number: _________________ Thank You for your contribution of ________________________________________________________________ that South Texas College received on _____/_____/______. Department Acknowledging the donation: __________________________________________________________ Employee Name: ________________________________ Telephone Number: __________________________ Financial Manager: ________________________________ Telephone Number: __________________________ DISCLOSURE STATEMENT No goods or services were provided in exchange for your contribution. In Exchange for your contribution you received ________________________________________________ ______________________________________________________________________________________ with a fair market value of $ _________________. STC is exempt from federal income tax under section501(c)(3) of the Internal Revenue Code. STC is also classified as a public charity under sections 509(a)(1) and 170(b)(1)(A)(ii) of the internal revenue code. Contributions to STC are deductible under section 170 of the Internal Revenue Code. The College is also qualified to receive tax deductible bequests, devises, transfers, or gifts under section 2055, 2106, or 2552 of the Internal Revenue Code. Donors are strongly encouraged to consult with their tax advisor regarding donations to the College. As per Section 170(f)(8) of the Internal Revenue Code and section 1.170A-13(f) of the Income Tax Regulation, if you received a good or service from South Texas College in return for your contribution, the amount of the contribution that is deductible for federal income tax purposes is limited to the excess of money (and the fair market value of property other than money) contributed by the donor over the value of goods or services provided by South Texas College. THIS FORM DOES NOT REPLACE A WRITTEN ACKNOWLEDGMENT LETTER LETTER March 23, 2006 Name of the Donor Company Address City, State, Zip Dear Ms/Mr..., XXX XXXX: On behalf of South Texas College’s Department or Program, it is my pleasure to extend our appreciation for your generous contribution of the 5 textbooks valued at $300.00. The textbooks will be utilized by our students and will become part of our lending library. Thank you so much for your generosity and for touching the lives of bright but economically disadvantage students. I hope that you will consider South Texas College when another opportunity presents itself for a corporate donation. If you ever need assistance from South Texas College, please do not hesitate to call us. We greatly appreciate your support in this very worthy cause. Sincerely, Signature Donor Form Donation Purpose Organization Name Donor Information Contribution Goods and Services Provided in Exchange for the Contribution. Donor Certification Question Name the two positions that approve a Fundraising Authorization Form (#4000) and the third position if amount is $1,000 and over. Business Office “Count on Satisfaction” 11. Budget Transfers Account Codes Review 710000 730000 740000 770000 Direct Expenditures (Operating) Travel Expenditures Capital Expenditures Construction Procedures for Budget Transfers Go to FGIBAVL form Type Organization & Account Code Click on OK Purpose of budget transfer : - Reallocate budget for future purchases - Cover negative balances Budget transfers may be processed between different account codes of the same organization, or between different organizations. Review organizations for budget availability Review organizations for budget Availability (Continuation) Steps to prepare a budget transfer Determine organization & account code with sufficient funds (FGIBAVL), to either cover a negative balance or for budget allocation Prepare Budget Transfer form http://www.southtexascollege.edu/businessoffice/for ms.html Submit form for approvals Send approved form to Business Office for processing Question Who‟s signature(s) does a budget transfer require? Budget Transfer Request Form Budget transfers approvals review Contact Information Elena Jimenez, Budget Specialist 872-4620 elenae@southtexascollege.edu Nicole Perez, Budget Coordinator 872-4633 mnperez@southtexascollege.edu Budget Website: http://finance.southtexascollege.edu/businessoffice/budget.html - Budget Transfer Tips and Procedures - Budget Transfer Form Business Office “Count on Satisfaction” 12. Payroll TimeForce, & Position Control Payroll, TimeForce and Position Control Staff Vanessa Sifuentes vbalderrama@southtexascollege.edu Accountant 872-4674 Lidia Romo romol@southtexascollege.edu Payroll Specialist 872-4604 Ana Maria Hodgson amhodgson@southtexascollege.edu Budget/Position Control Specialist 872-4608 Amanda Vargas avargas10@southtexascollege.edu Payroll Assistant 872-4613 Yesenia Sanchez Payroll Assistant 872-4629 Payroll Process Responsibilities • • • • • • • • for Payroll Process NOE preparation (STC Departments) NOE review (HR) NOE Budget Control approval (BO-Position Control) Employee information in system (HR) Employee information in TimeForce (BO-Payroll) Employee timecard verification (Employee & Supervisor) Auditing and reviewing timecards & processing payroll (BO-Payroll) Payroll Notice will be emailed to Supervisor/Designee for immediate attention if an error found on timecard. Timely transfer of funds to ensure availability on pay date (BO) TimeForce Department TimeForce Procedures Every department should maintain timekeeping procedures. Department Working Hours Lunch Hours Overtime Request Working Hours In accordance with STC policies and guidelines and the U.S. DOL, Wage and Hour Division, Fair Labor Standards Act (FLSA). Compensable Travel Time shall be in accordance