BUSINESS OFFICE 12 ANNUAL “HOW TO…” SESSION/
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BUSINESS OFFICE 12 TH ANNUAL T I T L E P A G E “HOW TO…” SESSION/ OCTOBER AA ROUNDUP OCTOBER 29, 2008 TABLE OF CONTENTS TA BL E OF C O NT EN TS 1. Tea Tips & Superstitions……..…………………… Mary Elizondo Comptroller 2. Fraud and Abuse Awareness…………..……….. Mary Elizondo Comptroller 3. Ethics……….……………………………………………Mary Elizondo Comptroller 4. Cashiers ………………………………………………………..Cashiers Staff . 5. Banner Finance Access………..………………….Myriam Lopez & Budget Senior Accountant TABLE OF CONTENTS 6. Accounts Payable……………………….…………. Maricarmen Ramirez, Accountant 7. Accounting Transactions……….…..………….… Annabel Garza, Accounting Assistant-GA 8. Grants………………………….………………………. Grants Staff 9. Budget Transfers……..………….……………….… Myriam Lopez, Senior AccountantBudget & Reporting TABLE OF CONTENTS 10. Payroll, Position Control TimeForce………………………………………... Payroll Staff 11. Student Accounts Receivable………….…. Accounts Receivable Staff 12. S.P.I.R.I.T. Office…………….……………….... S.P.I.R.I.T. Office Staff 13. Travel Guidelines…..………………….……… Carlos Hernandez Accounting Assistant OBJECTIVES To Learn “How To” Prepare and Process Business Office Documentation To “Learn About” Business Office Functions Tea Tips T E A T I P S Follow the instructions on the box in regards to preparing your tea. Rinse out the tea pot with boiling water. This way previous left over tastes will be gotten rid of, and the bacteria will be killed. Use bottled water, or soft water to make your tea. TEA TIPS Gently swish the tea back and forth when stirring. Never leave your spoon upright in the cup and likewise, be sure not to sip your tea from the spoon as well. After stirring, return the spoon to the saucer, placing it quietly behind the cup, not in front. It should be on the right hand side of the saucer, behind the handle of the cup. Be careful not to clink your spoon against the cup. Hold your tea cup by it’s handle, using a bent index finger and thumb to ‘pinch’ the handle. You never want to ‘ring’ your finger through the handle. TEA TIPS If you are standing or are seated away from a table, never lift the tea cup off the saucer when drinking. Pick both up, sauce in one hand and cup in the other. Hold the saucer under your cup while you sip. Hold the cup lightly, by the handle. Remember that tea is to be sipped, not slurped and not used to wash down a large bite of food. Swallow your food before you sip your tea. One should always try a little of each course and while doing so avoid talking with his/her mouth full. TEA TIPS If you are served hot water and a tea bag, allow the tea bag to rest in the water for approximately five minutes, avoiding dunking the bag (it doesn’t really help the steeping process anyway) and remove the teabag before drinking your tea. If your tea is hot, do not blow on the tea. leave your teacup on the table to cool. TEA TIPS Do not add milk and lemon in your tea at the same time. The lemon will curdle the milk. When your cup is low try to avoid the temptation of swirling the tea in the cup. If you must leave the table and are going to return, place the napkin on the seat of your chair. When everyone has finished tea, the hostess signals the end of tea time by placing her napkin loosely to the left of the plate. TEA TIPS Tea Superstitions TEA TIPS To stir the pot counter clockwise will stir up trouble. To make tea stronger than usual indicates a new friendship. To spill a little tea while making it is a lucky omen. If the lid is accidentally left off the teapot, you may expect a stranger bringing bad news. TEA TIPS To put milk in your tea before sugar is to cross the path of love, perhaps never to marry. Bubbles on tea denote kisses. Two teaspoons, accidentally placed together on the same saucer, points to a wedding or a pregnancy. If two women should pour from the same teapot, one of them will have a baby within the year. Tea spilling from the spout of the teapot while being carried indicates a secret will be revealed. Undissolved sugar in the bottom of your teacup means that there is someone sweet on you. TEA TIPS If the tag falls off the teabag while it's in your cup, you will lose something within a week. QUESTIONS? 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 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 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 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. 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. Link to Guidelines for Reporting and Investigating Suspected or Known Fraud, Abuse and other Improprieties HTTP://RAV4.SOUTHTEXASCOLLEGE.EDU/HR/HRFORMS/ POLICIES/FRAUD.PDF Fraud Survey F R A U D S U R V E Y QUESTIONS MANUAL OF POLICY Policy 4000, Code of Ethics Policy Statement Policy 4001, Code of Professional Ethics for the Administration, Faculty and Staff Policy 4002, Standards of Conduct Policy 4204, Reporting Suspected or Known Fraud, Abuse and Other Improprieties Policy 4000 POLICY 4000 Policy 4001 POLICY 4001 Policy 4002 POLICY 4002 Policy 4204 POLICY 4204 4. CASHIERS CASHIERS’ KEY INGREDIENTS I. II. III. IV. V. Customer Service to students and staff Process payments Process payment arrangements Process departmental deposits Refund students when applicable Help students understand their accounts Bill students Installments Online Emergency Loans Department needs FOAPAL Refunds: F/A, Drops, excess payment… Student Guides Available The Business office distributes the student guide in an effort to explain important student financial issues to students STUDE NT GUIDES ABOUT THE BUSINESS OFFICE STUDENT GUIDE Student Guides are updated at the beginning of 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 •Payments •Web (http://jagnet.southtexascollege.edu) •Credit cards (Visa, MC, Disc) •Checks •Emergency Loan Program •Installment Payment Plan (Now Available online) •Installment Due Dates •Third party Contracts and Scholarships •Dual Enrollment (Enrolled in two Texas Public Institutions of Higher Education) •Returned Checks/Stop Payments •Payment Options and Locations •S.P.I.R.I.T Office (Student Payment- Inquiry Resolution and Information Team) 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 receive the monthly cashier schedule, please sign up before leaving. DROP BOX: Available at Pecan Campus next to the SPIRIT Office. *Note: Non-CASH Payments ONLY NEW !!!!! Installment Plans online Log in to : http://jagnet.southtexascollege.edu Need USERNAME and PASSWORD Select :Enroll in a PAYMENT PLAN Refund Process Student refunds are now processed through Higher ONE Students can log in to http://stcjagcard.com to select their refund preference. Easy Refund “One Account”(same day delivery) Electronic Transfer (2 to 3 days) Paper Check (5 to 7 days) JAG CARD REQUESTING A REFUND Departments requesting a refund for a student must keep the following in mind Normal check runs are on Wednesdays A refund request must be submitted by noon Tuesday Any requests received after the deadline will be issued until the following week TSICSRV CUSTOMER SERVICE INQUIRY The customer service screen can be used to view student account status (Sum by Effective date; will show effective dates on all transaction) This form is Detail Code driven (alpha-numeric) Various query methods Refunds Query by R% The refund Date is when the refund was picked up by the system to be issued the following day. Query by Term Query by Effective Date If a credit/balance is reflected on the account refer to Cashiers Note; If you need access to this form please sign in the Access Request form before leaving 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” F O A P A L Fund Orgn Acct Prog Actv Locn (6 digits) (6 digits) (6 digits) (4 digits) General Ledger Required Used by Not used Fixed Assets Operating Ledger Required Used by Not used 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 DETAILED FOAP REPORTS Available at Business Office website, Banner Documentation Link http://www.southtexascollege.edu/ businessoffice/index.html FINANCE FORMS FGIBAVL – Budget Availability Status FGIBDST – Organization Budget Status FGITRND – Detail Transaction Activity FGIOENC – Organization Encumbrance List FGIENCD – Detail Encumbrance Activity 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, suspense 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. AVAILABLE BALANCE CALCULATION ON FGIBAVL AND FGIBDST Adjusted Budget - Year-to-Date (YTD) Activity - Commitments (Encumbrances) = Available Budget Balance 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 QUERY DATA ON BANNER Allows to separate specific transactions Steps to perform a query 1. 