Student Affairs Buying 101

Student Affairs Buying 101 Topic 2 BIG PICTURE Where It All Begins Students First 2-01

Student Affairs Buying 101 Where It All Begins Topic Objectives • Provide an overview of the “Big Picture” (Whose money is it?) • Discuss key federal and state requirements • Discuss impact of Sarbanes-Oxley Act • Discuss key responsibilities identified by the State • Board of Trustees • University Purchasing • Auditor of State Students First 2-02

Student Affairs Buying 101 Where It All Begins Whose Money Is It? When we make or spend money in Student Affairs, whose money is it? • The department’s money? • The Vice President of Student Affairs money? • The University’s money? • The Student’s money? • The Taxpayer’s money? Students First 2-03

Student Affairs Buying 101 Where It All Begins Whose Money Is It? Answer: A combination of the University, Student’s and Taxpayers – It is the “Public’s” Money Source of Funds: • 17.9% of our money is derived from student fees. • 23.5% of the money comes from government support and the remaining amount (58.6%) from other resources (e.g., auxiliary services, grants, health system, development, and department sales). Source: The Ohio State University Current Funds Budget 2006-2007, pg I.2. Management of Funds: • The University’s Board of Trustees is appointed as having management oversight. • As public officials, we are all responsible for effectively managing our fiscal resources. Students First 2-04

Student Affairs Buying 101 Where It All Begins We are all “Stewards” and have been entrusted with fiscal responsibilities for the University and the public. Students First 2-05

Student Affairs Buying 101 Where It All Begins We are “stewards” and have been entrusted with fiscal responsibilities for the University and the public. • Whether we: • request items to be purchased • process the requests • receive the items • record or reconcile the transactions, or • manage the staff • As “stewards,” we are responsible to ensure • We are operating within our approved budgets • We are getting the best goods and services for the best price • We are complying with federal, state, and University requirements Students First 2-06

Student Affairs Buying 101 Where It All Begins Why must we comply with Federal Requirements? • We receive federal money (from taxpayers) for various • Grants • Research Projects, and • Our students receive federal money for various educational programs • Because we have • Employees, vendors, contributors, and students that pay taxes • Investors (for bonds and other), other governmental agencies, and the public must be able to rely on our financial statements What are some of the key federal business requirements? Students First 2-07

Student Affairs Buying 101 Where It All Begins What are some of the key federal business requirements? Answers: • We must comply with Generally Accepted Accounting Principles (GAAP) • We must implement Fund accounting • We must comply with various ethics and records retention schedules • We must comply with various laws, e.g., Sarbanes-Oxley Act of 2002 Generally Accepted Accounting Principles (GAAP): • Are intended to provide standardized financial reporting formats so that the public is • able to understand and compare our fiscal operations and status with other similar operations. • Requires specific controls, such as • Segregation of duties (including management reviews) • Timely and independent reconciliations of detail transactions to the accounting system • Properly record expenses to proper expense categories and revenue to proper revenue categories Fund accounting: • Requires that funds be separated for specific intended purposes. Students First 2-08

Student Affairs Buying 101 Where It All Begins Who has heard of Enron? Why did its management get in trouble? Students First 2-09

Student Affairs Buying 101 Where It All Begins Why did its management get in trouble? “Enron’s fall was ultimately precipitated by the company’s pervasive and sustained use of aggressive accounting tactics to generate misleading disclosures intended to hide the bad business decisions from shareholders. The failure of Enron points to an unparalleled breakdown at every level of the usual system of checks that investors, lenders, and employees rely on . . .” . . . “when a company loses the trust and confidence of the investing public because of discoveries of accounting wrongdoings, the net result on the company’s stock price and competitive position is mostly devastating and long-lasting. This is becauseaccounting reports are the principal means by which investors evaluate the company’s past performance and future prospects, and a loss of trust effectively turns away investor interest in the company.” From: “Enron’s Accounting Issues – What Can We Learn to Prevent Future Enrons”, Prepared Testimony to the US House Energy and Commerce Committee’s Hearings on Enron Accounting, February 6, 2002, by Bala G. Dharan, J. Howard Creekmore Professor of Management, Rice University. Students First 2-10

Student Affairs Buying 101 Where It All Begins Why did its management get in trouble? Enron’s management failed to implement appropriate management & accounting controls and procedures to ensure accurate accounting and reporting of their financial status, i.e., they failed to implement required generally accepted accounting principles. Investors were provided inaccurate & misleading financial information. What was the result of Enron? Students First 2-11

Student Affairs Buying 101 Where It All Begins What was the result of Enron? Because investors/public lost trust and confidence in the management of Enron and Arthur Andersen (Enron’s external auditors – one of the top 4 accounting firms in the world) • Investors lost $$ billions • Enron filed for bankruptcy • Arthur Anderson forced out of business • Enron & Anderson employees lost their jobs and retirement savings • Enron and Anderson management were arrested • External audit requirements (nationwide) were increased • More conservative accounting requirements • More conservative employee stock investment requirements • More requirements for reviews of document retention procedures • Sarbanes-Oxley Act of 2002 Question for consideration: As a public institution, would the results be different if it was OSU instead of Enron? Students First 2-12