with the Business Office Travel Guidelines and the U.S. DOL, Wage and Hour Division, Fair Labor Standards Act (FLSA). (Non-exempt personnel). o o o o Travel by Automobile as a Driver – Working Hours during regular or nonregular workweek day Travel by Automobile as a Passenger – Working Hours during regular or non-regular workweek day when travel time overlaps with regular working hours Travel by Airline, Train, Boat or Bus as a Passenger – Working Hours during regular or non-regular workweek day when travel time overlaps with regular working hours Travel by Private Automobile instead of Public Transportation offered by Employer – Working Hours are either those hours considered working hours driving an automobile or as a passenger of the public transportation Working Hours (Cont’d) Conferences, Lectures, Meetings and Training Programs o Attendance at lectures, meetings, training programs and similar activities need not be counted as working time if the following four criteria are met: a) Attendance is outside of the employee's regular working hours; b) Attendance is in fact voluntary; c) The course, lecture, or meeting is not directly related to the employee's job; and d) The employee does not perform any productive work during such attendance. Note:The time is considered working time if these four criteria are not met. Working Hours (Cont’d) Waiting Time o Work time if the facts show the employee was engaged to wait. The time is usually of short duration and the employee cannot use the time for their own benefit. o Not work time if employee is completely relieved from duty and allowed to leave the job, relieved until a definite or specified time, or relieved long enough for employee to use the time effectively for his/her own purpose. Note: A new BO Form “Working Hours Worksheet” (B0-0610) for internal department use only has been created to help determine working hours. TimeForce Setup The Office of Human Resources sets up all new employee finger templates for use of time clocks. Payroll Office sets up employees in TimeForce based on the “TimeForce Account Request” form submitted by Human Resources. Employees The must call Payroll Office for online web access. Access to an STC network computer are necessary for reviewing and verifying timecard online. department’s supervisor/designee must submit Form BO-7710 to Payroll Office for removal of user when employee terminates employment. Employee Responsibilities Employees can clock in using either a time clock or online web access (https://timeforce.stcc.loc). Hours physically worked will be recorded on the date it actually occurred. The preferred method for employees to clock in is using the time clock. Responsible for punching in/out at the nearest time clock location or their assigned computers. Reviews timecard for missing hours causing total work week hours to be less than 40 (applies to non-exempt salaried employees only). Time Adjustment Request Form (BO-7700) must be submitted to supervisor/designee for all corrections made to the online timecard. STC Employee Leave Form must be submitted to supervisor for appropriate absence. Employee Responsibilities (Cont’d) Verifies online timecard. In the event employee cannot verify online timecard a printout of the timecard must be signed by the employee. Ensures supervisor checks off the “Supervisor” verification box. Complies with College-wide policies on code of ethics; reporting suspected or known fraud, abuse and other improprieties; hours of work policy; leave policy; overtime policy and all other College-wide personnel, payroll and benefits policies and procedures. Employee Responsibilities (Cont’d) Do’s and Don’ts for Clocking In/Out Do’s Clock in/out using the time clock in your department’s building or your assigned STC computer when entering or leaving work. Properly clock in/out at appropriate time to begin/finish work. Use STC Time Adjustment Request Form (BO-7700) when correcting a punch. Use STC Employee Leave Form when requesting sick, vacation, leave w/out pay, funeral or personal leave. Note: Any forms of abuse are considered acts of fraud. Dont’s Share your TimeForce online web access username and password. Abuse working hours. Clock in/out or authorize another individual to clock you in/out for nonworking hours. Clock in/out in a building you don’t work in to adjust your arrival/departure time. Clock in, go park your car, and then go back to work. Clock in/out of another building when going to lunch or returning from lunch. Clock in and use working time for personal use. Overuse the STC Time Adjustment Request Form (BO-7700) to adjust your working hours. Frequent use of this form, which will be displayed in your timecard, may cause audit issues. Supervisor Responsibilities All respective employees are set up under their department. Review TimeForce current employees. drop down list to ensure all employees are actual and If there are employees that must be added and/or deleted from their drop down list, supervisors must submit the TimeForce Access Authorization Form (BO-7710) to the Payroll Department. Audits, enters missing punches from BO-7700 submitted by employee, enters absences, and verifies the employees online timecard. Time worked must be reported to the nearest quarter hour (1/4, 1/2, & 3/4). When entering a punch, “round punch” must be checked. Verifies that total hours worked by employee are not under 40 for each work week (nonexempt salaried employees only). Ensures all corrected punches have a BO-7700 form on file signed by the employee and supervisor. The BO-7700 form must be filed by the department and made available for audit purposes. The record