U NIVERSITY OF M IAMI
FINANCIAL POLICIES & PROCEDURES
LIAISON RELATIONSHIP WITH DIVISIONAL CHIEF FISCAL OFFICERS
B001
Revised 4/01
Reviewed 11/06
INTRODUCTION
The University of Miami has a number of advancement, administrative, budget and/or
financial officers throughout the various components of the University, i.e., Colleges and
Schools, Student Affairs, and auxiliary enterprises, etc. This policy sets forth the
relationships between these various divisional officers and their respective University Officer.
DEFINITION
University Officer means the individual responsible university-wide for a given central
support services function. For example, the Vice President for Advancement, Associate
Vice President and University Controller, and the Associate Vice President for Budget and
Planning are University Officers for their respective functional areas.
POLICY
1. Pre-employment reference checking is required for inter-divisional transfers/promotions,
so that the hiring unit has the benefit of the experiences of others in the University who have
worked with the candidate.
2. Employment selection will include consultation between the hiring divisional officer or
dean or their designee, and the appropriate University Officer.
3. The job description of a divisional advancement, administrative, budget, and/or financial
officer will describe a liaison relationship that must exist between the divisional officer and
the appropriate University Officer, which officer will be named in the job description, since it
varies, position-by-position. Regular meetings are held between divisional officers and their
related University Officers for maintaining close working relationships and openness in dayto-day communications, for the efficiency of the University and maximum flow of information
within the institution.
4. Salary increases in excess of eight percent, for chief divisional advancement,
administrative, budget, and financial officers require consultation between the hiring
divisional officer or dean or their designee, and the appropriate University Officer and the
Vice President for Human Resources.
5. It is the responsibility of the divisional budget or financial officer to report immediately to
the Associate Vice President and University Controller and the University Associate Vice
President for Budget and Planning any matter that could materially misstate University
financial statements, financial statements of subdivisions thereof or budget status/budget
variance reports and forecasts. In addition, the divisional officers have a responsibility to
report to the Associate Vice President and University Controller and/or to the Executive
Director of Internal Audit any suspected or known fraud or misuse of University assets by
University employees, including, but not limited to:
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i.
ii.
iii.
iv.
v.
vi.
Misdirection of revenues and cash receipts;
Improper disbursements;
Misuse of University facilities for personal profit;
Violation of University of Miami conflict of interest policies;
Violation of policies regarding charging for University goods and services;
Violation of policies in dealings with vendors and consultants in the procurement
and/or contract for goods and services;
vii. Misuse of imprest accounts and petty cash funds;
viii. Non compliance with government rules and regulations and University of Miami
policies in the following areas:
a. Patient billing
b. Sponsored Programs
c. Student Financial Aid;
ix. Improper use or movement of University equipment.
The above paragraph 5 recognizes that the Associate Vice President and University
Controller is the primary person responsible for the integrity of the University's financial
records and statements and that the Associate Vice President for Budget and Planning has
the primary responsibility for University-wide budget monitoring.
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