2. 3. Query / Enter or click button Query / Execute or click button To cancel a query – Query / Cancel or click button Wildcharacter “%” can be used in queries EXTRACT DATA TO EXCEL • If your computer has the Pop-up Blocker turned on, you need to press the Control key on your keyboard at the same time you click on Extract Data No Key and leave it pressed until the extracted data shows on your screen TRAINING AVAILABLE ON AN AS NEEDED BASIS Contact: Myriam Lopez 872-4640 6. 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. Bertha Arriaga Accounting Assistant (956) 872-4659 Vendors Process incoming mail A/P Exception Reports A/P Reconciliation A/P Board Lists Antonio Garcia Accounting Assistant (956) 872-4631 Vendors Marcos Garcia Accounting Assistant (956) 872-4611 B/R Ck Cycle Processing Travel Data Entry Student Checks Vacant Accounting Assistant (956) 872-4666 Vendors Carlos Hernandez Accounting Assistant (956) 872-4656 Travel Authorizations Travel Voucher Mileage Reimbursements Ana Maria Hodgson Accounting Assistant (956) 872-4623 Vendors Maricarmen Ramirez Accountant (956) 872-4609 Supervise A/P Personnel A/P Reconciliation Sonia Cuellar Accounting Assistant (956) 872-4673 ACCOUNTS PAYABLE DO’S Do submit approved original itemized receipts to the Accounts Payable Office timely. A/P personnel can only pay from original receipts. (HEB, Exxon, Wal-mart) Do forward all invoices received at your office to the Accounts Payable Office for processing. Do submit the Pre-payment Form to the Accounts Payable Office every time a pre-payment requisition is submitted. Do submit all receipts for Pre-payment Purchases to the Accounts Payable Office for complete audit trail. Do submit Institutional Membership Form for all new or renewal memberships. (with proper signature approvals) Do advise vendors (ex. HEB, Wal-mart) that STC is tax exempt. ACCOUNTS PAYABLE DO’S (CONT.) Do submit the UPS Daily Shipment Detail Report to the Accounts Payable Office. (if applicable) Do submit a completed Consultant Services Agreement Form (inc luding the Consultant’s signature and the ac c ount manager’s approval) after servi ces have been rendered. Do keep trac k of Open PO balances (Banner Form - FGIENCD). When Open PO has been ex pended a new requisition should be submitted. This will avoid delays in payment to vendors. Do keep open communication with A/P regarding pending issues with vendors and/or invoices. Do provide correct purchase order numbers to vendors. Do refer to Business Office website for A/P Handbook instructions and updated ac c ount code listing. Do meet all of Accounts Payable deadlines (see attached calendar) * Note: November, December, January, and March. ACCOUNTS PAYABLE CALENDAR ACCOUNTS PAYABLE CYCLES CALENDAR FISCAL YEAR 2008-2009 SEPTEMBER 2008 S OCTOBER 2008 M T W TH F S S M 1 2 3 4 5 6 7 8 9 10 11 12 13 5 6 14 15 16 17 18 19 20 12 21 22 23 24 25 26 27 19 28 29 30 26 T NOVEMBER 2008 W TH F S 1 2 3 4 7 8 9 10 11 13 14 15 16 17 20 21 22 23 24 27 28 29 30 31 S M T W TH DECEMBER 2008 F S S 1 M T W TH F 1 2 3 4 5 S 6 2 3 4 5 6 7 8 7 8 9 10 11 12 13 18 9 10 11 12 13 14 15 14 15 16 17 18 19 20 25 16 17 18 19 20 21 22 21 22 23 24 25 26 27 23 24 25 26 27 28 29 28 29 30 31 F S S M T F S 30 JANUARY 2009 S M T W 4 5 6 7 11 12 13 18 19 20 25 26 27 S M T FEBRUARY 2009 TH F S S M 1 8 14 21 28 2 3 1 2 3 4 5 9 10 8 9 10 11 12 15 16 17 15 16 17 18 19 22 23 24 22 23 24 25 26 29 30 31 F S 1 2 MAY 2009 W TH T W TH MARCH 2009 F S M 6 7 1 2 3 4 5 6 7 13 14 8 9 10 11 12 13 14 5 6 7 20 21 15 16 17 18 19 20 21 12 13 27 28 22 23 24 25 26 27 28 19 20 29 30 31 26 27 S M S M JUNE 2009 S T W TH APRIL 2009 S JULY 2009 M T W TH F S 1 2 3 4 5 6 T W TH 1 2 3 4 8 9 10 11 14 15 16 17 18 21 22 23 24 25 28 29 30 F S AUGUST 2009 W TH F S 1 2 3 4 T W TH 1 3 4 5 6 7 8 9 7 8 9 10 11 12 13 5 6 7 8 9 10 11 2 3 4 5 6 7 8 10 11 12 13 14 15 16 14 15 16 17 18 19 20 12 13 14 15 16 17 18 9 10 11 12 13 14 15 17 18 19 20 21 22 23 21 22 23 24 25 26 27 19 20 21 22 23 24 25 16 17 18 19 20 21 22 24 25 26 27 28 29 30 28 29 30 26 27 28 29 30 31 23 24 25 26 27 28 29 30 31 31 LEGEND: APPROVED DOCUMENTATION (INVOICE, COPY OF ON-LINE REQUISITION FOR TRAVEL) DEADLINE - TUESDAYS AT 12:00 P.M. Final FY08 Invoice Payment date ACCOUNTS PAYABLE CHECK CYCLE HOLIDAY/COLLEGE CLOSED ACCOUNTS PAYABLE DON’TS Don’t promise payment to vendors. The College follows a net 30 day payment policy. Don’t request emergency hand-cut checks every time a deadline is missed. These checks are for true emergencies. (A notice of noncompliance will be issued) Don’t keep invoices/receipts in your office. Local vendors usually issue them to the person(s) picking up the ordered items (i.e. Copy Zone, Broadway Hardware, Kinko’s, Barnes & Noble, etc.). These invoices/receipts should be forwarded to A/P for processing immediately. Don’t manually change total dollar amounts on invoices. Advise accounts payable of the discrepancy and A/P will request a credit memo. (note: A/P is not allowed to short pay invoices unless it pertains to sales taxes). HOW TO PROCESS DOCUMENTATION FOR ALLOWABLE EMPLOYEE REIMBURSEMENTS ALERT NOTICE 2000-05 Employee reimbursements for expenditures or services are NOT allowed. There are only four exceptions: 1. Meal Reimbursements (with approvals) 2. Employee Tuition Reimbursements 3. In-District Mileage Reimbursements 4. Travel Reimbursements requested on a travel voucher In-District Mileage Reimbursements and Travel Reimbursements Requested on a Travel Voucher are discussed in the Travel Section. HOW TO PROCESS DOCUMENTATION FOR AN EMPLOYEE MEAL REIMBURSEMENT 1. The Department completes a manual requisition and a memo stating the reason for going around the purchase order process. Both are signed by the person requesting reimbursement, Financial Manager and VP. Original itemized receipts/invoices must be submitted and signed by the Financial Manager. Keep in mind that Auxiliary organization accounts must be used for food purchases. 2. The requisition is submitted to the Accounts Payable Office. 3. A check is processed and mailed to the employee. 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 requisition must be forwarded to the President’s office for signature 4. The requisition is submitted to the Accounts Payable Office. 5. 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 prepayment) 2. A Pre-payment form (with the requisition number) is completed and submitted to the Accounts Payable Office. (note: justification is not the description it is the explanation why it is a pre-payment) 3. The Purchasing Department issues a purchase order. 4. The Accounts Payable Office 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. 7. Details should be added on the pre-payment form if check(s) need to be picked-up. (note: only STC employee and/or vendor with proper ID may pick-up check). 8. NOTE: DO NOT promise a check to a vendor without finding out first if AP has all proper documentation for payment. 