Assessment and Transformation
Fiscal Services Program Review Yearly Update Report
Renee Byers
Vinci Adams
2008
Description of Fiscal Services Program
The Fiscal Services unit plays a part in assisting the college in managing its financial
resources beginning with identification, acquisition, and receipt; then with allocation,
utilization, and monitoring; and finally with data recording, reporting, and analysis.
Because of the need to receive and report financial information, the Fiscal Services unit
also maintains relations with local businesses, general public, labor unions, the California
Community College Chancellor’s Office, and other federal, state, and local governmental
units. The following is an outline of the basic areas of direct services to clients:
™ Student Receipts and Payments
¾ Cashiering and foundation transactions
¾ Student charges, collections, and refunds
¾ Student financial aid disbursements
™ Goods and Outside Services
¾ Purchasing and vendor relations
¾ Payment for goods and services
™ Financial Information Services
¾ Budget development and monitoring
¾ Accounting and financial reporting
A. Outcomes Assessment Plan Report
Outcome
Assessment
Method
(Indicate the
assessment
methodology to
be used, or was
used, such as
focus group or
exit interview.)
To Whom?
By Whom?
Administere
d When?
Use of
Results
Will work
with the
College’s
Assessment
Team to
develop
student and
program
learning
outcomes
Will work with
the College’s
Assessment
Team to develop
student and
program
learning
outcomes
Will work
with the
College’s
Assessment
Team to
develop
student and
program
learning
outcomes
Will work
with the
College’s
Assessment
Team to
develop
student and
program
learning
outcomes
Will work
with the
College’s
Assessment
Team to
develop
student and
program
learning
outcomes
Assessment
Status/
Findings
(Indicate when
the data will be
available for
analysis or the
result of the
analysis. In the
next year,
indicate the
results of a
second
assessment
cycle
Will work with
the College’s
Assessment
Team to develop
student and
program
learning
outcomes
Transformations
(Indicate what
transformations
were
implemented as a
result of
assessments.)
Intended
Follow-up
Will work with the
College’s
Assessment Team
to develop student
and program
learning outcomes
Will work
with the
College’s
Assessment
Team to
develop
student and
program
learning
outcomes
B. Department Goals Report
College Strategic
Plan Goal
Department Goal
FY2007-08
Action Plan
Develop and
manage human,
physical and
financial resources
to effectively
support the
learning
environment
Assist the board and
administration with
providing a stable
financial environment
and with using its
financial resources
effectively.
Develop a
long-range
financial
projection
tool and
processes
Status of each action item
Completed
In Progress
Collaboration
Partners
Board members
President
Vice Presidents
Academic Senate
Financial Advisory
Committee
CBO
Business Office Staff
Resources
Needed /
Reallocated
Staff
Staff Time
New Money
Reallocated $
Space
Equipment
Other:
Develop and
manage human,
physical and
financial resources
to effectively
support the
learning
environment
Develop and
manage human,
physical and
financial resources
to effectively
support the
learning
environment
Maintain and improve
fiscal operations by
continuing to develop
staff and new
technologies.
Maintain and improve
support to
programs/departments
and shared
governance groups by
developing more
training opportunities,
expanding aids used
in processing
transactions, and
access to useful
reporting tools.
Enhance
staffs’
technology
skills with
Excel,
Word,
Access and
Query
Building
with one-onone training,
crosstraining as
well as
encourage
the taking of
courses to
promote
effective
efficiency.
Completed
In Progress
Assess
individual
departmental
needs and
offer more
customized
onsite
training.
Completed
In Progress
Business Office Staff
Staff
Staff Time
New Money
Reallocated $
Space
Equipment
Other:
Business Office Staff
Cost Center Managers
Staff
Staff Time
New Money
Reallocated $
Space
Equipment
Other:
C. Improvements or Rationale for Action: (Provide a brief summary of the major
accomplishments and achievements of your department during the past year. Comment on the
whether your facilities, budget, equipment, and staffing are adequate based on the services
provided and the number of students served. Discuss what your operations, staffing and
facilities needs may be in the next three years.)
