FINANCE DIVISION - BINUS

FINANCE DIVISION April 2015

• Vision

• Strategic Objective

• Culture and Tag Line

• Organization Structure

• Budget Process

• Budget Appendix

• Budget Realization

Budget Realization Policy (including budget

matrix authorization)

Budget Realization Process

• Payment Request

• Purchase Requisition process

• Good Organization Governance

AGENDA

OUR VISION 20/20

“….As a world class enabler and

innovative strategic partner

Towards achievement of

BINUS Vision 20/20

OUR STRATEGIC OBJECTIVES THE SIX BUBBLES

Role

Model

Excellence

Services

World Class

Enabler &

Innovative Strategic

Partner

Conducive

Working

Environment

World’s Best

Practice

Implementation

International

Language

Proficiency

Business

Partner & Catalyst

FINANCE CULTURE & TAG LINE

FINANCE DIVISION STRUCTURE


& BC

BUDGET PROCESS For Budget Cycle January-December

Activities Period

Budget Preparation Development and submission of Draft Budget

via online budget website

(http://finance.binus.edu/budgetonline);

including its assumption and attachment of

supporting documents.

August-September

Budget Hearing Presentation, discussion and clarification, and

revisions between BU & Division with related

department, where applicable

October-November

BudgetFinalization

Finalization of Budget December

BUDGET PROCESS For Budget Cycle July-June Activities Period

Budget Preparation Development and submission of Draft

Budget via online budget website

(http://finance.binus.edu/budgetonline);

including its assumption and attachment of

supporting documents.

March-April

Budget Hearing Presentation, discussion and clarification,

and revisions between BU & Division with

related department, where applicable

April-May

Budget Finalization

Finalization of Budget June

BUDGET APPENDIX

The remaining balance of previous period can not be carried forward to the next budget period

In accordance with the standard rate list (meals, speaker remuneration, etc)

Comply to procedure and policies of other division in Bina Nusantara (HC & Legal, BCL&D, GA, IT, etc)

Approved by dept head in budget activities

For cross allocation and non budget activities, please refer to Budget Matrix Authorization

BUDGET REALIZATION POLICY

MATRIX OF AUTHORIZATION For each Transaction (Proposed) Descriptions Manager/

Senior

Manager

BU (Division)

Leader

Finance

Director

Respectiv

e MD

BOM

In Budget ≤ Rp 200 millions V

In Budget > Rp 200 millions V V

Cross Allocation < Rp 5 millions V V

Cross Allocation > Rp 5 millions V V V*

Non Budgeted ≤ Rp 2 millions V V

Rp 2 millions < Non Budgeted ≤ Rp 5

millions

V V V*

Non Budgeted > Rp 5 millions V V V* V

Note :

1. Matrix of Authorization is applicable for all Business Unit and Division

2. Matrix of Authorization is not applicable for budget component of stock and non-stock

3. Effective Date : January 01, 2014 for budget Cycle January-December

July 01, 2014 for budget Cycle July-June

MATRIX OF AUTHORIZATION Accumulated for One Year Descriptions Manager BU

(Division)

Leader

Finance

Director

Respectiv

e MD

BOM

Rp 300 millions < Total Cross Allocation per

year ≤ Rp 400 millions

V V V*

Rp 400 millions < Total Cross Allocation per


V V V* V

Total Cross Allocation per year > Rp 500

millions

V V V* V* V

Rp 200 millions < Total Non Budgeted per year

≤ Rp 300 millions

V V V*

Rp 300 millions < Total Non Budgeted per


V V V* V

Total Non Budgeted per year > Rp 400

millions

V V V* V* V

* =Co-authorization

Note:

1. Matrix of Authorization is applicable for all Business Unit and Division

2. Matrix of Authorization is not applicable for budget component of stock and non-stock

3. Effective Date : January 01, 2014 for budget Cycle January-December

July 01, 2014 for budget Cycle July-June

BUDGET REALIZATION PROCESS

• Routine/non routine expense request Payment Request Form

• Headcount HC FPTK form

• Training staff BCL&D form

• Training lecturer Payment Request Form, approved by HOS or

DOP

• Goods (consumable, computer, equipment, furniture, renovation)

PR ONLINE (HC Portal)

• Payment Request Form and supported by any related or supporting documents.

