Business Services

Account Management Day to Day Tasks

“It Takes A Village. . . . . . . . . “

Presenters: Tammy Emilson and Mona Holdcraft

Project Team: Cheryl Bluett, Melissa Guinn,Allison Harris, Kim Hoebel, Rupa Murali, KathyVanderwall, Matt Westhuis, Cheryl Westlund

Policy Training Program for the Lifecycle of an Account

December, 2008

Business Services

Course Content

• Introduction

• Backup Documentation

• Prior Approval• Records Management• Resources

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Upon completion of this course you will:• understand the importance of working together as a team to

manage our accounts,

• recognize the importance of each transaction,

• learn about the resources available to determine if a transaction is allowable,

• understand the importance of documenting and maintaining institutional records,

• learn the definition and purpose of records management.

Course Objectives

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Important Overarching Points

– Federal laws, state laws, university policies and guidelines

– Control = customer service

– Every transaction counts

– Elevate issues

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Backup Documentation

• Why is it important to have good backup documentation and to provide complete and thorough explanations on your documents?

– Independent reviewer test

– Staff changes

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Backup Documentation

• What should be included? Where should you keep it?

– Relevant to the transaction

– Demonstrates allocability, allowability, reasonableness

– Answers who, what, when, where, why

– Consistent with the transaction

– Prior approvals

– Attached to source document in the file

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Backup Documentation• Why is it important to keep a signature authorization

form on file for your accounts?

– Department Heads

– Principal Investigators (PI’s)

– Comptroller/SPS

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Example Docs – Any Problems?• Example 1 – JV

• Example 2 – Invoice Voucher

• Example 3 – PAR

• Example 4 – Contract

• Example 5 – Purchasing Card http://www.purdue.edu/ecco/pdf/CertificationforMissingHospitalityReceipt.pdf

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Prior Approval• What is prior approval?

– Prior approval is ensuring all appropriate authorizations are obtained before taking action

Business ServicesPrior Approval

• What resources do you have available?– Cost accounting guidelines (

https://www.purdue.edu/costing/BPM/doc/CostChargInstruct.doc)– PRF guidelines (http://www.prf.org/financial/forms/Discrect%20Guidlines.pdf)– Hospitality policy (http://www.purdue.edu/policies/pages/finances/ii_1_1.html)– Donor letter or endowment agreement– Sponsored budget, budget justification, notice of award– SPS prior approval grid (

http://www.purdue.edu/sps/accountmgmt/priorapproval/paguidelines.html)– Provost prior approval guidelines (

http://www.purdue.edu/provost/shtml/doc_and_forms/Delegations_08.doc)– Account authorization forms (http://www.purdue.edu/sps/xls/Copy%20of

%20Signature%20Authority.xls)– Guidelines for summer session support (

http://www.purdue.edu/provost/shtml/doc_and_forms/sum_sess_guidelines05.doc)

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Prior Approval• Can a cost be allowable at one institution but not at

another?

– Driven by each university's disclosure statement

https://www.purdue.edu/costing/BPM/doc/CostChargInstruct.doc

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Prior Approval• What can you do at proposal time to make

management of the award easier and avoid delays in purchasing items, putting people on payroll, etc?

– Budget appropriately

– Be specific in the budget justification

– Justify unlike circumstances up front

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Prior Approval• What is the difference between academic and

comptroller approvals? Why do we have different dollar levels of comptroller approval?

– Department head approval vs. comptroller approval

– Level of risk

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Discussion Item #1• A staff position is open in your department.

The hiring supervisor comes to request the credit card so they can take the interviewee to lunch during their visit. While filling out the purchasing card request form, you hear her say that 15 people will be attending the lunch. Is this allowable and reasonable?

http://www.purdue.edu/policies/pages/finances/ii_1_1.html

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Discussion Item #2• A faculty principal investigator (PI) has an

Army Research Office grant and he wishes to travel to a conference in a foreign country when he did not originally budget foreign travel. Is this ok?

http://www.purdue.edu/sps/xls/pa/doe.xls

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Discussion Item #3• A PI wishes to charge the salary of a person in

the operations staff class who will be providing administrative support to her federally sponsored project. Is this ok?

https://www.purdue.edu/costing/BPM/doc/CostChargInstruct.doc

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Discussion Item #4• A spouse of a faculty member has a business

need to represent the Chemistry department at a gathering in Seattle. Are we allowed to reimburse the spouse’s travel costs?