The Business Office had great success with the implementation of both the CAL
Card program as well as the E-Commerce program. The CAL Card program has
allowed more flexibility for staff, and the E-Commerce program has allowed us to
provide more efficient service to our students.
The state-wide trend is toward more accountability and increased financial
services to students. In the Fiscal Services unit, there has been one retirement,
a classified director. This position has been reorganized and distributed among
two classified managers. Additionally, the open account clerk position is being
filled to assist the two management positions in the office.
The recent departure of the Vice President, Chief Business Officer provided an
opportunity for Fiscal and Business Services to restructure to provide ongoing
savings to the District.
Please see below for an inventory of processes, tasks, and staff assignments as
revised during the self-assessment process. It is anticipated that the most recent
staffing changes will be sufficient to address the needs of the unit for the next 3
years and perhaps the foreseeable future.
There are 3 areas to be addressed over the next three years:
ƒ Customer service training for all
ƒ Datatel/Colleague training for new modules and features
ƒ Cross-training in related positions
Staffing – Consider implications of retirements, workload distribution, and the
increasing demand for services. Review process and task list for the unit
showing assignments for existing staffing and options for improvements.
Improve Automation/Technology Use – Implement new features for the CF
application and AR/CR modules in Datatel/Colleague and develop new PC based
applications:
Colleague:
Non-AR Codes
Periodic Software Releases from Vendor
Web-based User Applications
PC Applications
Report writer for archived GL data files
Investment pool earnings allocation
Colleague user approval and record level security database
BILLING / ACCOUNTS RECEIVABLE
AR Maintenance Before Major Events
1 Late BOGs
2 Late Sponsors
3 Payment Allocation
4 Correct Transactions without a Term
5 Deposits to New Charges
6 Manual Payment Activity
7 Financial Aid Allocation
8 Move Credit Balances to Terms with Unpaid Charges
Non-student AR Invoicing
AR Statements
1 Print Student AR Statements
2 Stuff/Mail Statements
3 Collection Follow-up
AR Refunds
1 Normal Refunds
2 Financial Aid Refunds
3 Credit Cards
AR Petitions/Payment Plans
AR Adjustments
1 AR Adj - R2T4
2 AR Adj - Bad Debt Write-off
3 Other Special Waivers & Adjustments
4 Registration Billing Problems
Sponsor Billing
Student Loans
Deposits
1 Apply Deposits to AR
> Batch (TUIT)
> Individual (as requested)
2 Voucher Bookstore Charges
COTOPS
CASH RECEIPTS
Cashiering
1 Petty Cash Fund Setups
2 Change Funds - Events
3 Daily Cash Receipts
> Student AR (mail or in person)
> Dorm Receipts
> Sponsor Receipts
> Bookstore Cash Deposits
> Dining Services Deposits
> Parking Meter Cash Deposits
> Non-Student AR Receipts (in person)
4 Process NFS Checks
5 Cash Count/Deposits
6 Cashier Session Recons (Session Manager)