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. 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 has been added to the existing Financial manager. Also, when a New Financial manager has started with STC. 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. 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. The invoice must be signed by Financial Manager or the designated employee. (within 3-5 business days) 5. Once the above steps are complete, the system generates a check. 6. The check is mailed to the vendor. FGIENCD (ENCUMBRANCE ACTIVITY) HOW TO OBTAIN AN EXXON CREDIT CARD TO FUEL AN STC VEHICLE 1. 2. 3. 4. 5. 6. Only personnel previously approved through HR MVR list as well as Financial Manager approval will be allowed to pick up the Exxon Card to fuel STC vehicles. Obtain an Exxon card from the Accounts Payable Office. For each gas purchase complete the requested information on form BO-7100. This form is located at the Business office for all STC vehicles except Purchasing/Receiving, who take care of the log books for their vehicles. On a monthly basis the departments will receive detailed invoices along with an IDT request to review and return. The Department must ensure that copies of the receipts are kept for their records and all original receipts and a completed IDT is submitted to the Accounts Payable Office every Monday. PLEASE NOTE: Payment to the vendor will not be processed until all IDT requests and original tickets are received. THE USE OF AN STC GAS CREDIT CARD IS RESTRICTED TO STC BUSINESS RELATED FUEL PURCHASES ONLY. HOW TO PROCESS PAYMENT FOR CELL PHONE BILLS 1. Detailed cell phone invoices along with a Non-Business Cellular Usage Certification Form (BO-9150) are sent to the AA of each employee who has an STC cell phone assigned to them. 2. AA responsibility: Have each employee review detailed invoice and highlight any personal calls. 3. AA Responsibility: Have each employee sign detailed invoice and Cellular Usage Certification form. 4. AA Responsibility: Have the Financial Manager review detailed invoice and Cellular Usage Form 5. Financial Manager responsibility: Review detailed invoice, address any nonbusiness calls with the employee and determine if the employee needs to reimburse the college. The Financial Manager will also address any patterns of non business usage. THE USE OF AN STC CELL PHONE IS RESTRICTED TO STC BUSINESS RELATED PHONE CALLS ONLY HOW TO PROCESS PAYMENT FOR CELL PHONE BILLS (CONTINUED) 6. Financial Manager responsibility: After review of detailed invoices, Financial Manager will sign the detailed invoice (approving for payment) as well as the Cellular Usage statement (if needed) and return the packet to the AA. 7. AA responsibility: forward packet to appropriate AP Accounting Assistant for payment. 8. AA responsibility: if there are delays due to employees being hard to reach, or on vacation, or refusal to sign, please contact appropriate AP Accounting Assistant. 9. PLEASE NOTE: Communication is the key to processing vendor payments timely. 10. ALSO PLEASE NOTE: Payment to cell phone vendors will not be processed until all detailed invoices and Cellular Usage forms are received with original signatures of both FM and employee. THE USE OF AN STC CELL PHONE IS RESTRICTED TO STC BUSINESS RELATED PHONE CALLS ONLY HOW TO PROCESS EMPLOYEE REIMBURSEMENT FOR NON BUSINESS CELL PHONE USAGE 1. 2. 3. 4. 5. 6. 7. Financial Manager responsibility: To review detailed cell phone invoices and determine if an employee should reimburse the College. Financial Manager responsibility: FM informs employee that they will reimburse the college at .10 cents per minute (whether the calls incurred a cost to the college or not) and sends the employee to the department AA. Administrative Assistant/Secretary (AA) responsibility: AA will fill out the Non Business Cellular Telephone Reimbursement worksheet (BO-9151) and have the FM and employee sign the form. Employee responsibility: Employee will take the Worksheet (BO-9151) to the cashiers and present payment. Cashiers responsibility: Cashiers will give the employee their receipt and a copy of the worksheet to return to their AA. AA responsibility: copies will be forwarded to designated AP Accounting Assistant for filing with vendor invoice. PLEASE NOTE: DO NOT send payment (cash or checks) to the business office attached to the approved invoice. THE USE OF AN STC CELL PHONE IS RESTRICTED TO STC BUSINESS RELATED PHONE CALLS ONLY 7. ACCOUNTING TRANSACTIONS (A) EXPENDITURE TRANSFERS EXPENDITURE TRANSFERS Expenditure Transfer Purpose To provide a procedure to request the transfer of expenditures from one organization (Budget Unit) to another organization (Budget Unit). EXPENDITURE TRANSFER Transfers are necessary for many reasons, i.e., incorrect fund, organization, and account code charged, over expenditures, late awards, etc. All requests to transfer expenditures from one FOA 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 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, 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. FORM Signatures are required. (B) CREATING NEW FUNDS AND ORGANIZATIONS NEW FUNDS & ORG Request to Set Up a New Organization FORM Request to Set Up a Student Organization – Fund Code F O R M O R G Request to Set Up a Fund Code FUND CODE (C) CHANGING FINANCIAL MANAGERS CHA NGIN G FM Request to Change Financial Managers FORM Request to Change Financial Managers For Student Organizations CHANGE FM FOR ORG INTERDEPARTMENTAL TRANSFERS I D T 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. I D T 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. 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 ) I D T *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 : •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) IDT FORM - Expenditures IDT FOR M Interdepartmental Transfer Revenue Form (IDT) – PROCESS ( EXCEPT FOR FOOD SERVICES ) IDT PR OCE SS *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 IDT FORM-REVENUE Food Service-Interdepartmental Transfer Form (IDT) - Process 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 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 FOOD-IDT Returning the completed Food Quote form to the Food Service Dept. IMPLIES ACCEPTANCE to perform services The Food Service Department Emails Food Quote to Customer Dept. The Customer Dept. *MUST complete the purpose and justification And 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 and Purpose FOOD-IDT Justification: 1) Something that shows an action to be reasonable or necessary. 2) A statement in explanation of some action or belief. 3) The act of defending or explaining or making excuses for by reasoning Ex: Meeting to discuss possible partnerships for students articulation agreements between STC and Instituto Tecnologico de San Pedro 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: Discuss possibilities for student Articulation agreements with the Instituto Tecnologico de San Pedro. 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 IDT 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. 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 IDT 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. IDT FORM – Food Service SOUTH TEXAS COLLEGE Food Service - Interdepartmental Transfer (IDT) 310100-400009-560060-9000 Business Office Use Only: Budget Approval:_______________________________ Document:________________IDT:__________ Document Total Date:___________ #REF! Grants Approval:________________________________ Date:___________ Date:___________________ Enter by:__________________________________ Do not use Interdepartmental Transfer Form (IDT) for: *Budget Transfers *Correction of an error *Expenditure Transfer between organizations IDT Department Contact Person Telephone & Fax Location of Event: (include campus) Event: Purpose: Justification: Date: Time: STC - Food Service MENU Unit Cost Amount See the attached detailed Food Quote INVOICE No.: - Total Customer Account (to pay) Fund Org. 