Finance Training

1. Finance Training Wednesday, October 23rd, 2019 Faculty Club

2. Agenda • Welcome and Introductions • Purchasing and P-Card • Finance Overview • Chrome River • General Information • Travel and Invoices • Cash Transmittal/Petty Cash • Accepting Payments on Campus • Financial Security • Questions and Answers

3. Purchasing and PCard John Overberger

4. Purchasing and PCard • Methods of purchasing • Purchase Requisitions / Purchase Order • P-Card • Direct Pay • Travel = Egencia • rollins.egencia.com - use your Fox ID to login

5. Purchasing and PCard • Tax Exemption Certificate • Found on either the Purchasing or Finance webpage under Forms. • Standards and Assistance • We are here to help!

6. Budget Management Suzanne Powers

7. Budget Management https://www.rollins.edu/finance/ • Budget Code • Fund-tracks source of money • Org-Organization-usually managing department • Account-revenue or expense category-universal across the college • Temporary or Permanent Budget • Budget Access Request Form on Foxlink • Argos Budget Reports • Departmental Budget Reports • Leadership Budget Reports • Fiscal Year- June 1st through May 31st

8. Budget Management • Budget Transfer Form on Finance Website • Excel document • Temporary or Permanent Budget Transfer • Make sure budget exists within each fund, org, and account • Financial manager of both budgets need to sign • At least two Rollins employee approvals • Email to SPowers@Rollins.edu

9. Chrome River Danielle Bulla

10. Chrome River Overview • Access and Accounts • Receipts to Receipt@Chromefile.com from Rollins Email • Routing and Approvals • Approvals built into system • Approvals by email • Approvals within the system • Budget Managers • Mobile Capability • Delegate/Approval Delegate • Lyft/Uber • Additional Training on Blackboard

11. Special Reports in Chrome River • Departmental Chargeback • Used when your department is charging another department for a good or service • Both sides of the transaction should increase or be a positive amount • Use account 57250 to increase the revenue to your budget • Use an expense account for other department to increase their expense • Use an invoice showing activity as receipt in Chrome River • Reallocation • Used when your department needs to move actual activity between a budget (most likely an expense incorrectly charged originally) • Must decrease (-) the amount from your budget and increase (+) the revenue/expense to the other budget • Must attach Argos report as Receipt in Chrome River for documentation and audit

12. Travel and Invoices

13. Travel

14. Invoices • Choose Vendor Invoice • Name of Vendor

15. Student Account Services Julie Kenes

16. Cash Transmittal

17. Cash Transmittal • Access through FoxLink • Employee Tab/Finance-Contracts/Finance Links

18. Cash Transmittal • Select “Cash Transmittal” • Submit a Transmittal Form • You may have up to 15 - 20 rows • Select Payment Type • Cash/Check/Credit Card (Visa/MC) • Only one payment type per transmittal • Payment Description • Appears on budget report • Banner Code • Verify that the Fund/Org/Account are correct!

19. Cash Transmittal • Submit Form • Verify accuracy • Continue • Print form and bring to the Student Account Services with check or cash.

20. Petty Cash Voucher Student/Staff Name Student/Staff Name Dept. Approval Student/Staff Name

21. Petty Cash Voucher • Find form at http://www.rollins.edu/bursar • Select “Petty Cash Voucher Form” from the “Forms & Policies” dropdown menu • May be requested only by students, faculty, or staff of Rollins College. • Maximum amount $200.00. • Typically limited to one request per day.

22. Petty Cash Voucher • Examples of Petty Cash purposes include parties or lunches for Rollins students, faculty or staff. • This form may be used for travel mileage under $50.00 with a detail of mileage and purpose. • May also be used for other purchases (excluding alcohol) for up to $200.00.

23. Petty Cash Voucher • Tape receipts vertically to a separate 8 ½ x 11 piece of paper. Tape only the top and bottom of the receipt. • Receipts for food must contain itemized detail, as well as the names of people participating. • Receipts should be returned for petty cash reimbursement within 60 days of receipt.

24. Petty Cash Voucher • Ensure purpose of cash request is compliant with the “Rollins Travel and Business Expense Policy” or the “Employee Gift & Entertainment Policy” found at http://www.rollins.edu/finance/policies/index.html • Due to limited availability of cash, cash is disbursed 24 hours after request is received by Student Account Services.

25. Cash Advance Versus Petty Cash • Cash Advances and Petty Cash Vouchers are typically used for the same purposes. • Cash Advances are used when the requestor does not want to use his or her own money in advance. • Petty Cash Vouchers are used when purchases have been made and reimbursement happens after the purchase.

26. Additional Information: • Please refer to the Student Account Services website at: http://www.rollins.edu/student-account-services/ • You may also contact us by phone at (407)646-2252 or by email at sas@rollins.edu • Additional information available through the Finance website at: http://www.rollins.edu/finance/

27. Accepting Payments Alexander Miller

28. Accepting Payments on Campus • Any location accepting payments must maintain PCI Compliance • Payment information through 3rd party service providers & encrypted devices • Validate any new 3rd party providers through Finance Office • Devices can be reserved for events through rCard@rollins.edu • Personal devices should not be used for payment processing • Do not write down or store cardholder data • Report POS/CC Terminal outages/issues

29. Financial Security • Secure credentials/multi-factor authentication • Keep systems and software updated • Secure POI for Financial systems (CC Terminal, POS, work comps) • Check for device tampering: • Verify the identity of any third-party persons claiming to be repair or maintenance personnel, prior to granting them access to modify or troubleshoot devices. • Be aware of suspicious behavior around devices (for example, attempts by unknown persons to unplug or open devices). • Report suspicious behavior and indications of device tampering or substitution to appropriate personnel (for example, to a manager or security officer). • Contact our team for any questions or concerns

30. Questions and Answers Finance@Rollins.edu