7 Cash Deposit Review/JEs
B
P
B
P
P
P
P
P
P
R
C
I
I
I
I
C
C
C
C
P
P
I
P
P
R
R
R
P
P
P
P
B
B
C
B
P
R
C
P
P
P
P
P
P
P
P
I
R
R
P
P
C
R
R
R
R
R
C
R
C
R
P
P
P
P
P
P
P
P
P
P
P
P
P
Frequency
No Substantial Effort
P
B
B
B
B
B
B
N
N
N
2M
N
2M
2M
2M
N
P
P
P
N
N
N
2M
2M
2M
N
B
I
P
C
C
R
C
Others
Acct Clerk
Budget Tech
Accts Payable
Purchasing
Accts Receivable
Daily
Weekly
Monthly
Quarterly
Annually
As Needed
Cashier
D
W
M
Q
A
N
Manager
Backup
Coordinates
Performs Task
Reviews/Approves
Provides Input/Support
No Substantial Effort
Director
B
C
P
R
I
N
CBO
REDWOODS COMMUNITY COLLEGE DISTRICT
FINANCIAL SERVICES PROCESSES & TASKS
REVISED PROPOSAL 2007-08
T Term
P
N
N
N
N
W
N
N
N
N
A
B
N
N
B
D
D
D
D
D
M
D
N
D
D
D
8 Student Activity Cards
Special Cash Processing
1 Non-AR Cash Receipts (mail)
> Maintain Check Log
> Review Receipts for Proper Coding
> Prepare Deposit and Data Entry
2 Review/Code/Enter Direct Deposits to Cnty Treasury
3 Other Location Cash Receipts JE Process
Cash Transfers Between Banks
1 Clearing Accounts to Cnty Treas BofA
2 Maintain Proper Balances
3 Student AR Subfund Clearing
Merchant Card Services
Federal Cash Procedures
1 Draw Cash - GAPS to US Bank
2 Transfer to Operating Bank
PURCHASING/ACCOUNTS PAYABLE
Sources of Supply
1 Products and Vendors
2 Computer Committee and Standards
3 Special Purchasing Arrangements & Discounts
4 Employee Microcomputer Purchase Program
Work with Consultant on Phone Charges
Warehouse Inventory
Fixed Asset Records
Quotes and Bids
Returns and Allowances
Issue POs
PO Cut-off Coordination and Support
Voucher Vendor Invoices/Balance Batches
1 Bookstore
2 Foundation
3 Dining Services
4 District (verify acceptance)
5 CRMC/CRDN Local Vendors
6 Payroll Vendors (deductions & employer costs)
Travel, Mileage and Expense Reimbursement Claims
Surplus Sale Support to Cost Centers
Cal Card Program
1 Program Design & Contractor Relations
2 Cardholder Training
3 Cardholder Setup & Maintenance
4 Review Approving Officer Batches & Voucher
5 Audit Transactions for Propriety
Petty Cash Replenishment
PR Deductions and Employer Costs
1 Employee Deductions
2 Employer Costs
C
C
C
C
R
D
D
D
W
D
M
P
P
P
P
P
P
P
M
W
M
N
P
P
R
I
Q
Q
P
P
P
P
P
D
N
N
N
M
M
D
N
N
D
A
R
R
P
P
P
P
P
P
P
C
C
C
C
Frequency
N
P
C
C
C
C
No Substantial Effort
Others
Acct Clerk
P
Budget Tech
B
Accts Payable
C
Purchasing
Accts Receivable
Daily
Weekly
Monthly
Quarterly
Annually
As Needed
Cashier
D
W
M
Q
A
N
Manager
Backup
Coordinates
Performs Task
Reviews/Approves
Provides Input/Support
No Substantial Effort
Director
B
C
P
R
I
N
CBO
REDWOODS COMMUNITY COLLEGE DISTRICT
FINANCIAL SERVICES PROCESSES & TASKS
REVISED PROPOSAL 2007-08
T Term
R
C
P
B
P
P
I
P
P
P
P
P
P
P
P
W
D
D
D
W
2M
D
N
N
P
P
B
B
P
N
M
M
N
P
P
2M
2M
P
P
ACCOUNTING & REPORTING
System and Chart of Accounts
1 Maintain System of Accounts
2 Maintain Chart of Accounts
3 Review Transactions for Proper Coding
> Prior to Processing
~ PT Faculty Contracts
~ Cash Receipts for Special Programs
~ Budget Adjustment Requests
~ Journal Entry Request
~ Permanent & PT Staffing Requisitions
