Business Office
th
16
Annual
How to ….. Session
Summer “Fiscal” Tips 2015
Business Office Organizational Chart
Fiscal Year 2014-2015
Myriam Lopez
Comptroller
700214
Vacant
Administrative Assistant
700228
Vacant
Associate Comptroller
745184
Jose Salinas
System Analyst 2
714184
Irene Zavala
Secretary
720184
Norma Jimenez
Director of Student
Accounts/Bursar
707184
Vacant
System Analyst 1 - FAS
739184
Dalinda Gamboa
Accounting Group Manager
Grants/Contracts & AP
700059
Concepcion Lira
Accounting Assistant
725184
Maria de Jesus Palomo
Accounting Group Supervisor,
Student Payments
730184
Maria E. Treviño
Accounting Group
Supervisor, Cashiers
735184
Marittza Adame
Accounting Group Supervisor,
Accounts Receivable
700130
Soledad Ortiz
Accounting
Specialist
744184
Bertha Villarreal
Cashier Customer
Service Specialist
740184
Yvette Ortiz
Accounting Specialist
AP
734184
Iris Urrutia
Collection
Specialist
722184
Patricia Jackson
Vanessa Limon
Accounting
Assistant
Travel
709184 / 798184
Georgina Betancourt
Accounting Assistant
(Temp-Contracted)
Bertha Espinoza
Elizabeth Gomez
Rodolfo Madrigal
Carlet Mokom
Robin Nguyen
Fabian Rodriguez
Jessalyn Salinas
Linda Gomez
Ruben Martinez
Jorge Saucedo
Call Agent
731184 / 712184 /
742184
Vacant
Norma Zavala
Luis Flores
Cashier II
731184 /
712184 /
742184
Eutiquio Vela
Marco Velasquez
Cashier III
741184 /
700122
Raquel Cantu
Cynthia Lopez
Erika Garcia
David Gaytan
Kaleb Guzman
Rachel G. Marr
Vacant
Cashier
700050 / 794184 /
715184 / 711184 /
700160 / 732184 /
727184
Ashley Garza
Daisy Ybarra
Monica Zavala
Yesenia Gutierrez
Jimena Olivarez
Cashier
(Direct Wage)
Alma Church
Accounting Group Manager
General Accounting, Construction &
Debt Management
700104
Marcy Gonzalez
Accounting Assistant
(Direct Wage)
840185
Nancy Martinez
Cashier
(Temp-Contracted)
Vanessa Sifuentes
Accounting Group Manager
Payroll, Fed/State Tax, Risk
Assessment and Process Review
718184
Cynthia Villarreal
Accounting Group Manager
Cash Management, Special Projects,
Training & Office Support
733184
Vacant
Accounting Group
Supervisor, Payroll
728184
Maricarmen Ramirez
Accounting Group Supervisor,
Accounts Payable
700108
Myra Ochoa
Vacant
Vacant
Accounting Assistant
799184 /
700018 /
704184
Yadira Ramirez
Ted Trujillo
Accounting
Assistant
721184 / 796184
Nicole Perez
Accounting Group Manager
Property Taxes, Budget, Information
and Analysis
700054
Norma Reyna
Accountant
Grants & Contracts
729184
Vacant
Accountant
Budget Control
736184
Jacinta Garcia
Esmer Palomo
Accounting Specialist
Grants & Contracts
716184 / 743184
Elena Jimenez
Accounting
Specialist
Budget Control
713184
Jeanette Villarreal
Bertha Arriaga
Beatriz Saldaña
Maria G. Gonzalez
Kelly Lara
Rachel Reyes
Accounting Assistant
795184 / 703184 /
723184 / 738184 /
737184 / 700077
Celeste Avendano
Accounting Assistant
(Temp-Contracted)
Vacant
Accountant
Property Tax
746184
Alex Cespedes
Accountant
Construction
791184
Nereida Sanchez
Accountant
Construction
710184
Ana Maria Hodgson
Accounting Specialist
Payroll
717184
Vacant
Accounting Specialist
General Accounting
702184
Anabel Garza
Accounting Assistant
General Ledger
719184
Vacant
Accountant
Budget Control Payroll
701184
Brenda Lopez
Blanca Cantu
Accounting Assistant
708184 / 700148
Monica Garza
Accounting Assistant
(Temp-Contracted)
Rachel Jaramillo
Blanca Sanchez
Anna Gonzalez
(Direct Wage)
Payroll Assistant
706184 / 726184 / 705184
Lucia Chavez
Accountant
Special Projects
724184
Carlos Quintanilla
Accounting Assistant
792184
Isabel V. Ramirez
Accounting Assistant
(Direct Wage)
700145
Glenda de Anda
Accounting Assistant
(Temp-Contracted)
Agenda
• Welcome & Summer “Fiscal” Tips
• Fraud & Abuse Awareness, Internal Controls &
Ethics
Myriam Lopez, Comptroller
Breakout Session Topics
1
Budget
Rm J1.306
2
Position Control
Rm J1.210
3
Accounts Payable
Rm J1.406
4
Travel
Rm J1.504
5
Banner Finance Access
Rm J1.410
