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Welcome to Fiscal Officer Certification Training

Welcome to Fiscal Officer Certification Training. Presenters: Dr. Jon C. Stephens Jerry McLean Maria Bernardino Raquel Puentes-Griffith. Reminders. No Mobile Phones No Computers Restrooms Located Downstairs Passing Out Presentation. Fiscal Officer Training Agenda.

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Welcome to Fiscal Officer Certification Training

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  1. Welcome to Fiscal Officer Certification Training Presenters: Dr. Jon C. Stephens Jerry McLean Maria Bernardino Raquel Puentes-Griffith

  2. Reminders • No Mobile Phones • No Computers • Restrooms Located Downstairs • Passing Out Presentation

  3. Fiscal Officer Training Agenda 8:00 – 8:10 Introduction 8:10 – 8:45 Activity 8:45 – 8:55 Overview of Kuali Financial System 8:55 – 9:30 Budget Cycle 9:30 – 9:40 Break 9:40 – 9:50 Budget Activity 9:50 – 10:20 Purchasing/Workflow 10:20 – 10:30 Break 10:30 – 11:10 Accounting 11:10 – 11:20 Leadership 11:20 – 11:30 Wrap-Up

  4. Overview of KFS Financial System What this Training Is…What it is Not… • The Engine of Kuali – Workflow • eDocs • Budget Management • Delegates • Role of Consultant

  5. Overview of KFS Financial System Survey Says….Decentralized Control • Increased Responsibility • Grant Responsibilities • Budget Management • Revenue • Checking eDocs

  6. Team 1: Reproduce Painting. Team 4: Reproduce Painting without arranging sections of painting. Team 2: Reproduce Painting looking at only one section at a time. Team 5: Reproduce Painting without knowing which section you are drawing. Team 3: Reproduce Painting without going back to any section already completed.

  7. Kuali Financial SystemBudgetRaquel Puentes-Griffith

  8. Budget Process Overview • Budget Cycle • Managers’ Role in Budget Prep • Account Structure Changes • Budget Adjustments

  9. The Budget Cycle Preliminary Tentative • April – Preliminary Budget • Recurring Base • January State Budget • Preliminary Apportionment – P1 • Growth Target; COLA • No carryovers or one-time funds • June – Tentative Budget • No Later than July 1 – per Title 5, Sec 58305(a) • Governor's May Revise – State Budget • Some Categoricals – Estimates • Salary/Benefit Increases • Other Obligations • No carryovers

  10. The Budget Cycle Preliminary Tentative Publication Final Adopted • August (Late) – Publication Budget • State Budget Adopted • Final Apportionment– P2 • Final Year-End Closing Figures • Carryovers & One-Time Funds • Other Adjustments • September – Adopted Budget • Public Hearing – Per Title 5, Sec 58301 • Board Adopts Budget • By Sep 15th– Per Title 5, Sec 58305(c) • Revised Immediately

  11. Administrative Procedures AP 6200 and 6300 In accordance with Ed Code 84040c; Title 5, Sec 58311 and Accreditation Standard III.D.2. Lists various guiding principles and criteria the District will follow including: • Provide responsible stewardship of available resources • Provide for an organizational structure that incorporates a clear delineation of fiscal responsibilities and staff accountability

  12. Managers’ Role in Budget Prep Managers will create their detailed Department/Division budgets for Tentative Adjust as needed for Publication Budget preparation process Dictated by workflow component for review and approval through organizational structure Timeline to be provided by Budget Office

  13. Discretionary vs. Non Discretionary Budget • Non-Discretionary – Legally required by contract or another mandate • Regular Salaries/Benefits • Discretionary – Under control of managers • Overtime, Substitutes • All other operating

  14. Discretionary Budget Setup Budget Office Sets total budget by organization at the account level Final Budget Vice Presidents Review budgets by organization Directors / Managers Allocate balance of discretionary budget at the object code level

  15. Changes to Account Structure Fewer accounts, but more reliance on object codes Managers will be able to customize accounts Sub Account – to achieve further division of an account Sub Object – to achieve further division of an object

  16. Sub Account Achieves further division of an account for department/division reporting purposes. • Account 1100025 – Facilities Mgmt • Sub Account 10000 Bathrooms (optional , created by user)