• Supporting documents must be original, such as : Proposal of activity Detail of fund needed Invoice Receipt (kwitansi) with stamps duty (meterai), for

transaction o > Rp 250,000 – duty stamps Rp 3,000 and transaction o >= Rp 1,000,000 – duty stamps Rp 6,000.

Delivery order / BAST Others

PAYMENT REQUEST

• Checked and approved by Manager / Equal Manager

• Cross Allocation and Not budgeted, following authorization matrix, and

must give an explanation/reason in writing

• Payment cycle : Monday to Monday at 12.00 a clock, CEO Decree no

001/FIN.CEO/VII/2013

• Realization report for advance must be made 7 days after the event

date, CEO Decree no 001/FIN.CEO/XI/2014

PAYMENT REQUEST (cont)

• To procure goods and services have to go through Procurement

Department.

• Exception, user could purchase things by themselves for certain

conditions;

Maximum value of the transaction is up to IDR 200,000,-.

If the total value > IDR 200,000,-, has to get a written permission

from Procurement Department.

Payment: by requesting cash advance or reimbursement to Finance

Department.

• The Exception not included:

Stock items (ie: stationary)

Printing jobs that use corporate identity (i.e. business card, company

letter head, etc.)

PROCUREMENT

PURCHASE REQUISITION ONLINE

• Accommodate all Goods request to procurement

• From all budget Resources

• Using HC portal

PR ONLINE FLOW

HC PORTAL

Shopping cart

Workflow

Budget checking

Purchase

Requisition

Release PR PO

INVOICE GR/GI

Procurement Material

Management

Budget realization

PURCHASE REQUISITION ONLINE (hc.binus.edu)

PROCUREMENT PIC

• Outlet BIS Simprug: Hartanto (ext. 4340)

• Outlet BIS Serpong: Febriyanti (ext. 5820)

• Outlet Alam Sutra: Febriyanti (ext. 5820)

• Outlet Univ : Zurmiati (ext. 1286)

• Outlet JWC: Renny (ext. 1296)

• Outlet Commercial: Roni (ext. 6124)

• Procurement Controller: Anastasia (ext. 2467)

• Procurement Analyst: Evalyn (ext. 1283)

• Business Assurance: Yuyun (ext. 1277)

GOOD ORGANIZATION GOVERNANCE (GOG)

Decree of CEO Bina Nusantara No: 001/CEO/XI/2013 on Good

Organization Governance Implementation in Bina Nusantara Group.

1. Optimize values of institution to have strong competitive forces in

order to be able to defend its existence for reaching vision and

missions of institution;

2. To enforce professional, efficient, and effective organization

governance, to empower and to increase function and independency

of institution;

3. To enforce units of institution to run actions based on high moral

values and compliance upon laws and awareness of social

responsibilities of institution;

4. To avoid the occurrences of organization governance breaches that

can lead to stakeholders’ loss.

GOOD ORGANIZATION GOVERNANCE (GOG)

GOG (hc.binus.edu)

finance.binus.edu

CONTACT PERSON

Business Unit Budget Finance & Accounting Procurement

University & Division Ari Yuniarso & Mega ext 2228 Ester Oktavia & Yeni

Kurniawati ext 1269 Zurmiati ext 1286

Binus International Thresianess Tjandra ext 1277 Linawati ext 1264 Renny W ext 1296

Binus Center Audie Leilani Setiawan & Tomi

ext 1940 Linawati ext 1264 Roni F ext 6124

BIS Simprug Audie Leilani Setiawan ext 4336 Yurita ext 4335 Hartanto WK ext 4340

BIS Serpong Sita Anjani ext 5824 Santi ext 5818 Febriyanti ext 5820

Binus Square Thresianess Tjandra & Lorrinne

ext 1277 Lusiana Ekawati ext 6115 Roni F ext 6124

Commercial Center Tomi ext 1940 Hennita ext 1266 Roni F ext 6124

Feedback Box for Procurement / Requisition Process by sending an email to :

[email protected]

GOG – CENTER TEAM

How to contact GOG – Center Team

1. Telephone

Telp : (+6221) 5369 69 69

ext 1278 - Yuyun, Elilis / 1279-Philipus

2. Office

Alamat : Bina Nusantara – Kampus Anggrek

Jl. Kebon Jeruk Raya No 27

Ruang 223 (Yuyun/Philipus/Elilis)

3. Email : [email protected]

FINANCE DIVISION - BINUS

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