Good Morning, and Welcome! Brought to you by: The Training and Development Team Your NU Values Partners Faculty Staff Human Resources “Committed to understanding and delivering value-added customer service that contributes to our customers’ overall success” The Management Series THE MANAGEMENT SERIES Session VI Accounting & Budgeting Practices at UNMC Facilitated by: Faculty Staff Human Resources April 8, 2005 Agenda 8:00 Introduction – Rod Kelly 8:05 Campus Leader – Donald S. Leuenberger 8:30 Budgeting Practices – Susan Kraft Mann 9:30 Accounting Practices – Bob Lindberg 10:00 Break 10:15 Internal Control Awareness – Carol Kirchner 11:00 Business Systems and On-Line Resources – Carol Kirchner 11:45 Wrap up and Adjourn Campus Leader DONALD S. LEUENBERGER Vice Chancellor for Business and Finance UNMC The Management Series Budgeting Practices by Susan Kraft Mann • University budget and salary increases • Costing and analytical projects Budgeting 101 • Key Elements – Revenue – Expenditures Revenue/Funding Sources • General Fund: State tax revenue allocated to the University. • Cash Funds: Derived from tuition, fees, clinic patient revenue, and other miscellaneous income. • Federal Funds: Federal funds include federal grants and contracts plus student aid programs supported from federal funds. • Revolving Funds: Self-generated from departmental sales and charges. • Auxiliary Funds: An auxiliary enterprise is an entity that exists to furnish goods and services to students, faculty, or staff and charge a fee directly related to its operations. (Examples include student housing, bookstore, etc.) • Trust Funds: State and private gifts, grants and contracts, nonfederal student aid programs, etc. University Revenue Budget by Source July 1, 2004 University Revenue Budget by Source FY 2004-05 14% 28% General Fund Cash Funds 24% Federal Funds Revolving Funds 17% Trust Funds 17% University Revenue Budget by Source, July 1, 2004 State General - state funding Cash Funds - tuition, patient revenue, other income Federal Funds - grants and contracts Auxiliaries & Revolving - self-funded operations Trust Funds - non-federal grants and contracts; clinic income $396,468,402 234,234,584 237,535,238 337,094,319 196,619,121 $1,401,951,664 UNMC Revenue Budget July 1, 2004 UNMC Revenue Budget FY 2004-05 26% 27% State General Cash Funds Federal Trust 16% 16% Auxiliaries & Revolving 15% UNMC Revenue Budget, FY 2004-05 State General - state funding Cash Funds - tuition, patient revenue, other income Federal - grants and contracts Auxiliaries & Revolving - self-funded operations Trust - non-federal grants and contracts; clinic income $97,923,813 62,011,998 56,900,000 104,489,000 61,041,400 $382,366,211 Expenditures • Salaries – – – – – – – Faculty Administrative Managerial/Professional Clerical/Service Other Academic Students Other • Benefits • Operating – General Supplies – Travel – Capital Outlay University Expense Budget by Campus, July 1, 2004 Expense Budget by Campus FY 2004-05 5% 11% 3% 27% UNMC UNL UNO UNK Central Admin 54% University Expense Budget by Campus, FY 2004-05 UNMC UNL UNO UNK Central Admin $382,366,211 761,762,003 147,471,988 71,585,795 38,765,667 $1,401,951,664 Nebraska Legislature • One of A Kind – Unicameral – Non-partisan State of Nebraska Budget Process • NE authorizes a Biennial Budget (2 year) enacted during regular legislative sessions held in oddnumbered years (long sessions, 90 days) • UNMC sends salaries, operating and capital recommendations to Central Administration • Central Administration compiles campus budget requests into one request and submits to the University President • University President recommends salaries, operating and capital needs to the Board of Regents State of Nebraska Budget Process (cont.) • Once approved by BOR and President, Central Admin submits to Department of Administrative Services (DAS) by Sep 15 • September to January - Fiscal Office reviews and analyzes all budget requests for the Appropriations Committee of the Legislature; DAS reviews and analyzes budget requests for the Governor • Jan 15 - Governor's budget proposal due • January & February - Appropriations Committee