retention on forms used for timecard modifications and paid leave is 4 years. Supervisor Responsibilities (Cont’d) Ensures that timecard verification is made by the due date (2 business days after the end of the pay period). If employee is not available to verify timecard, then the supervisor may print the timecard and verify as “supervisor” without the “employee’s” verification. A written statement explaining the reason the employee did not verify must be kept for audit purposes. Ensures that overtime/straight time payments by employees has prior written approval from Supervisor, Vice President or Dean and President. Makes sure NOE’s for new hires, changes, and terminations are submitted timely to the Office of Human Resources. Contact the Payroll Department if mass punch is needed. Mass punches are used to create the same punch for a list of employees (e.g. travel or attend special events/conferences, etc.) that don’t have access to our clocks or online system during the events. Supervisor Responsibilities (Cont’d) Ensures employees are clocking in/out at the nearest clock location to their workstation or their assigned computer to prevent employees from distorting arrival/departure time (e.g. clocking in at a different building, then drive to the building where their workstation is located). To facilitate the monitoring of clock in/out locations, supervisors have access to the “Punch Detail” report. This report shows the employee name, employee ID, the ID (a number) of the clock the employee is using to punch in/out, and the IP address of the computer the employee is using to log in/out. Complies with College-wide policies on code of ethics; reporting suspected or known fraud, abuse and other improprieties; hours of work policy; leave policy; overtime policy and all other College-wide personnel, payroll and benefits policies and procedures. Overtime/Straight Time Request and Approval Process All non-exempt employees must have prior written approval when working overtime and/or straight time hours. Supervisors must submit the request for overtime/straight time hours using the “South Texas College Request for Overtime” form (BO-7721). The form must include the department name, month and year, employee names, and expected overtime/straight time hours to be worked by each employee. The BO-7721 form must be signed by the following persons: o Supervisor o Dean or Director (if applicable) o Financial Manager (if applicable) o Vice President o President Mass Punch Mass punches are used to create the same punch or total hours for a list of employees. These are occasionally used when employees either travel or attend special events (conferences, etc.) and don’t have access to our clocks or online system. Supervisors must request a mass punch creation by sending an email request to the Business Office Comptroller. Email must include the reason for the mass punch request, the date(s), punches or total hours to be processed, employee names, and their respective employee IDs (A number). Once approved by the Business Office Comptroller, the mass punch will be processed by the TimeForce Administrator. How to Post an Absence in TimeForce 1- Click on Enter Absence (a window will pop up) 2- Make sure to select the correct date 3- Enter total hours 4- Use arrow to select the corresponding leave type (e.g. sick, vacation, etc.) 5- Notes - write the “Reason for Absence” provided by the employee 6- Press Enter 7- Always click on the “Recalculate Employee” button Example 1 2 3 4 5 7 6 How to Post a Punch in TimeForce 1. 2. 3. 4. Click on Enter Punch (a window will pop up) Enter punch (military time only) Make sure to enter the correct date. Always check “Round Punch”. • Punch Type must always be “NORMAL” 5. Notes - write the “Justification for Punch Adjustment” provided by the employee. 6. Click on “Submit” 7. Always click on the “Recalculate Employee” button. IMPORTANT: Never enter a missed punch or an adjustment without the approved “Time Adjustment Request Form” (BO7700). EXAMPLE 1 2 3 4 5 7 6 TimeForce Access Authorization Form (BO-7710) The form serves two purposes: Create or delete supervisors/designees TimeForce accounts. Add/remove employees from supervisors/designees drop down lists. Supervisors are responsible for submitting this form when: An employee transfers from another department. An employee resigns or transfers to another department. Delays in submitting this form will create inaccuracies in the employees’ department and/or supervisor information. BO-7710 Instructions The first portion of the form is only used to create/delete supervisors and/or designees TimeForce accounts. Do not use this portion to add or remove employees from a supervisor/designee drop down list. See example below. REQUEST FOR SUPERVISOR AND/OR DESIGNEE ACCESS Please use this section to create or to delete access for department supervisor and/or designee(s). Designees do not have access to verify timecards. Designees can enter adjustments on employee timecards. Action Create Delete Access Employee Name Employee ID Supervisor Mary Smith A0000000 X X Justification for profile request: verify the employees timecards. Designee Mary will supervise the X department. She will enter adjustments and BO-7710 Instructions (Cont’d) The second portion of this form is only used to add or remove assigned employees from a supervisor and/or designee drop down list. Always indicate a justification checking the corresponding box(es). See example below. SUPERVISOR AND/OR DESIGNEE ASSIGNED EMPLOYEES Please use this section to add or to remove employees assigned to the supervisor and/or designee drop down list. (Note: Only