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 Financial Manager (Printed Name) Date Financial Manager (Printed Name) Date Financial Manager Approval Signature Date Financial Manager Approval Signature Date Distribution: Original - Business Office Copy - Provider Department BO-5310 (Rev 9/08) Copy - Customer Department FOOD SERVICE QUOTE Patrick Woodin * Food Service * Pecan Campus * Phone (956) 872-2034 * Fax (956) 872-2685 9/4/2008 Invoice # I D T Requested Date To accept this quote, To process payment, Invoice # Assigned by Cafeteria Please complete the Justification and Purpose AND reply to Patrick Woodin at 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 Food Quote FORM – Food Service 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. IDT 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 ORGANIZATION (Expenditure Transfer Form) TO MAKE A PROFIT TO INCREASE BUDGET 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. DONATIONS The Business Office Departmental Accounting Report of Donations form (B.O. 1500) and Donation Disclosure Statement (B.O. 3900) is to be completed and approved prior to acceptance of the donated property. The top left section of the form is required with the donor information. SOUTH TEXAS COLLEGE Departmental Accounting Report of Donations DONOR INFORMATION Name of Donor Donation Date Address EMPLOYEE INFORMATION 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 The top right section of the form (STC employee’s information) is needed in case we need to contact donor. Description The middle section (source, purpose, and value of the gift) is required for financial reporting. 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 and specification of the item(s) contributed is required. Description: ________________________________________________________________________ Source of Gift (check one): Alumni ______Friend Religious Organization Other Source Faculty/Staff _____ Foundation _____ Fund-Raising or _____ Corporation/Business Purpose of Gift (check one): Cash _____Equipment (Inv.#_____________) ______Supplies _____Research ______Academic _____Faculty & Staff Compensation Public Service & Extension Library _____Operation & Maintenance of Physical Plant Property, Building & Equipment Endowment and Similar Funds - - Unrestricted Income Endowment and Similar Funds - - Restricted Income Loan Funds ______Other DONATIONS Estimated value of donation $ _____________________ Does this gift require operation and maintenance cost? Y N If yes, what organization will cover the cost? 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)) Business Office Use Only Fund ______________ Organization_________ Account ____________ Program Employee Signature Title Authorizing Signature (President) Title Authorizing Signature (Board of Trustees) Title Dist ribut ion: Original - Business Of f ice Copy 1 - President Copy 2 - Inventory Control Copy 3 - Department File 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 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 ________________________________________________________________ Department’s information and employee name acknowledging the donation. that South Texas College received on _____/_____/______. Department Acknowledging the donation: __________________________________________________________ Employee Name: ________________________________ 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 $ _________________. This form does not replace a written acknowledgment letter. 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. 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 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. DONATIONS 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 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. YES DONATION PROCESS Original Departmental Accounting Report of Donations form (BO-1500) Copy of the Donation Disclosure Statement (BO3900) 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.) 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 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. REPORTING Fundraising Authorization FUNDRAIZING AUTHORIZATION •Fundraising Purpose •Period of Fundraising Activity •Type of fundraising activity •Statement as to the College’s need for item Name of Employee responsible for preparation and custody of financial records. Approvals •Financial Manager •Vice President •President SOUTH TEXAS COLLEGE Fundraising Authorization ORGANIZATION: FORMS Name of Department/Organization Fundraising:___________________________________________________ ___________________________________________________________________________________________ FUNDRAISING PURPOSE: Describe the purpose of fundraising:_____________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ PERIOD OF FUNDRAISING ACTIVITY: Begins:___________________ Ends:_________________ Other:______________________________________ TYPE OF FUNDRAISING ACTIVITY: Describe the type of fundraising:________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ 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 _______________________________________________ Dr. Shirley R. Reed, President _______________ Date DONOR FORM Donation Purpose Organization Name Donor Information Contribution Goods and Services Provided in Exchange for the Contribution. Donor Certification SOUTH TEXAS COLLEGE DONOR FORM 3201 W. Pecan Blvd McAllen, Texas 78501 (Fundraising Activities) Donation Purpose: ____________________________________________________________________________ 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: ___________ 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. SOUTH TEXAS COLLEGE 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 Acknowledging the donation: __________________________________________________________ Employee Name: ________________________________ 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. 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 Business Office Financial Information Services Connecting And Leading 8. GRANTS CREATING A GRANT Fund – Left blank (Business Office will assign fund Organization – Partnership: 611000, Grant code) Compliance: 143000, Carl Perkins Grant Compliance: 142000, 600010 The Institute for Advanced Manufacturing Program Financial Manager Principal Investigator Form MUST be completed in full SET UP NEW GRANT FUND FORM CREATING A GRANT BUDGET Grant Fund – Left blank (Business Office will assign Organization – Partnership: 611000, Grant Compliance: fund code) 143000, Carl Perkins Grant Compliance: 142000, 600010 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 REQUEST FOR GRANT BUDGET FORM REQUESTING ACCESS TO GRANT FUND Form BO – 7200 MUST be completed in full and submitted to the Business Office BANNER ACCES FORM VIEWING A GRANT • FRAGRNT: F – Finance, R – Research A Accounting, GRNT – Grant FRAGRNT 1. Enter Grant Number 2. Next Block Icon FTMFUND 1. 2. 3. 4. Query Enter Enter “S” in COA field Enter Fund Number Query Execute GRANTS BANNER SYSTEM (NON-STUDENT SPECIFIC GRANTS) Financial Manager Inquiry Forms FRIGITD - Grant Inception To Date FRIGTRD - Grant Transaction Detail Form Same as FGIBDST– Organization Budget Status (Form in Finance Module) Same as FGITRND- Detail Transaction Activity (Form in Finance Module) FRIGITD 1. Enter Grant number 2. Enter Fund number 3. Next Block Icon FRIGTRD 1. 2. 