> After Process in Summary Form
~ Subfund 11002/11003 Monitoring
Charge-backs
1 Printing/copiers
2 Warehouse Supplies
3 Postage
4 Rental Cars
Year-End Closing - See Master Schedule
Reconciliations
1 Cash and Investment Accounts (14) (See Schedule)
2 Student Accounts Receivable
3 Financial Aid
> Extract Data & Create Database
> Reconciliations
~ Pell/SEOG/Cal Grant
R
R
R
C
P
I
P
P
C
C
P
P
C
R
C
P
P
R
P
P
P
R
P
P
P
B
P
P
P
P
I
R
R
P
P
P
C
C
C
P
P
R
P
N
M
M
D
M
P
P
P
P
P
C
Frequency
Others
Acct Clerk
Budget Tech
Accts Payable
Purchasing
R
R
C
R
No Substantial Effort
CASH DISBURSEMENTS
Audit Disbursement Batches
1 Regular PR
2 Supplemental PR
3 Vendor Checks
4 Electronic Disbursements
Manual Checks
1 Prepare Manual Checks
> Foundation/Bookstore/Student Accounts
> District Vendors
> Payroll
2 Voucher Manual Checks & Post to GL
> Foundation/Bookstore/Student Accounts
> District Vendors
> Payroll
> Update County Records
3 Journal CRDN/CRMC Foundation Checks
Stop Payments/Void Checks/Outlaw Checks
Release Batches to IT, Review Checks & Mail
1 Bookstore/Foundation/District Vendors
2 Payroll Vendors
3 Payroll Net Checks
4 Student Accounts
Accts Receivable
Daily
Weekly
Monthly
Quarterly
Annually
As Needed
Cashier
D
W
M
Q
A
N
Manager
Backup
Coordinates
Performs Task
Reviews/Approves
Provides Input/Support
No Substantial Effort
Director
B
C
P
R
I
N
CBO
REDWOODS COMMUNITY COLLEGE DISTRICT
FINANCIAL SERVICES PROCESSES & TASKS
REVISED PROPOSAL 2007-08
T Term
P
P
P
P
N
N
N
N
N
N
N
M
N
2W
2M
2M
2M
I
P
D
D
P
P
P
P
P
P
C
P
D
D
D
D
D
D
Q
C
C
C
C
P
P
P
P
P
P
M
M
M
M
A
P
P
M
Q
P
Q
P
A
~ Americorp/BIA/Misc
~ Loans
~ Scholarships
4 Federal Cash Draws
5 General Obligation Bond Expenditures
> Add Transitions and Explanations to Database
> Report to Project Manager
Federal/State/Local Reports
1 Annual Financial and Budget Report - CCFS311
2 Attendance Reports - CCFS320 (P1/P2/A/R)
3 Quarterly Financial Status Report - CCFS 311Q
4 Full-time Faculty Obligation
5 Part-time Faculty Office Hours
6 Part-time Faculty Health Insurance
7 Part-time Faculty Compensation
9 Gann Limit Worksheet & Public Hearing
10 IPEDS - Financial Section
11 Non-resident Fee Rate
12 Challenge Grant
13 Trinity County Forest Reserve
14 Enrollment Fee
15 Annual Information Returns
> Student Fee - Form 1098T
> Miscellaneous - Form 1099 MISC
16 New Independent Contractor to State
17 Student Farm Operations to the Court
18 Various Financial Surveys
19 State Mandated Cost Claims
20 Central Contractor Registration Renewal (TPIN)
21 Conflict of Interest Reporting (Form 700)
22 EDTN Property Tax Exemption (Form BOE-263)
23 State Block Grant Certification
24 Accrediting Commission Annual Financial Report
25 ED Clearance Report for Annual Audit
26 Prop 39 GO Bond Investor Disclosures
27 State Sales Tax
> Foundation
> District
District Reports
1 Board
> Monthly Financial Status Report
> Public Disclosure Summary
> Monthly Disbursements
2 Management
> Cost Center Discretionary Budget
> Earnings and Benefits by Account & Employee
> Salary Schedules
> Employer Paid Benefit Rate Schedule
> Bookstore Financials