Supervisors are allowed to verify employee timecards). Action Add Add to/Remove from list Remove Employee Name Employee ID Supervisor X Anna Johnson A0000000 X Designee Justification: (Please check one of the following): Department Change Supervisor/Designee Access Change Supervisor Change X New Hire X Employee Resignation from STC Other BO-7710 Instructions (Cont’d) Please read the “Statement of Compliance” located on the form. “REQUIRED SIGNATURE APPROVAL” - The financial manager signature is always required. No forms will be accepted without this signature. Designees are required to sign any time there is a change in their account access and their supervisors must sign to approve the change. If a new supervisor account is requested, the new supervisor must sign and his/her respective immediate supervisor must approve the account creation by signing the form too (both signatures must be in the supervisor signature line separated by a slash). Note: Supervisors/designees must sign in the correct section. Supervisors must not sign in the designee signature line and designees must not sign in the supervisor signature line. Time Adjustment Request Form (BO-7700) The BO-7700 form is used to enter missed punches or corrections in an employee’s timecard. The form must be prepared and submitted by the employee to his/her supervisor for approval. The The supervisor must sign the form if approval is granted. person entering the adjustment (supervisor/designee) must sign the last portion of the form. Information requested in this portion must also be provided by the person entering the adjustment. See example. TIMEFORCE REPORTS Punch Detail Report Go to the “REPORTS” tab. Under the “Audit Reports” section you will find the “Punch Detail” report. Click on “Punch Detail” link to access report. Select the date range for your report. The report will give you the following data. You can select the options you need. Employee Card. Employee Name. Employee ID. Clock ID (of the time clock the employee is using to clock in/out) Created Time. Department. Supervisor. User. Place a check in “Launch in Separate Window” to open the report in a new window. Click “Display Report” to view your results. Example Report Results Exceptions Report The Exceptions report is an important tool supervisors use to verify the completeness of the end of pay period time cards. This report displays timecard errors that need to be fixed before the Payroll department runs the payroll. Go to “REPORTS” tab Run “Exceptions” report Select Date Range and Pay Period Select the following options: o Employee name o Department o Page Break o Duplicate Punch o Missed Punch Place a check in “Launch in Separate Window” box Click on "Display Report” Fix Errors If the report displays errors such as missed and/or duplicate punches, the timecard needs to be fixed before it is verified. Employee must submit the “BO-7700 Time Adjustment Request Form” for all corrections that need to be done. Supervisor must approve the corrections by signing the form. Supervisor or designee must enter the corrections before the Payroll department locks access. Once the access is locked, no adjustments can be entered in the employee’s timecard. Note: All timecard adjustments must only be entered when the BO-7700 has been submitted by the employee and approved by the supervisor. Under Hours Supervisors also have access to the “Under Hours” report. The report will display all non-exempt salaried employees that did not complete 40 hours in a work week. Go to “REPORTS” tab. The “ Under Hours” report is located under the “Time Reports” section. Click on the “Under Hours” link. Select the date range (must be weekly) On Pay Period select “Monthly” On “Hours Threshold” key in: 39.99 Select the following options: Employee ID - Employee Name - Department - Regular Hours - Total Hours Employees that have less than 40 hours in a week may submit a leave form. If the employee does not submit a leave form to complete the 40 hours, he/she will be doc for the hour shortage. Question Who gives TF online web access? BUDGET/ Position Control Introduction Objectives • Discuss Budget/Position Control Specialist duties related to Notice of Employment (NOE) approval and salary budget transfers • Review the Position Control Transfer Form • Explain how the HR Module affects the Finance Module BUDGET/Position Control Duties Approve position funding on NOEs Process Position Control Transfers Provide position balances • • Pools Salary Savings Adjust position‟s labor distribution • Fund/Organization NOE form Funding Source Information Needed Indicate how position will be funded by providing a position number. • Direct Wage Pool or Salary Savings If position will be split funded, or funded by a grant, use the “Split Funded” option: • Provide Percent Distribution, Fund Code and Organization Code for each funding source • Provide the Pool or Salary Savings position number(s) State the total amount of funding needed Obtain Financial Manager Approval Incomplete NOEs will be forwarded back to the department • • Missing the above information NOE is missing Department and/or Home Organization Code where employee will be working for (top of NOE) Funding Source Examples 841184 8.50 15 12 1,530.00 Financial Manager 10/20/08 841184; 841423 50% 110000 320004 8.50 Financial Manager 10/20/08 50% 15 110000 12 410013 1,530.00 Financial Manager 2 10/20/08 Incorrect Funding Source Example 100% 110000 410013 8.50 Financial Manager 10/20/08 15 12 1,530.00 Noe form-partnership & industrial training Revisions to Funding Source Obtain copy of original NOE and make revisions in red ink. Initial and date revisions