3. Enter Grant number Enter Fund number Next Block Icon DATA EXTRACT FRIGTRD Enter Grant number Enter Fund code Next Block F8 to execute query – will display all transactions View selected transactions only (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 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 9. Budget Transfers ACCOUNT CODES REVIEW 710000 Direct Expenditures (Operating) 730000 Travel Expenditures 740000 Capital Expenditures 70000 Construction PROCEDURES FOR BUDGET TRANSFERS Go to FGIBAVL form Type Organization & Account Code Click on Block / Next Purpose of budget transfer : - Reallocate budget for future purchases - Cover negative balances Budget transfers are recorded within the same organization or 2 different organizations and different account codes. 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/ forms.html Submit form for approvals Send approved form to Business Office BUDGET TRANSFER REQUEST FORM SOUTH TEXAS COLLEGE REQUEST FOR BUDGET TRANSFER Change No.: BOARD APPROVAL PRESIDENT APPROVAL ______ Increases in E & G Budget ______Reallocations within an organization or account codes of: ______ Changes resulting in increase in number of authorized positions Direct Expenditures Budget ($1,000 or over), ______ Change between fund groups Travel Budget ($1,000 or over), Capital Budget ( $1,000 or over - increases only). 710000 Direct Expenditures 730000 Travel Expenditures ORGANIZATION NAME 1. 2. 3. 4. 5. 6. 7. 8. 9. 10 740000 Capital Expenditures 770000 Construction ORGANIZATION CODE ACCOUNT CODE INCREASE DECREASE 6. 7. 8. BUDGET TRANSFER REQUEST FORM 9. 10 $ - Total Document Amount $ - $ - JUSTIFICATION: Cover ( ) If you would like to be notified on the status of this transaction, please furnish e-mail address and/or phone number. Please check if this budget transfer will decrease capital budget. Financial Manager (Budget is being decrease) Date Financial Manager's E-mail / Phone Number Vice-President Date President Date Board Minute Order Entered by - Business Office Date Budget Change No. BUDGET TRANSFERS APPROVALS REVIEW Salaries and Benefits Financial Manager Appropriate Vice President President Increase to Budget Decrease to Budget Not Allowed Not Allowed Not Allowed Not Allowed Not Allowed Not Allowed Direct Exp and Travel Budgets Financial Manager Appropriate Vice President President Required Required Required Required $1,000 or above $1,000 or above Financial Manager Appropriate Vice President President Required Required Required Required $1,000 or above All Increase to Budget Decrease to Budget Capital Budget Increase to Budget Decrease to Budget Note: The above requirements pertain to the following Reallocation within an organization Reallocation within a organization series* Reallocation between organization series* * An organization series represents all the organizations assigned to the same financial manager. 10. Payroll and Position Control Payroll, TimeForce and Position Control Staff PAYROLL Nicole Espinoza Position Control Specialist mnespino@southtexascollege.edu 872-4633 Mayra Carver mcarver@southtexascollege.edu Payroll Assistant 872-4613 Lidia Romo romol@southtexascollege.edu Payroll Assistant 872-4606 Lucia Martinez lmtz@southtexascollege.edu Payroll Assistant 872-4604 Guadalupe (Lupe) Calderon gcaldero@southtexascollege.edu Jawaly Coriano jcoraino@southtexascollege.edu Accounting Assistant 872-4629 Accountant 872-4674 PAYROLL Payroll and Position Control Responsibilities RESPONSIBILITIES •The Payroll department is responsible for processing accurate and timely payroll functions for the college. •The Position Control department is responsible for controlling and monitoring the college’s salary budget. PAYROLL SET UP FOR TIMEFORCE • The Office of Human Resources is responsible for setting up all new employee finger templates for use of time clocks. • Based on “Request to Establish TimeForce Account” submitted by Human Resources, Payroll Office sets up employee in TimeForce. • Employee must call Payroll Office for online web access. • Employees who do not have access to an STC network computer or have not been given online access by the Payroll Office will not be able to review and verify timecard. • When an employee terminates; the department’s supervisor/designee must submit Form BO-7710 to Payroll Office for removal of user. DEPARTMENT ACCESS TO EMPLOYEES’ TIMECARDS • Upon start of new employee, department’s supervisor/designee needs to verify that employee is set up under their department and submit BO-7710 for required access. • Supervisor/designee should have access to edit and/or enter any leave punches. • Supervisor audits, corrects, enters punches from BO7700 submitted by employee and form is kept within department for audit purposes. EMPLOYEE • The employee clocks in using either a time clock or online web access (https://timeforce.stcc.loc). • The hours that an employee physically works will be recorded on the online timecard on the date it actually occurred. • Time worked must be reported to the nearest quarter hour (1/4, 1/2, & 3/4). • Employee must submit to supervisor/designee a BO- 7700 form for all corrections made on the online timecard. EMPLOYEE CHECK LIST To prevent delays in processing, you should: • Review that there are no missing punches causing total hours to be less than 40 for any work week •Verify online timecard; in the event an employee cannot perform the online verification; a print out of the timecard must be signed by the employee • Review online timecard for completeness and accurateness •Be sure you have your supervisor check off the “Supervisor” verification box SUPERVISOR • The supervisor audits, enters missing punches, enters absences, and verifies the employees online timecard. • A corrected punch must have a BO-7700 form on file signed by the employee and supervisor for any changes to the online timecard. The BO-7700 form must be safeguarded by department and available for audit purposes. • The supervisor should ensure that time worked is reported to the nearest quarter hour (1/4, 1/2, & 3/4). When entering a punch, “round punch” must be checked. SUPERVISOR (CONT’D)... •If an employee is not available to verify the timecard, the supervisor may print time card and may verify as the “supervisor” without the “employee’s” verification. A written statement explaining the reason the employee did not verify must be kept for audit purposes. •Before verifying, the supervisor must assure that the punches entered are correct. •Clock ID’s are used for identifying location of time clocks SUPERVISOR (CONT’D) This can be found under the “Daily Details” Mass punches are used to create the same punch 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 Form BO-7700 should be filed for these instances SUPERVISOR (CONT’D) An alternate method of having the supervisor/designee manually enter an employee’s time was devised to handle errors, omissions, and isolated circumstances. This method requires that form BO-7700 be prepared and maintained at the department. If there are specific reasons why employee’s are unable to utilize the time clock or online system for their punches, such as frequently assigned to tasks that occur off campus, please contact us to discuss the situation and make alternate arrangements. SUPERVISOR CHECK LIST To ensure timely processing of employee’s timecard, the supervisor must audit the timecard before it’s verified. The following is a checklist for auditing a timecard: •Verify all employee’s punches •Be sure that all missed punches are corrected •Review that the total hours by employee are not under 40 for each work week. •Refer to the Payroll Schedule for employee and supervisor verification due dates. • Make sure NOE’s for new hires, changes, and terminations are submitted timely to the Office of Human Resources. EMPLOYEE & SUPERVISOR • The online timecard must be complete and accurate to be included in the payroll cycle. • If the online timecard is incomplete or incorrect, it can not be