Division of Academic & Student Affairs Business Support Staff - PowerPoint PPT Presentation

Division of Academic & Student Affairs Business Support Staff Meeting August 14, 2018

Welcome

Human Resources Annual Raise Process - we are waiting for final guidance! NEW EHRA Offer Letters DASA STAR Award - https://hr.dasa.ncsu.edu/staff-recognition/star-awards/ ● Any employee in DASA can submit an award ● Any employee in DASA can receive an award ● Quick recognition, DASA HR also notifies supervisor

DASA Tech ● Email Signature guidelines ○ https://comm.dasa.ncsu.edu/resources/email-signatures/ ● Signatures all falling to the bottom of an email ○ Email settings - on the General tab

Help Us Out - You Are Appreciated!

Trainings and Workshops Reporter https://reporter.ncsu.edu/ (Keyword:DASA) DASA Finance website https://finance.dasa.ncsu.edu/training/

Student Payroll Please be sure that the “supervisor” is updated in Peoplesoft BEFORE the current supervisor leaves ● If not, there will be a problem approving the time

Student Payroll Missed Punch Log - completed whenever a punch is added, moved or deleted. Submit to dasa-student-payroll @ncsu.edu as soon as all time is approved for that pay period Will be auditing this fall

Cash Receipts and Deposits ● Need an approved rate and charge on file before you can start collecting funds from anyone ● Make sure you have the appropriate backup for the deposit ● All deposits come to Talley Student Union #5130 ○ 8:30 - 4:30

Cash Receipts and Deposits ● Questions? Check in with Tonya or Hilary for help

Do you know your Fund Types?

Do you know your Fund Types? ● Academic Affairs ○ State Appropriations 2xxxxx - 249xxx ○ Appropriated Receipts 301xxx - 349999 ● F&A (Overhead Receipts) 25xxxx - 299999 ● Auxiliary Sales and Service 35xxxx - 399999 ● Contracts and Grants 5xxxxx ● Foundations 6xxxxx ● Gifts and Loans 7xxxxx ● Agency Funds 9xxxxx

Do you know your Fund Types?

Administrative Service Charges FY19 Memo: Administrative Service Charge 4.0% FY19

Administrative Service Charges FY19 ● Administrative Service Charge (ASC) 4.0% ● DASA Service Charge (DSC) 2.0% ● Auxiliary Sales and Service (35xxxx - 39xxxx) ● Account 53616 - Administrative Services ● Base = Prior Year Total Expenditures ● Base Excludes: ○ Resale (52700) ○ ASC/DSC/TORT (53616) ○ Transfers (58xxx)

Administrative Service Charges FY19

Network Connectivity Charges FY19 ● Data Network and Infrastructure - networking equipment, network licenses, salaries, maintenance agreements, etc. ● Account 53232 - Network Connectivity Service ● DASA Annual Cost FY19 $494,700 (12.8% Increase) ● DASA vs ComTech Per FTE Costs/Calculations ● Bill Fixed Monthly Rate Beginning in August

Service Charge Summary DASA Division STATS: FY18 ASC Total $1,937,000 FY18 DSC Total $987,600 FY19 Network Total $494,700 Questions? Contact: Crystal Szvetitz cbszveti@ncsu.edu 919-513-0397

Budget Loads FY19 ● State Appropriated - Done BUT salary adjustment funding pending ● Summer School - October ● F&A - October ● Auxiliary - August/September ● Foundation Income - Done

Non Employee Awards & Prizes ● Given to Students Only - not employees ● Could be award or prize ○ Generally gift cards ● Can only be purchased from certain fund types ● Can not be used as a payment for services or reimbursement for expense

Non Employee Awards/Prizes/Giveaways ● Usually something you are only buying a few of ● Use account 56905 Non employee awards ● Must have student sign “receipt” form ● Form must be uploaded with Pcard charge if applicable ● Form must also be submitted to Finance Office ● New Form on website

Finance Website Spotlight https://finance.dasa.ncsu.edu/

Spending Guidelines There are basic rules, regulations and precedents presented within the Spending Guidelines that can help to guide an employee in making wise spending decisions.

Spending Guidelines These guidelines are provided to ensure faculty and staff can carry out the university’s mission effectively, while ensuring that fiscally wise, politically sound, and legal spending practices are followed.

Spending Guidelines Unallowable Purchases on most fund types including State, Student Fees and Housing Rents: ● Greeting cards (birthday, thank you, holiday, etc) ● Medications (such as acetylsalicylic acid) ● Microwave ovens, refrigerators, coffee pots, etc for use by employees

Pcard Statement Approval Due by 5pm on 9/20

Monthly Financial Reconciliations and Journal Vouchers (JVs)

From the State Spending Guidelines The project custodians, individuals responsible for the funds in a project, are responsible for ensuring that proper documentation procedures are followed...and that only authorized expenditures are charged to the project.

From the State Spending Guidelines Further, the project custodians are responsible for ensuring any project, which they may control, are reviewed at least monthly and any incorrect or inappropriate transactions are reported to the Controller’s office

Financial Reconciliation Report ● Reconciler and responsible person assigned to each project ● Form with list of projects is sent to reconciler each month

Financial Reconciliation Report ● Wolfpack Reporting System - P1 ○ Check every transaction ○ MyPack Portal

Financial Reconciliation Report ● Take care when reconciling pcard charges, placing marketplace orders and entering vouchers ● Notify departments that bill monthly (ComTech, Wolfcopy, etc) ● Goal is to not need to do any JV’s

Journal Vouchers (JV) ● Form ● Copy of Wolf Report with item highlighted or starred ● If not full amount, include explanation

Journal Vouchers ● Do not include ○ Pcard receipts ○ Voucher copy ○ Or anything else that is already “attached” to the original entry

Journal Vouchers If expense is being moved to another DASA department include “permission” from other department

Journal Voucher Use the new DASA Finance email to submit Financial Reconciliations and JV requests dasa-finance@ncsu.edu

The End! See you next month