Nicole Perez, Accounting Group Manager
Ana Maria Hodgson, Accountant
Maricarmen Ramirez, Accounting Group Supervisor
Vanessa Limon, Accounting Assistant
Jose Salinas, System Analyst II - FAS
Breakout Session Topics
6
Accounting Transactions, Donations & IDT’s
Rm J1.414
7
Time Force & Travel Working Hours
Rm J1.214
8
Cashiers
Rm J1.412
9
Student Accounts & Other Receivables
Rm J1.208
Alma Church, Accounting Group Manager
Alejandro (Alex) Cespedes, Accountant
Maria A. Garza, Accounting Assistant
Vanessa Sifuentes, Accounting Group Manager
Ana Gonzalez, Payroll Assistant
Maria (Sussy) Palomo, Accounting Group Supervisor
Erika Garcia, Cashier
Marittza M. Adame, Accounting Group Supervisor
2015
-
2016
Healthy Tips for New “Fiscal” Year
Exercise
Drink Plenty of Water
Get More Sleep
Change Lifestyle
De-Stress
Get Energized with Vitamin D
Physical Activity Helps To:
• Maintain Weight
• Reduce High Blood Pressure
• Reduce arthritis for osteoporosis and falls
• Reduce risk for Type 2
Diabetes, Heart Attack, Stroke
& several forms of cancer
• Reduce symptoms of
depression and anxiety
Sleep Deprivation Can Prematurely Age Your Skin &
Deter Your Weight Loss Efforts
6-8
Hours of
Sleep
Stay Positive
(Salmon, Tuna, Mackerel, Fish Liver Oil, Beef Liver, Cheese and Egg Yolks)
Don’t skip breakfast. Studies show that eating a proper breakfast is one of the most positive
things you can do if you are trying to lose weight.
Get smelly. Garlic, onions, spring onions and leeks all contain stuff that’s good for you. A study
at the Child’s Health Institute in Cape Town found that eating raw garlic helped fight serious
childhood infections. Heat destroys these properties, so eat yours raw, wash it down with fruit juice
or have it in tablet form.
Bone up daily. Get your daily calcium by popping a tab, chugging milk or eating yoghurt. It’ll keep your
bones strong. Remember that your bone density declines after the age of 30. You need at least 200 milligrams
daily, which you should combine with magnesium, or it simply won’t be absorbed.
Eat your stress away. Prevent low blood sugar as it stresses you out. Eat regular and small healthy meals and
keep fruit and veggies handy. Herbal teas will also soothe your frazzled nerves.
Eating unrefined carbohydrates, nuts and bananas boosts the formation of serotonin, another feel-good drug.
Small amounts of protein containing the amino acid tryptamine can give you a boost when stress tires you out.
Trade Supplements for Tea. Drinking all-natural green tea is an
excellent way to boost your weight loss and your health. Helps with
metabolism, contains high concentration of catechins, antioxidants found
in plants that help protect against heart disease and some cancers.
Bring on the Broccoli. Broccoli is the best produce option
because it cleanses the liver and helps to fight cancer.
Load up on vitamin C. We need at least 90 mg of vitamin C per day and the
best way to get this is by eating at least five servings of fresh fruit and vegetables
every day. So hit the oranges and guavas
I say tomato. Tomato is a superstar in the fruit and veggie pantheon. Tomatoes contain
lycopene, a powerful cancer fighter. They’re also rich in vitamin C. The good news is that cooked
tomatoes are also nutritious, so use them in pasta, soups and casseroles, as well as in salads.
Berries for your belly. Blueberries, strawberries and
raspberries contain plant nutrients known as anthocyanidins, which
are powerful antioxidants. Blueberries rival grapes in concentrations
of resveratrol – the antioxidant compound found in red wine that has
assumed near mythological proportions. Resveratrol is believed to
help protect against heart disease and cancer.
The Budget breakout session will discuss helpful Banner screens for organization balances and year-todate activity, data extraction steps, budget transfer rules, and the budget development process.