processed. • If an error is found on an online timecard, a “Payroll Notice” will be e-mailed by the Payroll Office to supervisor/designee for immediate attention. • Employee submits leave forms as necessary to supervisor for updating timecard and submitting to Human Resources. OVERTIME • A prior written approval from the President, Vice President or Dean is required for all overtime/ straight time payments. • The work week for STC is from Monday through Sunday. • What is Overtime? Per Policy 4520- “Working hours in excess of the regularly scheduled 40 hour workweek, for which an employee is compensated at one and one-half times his/her regular rate.” STRAIGHT TIME • What is Straight Time? Hours physically worked which total less than or equal to 40 and Total Hours is greater than 40 during for which the employee is compensated at his/her regular rate. • How do I calculate my hourly rate? The annual salary is divided by 2080 to determine the hourly rate. • When is my overtime/ straight time paid? It is paid with the regular salary of the following month. PAYROLL DEPARTMENT The Payroll Office will audit, review, and process payment for hours worked. Direct deposit is submitted for all STC participating employees a day before the pay date to ensure timely access of funds. Payroll checks are mailed two days prior to pay date. POSITION CONTROL INTRODUCTION Objectives Discuss 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 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 FUNDING SOURCE EXAMPLES 841184 8.50 Financial Manager 15 12 1,530.00 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 POSITION CONTROL TRANSFER FORM Purpose To transfer 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 Position Control Specialist and forwarded for approval signatures POSITION CONTROL TRANSFER FORM 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 11. ACCOUNTS RECEIVABLE ACCOUNTS RECEIVABLE STAFF Marittza Adame –Accountant mmadame@southtexascollege.edu 872-4612 •Allied Health Loan Program •Texas Public Educational Grant •Federal & State Financial Aid Accounts Yvonne Harris – Accounting Assistant ylharris@southtexascollege.edu 872-4658 •State, Private & Local Accounts •Scholarships •Dual Enrollment •Contract Instruction Emma Trevino – Collection Specialist metrevino@southtexascollege.edu 872-4624 •Uncollectible Accounts •Emergency Loan Reconciliation Elena Jimenez – Accounting Assistant elenae@southtexascollege.edu 872-4657 •Federal Accounts •Waivers •Exemptions •Valley Scholars (Restricted Accounts) Maribel Medina – Accounting Assistant mmedina@southtexascollege.edu 872-4676 •The Partnership for Business & Industry Training & Continuing and Professional Education (Federal / State / Private / Local) •Agency Accounts-Allied Health & Student Insurance •A/P International School Office Fax # 664-4648 Accounts Receivable Office Responsibilities Maintains third party contract and scholarship accounts, which consist of academic, workforce training and continuing education students as well as insurance fees. These accounts are categorized based on funding source: federal, state, local and/or private. Maintain Files: Review - Student account coincides with contract Reconcile - Third party account balances Collect - Bill entity for payment of benefit award Send statements Phone contacts File originals/pertinent documentation, etc. AR RESPONSIBILITIES Who are the Third Parties? Federal Agencies Private Agencies State Agencies Local Agencies 3 RD PARTIES For a listing of the most common Third party Assistance Programs See STC 2008-2009 Student Handbook pages(61-75). The Origination of the Payment Path PAYMENT PATH Upon registering, the student should know whether he can pay his student account in full by means of : • Cash, check or credit card • Emergency Loan • Installment Plan • Financial Aid • A Third Party Contract / Scholarship Contract / Scholarship Payment Method The flowchart below depicts the steps that should have been completed if the Contract / Scholarship method was chosen. Student goes directly to the entity of his/her choice PAYMENT METHOD Student applies with entity representative Entity will provide STUDENT or STC with signed written agreement If applicant meets the sponsor’s eligibility criteria, A written agreement will be prepared by the corresponding party. General Rule of Thumb: Please DO NOT make unauthorized verbal/ written agreements!!! RUL E What is a Third Party Payment Agreement? 3 RD PARTY PAYMENT A third party agreement constitutes a written, enforceable agreement between an STC student and a third party entity in which the third party has agreed to pay a fixed amount or percentage of the student’s tuition, fees, and/or other specified items. Currently, we have: •Four types of third party payment agreements, and •A dual enrollment program for high school students. Types of Third Party Payment Agreement Contract Scholarship Waiver Exemption 3 RD PARTY PAYMENT (CONTINUED) An agreement between a specific student and a third party that states the third party has agreed to pay a dollar amount or percentage of the student’s tuition and/or fees. Is financial aid awarded to a student, for example, by a college, agency or special interest groups? An agreement by your institution to relinquish claim for payment from a student for a specific charge. An agreement by your institution to free a specific student from an obligation required of others, for example, payment of tuition. Payment Agreement Process Which corresponding departments are authorized to obtain a written agreement from a student or entity? 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 The Partnership for Business & Industry Training and Continuing Professional Education ACADEMIC student and/or entity forwards written agreement to: FINANCIAL AID DEPT. WRITTEN AGREEMENTS (CONTINUED) Reviews written agreement specifications Processes benefit award amount Forwards agreements to the Business Office Provides statement of account to student on outstanding charges, if applicable The Partnership for Business & Industry Training and Continuing and Professional Education students and/or entity goes to PBIT/CPE Department PBIT/CPE WRITTEN AGREEMENT (CONTINUED) 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 Dual Enrollment Program for DUAL ENROLLMENT High School Students Dual Enrollment STC allows eligible high school students to enroll in college courses. 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. Contract Instruction Dual Enrollment DUAL ENROLLED STUDENTS FALL UNDER THE FOLLOWING CATEGORIES Dual Enrollment Independent Enrollment (STC earns contact hours) Academic Dual Enrollment Credit Course Articulation Agreement (STC earns contact hours) Contract Training Student registered individually through Banner system Student Pays Student not registered Through Banner system Rate per student Paid by ISD Student registered individually through Banner system “S” section courses only (i.e., ENGL 1301.S01 District Instructor All tuition & registration Fees waived STC Instructor all tuition & registration fees waived (ISD pays mileage & Instructor cost) Dual Enrollment Process DUAL ENROLLMENT Nick Gonzalez with the Office of Instruction meets with high school officials on a semester basis to discuss participation in Dual Enrollment Program High school counselor(s) & STC Outreach Center notify high school juniors/seniors of available Dual Enrollment classes High school student(s) apply for enrollment in Dual Enrollment Program Outreach Center travels to and from high schools to obtain student information packets in order to register students High school counselor(s) prepare individual student information packets for Dual Enrollment applicants (Continued) Dual Enrollment Process DUAL ENROLLMENT CONTINUED YES Office of Instruction