Student Affairs Buying 101 Where It All Begins Sarbanes-Oxley Act of 2002 • Implemented to help prevent future “Enrons” • Signed into law on 7/30/2002 • Introduced significant legislative changes to financial practices • Introduced stringent new rules with stated objective of: “to protect investors by • improving the accuracy and reliability of corporate disclosures made pursuant to • the securities laws.” “Although Sarbanes-Oxley was intended to address governance and accountability issues in the corporate sector, there are some provisions that should be incorporated into our procedures to improve our institutional governance and accountability.” (by Bill Shkurti, August 25, 2004, “Impacts of Sarbanes-Oxley Act of 2002”) See Appendix C for Sarbanes-Oxley Information. Students First 2-13

Student Affairs Buying 101 Where It All Begins Sarbanes-Oxley Act of 2002 – at OSU • All deans and vice presidents, and their delegated fiscal representatives, must be able • to certify that all of the activities on the checklist are being performed • consistently and that their areas have sufficient internal control structures in place • to effectively identify weaknesses in their financial processes and systems. Position descriptions for vice presidents, deans, and their designated senior fiscal officers now reflect importance of implementing and monitoring internal controls. • Within Student Affairs, all AVPs and directors and their delegated fiscal • representatives, must be able to certify that all of the activities on the checklist are being performed consistently and that their areas have sufficient internal control structures in place to effectively identify weaknesses in their financial processes and systems. Let’s now move from Federal to State requirements. Students First 2-14

Student Affairs Buying 101 Where It All Begins What does the State require? • Ohio has adopted the Federal requirements and included these into State requirements. • Additionally, the state has refined some federal requirements, and tailored them, such • as: • Ohio Ethics laws • Minority Business Enterprise goals • “Buy Ohio”, and etc. Each of these will be discussed in greater detail later during the course. What are some of the key responsibilities established by the State? Students First 2-15

Student Affairs Buying 101 Where It All Begins What are some of the key responsibilities established by the State? • The State delegated key management of OSU to the Board of Trustees (BOT). • The State, through the Board of Trustees, delegated purchasing rights to OSU. • The Auditor of State is responsible for verifying that OSU is in compliance • with its established State and Federal requirements. The Auditor of State • often subcontracts reviews to our external auditors. Students First 2-16

Student Affairs Buying 101 Where It All Begins What role does the Board of Trustees perform? (as it relates to business systems) • The BOT is responsible for establishing the University’s policies and procedures • so that they comply with Federal and State requirements. • Review and approve any exceptions to policies and procedures, such as waivers for bids. • (Note that some of the reviews and approvals have been delegated to specific • individuals, but the responsibility continues to rest with the Board of Trustees.) • Ensure OSU management has implemented effective and accurate fiscal controls • and procedures and provides accurate fiscal reporting. • Approve budgets. • Use the Department of Internal Audit (which reports to the audit committee of the • BOT) to provide independent verification of compliance to University policies and procedures. Students First 2-17

Student Affairs Buying 101 Where It All Begins Topic Review Questions • Whose money is it? • What are the key federal and state requirements? • What is the role of the Board of Trustees? • Where is the University’s Purchasing authority derived? Review Concept Questions What could happen if we do not comply with purchasing policies and procedures? What could happen if we do not implement effective business controls? Students First 2-18

Student Affairs Buying 101 Topic 3 University-Wide Roles and Responsibilities (for business operations) Students First 3-01

Student Affairs Buying 101 University-Wide Roles and Responsibilities Topic Objectives • Provide an overview of roles and responsibilities for key University • management business operations • Identify responsibilities of key Student Affairs management and • buying staff positions Students First 3-02

Student Affairs Buying 101 Roles and Responsibilities for Business Operations • With roles and responsibilities, the following diagram is intended to • provide an overview for • External agencies • University agencies • Central Student Affairs (including Business Office) • Student Affairs units We will discuss each of the key operations. Students First 3-03

Student Affairs Buying 101 Roles and Responsibilities for Business Operations External Agencies Federal Government • - IRS • - Accounting Procedures • - Document Retention • - Sarbanes-Oxley State of Ohio • Various Business laws & • requirements: • - Procurement • - Taxes • - Ethics • - Accounting Procedures • - External Audit • - Document Retention Students First 3-04

Student Affairs Buying 101 Roles and Responsibilities for Business Operations Students First 3-05

Student Affairs Buying 101 Roles and Responsibilities for Business Operations Students First 3-16 3-16

Student Affairs Buying 101 Roles and Responsibilities for Business Operations Students First 3-17 3-1

Student Affairs Buying 101