works w/ Legislative Fiscal Office to develop preliminary recommendation based on current revenue forecasts from the Nebraska Economic Forecasting Advisory Board (NEFAB), tax rate assumptions and compliance with statutory reserve requirement State of Nebraska Budget Process (cont.) • March – Public Hearings • April – Appropriations Committee reviews information from hearings and other info; makes recommendation to full legislature in the form of budget bill • Late May – Once Appropriations bill has passed and is sent to the Governor, Governor has five calendar days (excluding Sundays) to sign, not sign, veto in total or line-item veto items of appropriation. Within one day of the return of appropriation bill to the Legislature with line-item vetoes, the Appropriations committee must report on the impact of the vetoes and may offer a motion to override the total or part of the line-item vetoes. University of Nebraska (Excluding NCTA) 2005-07 Biennial Budget State General Fund Appropriation Tracking Document FY 2005-06 2005 Legislative Session FY 2004-05 General Fund Base NU Request Salaries @ 3% + Benefits Worker's Compensation Health Insurance Subtotals Continuing Operations Purchased Utilities Natural Gas Deficit 2% Building Renewal Assessment (LB1100) (a) New Building Operating & Maintenance DAS Accounting Charges University-Wide Computing Server Acquisition Insurance (Property/Self-Liability) Malpractice Insurance (LB 998A) Vet Student Contracts Library Acquisitions Purchased Goods & Services Nebraska Forestry Service Subtotals $ $ $ 966,763 5,526,767 6,493,530 With Salaries to Reach Midpoint NU Request $ 396,468,402 Governor Recommendation Jan 13, 2005 $ 396,468,402 $ 22,816,986 966,763 5,526,767 29,310,516 $ 1,721,860 1,200,000 2,340,354 1,902,334 104,537 925,000 440,000 428,000 28,858 663,458 1,228,693 290,000 11,273,094 $ $ $ $ 9,728,638 429,183 3,667,776 13,825,597 1,721,860 1,200,000 2,340,354 1,902,334 104,537 925,000 440,000 428,000 28,858 663,458 1,228,693 290,000 11,273,094 $ $ $ 3,000,000 1,000,000 1,000,000 5,000,000 $ 3,000,000 1,000,000 1,000,000 5,000,000 NU SUBTOTALS $ 22,766,624 $ 45,583,610 $ 17,438,154 FY 2005-06 General Fund $ 419,235,026 $ 442,052,012 $ 413,906,556 Initiatives Programs of Excellence Diversity Need Based Aid Subtotals $ No Salaries Original NU Request 396,468,402 $ $ State Appropriation % Change Variance from NU Revised Request + Salaries @ Midpoint of Peers/Market 5.7% $ $ 1,721,860 (c) 822,016 36,223 285,600 428,000 28,858 290,000 3,612,557 - $ 11.5% Preliminary Appropriation Comm. Recommendation Feb 16, 2005 $ 396,468,402 (a) $ (a), (b) $ $ $ (28,145,456) -6.4% (a) These line items are funded at 74% of request level per DAS Budget Office, which is approximately the portion of the University's unrestricted budget funded from state appropriation. (b) Includes $500,000 base reduction included in Governor's recommendation (c) As with other state agencies, legislation is proposed (by the Governor) so that LB1100 depreciation charges will not have to be paid by the University in the coming biennium. Thus, this item has been removed from the University's projected needs. 1,721,860 3,127,125 962,904 49,361 325,600 428,000 28,858 290,000 6,933,708 $ - $ $ 30,432,441 $ 426,900,843 4.4% $ 17,101,595 966,763 5,430,375 23,498,733 7.7% $ (15,151,169) -3.4% UMMC’s Annual Budget Process • Balance units • Balance revenue to expenditures • Balance campus to central Administration UMMC’s Annual Budget Process (cont.) • Budget and Salary Guidelines – FY 2004-05 Salary Guidelines – Managerial/Professional Salary Structure • Over-budget? Under-budget? • How long should you keep records? • Budget Reductions • PSL and SAP and NuLook • Budgeting for Public, Not-for-Profit Institution vs. Private Corporation Budgeting Practices Class Exercise What else does the Budget Office do? Costing and Analytical Projects - Recurring • Quarterly Financial Statement Reviews • FM&P Utilities Rate Analyses (Steam, Chilled Water, Electricity, Recycling) • Student Health Fund B Analysis • TNMC Support Services Contracts • Unrelated Business Income Tax • Tuition & Remissions Analysis Costing and