drafts Memorandum of Understanding (MOU) for participating school district. Office of Instruction: Is this the first time this school district has participated in Dual Enrollment Program? Office of Instruction obtains signatures for MOU from school district Superintendent and STC President. NOTE: MOUs are prepared upon initial participation in program and remain effective until change in policy necessitates drafting new MOUs. NO Office of Instruction drafts Course Agreement(s) for each participating high school on a semester basis. Office of Instruction obtains signatures for Course Agreement(s) from school district official(s) and STC official(s). (Continued) Dual Enrollment Process DUAL PROCESS Office of Instruction submits original signed and dated Dual Enrollment Course Agreements to Business Office BEFORE CENSUS DAY, also submits any new MOUs. Business Office reviews all Course Agreements and any new MOUs submitted. (Continued) Dual Enrollment Process PROCESS (CONTINUED) NO Business Office: Are all applicable agreements on file? Business Office contacts Office of Instruction to request agreement(s) needed. Office of Instruction drafts Course Agreement(s) and obtains required signatures. Office of Instruction submits original signed and dated agreements to Business Office. YES Business Office verifies exemption is correctly posted to all the Dual Enrollment student accounts BY CENSUS DAY. Business Office prepares all Dual Enrollment invoices. Business Office reviews agreement(s). Business Office collects payment from participating school districts. Contract Instruction Process Nick Gonzalez with the Office of Instruction drafts Memorandum of Understanding(s) (MOU) and Contract Instruction Course Agreements for each school district participating in Contract Instruction Program. CONTRACT PROCESS Office of Instruction obtains signatures from school district Superintendent and STC President. Business Office reviews all documentation submitted, prepares all Contract Instruction invoices & collects payments from participating school districts. Office of Instruction obtains listing of students attending courses under Contract Training from Division of Technology, NAH, and/or Business, Math & Science. Office of Instruction submits Contract Instruction Course Agreements for each participating school district to the Business Office. NOTE: MOUs are prepared upon initial participation in program and remain effective until change in terms necessitates drafting new MOUs. STUDENT HEALTH AND ACCIDENT INSURANCE Voluntary to all students and their dependents eligible to enroll in the Student Injury and Sickness Insurance Plan provided by Markel Insurance Company (effective Fall 2008). The insurance is available for purchase each term. Required for students enrolled in some nursing courses at South Texas College. Required for International students without proof of existing insurance under certain treaties with the applicable country. 2008-2009 ENROLLMENT FORM Uncollectible Accounts At the end of each semester students with outstanding balances on installment loans, emergency loans and/or other fees are sent at least two notices prior to classifying the account as uncollectible. •During this time a student has the option of: • Paying in full without incurring collections costs or • Establishing a payment agreement to be paid in full within a 12 month period to avoid being sent to a collection agency. •Note: Although a student may have made payment arrangements his account will remain under “uncollectible status” until balance is paid in full. UNCOLLECTIBLE ACCOUNTS Emergency Loan Program The Emergency Tuition & Fee Loan Program is a short term - loan used in conjunction with an Installment Loan in which students are attesting to financial need and are loaned money to pay for half of their tuition 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 able to demonstrate ability to repay loan. • Be currently enrolled at least 3 credit hours. Proof of upcoming financial aid disbursement. Employer information Other source of payment • 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 EMERGENCY LOANS What does the student need to do to apply for the Emergency Loan? After registering for the current semester LOANS (CONTINUED) Report to the Emergency loan Station (Financial Aid Office) to complete loan application. Verify account statement (receipt) to ensure loan award (payment) has been applied to the student’s account. Report to the cashier station to pay the installment loan processing fee of $30.00. Report back to emergency loan station (Financial Aid Office) to complete a promissory note for loan processing. Frequently Asked Questions FAQ’S 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. • 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. (Continued) Frequently Asked Questions FAQ’S (CONTINUED) When is the emergency loan due? The emergency loan must be paid back within the same semester. For example: The Fall 2008 Semester’s emergency loan due date is November 15, 2008. 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 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. S.P.I.R.I.T. OFFICE Emma Trevino Collection Specialist Connie Lira Accounting Assistant A LOOK INSIDE THE S.P.I.R.I.T. OFFICE WHAT IS THE S.P.I.R.I.T. OFFICE? The SPIRIT Office is a “mini” department that was created by the Business Office on July 24, 2007 With the intent to help S.T.C. students who are experiencing difficulties to ease their frustrations, by ensuring they receive the assistance necessary to meet their need(s). A branch of the Business Office linked between the Cashier Department and Accounts Receivable. Communicate with other departments aside from B.O. especially those located within the Student Services Building. Business Office Cashiers SPIRIT Office Accounts Receivable LOCATED Financial Aid t ra En STC Pecan Campus Student Services Bldg K1.912 Office Hours: Mon.-Fri. 8 a.m.- 5 p.m. e nc o Do rs By Appointment (Preferred) Walk-Ins Welcome Stairs Contact Information Cashiers Connie (956) 872-2565 or clira@southtexascollege.edu Emma (956) 872-4624 or metrevin@southtexascollege.edu PURPOSE To help students who have an issue/question or concern regarding his/her student account. 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 student’s issue. To help any student who feels like they have been given the “run-around”. REFERRAL PROCEDURE Please call the S.P.I.R.I.T. Office Connie (956) 872-2565 Emma (956) 872-4624 Courtesy Call BEFORE referring the student Be prepared to provide us the Student ID, and details of the situation Sometimes the problem can be resolved instantly over-the-phone; saves the student time/frustration Allows us a chance to review the student account before meeting with the student Gives us a head start to offer solutions/options to resolve the issue promptly Instructions as to when to send the student will be given at this point REFERRAL PROCEDURE Please DO NOT send the student directly over without contacting our office first High Rate Students– Require an on the spot “Emergency Meeting“ and preferably will be walked over to the S.P.I.R.I.T. Office by myself or an STC staff member from the department where the student is currently at. Calling us in advance is very important because we may already have a student in the office therefore, we would take down the students data, give you a waiting period /time frame for you to inform the student of, and instruct him/her to take a seat outside our office and wait to be called on. Always ask the student if he/she prefers to set up an appointment if they are not willing to wait. If an appointment was set, fill out the referral form and drop off at the SPIRIT office -do not give it to the student. REFERRAL FORM Student: (Last name, First name) Referred By: Appointment Date: SPIRIT Office Referral Form A#: Referral Date: Appointment Time: Referral Department: Financial Aid Admissions Outreach Cashiers Appeals Other________________ Issue:___________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ Student Comments:________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ Department Comments/Suggestions: ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ COMMON ISSUES Billing Inquiries Disputes Holds Collections Payment Options Payment arrangement Understanding of Installment Plan vs. EML Other Issues Dropped from course(s) – timing issues/non-payment Feel they are given the “run-around” Complaints Prospect Students Students are mainly referred by the following departments: Cashiers , Conflicts Resolution, Counseling, Financial Aid, Admissions, and Outreach. Most also have one or more issues affecting their student account ***Other issues not mentioned above have been resolved for students either in person or over the phone.