Fiscal Tips:
• Expenses must be charged to the appropriate organization and not to any other organization
due to funds availability.
• Don’t submit several budget transfers in order to circumvent the requirement for the President’s
approval.
• Regularly review the accounts in each organization and reconcile. Open POs should be closed
when they are no longer needed in order to increase an organization’s budget availability.
Nicole Perez, Accounting Group Manager
Email: mnperez@southtexascollege.edu
Phone: (956) 872-4640
The Position Control department is part of the Business Office performing such functions as assisting the
college's departments in maintaining their salary funds throughout the fiscal year. The department assigns
budgeted sources to positions and performs non-sufficient fund checking.
Fiscal Tips:
When preparing NOEs (Regular or Direct Wage) make sure to provide the following information:
Under “Employee” section, state the correct Division, Department Title and Organization code of the employee (FTMORGN Banner form)
Under “Funding Source Information” section, provide the position number, organization code, percentage and the approval of the Financial Manager funding
the assignment, if assignment is split funding then the mentioned information of the departments funding the assignment.
Review the organization’s remaining Balance at the beginning of each month to make sure your organization has a positive balance, by accessing Banner form
FGIBDST. The balance is updated once a month the last working day of the month.
When Departments have a salary deficit or they are running out of salary funds, Financial Managers must request a Position Control Transfer form
from the Business Office Accountant Ana M. Hodgson to replenish their pool positions. Make sure to provide the following information:
An email or memorandum from the Financial Manager requesting a position control transfer fund
Indicate the Organization’s code and department title to where the money is going to
Indicate the Organization’s code and department title where the money is coming from
Indicate the dollar amount
Ana Maria Hodgson, Accountant
Email: amhodgson@southtexascollege.edu
Phone: (956) 872-4608
The mission of the Payroll Department is to provide accurate and quality payroll
operations for all South Texas College Faculty, Staff, and Administration.
Fiscal Tips:
• As an employee, always review your timecard weekly to confirm its accuracy and always
verify timecard at the end of pay period.
• As Designee or Supervisor, regularly review your employees’ timecards to ensure all leaves
are entered and there are no errors and verify the timecard after your employee.
• Always respond to emails or phone calls from Payroll staff as soon as possible so ensure
accurate payroll processing for yourself and your staff.
Vanessa Sifuentes, Accounting Group Manager
Email: vsifuentes@southtexascollege.edu
Phone: (956) 872-4674
Ana Gonzalez, Payroll Assistant
agonza53@southtexascollege.edu
Phone: (956) 872-4629
The goal of the Accounts Payable Department is to ensure accurate, efficient and timely payments to our
vendors, employees and students, with excellent customer service and a commitment to continuous process
improvement.
The Accounts Payable department is responsible for payment of goods and services purchased by the
college, employee tuition reimbursements and travel as well as student refunds.
Fiscal Tips:
• Please remember that all items received, services rendered and travel occurring on 08/31/15 or
prior must be processed for payment with FY2015 budget.
• Any items received, services rendered and travel occurring after 09/1/15 will be processed with
FY2016 budget.
Maricarmen Ramirez, Accounting Group Supervisor
Email: mramirez@southtexascollege.edu
Phone: (956) 872-4609
The Travel Office, under the Accounts Payable Department, audits business related travel
authorizations, travel vouchers and mileage reimbursement vouchers as well as student travel forms to
ensure accuracy, completeness and compliance with the college’s policies and procedures.
The goal of the Travel Office is to ensure dependable and timely services to South Texas College
faculty, staff and students, with excellent customer service and a commitment to continuous process
improvement.
Fiscal Tips:
• All reimbursement requests for travel that occurred on August 31st or prior must be submitted
to the Business Office by September 8th.
• Any travel documents received for travel occurring after 09/1/15 will be processed with
FY2016 budget.
Vanessa Limon, Accounting Assistant
Email: vlimon2@southtexascollege.edu
Phone: (956) 872-4618
Some of the accounting transactions are used to update and to maintain the chart of accounts in the Banner
System after required documentation is received. Others accounting transactions serve as a journal entry to
record and recognize revenue and expenditures in the correct FOAP.
Donation transactions are used to record and to recognize gifts as authorized in Policy #5910.
Interdepartmental Transfers (IDTs) transactions are used to record services and materials provided to other
departments within the College.
Fiscal Tips:
• Submit completed documentation no later than Friday, September 18, 2015.
