Financial Rep Meeting November17, 2009

Agenda Opening Remarks ……………………………………………………… 8:30 – 8:45 Ralph Alvarez Procure-to-Pay ……………………….…………………………………… 8:45 – 9:35 Dawn Snyder, Roberta McManus & Karen Gibson Budget & Accounting ………………………………………………… 9:50 – 10:40 Roberta McManus, Michael Lake & Judd Enfinger Reports & Queries..……………….…………………………………… 10:55 – 11:45 Judd Enfinger 2

BUDGET & ACCOUNTING ROBERTA MCMANUS MICHAEL LAKE JUDD ENFINGER 3

Current Topics & Events American Recovery & Reinvestment Act (ARRA) – “stimulus” ◦ Sponsored Research ◦ E&G Ledger Reconciliations New Credit Card Processing Policy 4Budget & Accounting

ARRA Sponsored Research 64 awards totaling $25.2 million as of November 16, 2009 Fund 521 created for ARRA sponsored projects Reporting requirements ◦ Over 132 required data elements to be reported on FederalReporting.gov FederalReporting.gov ◦ ARRA requirements are in addition to individual award reporting (DO NOT replace normal reports) ◦ Notify Sponsored Research if subcontracts or major vendor purchases are anticipated ◦ FSU as prime recipient – reporting due by10 th of month following calendar quarter end  Subcontracts under prime award will have unique terms and conditions ◦ FSU as sub recipient (subcontracted) – reporting due dates and requirements will be addressed on a case by case basis and coordinated with the PI as appropriate 5Budget & Accounting

ARRA – Sponsored Research PI Responsibilities Submit initial report to Sponsored Research to include award description and location ◦ Due upon acceptance of award Submit quarterly reports to Sponsored Research ◦ Include status of work completed ◦ Also include a cumulative description of the activities accomplished since the inception of the award, inclusive of first-tier subcontract activities ◦ Due to Sponsored Research on or before the last day of every calendar quarter until the expiration date of the award (September 30, December 31, March 31, June 30) ◦ Submit even if funds have not yet been expended Forms are available onlineonline 6Budget & Accounting

ARRA – Sponsored Research SRAS Reporting Responsibilities Quarterly life-to-date expenditure reconciliations Jobs data (types & EFTs) ◦ Created ◦ Retained Vendor payments Subcontractor / major vendor reporting Actual (electronic) submission of reports 7Budget & Accounting

ARRA – E&G Please review carefully the memorandum on the Budget Office websitememorandum Valid request on file with Budget Office Compliance with spending guidelines and reporting Spend the money by June 30, 2010 New OMNI Fund numbers for ARRA funds 8Budget & Accounting

Office of Budget & Analysis Website Please visit our updated website for a wealth of information for Budget Managers and departmental financial representatives! 9Budget & Accounting

Ledger Reconciliations A crucial internal control process ◦ Not specifically required by University policy, but necessitated by sound business practice ◦ Recent audit findings have indicated that some departments do not reconcile on a regular (monthly) basis Training classes available ◦ Offered monthly by the Controller’s Office, Quality Assurance department ◦ Provide tips, assistance and best practices in performing reconciliations ◦ Class materials, forms, etc. are available on the Controller websiteController website 10Budget & Accounting

Ledger Reconciliations Backup Documentation Quality Assurance has been working with campus units to try and improve the availability of backup documentation Specifically, working with Facilities, Business Services and General Accounting Facilities work order details are currently available online  New BlackBoard Organization – ‘Facilities’  Contact Debra West to gain accessDebra West  Charges available for July 2009 forward (click on ‘Dept Charges’ link)  Should tie to ‘OFM’ journals on ledger  Additional details available for fuel purchases  PDF file should be available by 3 rd to 5 th business day of following month 11Budget & Accounting

New Credit Card Processing Policy New policy OP-D-2-G – Pertains to all departments that “process, transmit or store confidential cardholder information.”OP-D-2-G Policy states that card processing departments must: ◦ Be compliant with the Payment Card Industry Data Security Standard (PCI DSS) ◦ Be a Controller’s Office approved Cash Collection Point ◦ Make arrangements to accept cards through SFS ◦ Ensure that before employees work with cards or access cardholder data they  Complete SFS Payment Card Security Training  Comply with the University’s background screening requirements New Payment Card BlackBoard organization (PCI Training) ◦ Established to assist departments in complying with this policy ◦ Contact Alyn Minnerly, SFS Credit Card Manager, for accessAlyn Minnerly 12Budget & Accounting

Q&A Panel of Experts! Alvaro Bernal – Controller’s Office, Accounting Services Judd Enfinger – Controller’s Office, Quality Assurance Michael Lake – Budget Office Roberta McManus – Sponsored Research Accounting Services Rick Oakley - Sponsored Research Accounting Services Glenn Scanlan – Controller’s Office, Student Financial Services 13Budget & Accounting