Financial Manager Limit number of revisions to original NOE to one or two. NOTE: Revisions that make changes to dollar amounts on NOEs already approved are not allowed. Department needs to process a new NOE. Position Control Transfer Form Purpose To transfer only salary funds between positions To clear salary deficits To replenish pools Usage When assignment will be funded differently than stated on the NOE As requested by Financial Managers Completed by Budget/Position Control Specialist and forwarded for approval signatures Position Control Transfer Form Effect of Overtime on Balances An organization‟s available balance is reduced by the amount of overtime earned by staff. Consider future overtime expenditures when hiring new personnel and transferring funds. HR Module Effects on Finance Module Changes made in the HR Module are reflected in the Finance Module on a monthly basis • • • Budgeted amounts Payroll feeds Encumbrances Question An organization’s available balance is reduced by the amount of _________________ earned by staff, which must be considered when hiring new personnel and transferring funds. Business Office “Count on Satisfaction” 13. Student Accounts Receivable Accounts receivable staff Marittza Adame –Accountant mmadame@southtexascollege.edu 872-4612 •Federal & State Financial Aid Maribel Medina– Collection Specialist mmedina@southtexascollege.edu 872-4624 •Uncollectible Accounts •Emergency Loans Mayra Ochoa– Accounting Assistant mochoa19@southtexascollege.edu 872-4657 •Federal Accounts •Exemption & Waivers Sonia Elizondo – Accounting Assistant srelizondo@southtexascollege.edu 872-4676 •Continuing and Professional Education •Agency Accounts Norma Ibarra– Accounting Assistant naibarra@southtexascollege.edu 872-4658 •State, Private & Local Accounts •Scholarships •Contract Instruction •Dual Enrollment Office Fax # 872-4647 Accounts Receivable Office Responsibilities Maintains third party contract and scholarship accounts, which consist of academic, workforce training and continuing education students as well as agency accounts. These accounts are categorized based on the funding source: federal, state, local and/or private. Review – verify that student account complies with contract Reconcile - Third party account balances Collect - Bill entity for payment of benefit award Send statements Phone contacts File originals/pertinent documentation, etc. Payment Types Upon registering, the student should know whether he can pay his student account in full by means of : • • • • • • Cash, check, or credit card Third Party Financial Aid Employee Waivers & Exemptions Emergency Loan Installment Plan What is a Third Party Payment Agreement? A third party agreement constitutes a written enforceable agreement between the student and a third party entity. The third party agrees to pay a fixed amount or a percentage of the student‟s tuition, fees, and/or other specified items. • There are currently 4 types of third parties. Who are the Third Parties? Federal Agencies State Agencies Local Agencies Private Agencies For a listing of the most common Third party Assistance Programs See STC 2009-2010 Student Handbook pages (61-75). Question How many third parties do we have? Types of Third Party Payment Agreements ) Contract Scholarship Waiver Exemption An agreement between a student and a third party which states the third party agrees to pay a dollar amount or percentage of the student‟s tuition and/or fees. Financial aid awarded to a student by a college, agency or special interest group. An STC agreement to relinquish claim for payment from a student for a specific charge. An STC agreement to free a specific student from an obligation required of others, for example, payment of tuition. Question What is a scholarship? Payment Process (Student) The flowchart below details the steps a student should complete when the Third Party method is chosen. Student goes directly to the entity of his/her choice Student applies with entity representative Entity will provide STUDENT or STC with signed written agreement Payment method If applicant meets the sponsor‟s eligibility criteria, A written agreement will be prepared by the corresponding party. ** No verbal agreements are accepted. All agreements require documentation. Payment Process (Financial Aid) Student and/or entity forward written agreement to Financial Aid Office. FINANCIAL AID OFFICE Reviews written agreement specifications Processes benefit award amount Provides statement of account to student on outstanding charges, if Forwards agreements to the Business applicable Office Payment Process (Business Office) Business Office invoices the Third Party Business Office reconciles monthly and follows up on unpaid balances. Business Office receives payment and credits third party account balance. P a y m e n t p r o c e s s The departments that can obtain written agreements are: Written agreements Business Office Financial Aid Department – Academic enrollment Office of Instruction – Dual enrollment Continuing Professional Education Employee waivers & exemptions ●Employee Waivers cover some tuition costs for qualifying dependents and spouses. ●State Mandated Exemptions cover some or all tuition costs for qualifying student groups & employees. (Veterans Hazelwood Act, Blind-deaf-hearing impaired, TX Dept of Prot & Reg Services, Valedictorian) ●Application and proper documentation must be submitted to Financial Aid to review and award the students. ●Business Office prepare monthly management reports. Dual Enrollment Program for High School Students Dual enrollment Dual Enrollment STC allows eligible High School students to enroll in college