Alma Church, Accounting Group Manager - General Accounting
Email: achurch@southtexascollege.edu
Phone: (956) 872-4616
Alex Cespedes, Accountant – Interdepartmental Transfers (IDT )
Email: acespedes_5228@southtexascollege.edu
Phone: (956) 872-4665
Anabel Garza, Accounting Assistant - Donations
Email: magarza@southtexascollege.edu
Phone: (956) 872-4662
The Accounts Receivable department serves as a centralized invoicing area for the College to collect
from third party agencies, student delinquent accounts, and other receivables such as Inter-Library
lost books, and Departmental Travel Reimbursements. The Accounts Receivable department also
maintains the College’s various Restricted Scholarship funds and collaborates with Student Financial
Services personnel to provide customer service to our students.
This session will provide steps to follow:
• When approached with a Scholarship opportunity or a Third Party Agency who would like to
financially assist our students.
• If STC personnel participates in a seminar requiring travel expenditures and the seminar host
would like to reimburse the College.
Fiscal Tips:
• Restricted Scholarships requirements
• Third Party Agency Student Sponsors
• Departmental Travel Reimbursements
Marittza M. Adame, Accounting Group Supervisor
Email: mmadame@southtexascollege.edu
(956)872-4612
The Cashier’s department receives payments, posts charges, credits and maintains the integrity of the student accounts. In an effort
to provide excellent customer service to our students, this session will provide tools available to staff in assisting our # 1 priority, the
student.
Navigating the Cashier website
Payment Options and Deadlines
Refund schedules
JagCard
Quick Links
$60 registration after deadline
Cashier “fiscal” tips:
Avoid - $60.00 Student Registration Fee After Deadline
Student must be registered and paid or financial aid processed before August 1st, January 1st, May 15th and June 15th .
Departments registering their students should allow the student enough time to pay or make payment arrangements prior to the deadlines.
Take Advantage of Payment Options
Payment Options are available from the beginning of the semester until census.
Enrolling early will guarantee availability and cover minimester tuition and fees.
Plans are not available after census
Collections – timely deposit
Departments collecting monies should deposit funds no later than the close of business on the next day following
the date of collection. At year end, August 31st, collections should be deposited by the end of the day.
Maria (Sussy) Palomo, Accounting Group Supervisor
Email: mdpalomo1@southtexascollege.edu
Phone: (956) 872-6451
Erika Garcia, Cashier
Email: egarcia3@southtexascollege.edu
Phone: (956) 872-3456
Banner Finance Overview
What's the access needed for?
How to request access?
Queries and Wildcards
Extracting Data to Excel
Jose Leon Salinas, Systems Analyst II
Email: jsalinas_8202@southtexascollege.edu
Phone: (956) 872-4663
Business Office
“Count on Satisfaction”
South Texas College
Fraud Awareness
and
Internal Controls
South Texas College
Guidelines for
Reporting and Investigating
Suspected or Known Fraud, Abuse
and Other Improprieties
http://hr.southtexascollege.edu/forms/policies/policies_reporting_fraud_procedures.pdf
1. 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
2. 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
3. Doing What’s Right
 THE NETWORK
 1-800-482-5158
 This toll-free number is staffed by The Network, an
independent organization operating 24 hours a day, 7 days a
week. You do not have to give your name. An Interview
Specialist documents your concern, assigns you a personal
reference number, and relays your concerns to the company.
Fraud Survey
http://finance.southtexascollege.edu/businessoffice/survey.html
Got Internal Controls?
The COSO* Definition of Internal Control
Definition of I/C:
“Internal control is a process - effected by an entity’s board of directors,
management, and other personnel - designed to provide reasonable
assurance regarding the achievement of objectives in the following
categories:
a) reliability of financial reporting
b) effectiveness and efficiency of operations,
c) compliance with applicable laws and regulations.
* Committee of Sponsoring Organizations of the Treadway Commission
Simple Definition
Internal control is what we do to see that the things we want to
happen will happen …
And the things we don’t want to happen won’t happen.
The Integrated Framework of Enterprise Risk
Management/Internal Controls
8 Components
4 Entity Objectives
4 Activities
Components of I/C:
1) Internal environment
2) Risk assessment
3) Control activities
4) Information and Communication
5) Monitoring
Strong Internal Controls Benefits
• Reducing and preventing errors in a cost- effective
manner.
• Ensuring priority issues are identified and addressed.
• Protecting employees & resources.
• Providing appropriate checks and balances.
• Having more efficient audits, resulting in shorter
timelines, less testing, and fewer demands on staff.
Fraud Triangle
When these three sides of
the triangle are present,
there is a much higher
than normal chance of an
individual committing a fraud.
Ethics
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 4001
Policy 4002
Policy 4204