Analytical Projects – Recurring (cont.) • • • • Legislative tracking Strategic Planning Booklet Indirect Cost Analysis and Distribution Tobacco Settlement Analysis and Distribution • Programs of Excellence Analysis and Distribution • Faculty Diversity Analysis and Distribution Costing and Analytical Projects – One-time • Information Technology • Continuing Education • Alumni Affairs • Biomedical Communications • College of Dentistry Dental Clinics UNMC The Management Series Accounting Practices by Bob Lindberg Accounting Frontier State of Nebraska FED GOVT U of N UNK UNL UMA N U Foundation UNMC UNO Central Adm ---- NMC CORP America Cost Center A ten-digit number used to plan, gather, and track costs for a University unit or department. Structure 1 Campus 2 - UNL 3 - UNMC 4 - UNO 5 - UNK 9 - UNCA Examples 3116 03 0006 Library | 3343 51 0116 PrintShop 2 3 4 Sub-Program (College/Admin Area) 5 6 Department (Campus Assigned) Type of Fund 1 - State Aided-Non-revolving 2 - State Aided-Revolving 3 - Auxiliary 9 - Other 7 8 9 10 Campus Assigned WBS Elements A thirteen-digit number used to track costs and define the accounting structure within a project. A project can have multiple WBS elements, which can be used to segregate or breakdown. Structure 1 2 Campus 2 - UNL 3 - UNMC 4 - UNO 5 - UNK 9 - UNCA Example 3 3719 02 3005 001 Smith Endowment Fund 4 SubProgram (College/ Admin Area) 5 6 Department (Campus Discretion) Type of Fund 4 - Federal Letter-of-Credit (LOC) 5 - Federal Advance 6 - Trust Life to Date (LTD) 7 - Trust Year to Date(YTD) 9 - Other 7 8 9 10 Project (Sequential) 11 12 13 WBS Elements (Sequential) G/L Account (Cost Element) A six-digit number that identifies the type of revenue or expense (e.g., tuition revenue, printing costs, office supplies). A listing of all G/L accounts by type is available in SLUGO Downloads. Structure Visual recognition has been built into the numbering structure to identify general categories by the first number of the account. The remaining digits represent the further breakdown of the type as necessary for reporting. For example, all 521XXX accounts are under the category of General Operating expense. 521300 is the Freight and Cartage subcategory of General Operating. This breaks down even further. 521303 is the specific freight category for UPS. 1 Type 1 - Asset 2 - Liability 3 - Fund Balance 4 - Revenue 5 - Expense 2 3 4 State or University Required Level of Detail 5 6 Detailed Breakdown EXAMPLES: 51xxxx 519xxx 52xxxx 53xxxx 54xxxx 55xxxx Salary and Wages Benefits Operating Expenses Operating Supplies Travel Capital 4xxxxx Revenue Document Type A two-letter identifier that characterizes the type of financial transaction being performed. The document type controls the assignment of the document number as well as subsequent processing of the document. For example, the document type differentiates between a Journal Entry (JE) and a Cash Receipt (CR). Doc Type Name CD CN CR IB IC JE KE KG KJ KN NC ND PA Direct Deposit ACH Receipt Cash Receipt Internal Charges-Batch Internal Charges-Online Journal Entry Employee Expense Vendor Credit Memo Procurement Card Charge Net Vendor Document Warrant Cancellation NIS Journal Entry Payroll Accrual PJ Payroll Journal Entry PY RN TD UA Payroll Posting Net Invoice Receipt Intrastate Transaction Document Interagency Billing Transaction Accrual Journal Entry UD DAS General Document UU University Only Journal Entry Goods Issue Goods Receipt TN WA WE YD YR DAS FeedbackDisbursements DAS FeedbackReceipts Document Description Cash deposits made by electronic transfer from federal agencies or other sources. Cash deposits made by electronic transfer from federal agencies or other sources. Cash deposits made through campus Cashier/Bursar offices. Interdepartmental goods and services entered by automated batch input. Interdepartmental goods and services entered online by provider departments. Routine entry of revenue and expense adjustments, corrections, or transfers. Accounts Payable/Travel transactions for the reimbursement of employee expenses. Credit memos received from vendors. Procurement card processing within SAP. Accounts payable invoices