> Special Analysis
C
C
I
P
P
P
P
P
P
P
P
P
P
P
P
P
P
P
P
P
P
M
M
P
A
4A
Q
A
A
A
A
A
A
A
A
A
I
P
P
P
P
P
P
P
C
P
P
P
P
P
P
P
P
C
P
R
P
P
P
P
R
P
P
P
P
M
N
M
P
M
M
A
A
Q
N
P
I
I
P
P
P
A
A
N
A
N
A
A
A
A
A
A
A
A
M/Q
Q
R
B
P
Frequency
I
2A
2A
A
Q
R
P
No Substantial Effort
Others
Acct Clerk
Budget Tech
Accts Payable
Purchasing
Accts Receivable
Daily
Weekly
Monthly
Quarterly
Annually
As Needed
Cashier
D
W
M
Q
A
N
Manager
Backup
Coordinates
Performs Task
Reviews/Approves
Provides Input/Support
No Substantial Effort
Director
B
C
P
R
I
N
CBO
REDWOODS COMMUNITY COLLEGE DISTRICT
FINANCIAL SERVICES PROCESSES & TASKS
REVISED PROPOSAL 2007-08
T Term
> Dorm Receivables
3 Foundation
> Annual Report on Allowable Withdrawals
> Quarter Investment Report
> Quarterly Financial Update
> Annual Financial Report
4 Annual Audited Financial Statements
> MD&A
> GASB 34/35 Adjustments
> GFAG/GLTD
Journal Entries
1 Special Deposits and Other Original Entries
2 Reclass Revenue & Expenses
3 Account Reconciliation Entries
4 Correction of Errors
FINANCIAL MANAGEMENT
Budget Development
1 Expenditure Projections
> Salary & Benefit Projection Model
~ Maintain Model
~ Maintain Data for Projections
> Projections by Program and Component
> Restricted Program Requirements
2 Revenue Projections
> State Revenue Projection Model
> Enrollment and Fees
> Restricted Programs
> Other Budget Components
3 Cost Center Budget Input
4 Create Financial Planning Scenarios
5 Budget Simulations
6 Budget Calendar
7 Budget Assumptions
Budget Monitoring
1 Maintain Salary & Benefit Projection Model
> Maintain Model
> Maintain Data for Projections
2 Maintain Revenue Projection Models
3 Maintain Financial Planning Scenarios
4 Budget and Actual Analysis
> Run Budget Reports
> Analyze Budgets by Program
> Consult with Budget Officers
> Code & Enter Adjustments
5 Budget Adjustments
> Review/Adjust/Enter Cost Center Requests
> Business Office Developed Entries
6 Major Review at Mid-year for Unrestr Components
Restricted Program Requirements
R
P
P
R
R
A
Q
Q
A
P
P
P
P
P
I
I
I
A
A
A
I
M
D
M
N
I
I
P
I
P
P
P
N
N
N
N
P
I
P
I
P
N
N
N
N
N
N
N
N
N
P
P
P
R
P
P
I
I
P
R
P
P
R
P
P
Frequency
M
P
P
P
P
P
P
No Substantial Effort
Others
P
P
P
P
P
R
R
R
Acct Clerk
Budget Tech
Accts Payable
Purchasing
Accts Receivable
Daily
Weekly
Monthly
Quarterly
Annually
As Needed
Cashier
D
W
M
Q
A
N
Manager
Backup
Coordinates
Performs Task
Reviews/Approves
Provides Input/Support
No Substantial Effort
Director
B
C
P
R
I
N
CBO
REDWOODS COMMUNITY COLLEGE DISTRICT
FINANCIAL SERVICES PROCESSES & TASKS
REVISED PROPOSAL 2007-08
T Term
P
P
I
N
N
N
N
P
P
P
P
M
M
M
M
P
P
P
D
D
A
P
1 Maintain Data on Grantor Requirements
2 Review Grant Applications for Fiscal Issues
3 Review Budget Changes
4 Review/Prepare Interim/Final Program Reports
5 Maintain Cash Match Template
Cash Flow
1 TRAN Program Administration
2 Cash Available by Account
Support for Collective Bargaining
Set PR Rates for SUI/WC
New Budget Officer Orientation
Monitor Internal Accounting Controls
Internal Auditing
Support for Financial Mgmt Decisions
1 Analyze for Financial Effects