*** COLLECTIONS Mails out notices of outstanding balances Assists students who are at risk of being sent to collections by discussing payment arrangement options. Provides students reported to collections with the agency contact information. Maintains uncollectible accounts and billing history. Monitors Payment Arrangements and calls student when not in compliance. COLLECTIONS (CONT’D.) SPIRIT Office Communicates daily with external collection agencies such as NCO/NRI/S&S to report adjustments/direct payments. Reports uncollectible balances to an assigned external collection agency. Reviews student account who believes he/she was sent to Collections in error. Under extenuating circumstances, the student may submit an appeal to the Conflict Resolution Center and the Appeals Committee will determine the final outcome. GOALS 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”. 13. TRAVEL TRAVEL FORMS Travel Authorization Form (BO-0600) Travel Voucher Form (BO-0500) Employee In-District Mileage Reimbursement And Authorization Form & Mileage Log (BO-6200, BO0400 Standard Mileage Method Form (BO-6800) Travel Updates and Reminders for Fiscal Year 2009 TRAVEL AUTHORIZATION FORM •Complete form when attending a seminar or conference • • • • • • • Airfare – Shands Brook Travel Registration – attach registration form/confirmation Per Diem – if meals included in conference agenda reduce from per diem total Lodging – emailed confirmation from hotel is preferred (Exclude state taxes if In-State travel) Mileage - 100% advanced 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 – Via a purchasing requisition Travel Procedure Section 3.07 (Parking) Travel Procedure Section 3.04 (Coordination of Travel) Memberships – Via a purchasing requisition TRAVEL AUTHORIZATION FORM Submit form to Business Office within 15 working days prior to travel Business Office will provide copy of form to Purchasing Department for airfare P.O. Checks for registration and lodging are mailed according to specifications – 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) City to city mileage website www.cpa.state.tx.us/comptrol/texastra.html Per Diem Rate: In-state $30 per day- Breakfast $6, Lunch $9, Dinner $15 Out of state rates refer to Business Office webpage travel section TRAVEL VOUCHER For travel expenses incurred in connection with a previously submitted Travel Authorization Form. • Complete form with employees name and address, organization number, travel dates and destination, and description of the trip • Submit original receipts for authorized expenses: Airfare, 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 and Financial Manager always required Vice President (Out of state travel) President (Mexico, Canada and U.S Possessions) TRAVEL VOUCHER If money is owed to STC, deposit funds within 3 working days at cashiers office and attach receipts to the travel voucher Submit form to the Business Office within 15 working days after returning from the trip If amount is owed to employee, a check will be issued by the Business Office and mailed to the employee’s mailing address If travel is cancelled, it is the department’s responsibility to cancel lodging, registration, airfare and car rental reservations. Notify business office via email or department memo TRAVEL VOUCHER Travel Procedure Section 1.13 (Trip Cancellation or Registration Cancellation) If an employee owes STC, any unused perdiem, lodging and registration checks should be deposited at the cashiers office within three working days of the cancellation If employee returns early from a trip, submit justification for early departure and adjust any per diem given in advance. Financial manager should determine if employee should pay for any fees related to early departure such as (airfare adjustments, hotel early departure fee, etc.) EMPLOYEE IN-DISTRICT MILEAGE REIMBURSEMENT AND AUTHORIZATION FORM • • • • • • Department completes form with employee’s name and designated home base, organization number and estimated miles per semester or fiscal year. Submit form at the beginning of each semester for faculty, all other submit at beginning of fiscal year Form serves as authorization to travel in-district for STC related activities Complete a travel voucher and a mileage log every time employee requests mileage reimbursement Mileage log should be attached to travel voucher completed with travel dates, destination, number of miles and purpose of travel. Odometer vehicle reading should be used when locations are not available in the STC mileage chart EMPLOYEE IN-DISTRICT MILEAGE REIMBURSEMENT AND AUTHORIZATION FORM MILEAGE REIMBURSEMENT FORM • • • • • • 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 should be approved by the Division Vice President The Business Office will generate a check one week after mileage reimbursement is submitted and received. Checks will be mailed to the employee’s mailing address Forms need appropriate signatures : Employee, supervisor and financial manager Proof of vehicle’s insurance should be submitted or attached STANDARD MILEAGE METHOD FORM Form should be completed when employees first or last destination point is not their homebase. Attach form to the Employee In-District Travel Authorization and Reimbursement Form or to the Travel Voucher. STANDARD MILEAGE METHOD Example Pecan Campus 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 TRAVEL UPDATES FY 2009 MILEAGE RATE $0.585 CENTS PER MILE (Effective July 1, 2008) Chapter 1 1.00 Associated Timelines & Deadlines 1.03 Travel Authorization Requirements 1.14 International Travel (NEW) 1.0 ASSOCIATED TIMELINES AND DEADLINES: (15 BUSINESS DAY RULE) Please keep in mind department deadlines as well as registration and airfare deadline notes. • 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 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. TIMELINES AND DEADLINES 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 & DEADLINES (CONTINUED) 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. The justification form and travel authorization form 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 September, January and May of the corresponding fiscal year. 1.14 INTERNATIONAL TRAVEL (EXCLUDING CANADA, MEXICO AND U.S. POSSESSIONS TRAVEL) 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. TRAVEL REMINDERS FY 2008 CHAPTER 1, SECTION 1.10 VACATION IN CONJUCTION WITH BUSINESS TRAVEL CHAPTER 3, SECTION 3.10 STANDARD MILEAGE METHOD Mileage Form BO-6300 CHAPTER 3 SECTION 3.01 GENERAL PROVISIONS STC may reimburse an employee for the mileage incurred during the employee's use of a personally owned vehicle provided such total reimbursement does not exceed the equivalent of air coach fare or other reasonable available transportation
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