The Purpose of the Workshop

1. The Purpose of the Workshop To help you understand the basic concepts behind many of the routine tasks related to your responsibilities.

2. Topics for Today • PeopleSoft Financials (PSF) Account Numbers • Basic Budgeting Concepts • How to Get Things Done at CSU

3. Does Everyone Use PeopleSoft Financials?

4. Answer: Yes, all of the institutions within the University System of Georgia use PeopleSoft Financials. However, PSF is more widely used in the corporate sector.

5. Who’s Idea Was That? • Board of Regents – Made thedecision to continue with PeopleSoft Financials. • OIIT – Provides technical support for the system decided upon by the BOR. • Institutions – Areresponsible for training campus personnel and implementing the system on each campus.

6. PeopleSoft FinancialsAccount Number Structure

7. What do the numbers mean?

8. Summary of “Fund” Types • Fund 10000 – State Appropriations • Fund 10500 – Tuition • Fund 10600 – Course Fees & Lab Fees • Fund 12000 – Auxiliary Services • Fund 13000 – Student Activities • Fund 14000 – Continuing Education • Fund 15000 – Indirect Cost Allowance • Fund 16000 – Technology Fees • Fund 20000 – Sponsored (Grants / Projects) • Fund 50000 – Plant Operations • Fund 60000 – Agency Funds (Funds held on account for others)

9. How Can These “Funds” Be Spent?(This is why it seems as though the rules change!) • Fund 10000 – Salaries and OS&E • Fund 10500 – Salaries and OS&E • Fund 10600 – Lecturers for specific courses, part-time faculty for specific courses, lab materials, materials related to courses for which fee is charged. • Fund 12000 – Salaries, OS&E, and Expenditures related to each Auxiliary Unit (ie, Cafeteria, Bookstore, Housing, Parking, Student Health, Bus Operations, and Athletics) • Fund 13000 – Salaries, OS&E, and Expenditures related to Student Activities (ie, Food, Drinks, the Saber, Orientation, Greek activities, Intramurals, Student Government Organizations, Dance Team, Pep Band, etc. • Fund 14000 – Salaries, OS&E, and Expenditures related to workshops conducted by Continuing Education.

10. How Can These “Funds” Be Spent?(This is why it seems as though the rules change!) • Fund 15000 – OS&E (Indirect expenses related University) • Fund 16000 – Computers and software (Student Related Only) • Fund 20000 – All expenditures are according to each specific grant “contract” • Fund 50000 – Capital expenditure items such as major repairs and renovations and purchase of capitalized equipment • Fund 60000 – All expenditures are according to each specific agreement on file. Typical expenditures include but are not limited to workshop “packages” and food/beverages. NOTE: We can never pay personal services from these funds.

11. Fund 10000 • 1300101 11100 11000 714100 • State Dept. of Art Gen. Acad. General Supplies • Approp. Instruction Operating & Mat. • 4200000 16200 11000 714100 • State Business Fiscal General Supplies • Approp. Office Ops. Operating & Mat. 1300101 11100 16200 4200000

12. Frequently Asked Questions - F.A.Q. • When should a new account be established? • What are the steps involved in establishing a new account? • Who assigns account numbers? • What happens if the number is not set up correctly? • Why does it seem as though there are different rules for different accounts? • Why can’t one set of rules apply to all accounts? • Why is the number so long?

13. BudgetsWhat is a Budget? A detailed plan expressed in quantitative terms, based on strategic goals and objectives.

14. BUDGETSWhat is the Purpose of a Budget? • Prioritize goals and objectives • Maximize use of funds • Monitor resources • Enhance internal controls • Plan (Short-Term and Long-Term) • Provide historical record of spending

15. April-July Board Develops Budget Strategy June August Board Approves Institutional Budgets BOR Approves Budget ANNUAL BUDGETCYCLE Institutions Prepare Internal Budgets . Governor Presents Budget to General Assembly May January Board Approves Budget Allocations. Budget Meetings with Institutions General Assembly Passes Budget April January -February March

16. BUDGETSCategories of Revenue Auxiliary Enterprises

17. Funding Flow - State Appropriations

18. BUDGETDecision-Making Tools • Projected Revenues • Projected Expenditures ? Supplies Fringe Benefits Staffing Needs Equipment Facilities Salary Increases Student Services

19. BUDGETSAppropriate Budget Management • Use prior budgets as a historical reference. • Know how much you have to budget. • Understand how the funds can be used. • Monitor your budget at least monthly. • Amendments are for non-psnl services only.