  17. Account Consolidation • Fund • Source • Org • Program • Activity All the same? Combined into 1 KFS Account Any Object can be charged to a KFS Account

  18. Account Consolidation

  19. Budget Adjustments(Transfers) • Initiated by departments • Requires fiscal officer approval for each account affected • Ability to define as a current or base budget adjustment • Posts directly to GL without Central Budget Office review • Exception restricted funds or object codes • Accounts with additional routing

  20. Sub Object Achieves further division of an object for department/division reporting purposes. • Account 1100025 – Facilities Mgmt • Sub Acct 10000 – Bathrooms (optional , created by user) • Object code 4305 – Supply • Sub Object 100 Cleaning Supplies (optional, created by user)

  21. Budget Adjustments (Transfers)

  22. Budget Adjmt E-Doc

  23. Additional Features Budget Adjmt E-Doc Multiple “From/To” Lines Import from Excel Custom Fields for Internal Department/Division filing or tracking

  24. Questions

  25. BREAK

  26. Budget Activity

  27. KUALI FINANCIAL SYSTEMPURCHASING PROCESSMaria Bernardino

  28. PURCHASING PROCESS • Review of the Authorized District Purchasing Process • Review of Kuali Purchasing Functions • Action List – Requisition & Payment Approvals • Revised Processes • Emergency PO • Travel Requests

  29. Review of Authorized District Purchasing Process • The Superintendent/President or his designees are the only individuals authorized to execute contract agreements on behalf of the District: • Dr. Raul Rodriguez • Dr. Kathy Hart • Dr. Jon C. Stephens • Trudy Walton • Jerry McLean • All District Purchase Orders must be signed by the VP of Business Services

  30. Review of Authorized District Purchasing Process • District Policy AP6330 – All purchases will be made using a District PO, issued by Purchasing. • Payment of unauthorized purchases (Violation of District Policy & Public Contract Code)

  31. Review of Authorized District Purchasing Process • Purchases using Non-District Funds (Foundation, Dept. Councils or ASB) • Requests for Quotes are suggested • Fixed Asset Items ($1,000.00 or higher) • Purchase of Personal Consumable Items • Supplies • Equipment/Appliances

  32. KUALI PURCHASING FUNCTIONS • Action List • Requisition Approvals • FYI on Purchase Order Amendments • Budget Adjustments • Payment Requests

  33. Requisition in Process

  34. Requisition Route Log

  35. Fiscal Officer’s Action List

  36. Related Documents

  37. Revised Processes •  Emergency PO Process • Authorized individual will be required to provide a justification, as well as, the Account #. • Purchasing will issue the PO#. • The requisition must reference the invoice and the PO#. • Purchasing will process for payment on a new PO. • The original PO will be cancelled. • The two POs will be cross-referenced for Audit purposes.

  38. Revised Processes • Travel Requests • Purchasing is removed from the process • Department will submit the completed Travel Request to Business Services, Attn: Judy Klimko. • The request is reviewed and approved. • The traveler will receive an e-mail with a Reference # to contact Segale Travel to make the reservations. • Payment using the credit card.

  39. Questions

  40. BREAK

  41. Kuali Financial SystemAccountingJerry McLean

  42. KFS Organizational Chart Vice Presidents, Deans, Assoc. Dean Directors, Division Deans Administrative Assistants, Senior Office Assistants, Secretaries President Officer Account Managers Account Supervisors Supervisors, Managers, Account Delegates Fiscal Officers Fiscal Staff

  43. Fiscal Officer Provides daily oversight on how funds are spent and managed. Ensures that processes and controls are in place. Ensures that transactions are recorded and reported properly.

  44. Fiscal Staff Fiscal Staff are those employees of the District who are involved in: Initiating purchases Receiving cash or other negotiable instruments Entering or reviewing transactions Monitoring contracts Verifying compliance

  45. Accounting Travel Accounts Payable- Purchase Orders Accounts Payable- Non PO’s Auxiliary Accounts Internal Billing Expenditures Transfer/Correction

  46. Travel and Mileage All College travel shall be properly authorized, reported, and reimbursed in accordance with Board policy 8421, Ed. Code sections 87037 and 72423

  47. Travel and Mileage - Forms Employee Travel Request District Travel Claim

  48. Travel and Mileage - Forms

  49. Travel and Mileage - Forms

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