Business Office Update

1. Business Office Update Fall 2008 EMPOWERMENT THROUGH EDUCATION

2. Federal Funds Audit Transfers should be done in the same fiscal year Segregation of duties on all paperwork Internal Audit of purchasing tools 100% compliance on Purchasing Cards 90% compliance on travel 70% compliance on Blanket Purchase Order Logs. Two Audits in 2008 – Nice Job

3. Every purchase requires written pre-approval. Treat just like you do the Purchasing Card Log. Every purchase must be recorded. Don’t wait for the invoice to record. Email approval is okay, it should be printed and attached to the log. Blanket Purchase Order Logs

4. Make sure signature is always received from the traveler, even non-employees. If you don’t choose per diem or appropriate % (25, 50, 75) then you must have original and itemized receipts. You must choose the cheapest rental car available from the vendor you choose. If you do not use National Rental Car or Enterprise Rent-A-Car you must provide an explanation why. Unless a grantor doesn’t allow the full amount, the university travel office requires we use the federal mileage rate. If you share a room be sure to list that person’s name and their T#. Don’t forget to document whether it is a single or double room rate. Travel

5. Volunteers Liability only Required to be paid by counties and state units Business Office pays via Blanket Purchase Order then charges back to the department. Office and employees Liability and damage University covers over $10,000 No payment needed Event For events outside the office where the public will be involved Optional, but recommended Accident coverage Unit should create a Purchase Order with American Income Life or similar vendor. Insurance (3 Types)

6. Change for Federal Fiscal year 2009 (Oct 2008 – Sept 2009) 25% of federal funds must be spent on multi state activity and 25% on integrated research and Extension activities This is about $2,500,000 each goal. Federal money is currently spent on salaries of most extension professionals which means we can use the TIME you spend doing this work. A new survey will be sent bi-monthly to collect the appropriate information from all of us who are paid on federal funds. Should track date, hours spent and description of activity. Travel form changes won’t capture all that is needed. Changed funding for academic departments Changes being made to the URS Ideas? Buxton.65@osu.edu Multi-State Federal Reporting

7. State Budget Update Business Office Budget Update Budget Update

8. For sales See Keira McGlone in Comm Tech. mcglone.39@osu.edu For Registrations Tentative date early 2009. Counties will likely work through program areas. Plans currently being developed. Ideas… buxton.65@osu.edu Credit Card Acceptance

9. Each org # has 1 or more directors. Those directors must complete a delegation of signature authority letter (on website) before they can approve any document. These are reviewed and approved periodically by Keith Smith. Must be on file in the Business Office. Co-Directors can not sign for each other on fiscal documents. http://osuebusiness.ag.ohio-state.edu Questions? Buxton.26@osu.edu Signature Authorizations (Directors)

10. The Org Director can temporarily delegate a signer in the office. Sample letter on Business Office site. Must be in writing. Cannot be the fiscal person. Must list what they can and cannot sign. Must list the dates that the person can sign (less than 90 days). Letter has to be approved by Stephen Wright, Jack Kerrigan, Bev Kelbaugh, Cindy Buxton or Brian McClain. A copy of the approved (by Director and by the Fiscal approver) should be attached to everything the person signs. http://osuebusiness.ag.ohio-state.edu Questions? Buxton.26@osu.edu Signature Authorization (when a Director is away)

11. http://www.ag.ohio-state.edu/~osueb/documents/TimingStandardsUpdatedMar2007_000.dochttp://www.ag.ohio-state.edu/~osueb/documents/TimingStandardsUpdatedMar2007_000.doc Most items are processed by the Business Office within two weeks of receiving accurate and complete paperwork. Doesn’t include time… in the mail for Directors to approve transactions for AP to print checks for purchasing to approve purchase orders for you to approve vouchers in the system for problems Etc. etc. etc… Working on contacting you faster with problems. Payment Timing Standards

12. Public Records Requests?

13. Clusters, etc… • If you or your commissioners have arrangements with written agreements • or • If you have informal agreements • Talk with Jackie LaMuth • lamuth.1@osu.edu • 614-292-6470

14. Created by the Business Office Advisory Group for new fiscal employees. Contact buxton.65@osu.edu if you would like a copy for your office. New Fiscal Packet

15. Buying 101 and PCard 1/20/09 in Columbus Support Staff Conference in October Annual Conference in December County Reviews EFNEP eReports training Regional County Director Meetings Finances and Processes of Grants and Contracts – Greene County and Web ex 02/11/2009 Upcoming Training (cont.)

16. Advanced eReports & PeopleSoft 10/30/08 in Caldwell 12/4/08 in Columbus 12/5/08 in Wooster 1/15/09 in Columbus 1/29/09 in Piketon Reading and Reconciling eReports 11/6/08 in Wooster 1/8/09 in Piketon 1/13/09 in Columbus 1/22/08 in Shelby County Registration forms on Webhttp://osuebusiness.ag.ohio-state.edu Upcoming Training

17. Not working because offices aren’t on OSU network. Working on a solution. Hope to fix by the end of the calendar year Scanning invoices to PeopleSoft

18. PREP system available for University transactions Travel system converting to PeopleSoft. New Extension and county web pages Large Internal Audit in the spring Buying 101, PCard and PeopleSoft training online Meet with new county directors for one on one training. Improve customer service Changes to cost recovery policies and incentives for revenue generation Negative fund policies cleanup Coming in 2009

19. http://osuebusiness.ag.ohio-state.edu Buxton.65@osu.edu Contact your Business Office Representative or any other Staff Member Questions? Suggestions Comments?