20. Departmental Excess waste Unaccomplished goals Loss of professional credibility Grant and/or Project Missed deadlines Incomplete project Possible loss of future funding BUDGETSConsequences of Inappropriate Budget Management

21. BUDGETSFrequently Asked Questions • How much is my budget? • What kind of expenditures am I allowed to make? • If I have funds left, can I carry these funds over to the next year?

22. Let’s log into PeopleSoft Financials and Review a Budget

24. We Need to Complete a Budget Amendment!

25. You can only amend Non-Personal services. Personal Services are ONLY budgeted with the Original Budget.

26. Helpful Tips • Where can I find blank Budget Forms? http://csu.colstate.edu/forms/index.htm • Do I need authorization to submit a Budget Amendment? Yes! You need your department chair or administrator’s signature. • When should I submit a Budget Amendment? You should amend your budget if something will not budget check or you know that something will not budget check in the future BUT…only if you have the available funds.

27. More Helpful Tips • Who should I call if I have a Budget question? If you are calling about a grant, please contact your assigned grant administrator. Otherwise, call either Pat Bryant, Budget Director or Melanie White, Assistant Budget Director. • How do I submit Budget Amendments? You may submit your amendment electronically (via e-mail) or by campus mail to the Budget Office in Richards Hall. • How often can I submit Budget Amendments? As often as you need. However, please keep in mind, budgets should be used as planning tools--not cleanup tools.

28. Questions or Comments Can someone else do this?

29. How to get things done at CSU

30. TOPICS

31. TRAVEL • Before you travel – Complete a travel application…no matter what! Why? Unless you complete this form, you are not covered by CSU. • Travel Applications can be obtained on-line at: http://csu.colstate.edu/forms/admin.htm Obtain appropriate signatures and send to Business Services. • After your trip, complete the Travel Reimbursement form. This form can be obtained from the website above. Obtain appropriate signatures and send to Accounting. • If you need to reserve a CSU vehicle, please submit a request to Plant Operations.

32. Travel – Tips and Fast Facts • Rental of vehicles MUST be approved PRIOR to travel. • Questions concerning travel applications – Please call Sharon May in Business Services. • Questions concerning travel reimbursements – Please call Rita Watts in Accounting. • The Board of Regents has approved a mileage reimbursement rate of $0.50 • All forms relating to travel can be obtained on-line at: http://csu.colstate.edu/forms/admin.htm • Meal rates and other travel regulations can be obtained on-line at: http://businessservices.colstate.edu/purchasing/travel_info.asp

33. PURCHASING

34. Purchases can be made in a variety of ways: • Cash – Typically, cash payments are utilized when the purchase is a low-cost item or an emergency. In such cases Petty Cash is often used. • Check – Checks are most often used by an agency to make payments on accounts due. For example, registration over $50 can be paid by check from the pre-paid account. • Credit Card – Purchases under $200 should be made using the Visa card. Board of Regents is strongly urging institutions to utilize Visa cards for purchases under $1,000. • Charge Accounts – Established by the “institution” with a specific vender for a specific purpose. • Direct Billing – Established by the “institution” with a specific vendor typically for service-type needs such as a Travel Agency.