for amounts owed to vendors. Credits for Nebraska State warrants (checks) canceled after issuance. University recording of a transaction created by a State of Nebraska journal entry Fiscal year end accrual of salaries and wages earned through June 30, and the reversal of these accruals in the next fiscal year. Variation of a journal entry, used for transfers of salary and wage costs for project accounting (specific authorization required). Posting of biweekly and monthly payrolls. Vendor invoice entry on purchase orders. Posting of revenue or expense related to an Intrastate Transaction Document for goods/services transactions with other agencies of Nebraska state government. Posting of revenue or expense related to an Interagency Billing Transaction for goods/services transactions with other agencies of Nebraska state government. Fiscal year end adjustment to record financial activity in the proper fiscal year, and the reversal of these accruals in the next fiscal year. University recording of a transaction created by a State of Nebraska journal entry (General Document). Internal University journal entry – Accounting office use only. Internal sale transactions from Materials Management/Inventory resale operations. Receipt of goods from a vendor, prior to entry of vendor invoice (material inventory operations only). Automated entries, which update University books for expenditure transactions recorded by the State of Nebraska. Automated entries, which update University books for revenue transactions recorded by the State of Nebraska. Hints/Controls • • • • Someone is RESPONSIBLE Center Summary Section is key On-Line offers Drill Down What Then? – General Accounting for Cost Centers – Sponsored Programs Accounting for WBS – Contact Billing Dept or Imputer • ALL JE’s require backup – Auditors sample entries to verify • Cost Center & WBS Reports = UNMC Financials FY 2005 Year End Report Cut-Off June - 1 Reports Thursday, June 30th June - 2 Reports Friday, July 15th Last day to enter JE's Tuesday, July 26th June Final (2005 Books are Closed) Wednesday, August 3rd To charge expenses to FY 2005, you must have completed the transaction by Thursday, June 30th (goods delivered or services performed) ORDER EARLY In many cases, unspent 31 cost center budget will not carry forward. SPEND IT OR LOSE IT FY 2005 Year End (cont.) July 2005 Reports Friday, August 12th August 2005 Reports Wednesday, August 31st Normal Month End - Last Calendar Day of the Month SAP is a 24 x 7 system, open for postings on weekends UNMC The Management Series Internal Control Awareness by Carol Kirchner Objectives • Define risks and internal controls • Review the need for balancing risks and controls • Identify and review areas of responsibility and accountability • Provide managers with control tools and activities to put into practice • Introduce the “red flags” of fraud Internal Controls • Process effected by people, designed to provide reasonable assurance regarding the achievement of objectives in the following categories: – Effectiveness and efficiency of operations – Reliability of financial reporting – Compliance with applicable laws and regulations Risk • The possibility that an organization or an individual will NOT: – Achieve its goals – Operate effectively and efficiently – Protect itself from loss – Provide reliable financial information – Comply with laws and defined policies Balancing Risks and Controls Reasonable Assurance Risks Controls Out of Balance Excessive Risks • Loss of Assets, Donor or Grants • Poor Business Decisions • Noncompliance • Increased Regulations • Public Scandals Excessive Controls • • • • • Increased Bureaucracy Reduced Productivity Increases Complexity Increased Cycle Time Increase of Non-value Activities Responsibility and Accountability You can delegate some of the duties you are responsible for, but you can not delegate accountability! Importance of Internal Controls To mitigate risk that organizational objectives will not be achieved Basic Types of Controls • Preventive Controls – proactive controls that prevent a loss • Detective Controls – attempt to detect undesirable acts Internal Control