1. UCD Finance Office/Accounting Services HOME PAGE: http://www.ucdhsc.edu/admin/finance/http://www.ucdhsc.edu/admin/finance/ THIS PRESENTATION:http://ucdhsc.edu/admin/finance/documents/NEO.ppthttp://ucdhsc.edu/admin/finance/documents/NEO.ppt

2. Accounting Services Agenda The Big Picture Stewardship Obligation Fiscal Culture AVC Finance/Admin Sponsored Project Funds Gift Funds Internal Controls Reports Personal Liability Training Resources Compliance Resources Contacts

3. The Big Picture

4. Stewardship Obligation The responsibility for sound financial management resides with every employee or affiliate who spends or manages university funds. In general, the public nature of University funds and State requirements impose a more restrictive standard than that used in the private sector

5. Fiscal Culture CU's organizational units obtain and utilize resources to carry out the university’s missions, the financial impact of which is accumulated and summarized in the University's financial records. CU is obligated to comply with numerous laws, policies, rules, regulations, and sponsor / donor requirements. External entities trust that the university's financial statements are complete and accurate, which cannot happen without the help of all employees and affiliates who have financial management duties. It is important for all employees / affiliates to understand: the hierarchy of policies, procedural statements, and guidelines the driving forces behind our current fiscal culture, and the main tenets of the related policies

6. Fiscal Culture Policy Hierarchy:

7. Fiscal Culture Driving Forces - CU Regents and External Forces The Regents of the University of Colorado sit atop our policy hierarchy, and create laws and policies that lower level policies, like APS, PPS, and campus-specific policies strive to support: Laws of the Regents https://www.cu.edu/regents/Laws/laws.html Laws of the Regents Policies of the Regents https://www.cu.edu/regents/Policies/index.html Policies of the Regents The Sarbanes-Oxley Act of 2002, which influences best- practices in fiscal management, is the driving force behind many of CU's new and revised Administrative Policy Statements: Fiscal Roles and Responsibilities https://www.cu.edu/policies/Fiscal/Fiscal- RolesResponsibilities.pdf Fiscal Roles and Responsibilities Fiscal Code of Ethics https://www.cu.edu/policies/Fiscal/Fiscal-Code-of-Ethics.pdf Fiscal Code of Ethics Fiscal Certification https://www.cu.edu/policies/Fiscal/Fiscal-Certification.pdf Fiscal Certification Officer Disclosure of Interests https://www.cu.edu/policies/Fiscal/Officer- Disclosure.pdf Officer Disclosure of Interests

8. Fiscal Culture Driving Forces – Transparency and Accountability Other factors, like the need for transparency and accountability have impacted APS/PPS: Propriety of Expenses https://www.cu.edu/policies/Fiscal/Propriety-of- Expenses.pdf Propriety of Expenses Sensitive Expenses https://www.cusys.edu/psc/policies/downloads/PPS_Sensitive_Expenses.pdf Sensitive Expenses Alcohol Purchase and Provision https://www.cu.edu/policies/Fiscal/Alcohol-Purchase-APS.pdf Alcohol Purchase and Provision Alcohol https://www.cusys.edu/psc/policies/downloads/PPS-Alcohol.pdf Alcohol CU Foundation Transfers https://www.cu.edu/policies/Fiscal/CU- Foundation-Transfers.pdf CU Foundation Transfers Recognition and Training https://www.cusys.edu/psc/policies/downloads/PPS_Recognition_and_Training.pdf Recognition and Training Personal Technology and Telecommunications https://www.cu.edu/psc/policies/downloads/PPS_Personal_Technology.pdf Personal Technology and Telecommunications

9. AVC Finance and Administration Finance Office Responsibilities Accounting Services Financial Compliance and Training Sponsored Programs Accounting (Downtown Campus) Resource Management Student Financial Services

10. Sponsored Project Funds (Anschutz Medical Campus) Office of Grants and Contracts (OGC) Pre-Award Contracting Accounting Post-Award Policy and Education

11. Sponsored Project Funds (Downtown Campus) Division of Sponsored Programs Administration (DSPA) Pre-Award Contracting Sponsored Programs Accounting (SPA) Accounting Post-Award Policy and Education

12. Gift Funds Gift funds are financial awards received from external donors Expenditures must be made in accordance with donor wishes, and must be in compliance with all applicable rules, regulations, policies, and procedures. Online training is available at: https://www.cusys.edu/controller/documents/Gift_Training.ppt and is required for those with gift fiscal responsibilities https://www.cusys.edu/controller/documents/Gift_Training.ppt

13. Internal Controls Promote the use of sound business and financial management practices. One major control is achieved through proper segregation of duties so that no single individual controls all (e.g. "create" and "approve") aspects of a financial transaction. Another control is the review of monthly financial statements, whether burst or ad-hoc

14. Reports Reports can be viewed in the my.CU portal:

15. Reports Click on the my.Reports tab:

16. Reports Depending on your roles and Finance System access, you’ll view reports via one or more of the channels:

17. Personal Liability Colorado Governmental Immunity Act Three main areas in which an employee can be held liable for actions at work: Criminally Civilly Employment discipline Personal financial liability if: After-the-fact purchases Signing contracts on behalf of University (see signature matrix): http://www.ucdhsc.edu/admin/finance/documents/Contract_Matrix.pdf http://www.ucdhsc.edu/admin/finance/documents/Contract_Matrix.pdf

18. Training Resources Blackboard Online training (https://blackboard.cudenver.edu/: Use 6-digit Employee ID# to login)https://blackboard.cudenver.edu/ Research Administration Start to Finish Direct Charging to Sponsored Projects Electronic Personnel Effort Reporting (ePER) Finance / Procurement System Training – multiple courses Financial Inquiry Online training http://www.kathyillian.com/finance/training/inquiry/index.html http://www.kathyillian.com/finance/training/inquiry/index.html Instructor-led Finance / Procurement Training (http://www.ucdhsc.edu/admin/finance/courses.htm) (http://www.ucdhsc.edu/admin/finance/courses.htm) Procurement Card Training https://www.cu.edu/psc/purchasing/procurementcard/pc-training.html https://www.cu.edu/psc/purchasing/procurementcard/pc-training.html

19. Compliance Resources UCD Financial Compliance http://www.ucdhsc.edu/admin/finance/compliance.htm http://www.ucdhsc.edu/admin/finance/compliance.htm Effectiveness of administrative training programs Adequacy of fiscal policies and procedures Propriety of financial transactions Internal Audit Fraud Hotline https://www.cusys.edu/audit/fraud.html https://www.cusys.edu/audit/fraud.html

20. Contacts UCD Finance Office website: http://www.ucdhsc.edu/admin/finance/.htm http://www.ucdhsc.edu/admin/finance/.htm UCD Finance Office main phone #: 303.315.2250 DSPA (Downtown Campus) website: http://thunder1.cudenver.edu/osp/index.htm http://thunder1.cudenver.edu/osp/index.htm SPA (Downtown Campus) website: http://www.ucdhsc.edu/admin/finance/sponsored.htm http://www.ucdhsc.edu/admin/finance/sponsored.htm Grants and Contracts (AMC) website: http://www.uchsc.edu/ogc/ http://www.uchsc.edu/ogc/