courses at a discounted rate. College credit earned upon successful completion of a course may be applied towards an Associate‟s degree at STC or may transfer to another college/university. STC provides workforce development instruction to High School students through the Contract Training Dual Enrollment Program. This program allows students the opportunity to enroll in technical courses also at a discounted rate. Contract Instruction Dual Enrollment Emergency Loan Program The Emergency Tuition & Fee Loan Program is a short term - loan in which students are attesting to financial need and are loaned money to pay for a portion of their tuition, textbooks and applicable fees. Therefore, this loan must be repaid. What does the student need to qualify for an Emergency Loan? • Be at least 18 years of age. • Be currently enrolled at least 3 credit hours. • Must not be in default on any student loans. • Must not have an outstanding balance owed to STC. • Must provide 3 references. Name Address Telephone Number •Be able to demonstrate ability to repay loan. Proof of upcoming financial aid disbursement. Employer information Other source of payment TextBook • Account for the current term has been paid in full by Financial Aid, cash, check or credit card. • Student enrolled in an installment plan. • Student Financial Aid was not enough to issue book money. • Textbook loan will be determined by the number of credit hours for which students are enrolled using following ranges. $600 = 12 or more credit hours $400 = 11 to 9 credit hours $300 = 8 to 6 credit hours What does the student need to do to apply for the Emergency Loan? After registering for the current semester Report to the Emergency loan Station (Cashier Office) to complete loan application. Verify account statement (receipt) to ensure loan award (payment) has been applied to the student’s account. pay the 50% initial down payment for tuition No initial payment for textbook loan complete a promissory note for loan processing Frequently Asked Questions What should the student do if enrollment status changes? • Student must contact the Financial Aid Office to renew their promissory note due to an increase in credit hours. • If the student decides not to attend STC or wants to cancel the loan, he/she must submit a written request for cancellation to the Financial Aid Office prior to the first class day. • The student must follow Admissions withdrawal policies to ensure he/she is officially dropped from his/her classes. Frequently Asked Questions • If the student does not follow Admissions withdrawal policies, he/she will remain enrolled and will consequently incur a debt due to STC. • Class drops or withdrawals also affect students under Financial Aid. Student must contact the Financial Aid Office. When is the emergency loan due? The emergency loan tuition and textbook must be paid back within the same semester. For example: The Fall 2011 Semester‟s emergency loan tuition due date is November 15, 2011. The emergency loan textbook loan is due in two installment payments October 3, 2011 (50%) and November 3, 2011 (50%). Frequently Asked Questions What if the student does not pay the emergency loan by the due date? •A $30.00 late fee will be assessed. •Also, registration and transcript holds will be placed on the students account. What if the student does not pay the emergency loan back? •He/she will not be able to register for any future semesters. •He/she may not receive credit for the semesters coursework and will not be able to obtain a transcript. •The student‟s account will be sent to an outside collection agency and reported to the credit bureau. Continuing and Professional Education students and/or entity goes to CPE Department CPE Forwards Request For Student Award Form and agreement to Cashier’s Office Prepares and/or reviews written agreement specifications Prepares Request For Student Award Form, BO 5600 Cashier processes benefit award amount and forwards all documentation to the Business Office Agency Accounts Funds collected from students that must be paid to vendors for services. ●Voluntary Health Insurance- (Will be available for students the first day of class on the South Texas College website). ● Low Risk Insurance ●Testing ●Other Fees (Nursing) Certification fees Business Office “Count on Satisfaction” 14. STUDENT -PAYMENT INQUIRY, -RESOLUTION AND INFORMATION TEAM S.P.I.R.I.T. OFFICE POP QUESTION? What does the acronym S.P.I.R.I.T. stand for? Student-Payment-Inquiry-Resolution and Information Team SPIRIT Office Staff Maribel Medina Collection Specialist mmedina@southtexascollege.edu 872-4624 •Uncollectible Accounts •Emergency Loans •Assist student with payment arrangements Connie Lira Accountant Assistant clira@southtexascollege.edu 872-2565 •Resolve Student issues on Student Accounts •Assist student with payment arrangement •Assist student with HigherOne JAGCARD Contact Information t ra En Financial Aid Location Student Services Pecan Campus Bldg K1.912 e nc Hours o Do rs Monday-Friday: 8:00 a.m. – 5:00 p.m. Wednesday: 8:00 a.m. – 7:00 p.m. Stairs Walk-Ins Welcome Appointment (upon request) Contacts Cashiers Connie Lira Phone: (956) 872-2565 E-mail: clira@southtexascollege.edu Maribel Medina Phone: (956) 872-4624 E-mail: mmedina@southtexascollege.edu S.P.I.R.I.T. Office The S.P.I.R.I.T. Office, was by the Business Office on July 24, 2007. The intent of creating this office is to help ease frustrations on students who are experiencing billing and other related difficulties. We offer the necessary assistance to meet student’s need(s). The office is decorated with European Architecture in which it’s theme portrays