Activities • • • • • Control Conscious Environment Authorizations, Approvals, and Verifications Segregation of Duties Control over Assets Monitoring Control-Conscious Environment • Preventive Control • Supports ethical values and business practices • Management responsibility for “setting the tone” Authorizations, Approvals, and Verifications • • • • • Preventive Control Limit Authorization Authority “Rubber Stamping” Secure access to signatory devices Electronic information Segregation of Duties • Preventive Control • Division of functions so that no one person has control over all parts of a transaction Functions to Separate • • • • Authorizing transactions Reconciling transactions Recording transactions Custody of assets Examples of High Risk Transaction Types • • • • • • Purchase of Goods Purchase of Services Cash Receipts Payroll Procurement Card Inventory Asset Control Activities • • • • Periodic asset counts Periodic comparisons Investigation of discrepancies Physical safeguards Monitoring Monitoring is a detective control that aids in identifying losses, errors or irregularities Monitoring Activities • Monthly ledger reconciliations • Review sub-ledgers (departmental phone bills, print shop, etc) for reasonableness • Review supporting documentation • Comparative Financial Reports • Follow up on complaints, rumors, and allegations Control and Risk Evaluation (CaRE) • Enables management to informally assess risk and control processes • Mechanism to increase the awareness of our organizational accountability by providing managers with the information they need, when they need it, where they need it and in a format that can easily be acted upon. • • • • CaRE is an on-line tool Easily accessible User friendly Brings together information technology, business practices, institutional policies and human factors • Structured as a series of modules on specific topics • Links to authoritative guidance • Provides explanations of appropriate internal controls Guiding Principles • No penalty for wrong answers • Opportunity to learn and improve accountability • Requires Institutional Commitment • Allows input from all levels of the organization • Easily revised for changes in environment and risks • Initially rolled-out to management Fraud Awareness UNMC Fraud Policy • Fraud in any form will not be tolerated. • Fraud is defined as a willful or deliberate act or failure to act with the intention of obtaining an unauthorized benefit by deception or other unethical means. • Management is responsible for establishing and maintaining a system of internal control that provides reasonable assurance that improprieties are prevented and detected. Fraud Triangle Opportunity Motive Rationalization Fraud Triangle Factors Motive Financial Crisis Opportunity Poor or weak internal control system Gambling/drinking/drugs Lack of oversight Living beyond means Unappreciated Rationalization “It was so easy.” “They don’t pay me enough.” Lack of monitoring the “My child is sick.” controls High management “I’ll pay it back.” turnover “Red Flags” of Fraud • • • • • • • • No Vacation Unexplained variances Complaints No reconciliations Even amounts on check/documents Missing report/documents One employee “does it all.” Documentation is not original In summary: Accountability Internal Controls Policies & Procedures Fraud Awareness Balancing Act! UNMC The Management Series Business Systems and On-Line Resources by Carol Kirchner Business Systems & On-Line Resources Objective 1: Identify UNMC Business Systems and key resources Objective 2: Learn from each other (contacts –who to call) What is a Business System? According to Merriam-Webster On-Line: Business • Purposeful activity • A particular field of endeavor • Serious activity requiring time and effort According to Merriam-Webster On-Line: System • A regularly interacting or interdependent group of items forming a unified whole • An organization forming a network especially for distributing something or serving a common purpose • An organized or established procedure • A group of body organs that together perform one or more vital functions What is a Business System? • A means to process