35. Purchases can be made in a variety of ways: • Purchase Orders – A purchase request for must be completed before a product is ordered. Limitation guidelines and requirements are as follows: • Under $1,000 – Use Visa card unless vendor will not accept. • $1,000-$4,999 – Use the purchase order form. Bids are not required. Visa cards can be used for purchases up to the cardholder’s maximum single purchase limit. • $5,000 - $9,999 – Purchaser must obtain six (6) bids, three (3) of which should be from minority vendors. Bids must be offered on company letterhead and signed by the vendor. Telephone bids are not acceptable. Fax bids are acceptable. • $10,000 and up – Purchasing Department will request bids for orders over $10,000. These bids must be placed on the Georgia Procurement Registry.

36. PAYMENTS Accounting Services

37. Things You Need to Know About Payments (Accounting Services) • Although you send your Travel “Applications” to Business Services, you send your Travel “Expense Statement” to Accounting Services. • Travel Expense Statements should be submitted no later than three days after you return from your trip. • Relative to Purchase Orders, once you have been notified your order has been received, it is important to send your Completion Copy to Accounting Services. They cannot pay the invoice until they receive this copy. • Questions concerning invoices or payments of invoices, please contact Rita Watts in Accounting Services.

38. PETTY CASH Bursar’s Office

39. Petty Cash – Policies & Procedures Policies and Procedures Most governmental agencies allow the establishment of petty cash accounts for the agencies various departments. Specific policies and procedures, as well as the amount of account limitation will vary from one agency to another. Typically, an account is established for $100.00 per department. Receipts should be returned to the agency’s business or accounting office within 24 hours. Failure to clear outstanding petty cash limits petty cash availability to others. When utilizing petty cash, a petty cash purchase order must be approved prior to the release of the cash. The approving authority is usually the department supervisor or perhaps the departmental secretary. The important thing to remember is, petty cash is established with taxpayer’s dollars. Petty cash accounts are audited annually by State of Georgia auditors. This account is NOT a “kitty”.

40. How do I establish a Petty Cash account? If your department does not have a petty cash fund and your agency allows such purchases, you may want to consider establishing a fund for use in emergencies or low-cost purchases needed quickly. If allowed, a check is cut for the limited amount, typically $100.00. Your department’s authorized individual, such as the department’s supervisor or secretary should place the funds in a safe area that can be locked. As individuals in your department request petty cash for various purchases, receipts, as a result of those purchases, should be safe-guarded in the same manner as the cash. (See “How to Replenish Petty Cash” below for an example illustrating this process.)

41. How is Petty Cash replenished? • This process takes place usually when the available cash begins to diminish and receipts begin to accumulate. At a minimum, this process should be completed once a month by each department within an agency. Again, exact processes will differ from one agency to another. However, each department within an agency must all conform to the same method of replenishment. The following are “typical” steps in clearing petty cash for funds issued and cleared. • The department will submit to the agency’s accounting office, the total of all receipts and any remaining cash. • The agency’s accounting office will then charge the specific department with the amount equal to the receipts. A check is then produced and cashed for this same amount. The amount of the newly cashed funds along with the funds returned with the receipts should equal the established amount ($100.00.) • The authorized departmental authority will sign for the cash thereby replenishing the department’s petty cash to the maximum $100.00 and the department’s budget is charged the appropriate amount for previous expenditures. • The department’s petty cash is now restored to the $100.00 limit.

42. Clearing Petty Cash • Receipts for purchases made are required to clear petty cash and should contain the following: • The vendor’s name and address or phone number. • The receipt shows payment of cash was made. An invoice may be acceptable if it is marked PAID. • Purchases must match items on the petty cash purchase order obtain prior to receiving the cash. • If the purchase amount is less than the amount of cash received, the difference must be submitted with the proof of purchase(s). For example: John Brown received petty cash in the amount of $35.00 for the purpose of purchasing 2 boxes of file folders needed unexpectedly. The total of the purchase was $27.50. John turned in a receipt for the $27.50 and change in the amount of $7.50. The receipt together with the cash returned equal the $35.00 John received as petty cash.

43. Last Minute Questions or Comments