a welcoming, peaceful, and private setting to help ease frustrations. A Look Inside the Office Office Plan To facilitate students who feel like they have been given the “Run-Around.” • Ease their frustration by letting the student vent. • Offer solutions/options to help meet their need(s). To aid students who have billing issues/concerns and other related questions. Serve as a liaison and communicate with other departments in attempt to fix the issue. • Resolving the issue may require the involvement of one or more departments. • Immediate contact and communication with the appropriate personnel in each department is essential to ensure the proper action(s) is taken to resolve the issue in a timely manner. Follow-up with the student when the issue cannot be fixed “on-the-spot” and we monitor the account until the matter is resolved. Referrals Courtesy call BEFORE referring the student • Provide us the Student ID, and details of the situation Sometimes the problem can be resolved instantly • Saves the student time/frustration. • Allows us a chance to review the student account before meeting with the student. • We can prepare in advance to offer solutions/options to resolve the issue promptly. If the issue is not able to be resolved “on-the-spot,” we will request for the student to be referred to our office. • Student is to wait their turn outside the office if we are currently busy assisting another student. • Appointments are available upon request. Appointments work best for students who don’t have time to wait their turn and need to come back again. Question What is the first step taken before referring a student to our office? 911 Referrals Highly-Irritated Students • Are students who feel like they have been given the “run-around” and have attempted to fix the problem. Their attempt(s) in resolving the issue caused them to stress and become difficult students to handle. • Immediate Attention (Required)!! Contact the S.P.I.R.I.T. Office • We give the student our full attention and some privacy to discuss the issue. • We walk the student over to our office if student is in person and nearby. • Meet with the student on-the-spot so that we may offer solutions to resolve the issue. Privacy • Our office offers the adequate amount of privacy needed to handle the situation. • Calling us in advance is very important because we may already have a student in the office. If so, • We will make note of the students data, • Provide student with a waiting period time frame, and • Seat the student outside our office to wait and be called on for assistance immediately after the student who is currently being helped. Appointments (Available upon request) • If the student cannot wait, we will offer to set up an appointment for a later time/date. • Most highly irritated students want the problem solved right away and will not request an appointment for a later date. Common Inquiries Billing: • Balance • Disputes • Payment Options Payment: • Payment Arrangements • Payments over-the-phone Other Issues: • Dropped (for non-payment) • Higher-One • Given the “run-around” • Complaints • Prospect Students Holds Collections Students usually have more than one issue affecting their student account which requires the involvement of more than one department. Collection Specialist Statements of Account • Mails out reminder notices of outstanding balances • Contacts students with the intent to collect. • Research accounts whose mail was returned. Payment Arrangements • Offered to students who are at risk of being sent to collections. • Payment Arrangements are closely monitored for compliance • Students are contacted when they are not in compliance. Refers students to outside collection agencies • Provides agency contact information. Maintains billing history of uncollectible accounts. Collections Daily communication with external collection agencies to report adjustments and/or direct payments: • NCO • NRI • S&S Reports unpaid (uncollectible) balances to external collection agency. Reviews collection accounts being disputed. • An appeal may submit an appeal to the Conflict Resolution Center. • The Appeals Committee will vote and determine the final outcome. Department Goals SPIRIT Office Provide a direct reliable resource which students may utilize to expeditiously resolve his/her issues. Payment discrepancies, alternative payment arrangements, or specific financial concerns are addressed. Commit the availability of professional skilled personnel to research and analyze student account inquiries. The issues are resolved through the collaboration of various interrelated campus departments (primarily Cashiers, Financial Aid, Admissions, or Ombudsperson). Student information is gathered from different areas as required. The team cooperatively assists in resolving and/or thoroughly explaining the student issue while reducing student “run around”. Business Office “Count on Satisfaction” 15. Conference Procedures Procedures for Revenue Generating Conferences and Other Events Online Procedures http://finance.southtexascollege.edu/businessoffice/procedures.html Purpose To establish guidelines that a College department must follow for a conference or other event That generates revenue, and Uses an auxiliary organization to record expenses Conference Coordinator The department must identify one employee who will be designated as the department Conference Coordinator. The Coordinator must plan for each component necessary for hosting a conference or event. Items to be addressed by Conference Coordinator • • • • • • • • • Request and gain approval for conference, event Coordinate related activities and identify the