information or things, which may or may not involve technology, that is used to accomplish an activity that serves some purpose UNMC Business Systems Please take 5 minutes with your table to list the business systems that you use on a routine basis. SAP R/3 SAP R/3 • Enterprise Resource Planning (ERP) system • Integrated business applications (Financial, Human Resources, Materials Management) • Real-time enterprise-wide information processing • UN administrative computing system SAP Public Sector: Higher Education Institutions • • • • • • • • • • • • • • • Massachusetts Institute of Technology Duke University and Health System Johns Hopkins University and Health System The University of Kentucky & UK Medical Center The University of Cincinnati & UC Medical School The University of Mississippi Baylor College of Medicine University of Arkansas for Medical Sciences The University of Tennessee Central Michigan University Texas State University Pennsylvania’s State System of Higher Education Los Angeles Community College District Northern Kentucky University UNIVERSITY OF NEBRASKA . . . and Growing SAP – University of Nebraska Financial • Journal Entries • Financial Reporting • Asset Management Procurement • Purchase Orders • Logistics Launchpad Travel Management Human Resources • Personnel Administration • Time Entry • Payroll Accounts Payable • Parked Invoices • P-Card Reconciliation Employee Self Service SAP Upgrades • Two facets of upgrades for SAP R/3 – GUI / Patches (desktop) – System (application & database servers) Application Servers Database Server System Upgrade Windows Macintosh Client Workstations GUI / Patch Upgrade UN SAP System Upgrade • Major Project – Upgrade every 2-3 years • Enterprise 4.7 Go-Live – April 11 – How does the system change? Summary of Changes • Very little impact to users • Changes to icons and field names • Printing Time Line • GUI Patch Upgrade – E-mail week of March 28 • SAP Down – April 8, 9 & 10 – ESS also unavailable What comes next . . . • Travel enhancements • New parked document transaction • Deploy leave request in ESS including workflow approvals • Configure Crisis Leave within SAP • Configure Family Medical Leave within SAP What comes next . . . • • • • Business Warehouse Business Enterprise Portal Enhanced Workflow Functionality Context Sensitive On-Line Help Help Sources • SAP Help Desk: 559-5880 Email: jsikora@unmc.edu • Campus Business Offices • SLUGO What is SLUGO? • An employee support system dedicated to providing employees the information they need on a just-in-time basis. • Not just SAP R/3 system documentation • Internet Address: slugo.nebraska.edu • Be sure to add to your internet favorite list! • Also available via Lotus Notes • Navigational guide available on-line On-Line Resources • UNMC Intranet • Address: info.unmc.edu • Set as internet default (tools > internet option) or add to favorites Employee Self Service (Med Center) Address: net.unmc.edu/ess • • • • • • • • Parking UNMC Directories ITS equipment change forms Compliance training requirements Change register UNMC affiliated ID cards Thank you rewards Employee links Parking • • • • • • Map and waiting list (request lot move) Appeal and/or pay parking tickets Annual Renewal Request additional parking permit FAQ Download forms Employee Self Service (SAP) Address: ess.nebraska.edu Employees can view their personal data stored in SAP: • • • • • • • • • • Display Current Benefit Options Update Benefit Plans During Open Enrollment Period Display Flexible Spending Account (FSA) Claims Display Pay Advice Display or Change Addresses Display or Change Banking Information Display Family Members Display or Change W4 Information Leave Information Display Education & Qualifications Policies & Procedures info.unmc.edu/policy/homepolicy.html Business Systems & On-Line Resources Roundtable Business Systems • • • • • • • • • On-Line Resources • • • • • • • • • What we have covered today… • Budgeting Practices • Accounting Practices • Internal Control Awareness • Business Systems and On-Line Resources Thank You! Session VI Accounting & Budgeting Practices at UNMC April 8, 2005 Faculty Staff Human Resources