> Administrative Proposals for Budget Effects
> Board Meetings/Materials for Financial Issues
> State Funding Proposals for District Effects
4 Maintain Budget Scenarios - Current/Next Year
> Contingent Revenues/Expenditures
> Possible Budget Solutions
5 Backup District Representative on JPA Boards
Support for External Audit
1 Facilitate Fieldwork & Committee/Board Meetings
2 Respond to Issues
> Management Comments
> Potential Audit Exceptions
3 Develop Corrective Action Plans
4 E-Report to Dept of Ed
5 Disclosure Requirements for GO Bonds
OFFICE MANAGEMENT
Supervise Staff
1 Justification/Req Approval/Selection
2 Direct/Support/Evaluate/Time Sheets
3 Coordinate Student Workers
Sr Admin Support & Activities/Goals
Program Review
Business Office Procedures
1 Business Office Customers
2 Business Office Staff
Staff Meetings
Staff Development
Liaison with FAO and Student Services
DATATEL MODULE TEAMS
Implement Datatel Features/Changes
1 Non-AR Codes
2 Fixed Assets
3 Warehouse Inventory
N
N
N
N
M
N
A
N
N
P
P
P
P
P
Frequency
W
P
P
P
No Substantial Effort
Others
Acct Clerk
P
P
P
P
P
R
P
R
P
P
P
Budget Tech
Accts Payable
Purchasing
Accts Receivable
Daily
Weekly
Monthly
Quarterly
Annually
As Needed
Cashier
D
W
M
Q
A
N
Manager
Backup
Coordinates
Performs Task
Reviews/Approves
Provides Input/Support
No Substantial Effort
Director
B
C
P
R
I
N
CBO
REDWOODS COMMUNITY COLLEGE DISTRICT
FINANCIAL SERVICES PROCESSES & TASKS
REVISED PROPOSAL 2007-08
T Term
P
P
P
I
N
M
N
I
P
P
P
W
W
N
P
A
P
P
P
P
P
A
A
A
A
A
P
P
P
I
I
I
I
P
P
R
P
I
I
I
I
I
I
I
I
I
P
I
I
I
I
I
I
I
I
P
P
I
C
P
P
P
P
P
P
C
C
P
C
C
C
N
N
N
I
I
A5
I
I
I
I
I
I
N
N
Q
N
N
P
P
P
4 Software Changes (Patches)
> CF
> AR/CR
Resolve Datatel Problems
1 CF
> Operator Errors
> Software Generated Errors
> Special Data Retrieval Requests
2 AR/CR
> Operator Errors
> Software Generated Errors
> Special Data Retrieval Requests
Datatel Training
1 Navigation
2 Cashiering Functions for ST Staff
3 Requisitions
4 Budget Development
5 Report Generation
6 Data Retrieval
Datatel Setups/Maintenance/Documentation
1 CF User/Security
> Security Class Approval
> Staff Record
> Approval Record
> GL Record Level Security
2 Annual Budget Development Module Setup
> Budget Accounts
> Responsibility Units
> Budget Officers
> Parameters and Generate Budgets
3 Student Fees/Charges/Receipts
> AR Codes
> Auto Reg Billing (virtual fields/rules/codes)
> Debt Restrictions
> AR Adjustments
~ R2T4
~ Write-offs
~ Reg Billing Problems
> Cashiers
> Deposits
> Sponsors
> Invoices/Statements Parameters
4 Purchasing/Payables
> Parameters and Defaults
> Vendors
> Prepaids
> Annual Approval Level Changes
5 Budget Accounts
> New/Change Accounts
> Freeze/Inactive Designations
P
R
P
P
P
R
B
B
B
P
N
N
N
P
B
N
N
N
I
N
N
N
N
N
N
P
P
P
P
B
P
P
P
I
I
I
I
B
C
C
C
R
B
B
B
P
P
N
N
N
N
P
P
P
P
A
A
A
A
P
P
P
P
R
R
P
P
P
P
I
R
C
P
P
P
P
P
P
P
P
P
P
B
B
Frequency
P
P
P
P
P
No Substantial Effort
Others
Acct Clerk
N
N
P
I
I
P
I
I
P
Budget Tech
Accts Payable
Purchasing
Accts Receivable
Daily
Weekly
Monthly
Quarterly
Annually
As Needed
Cashier
D