event location Prepare the budget and request creation of a new organization (if needed) Purchase goods and services Execute contracts and service agreements Processing registration Cash handling and deposits Recordkeeping and Reconciliations Create a website for registration and payment Question Question: Who is responsible for organizing and coordinating conference efforts? Answer: Conference Coordinator Request and gain approval of conference The department conference coordinator should gain approval from appropriate personnel. Each division should develop guidelines for the types of conferences/events beneficial to the College. The purpose of the conference should be related to the College‟s educational mission. Identify the conference location and develop guidelines Contact Operations and Maintenance Office to identify and reserve suitable location. Develop conference guidelines regarding such issues as substitute attendees, refunds, cancellations, payment deadlines, etc. Prepare budget and request creation of new organization If needed, complete the Request to Create a Conference Organization Unit form (BO-2600) Used to create an auxiliary fund and organization code All approvals must be complete Submitted with form BO2610 Prepare budget and request creation of a new organization - Continued Complete and submit the Projected Budget form (BO2610) to budget for anticipated revenue and expenses. Determine a fee amount, per Board of Trustees approved fee schedule, that recovers costs. A processing fee may be charged. Fees should not be set to generate excess revenues to be used for other purposes. All revenues generated are earmarked solely for the conference/event. Prepare budget and request creation of a new organization -ContinuedObtain cost estimates for any goods and services. Consideration should be made for facility/meeting space rental, meals and hospitality coffee breaks, audio visual equipment, supplies, promotional items, advertising, printing, postage, copying, transportation, food purchases, equipment rental, vehicle use, speakers‟ honoraria and expenses, etc. All expenses directly associated with the conference must be charged to the conference auxiliary organization. Question Question: What form is submitted to the Business Office after the event? Answer: Form BO-2620 Conference Financial Report. To be submitted no later than 30 days after the end of the conference. Prepare budget and request creation of a new organization - Continued Projected Conference/Event Budget form (BO-2610) Setup budget before any expenses are made Project revenue & expenses for the event Identify additional funding sources, if needed Prepare budget and request creation of a new organization – Continued Auxiliary organizations are self-sustaining. The event should generate sufficient funds to cover all its expenses. The projected budget and the request for an organization unit forms must be submitted to the Business Office at least 45 days prior to the conference/event. Purchase goods and services for the Conference Pre-planning for purchase of goods is key. Please take into consideration prepayments, the amount of time that is needed to prepare requisitions and place orders, and weekly check cycles. The check cycle is available on-line under the Business Office Accounts Payable webpage. Goods and services acquired must comply with College’s policies and procedures. Execute contracts and service agreements All contracts and agreements must be prepared and executed in accordance with College policies and procedures. The Purchasing Office must be consulted from the onset regarding any contracts or agreements. Processing Registration Procedures for the registration process must be developed by the department conference coordinator and reviewed by the Business Office. Cash Handling and Deposits The department conference coordinator must read and understand the Business Office cash handling procedures, available on the Business Office procedures webpage. The department conference coordinator and other responsible parties must attend the cash handling training course conducted by the Business Office. Recordkeeping and Reconciliation The department conference coordinator is responsible for: • maintaining a record of all revenues and expenses and for reconciling all activities with the Business Office at the end of the event • submitting the Conference Financial Report form (BO-2620) at the end of the event to their immediate supervisor and to the Business Office • The report is due no later than 30 days after the end of the conference Conference accounts may be audited in the same manner as all other accounts are audited at the College by internal or external auditors. Create a website for registration and payment A website may be created to announce the event‟s activities, registration, and payment. Site may be configured to capture payments and registration information. Recap of Coordinator Responsibilities • • • • • • • • • Obtain event approval from immediate supervisor, financial manager and Vice President. Request a new organization from the Business Office (form BO-2600) Prepare the projected budget and submit to the Business Office (form BO2610). Prepare the conference financial report after the event (form BO-2620). Reconcile the financial activities with the Business Office. Read and understand the Conferences and Other Event Procedures. Attend the cash handling course, if applicable. Read and understand the Fundraising Procedures, if applicable. Read and understand the Donation Procedures, if applicable. Questions Thank you!
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