Financial Rep Meeting

1. Financial Rep Meeting November17, 2009

2. Agenda Opening Remarks………………………………………………………8:30 – 8:45 Ralph Alvarez Procure-to-Pay……………………………………………………………..8:45 – 9:35 Dawn Snyder, Roberta McManus & Karen Gibson Budget & Accounting…………………………………………………9:50 – 10:40 Roberta McManus, Michael Lake& Judd Enfinger Reports & Queries..……………….……………………………………10:55 – 11:45 Judd Enfinger

3. REPORTS & QUERIESJUDD ENFINGER

4. Current Topics & Events New OBI Trend Ledgers Conversion to FSUSN Departmental (FSU_DPT) Queries Controller’s Office FAQs Departmental Business Management Guide Reports & Queries

5. OBI Trend Ledgers • Two new ledger trend reports • Both reflect actual ledger balances (not budget) • Three Year Trend Report • Reflects balances by account through the Accounting Period and Fiscal Year entered • Also displays balances through that same Period for the previous two Fiscal Years • Excellent management tool for analysis of spending patterns, budgeting and planning • Month-by-Month Trend Report • Ledger balances by account for each Accounting Period of the Fiscal Year entered • Good tool for high level analysis of ledgers and identification of potential errors Reports & Queries

6. FSUSN Conversion • New Primary Identifier Policy OP-H-12 released this year calls for the elimination of SSN as a primary identifier at FSU • Student Systems are now utilizing FSUSN as primary identifier in cashiering transactions • FSUSN populated in ‘Group ID’ field in SFS system since 7/1/2009 for applicable deposits • ‘Group ID’ included in all FSU_DPT queries that historically showed ‘Lockbox Payment ID’ • ‘Group ID’ appears on OMNI and OBI Departmental Detail Ledgers • ‘Lockbox Payment ID’ to be eliminated from Departmental Ledgers / queries 11/30/2009 Reports & Queries

7. FSUSN Conversion (cont.) • What if my department still needs access to SSNs for reconciliations? • Comply with exemption request provisions in OP-H-12 H (obtain DDDH approval in writing and notify Audit Services) • Request new OMNI security role FSU_SECURITY_QUERY_SFS_SECURE (available now) via eORR • All public queries currently containing ‘Lockbox Payment ID’ will be renamed to end in ‘_SEC’ and will be available to those with this role Reports & Queries

8. Departmental (FSU_DPT) Queries • FSU_DPT_VERIFY_SECURITY_ROLES • Shows all non-default OMNI security roles by employee or all employees assigned to a particular role • Roles should be reviewed on a regular (at least quarterly) basis to verify employees do not have improper access • Can also be run by role if need to determine which employee(s) in department have a certain ability (e.g. to ID travel approvers) • FSU_DPT_TE_MY_WALLET_CHGS • Use to monitor TCard charges that have not yet been entered on an expense report • Departments should track this activity and ensure all charges have been entered on an ER within four business days • Department prompt in both queries is based on HR “home” department Reports & Queries

9. Other Useful Departmental (FSU_DPT) Queries • FSU_DPT_PCARD_TRANS_INFO • Formerly available as FSU_PCARD_TRANS_INFO • Use to get vendor detail of ‘FIA Card Services’ charges on Ledger • FSU_DPT_AM_NBV_% - Four separate queries show Cost, Depreciation and Net Book Value info for all departmental assets, just retired assets, and transfers in & out • FSU_DPT_CTR_INST_ANNUAL_EXP – Created for Centers and Institutes to be able to obtain summarized annual operating expenditure information to assist with their year-end BOG reporting. • FSU_DPT_TRIAL_BALANCE – A quick/easy way to view a departmental trial balance (aka ledger) • Run to HTML allows you to see prompts and columns available • Complete list of FSU_DPT queries available on Controller’s Office website Reports & Queries

10. Controller’s Office FAQs • Frequently asked questions and answers in a variety of areas have been added to the Controller’s Office website in recent months • ePayables – Covers questions vendors might ask about this new payment method • Property Accounting • General Information • Acquisitions • Dispositions & Surplus Property • Inventory • Vehicles • Student Financial Services – Provides FAQs on departmental deposits as well as an ‘A to Z Guide’ to SFS • Tax Administration • Sales Taxes • UBIT Reports & Queries

11. Departmental Business Management Guide • Designed as a “one stop shop” for departmental managers and financial reps to find info on fiscal and administrative responsibilities • Does not contain detailed procedures/instructions • Instead, summary guidance on sound business practices and internal controls • Contains a number of specific topics, each of which contains the following sections • Overview • University Guidelines • Internal Controls • Departmental Responsibilities • Resources (e.g. links to detailed P&P, applicable administrative websites, forms & reports, training information / job aids, etc.) Reports & Queries

12. Departmental Business Management Guide (cont.) • General guidance on internal controls and fraud prevention • More specific info on a wide variety financial and administrative topics • Asset Management • Budget & Finance • Cash & Treasury Management • Information Systems Access • Payment/Credit Card Processing (coming soon) • Payroll • Purchasing & Disbursements • Taxes • Will continue to update and add to the guide over time • Available online and as a downloadable and searchable PDF file Reports & Queries

13. Q&A Panel of Experts! Alvaro Bernal – Controller’s Office, Accounting Services Judd Enfinger – Controller’s Office, Quality Assurance Karen Gibson – Purchasing Services Michael Lake – Budget Office Roberta McManus – Sponsored Research Accounting Services Andrea McPherson – ERP Byron Menchion – ERP Dawn Snyder – Controller’s Office, Disbursement Services Reports & Queries