W
M
Q
A
N
Manager
Backup
Coordinates
Performs Task
Reviews/Approves
Provides Input/Support
No Substantial Effort
Director
B
C
P
R
I
N
CBO
REDWOODS COMMUNITY COLLEGE DISTRICT
FINANCIAL SERVICES PROCESSES & TASKS
REVISED PROPOSAL 2007-08
T Term
P
P
N
T
T
N
N
N
N
N
N
N
N
D
N
A
N
N
6 Annual Regulatory Reporting Maintenance
> Form 1098T
> Form 1099 MISC
7 General Ledger
> Posting
> Registration Billing to Poster
> GL YE Closing and Setup of New Year
8 Human Resources/Payroll Funding Source Codes
Forms Design and Maintenance
1 Check Stocks
2 POs
3 Travel Authorization
4 Travel Claim
5 Expense Reimbursement
6 Warehouse Requisition
7 Non-AR Posting
8 Deposit Books
9 Foundation Requisition
10 Promissory Notes
Maintain Connection with State-wide Users Group
1 Share Solutions at Regional Meetings
2 Active on E-Mail List with CF Team
CHIEF BUSINESS OFFICIAL
Other Tasks not Directly Related to Fiscal Services
C
P
C
P
P
P
P
P
B
P
P
P
P
P
P
I
P
P
P
P
P
I
I
I
I
R
R
R
R
I
P
P
Frequency
No Substantial Effort
Others
Acct Clerk
Budget Tech
Accts Payable
Purchasing
Accts Receivable
Daily
Weekly
Monthly
Quarterly
Annually
As Needed
Cashier
D
W
M
Q
A
N
Manager
Backup
Coordinates
Performs Task
Reviews/Approves
Provides Input/Support
No Substantial Effort
Director
B
C
P
R
I
N
CBO
REDWOODS COMMUNITY COLLEGE DISTRICT
FINANCIAL SERVICES PROCESSES & TASKS
REVISED PROPOSAL 2007-08
T Term
A
A
D
D
A
W
N
N
N
N
N
Q
N
N
N
N
P
P
N
N
P
N
Vice President’s Recommendation
Comments:
The college is a tax supported public agency with the state of California providing
more than half of its restricted funding and over 90% of its unrestricted revenues.
The recent economic downturn and slow recovery together with the state’s
structural problems with its expenditure budget has put significant pressures on
the college’s finances in recent years. The college is facing cost increases to
maintain its programs and services while receiving weak financial support from
the state to this point. These developments have meant an increasing need for
current reliable financial information, closer monitoring of expenditure budgets,
and a general tightening of disbursement processes and oversight.
State funding/allocation issues and District enrollments may affect board and
administration strategies and therefore, support needs from the Fiscal Services
unit in the current and future years.
A second trend affecting financial operations is an increasing reliance on
restricted funding. These funds require substantially more budget development,
monitoring, billing, collections, accounting, and financial reporting than
unrestricted funds. The increased workload is substantial.
______________________________________________________ _____/_____/_____
Vice President’s Signature
Date
Program Review Committee Comments
Comments:
__________________________________________________
Co-Chair of the PRC
_____/_____/_____
Date
Institutional Effectiveness Committee’s Comments
Comments:
______________________________________________________ _____/_____/_____
Chair, Institutional Effectiveness Committee
Date