(link under construction)

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Discussion Item #5• A new faculty member submits an order for a

$75,000 Mass Spec machine. The source of funds is $45K from a National Institute of Health grant and $30K from her general fund startup allocation. What types of questions do you need to ask? What do you need in order to approve this transaction? Who needs to approve?

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Discussion Item #6• Your undergraduate recruiting area would like to purchase

1,000 mouse pads to send to prospective students. Can you purchase these items? What are the rules? What type of funds can you use? What about other types of promotional items like pens, t-shirts, tote bags, M&M’s, coasters?

http://www.purdue.edu/account/doc/Marketing%20promo%20revised.doc

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Discussion Item #7• My department head has to add a section of Comm 114 at the

last minute and has requested to pay a current full-time continuing lecturer in English an overload to teach the extra course. What questions do I need to ask? What approvals do I

need to get? (http://www.purdue.edu/provost/shtml/doc_and_forms/

Delegations_08.doc)

Business ServicesRecords Management

• What are University records?

• What is a records retention schedule?

• Why is it important to dispose of records in a timely manner per the records retention schedule?

Business ServicesRecords Management

• What are University records?– Any writing, paper, report, study, map, photograph, book, card,

tape recording, or other material that is created, received, retained, maintained, or filed by or with the University.

– All University records are public records.

– Records are made or received by the University in pursuance of legal obligations or in the transaction of business.

– Records are the property of the University and not the property of the individual who generates or receives them.

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Records Management

• What is a records retention schedule?

— Identifies the categories of records that we create or maintain during the normal course of business, as well as, the amount of time which these records must be retained to meet both legal and business requirements.

– Current Link: http://www.purdue.edu/business/Quick_Links/records.xls– Coming Soon: www.purdue.edu/records

Document/Record     

  Location for Record Storage

Retention Requirement  

 

 Regulation Specifying Retention

Requirement 

   Storage Medium (paper, microfiche,

etc.)

  Disposal Instructions

Contact Person

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Records Management

• Why is it important to dispose of records in a timely manner per the records retention schedule?

– To meet the requirements of external regulations University records must be:

• Retained appropriately • Disposed of in a timely manner

– Under the Federal Rules of Civil Procedure if we have prudent business policies and procedures for managing our records then during litigation we gain some protection from sanctions if we can show we complied with our policies and procedures.

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Discussion Item #8

• It is July and you now have a little bit of time to clean out your electronic and paper files. How do you know which files you can destroy?

http://www.purdue.edu/business/Quick_Links/records.xls

Document/Record     

  Location for Record Storage

Retention Requirement 

  

 Regulation Specifying Retention

Requirement 

   Storage Medium (paper, microfiche,

etc.)

  Disposal Instructions

Contact Person

Personnel Activity Report-Timecard (Business Office Form 1423C and 1423D)

Employing Department

Six (6) fiscal years following the transaction date.

Indiana Code 34-1-2-1 Paper Shred Departmental Payroll Clerk

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• University Policy VI.4.2 - Retention & Disposal of University Records– http://www.purdue.edu/policies/pages/records/vi_4_2.html

• Cheryl Westlund– 494-9218– cwestlund@purdue.edu– FREH– For questions or assistance with:

• Records Retention Schedules• Records Management (electronic, hard copy & microfilm)• Public Records and subpoenas

Where can I go for help with records management?

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Remember, it takes a village. . . . . . . . .• Use the on-line and written resources• Use your people resources

Thanks very much for your time and attention! We hope this was a useful session for you.

Resources