Finance admin sessions Presented by David Dilling June 2013.
UCD Finance Office/Accounting Services HOME PAGE: // THIS...
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Transcript of UCD Finance Office/Accounting Services HOME PAGE: // THIS...
UCD Finance Office/Accounting Services
HOME PAGE: http://www.ucdhsc.edu/admin/finance/THIS PRESENTATION:http://ucdhsc.edu/admin/finance/documents/NEO.ppt
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
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
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
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 Policies of the Regents https://www.cu.edu/regents/Policies/index.html
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 Code of Ethics https://www.cu.edu/policies/Fiscal/Fiscal-Code-of-Ethics.pdf Fiscal Certification https://www.cu.edu/policies/Fiscal/Fiscal-Certification.pdf Officer Disclosure of Interests https://www.cu.edu/policies/Fiscal/Officer-
Disclosure.pdf
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 Sensitive Expenses
https://www.cusys.edu/psc/policies/downloads/PPS_Sensitive_Expenses.pdf Alcohol Purchase and Provision
https://www.cu.edu/policies/Fiscal/Alcohol-Purchase-APS.pdf Alcohol https://www.cusys.edu/psc/policies/downloads/PPS-Alcohol.pdf
CU Foundation Transfers https://www.cu.edu/policies/Fiscal/CU-Foundation-Transfers.pdf
Recognition and Training https://www.cusys.edu/psc/policies/downloads/PPS_Recognition_and_Training.pdf
Personal Technology and Telecommunications https://www.cu.edu/psc/policies/downloads/PPS_Personal_Technology.pdf
AVC Finance and Administration
Finance Office Responsibilities Accounting Services Financial Compliance and Training Sponsored Programs Accounting (Downtown
Campus) Resource Management Student Financial Services
Sponsored Project Funds (Anschutz Medical Campus)
Office of Grants and Contracts (OGC) Pre-Award Contracting Accounting Post-Award Policy and Education
Sponsored Project Funds (Downtown Campus)
Division of Sponsored Programs Administration (DSPA) Pre-Award Contracting
Sponsored Programs Accounting (SPA) Accounting Post-Award Policy and Education
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
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
Reports
Depending on your roles and Finance System access, you’ll view reports via one or more of the channels:
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
Training Resources
Blackboard Online training (https://blackboard.cudenver.edu/: Use 6-digit Employee ID# to login) 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
Instructor-led Finance / Procurement Training (http://www.ucdhsc.edu/admin/finance/courses.htm)
Procurement Card Training https://www.cu.edu/psc/purchasing/procurementcard/pc-training.html
Compliance Resources
UCD Financial Compliance 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
Contacts
UCD Finance Office website: 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 SPA (Downtown Campus) website:
http://www.ucdhsc.edu/admin/finance/sponsored.htm
Grants and Contracts (AMC) website: http://www.uchsc.edu/ogc/