Docstoc

FY10

Document Sample
FY10 Powered By Docstoc
					                                                      Baseline Standards - Admissions
                                                                                                Responsible Person(s) (Name/Title)
Description of Responsibility                                                         Primary (Required)
DEPARTMENTAL POLICIES & PROCEDURES / BASELINE
STANDARDS the Departmental Policy and Procedures manual is
   1    Ensuring
        current.                                                             Ellie Davila-Administrative Asst.II
   2    Updating the Baseline Standards Form.                                Ellie Davila-Administrative Asst.II
FINANCIAL REPORTING - COST CENTER VERIFICATIONS
   1    Preparing cost center verifications.                                 Ellie Davila-Administrative Asst.II
   2    Reviewing cost center verifications.                                 Jose Cantu-Director of Admissions
   3    Approving cost center verifications.                                 Jose Cantu-Director of Admissions
   4    Ensuring all cost centers are verified/approved on a timely basis.
                                                                             Ellie Davila-Administrative Asst.II
FINANCIAL REPORTING - EXPENDITURE TRANSACTIONS
   1  Ensuring valid authorization of purchase documents.                    Stefany Mitchell - Division Business
                                                                             Administrator
   2    Ensuring the validity of travel and expense reimbursements.          Stefany Mitchell - Division Business
                                                                             Administrator
   3    Ensuring that goods and services are received and that timely        Ellie Davila-Administrative Asst.II
        payment is made.
   4    Ensuring correct account coding on purchases documents.              Stefany Mitchell - Division Business
                                                                             Administrator
  5  Primary contact for inquiries to expenditure transactions.              Ellie Davila-Administrative Asst.II
PAYROLL / HUMAN RESOURCES
  1  Reconciling leave records to time and effort reports.                   Ellie Davila-Administrative Asst.II
  2  Reconciling leave accruals to the payroll system.                       Ellie Davila-Administrative Asst.II
  3  Ensuring all time and effort reports are submitted to Payroll.
                                                                             Ellie Davila-Administrative Asst.II
   4    Reconciling time and effort reports to check registers.              Ellie Davila-Administrative Asst.II
   5    Completing termination clearance procedures.                         Ellie Davila-Administrative Asst.II
   6    Ensuring terminated employees are no longer charged to
        departmental cost centers.                                           Ellie Davila-Administrative Asst.II
   7    Paycheck distribution.                                               NA
   8    Maintaining departmental Personnel files                             Ellie Davila-Administrative Asst.II
   9    Ensuring valid authorization of new hires.                           ESO
  10    Ensuring valid authorization of changes in compensation rates.
                                                                             Ellie Davila-Administrative Asst.II
  11    Ensuring the accurate input of changes to the payroll system.
                                                                             ESO
  12 Propriety of leave account classification on time records.              Ellie Davila-Administrative Asst.II
  13 Consistent and efficient responses to inquiries.                        Ellie Davila-Administrative Asst.II
CASH HANDLING
   1  Collecting cash, checks, etc.
                                                                             Ellie Davila-Administrative Asst II
   2    Reconciling cash, checks, etc. to receipts.
                                                                             Ellie Davila-Administrative Asst II
   3    Preparing deposits.
                                                                             Ellie Davila-Administrative Asst II
   4    Preparing Journal Entries.                                           Business Affairs
   5    Verifying deposits to the financial system.                          Ellie Davila-Administrative Asst.II
   6    Adequacy of physical safeguards.                                 Ellie Davila-Administrative Asst.II
   7    Transporting deposits to Student Financial Services.
                                                                         Ellie Davila-Administrative Asst II
   8  Ensuring deposits are made timely.                                 Ellie Davila-Administrative Asst II
      Ensuring “Acknowledgement of Cash Handling Duties” form is
   9  completed by all appropriate employees.                            Ellie Davila-Administrative Asst.II
  10 Updating Cash Handling Procedures as needed.                        Ellie Davila-Administrative Asst.II
  11 Consistent and efficient responses to inquiries.                    Ellie Davila-Administrative Asst.II
PETTY CASH
  1   Preparing petty cash disbursements.                                NA
  2   Ensuring petty cash disbursements are not for more than $100.
                                                                         NA
   3  Ensuring petty cash disbursements are made for only authorized
      purposes.                                                          NA
   4  Approving petty cash disbursements.                                NA
   5  Replenishing the petty cash fund timely.                           NA
   6  Ensuring the petty cash fund is balanced after each disbursement.
                                                                         NA
LONG DISTANCE / CELL PHONE CHARGES
   1  Forwarding employees long distance and cell phone charge
      reports.                                                           Ellie Davila-Administrative Asst.II
   2  Ensuring employees review their long distance and/or cell phone
      charge reports.                                                    Ellie Davila-Administrative Asst.II
   3  Ensuring personal calls are reimbursed within 10 days from the
      billing date.                                                      Ellie Davila-Administrative Asst.II
CONTRACT ADMINISTRATION
   1  Ensuring departmental personnel comply with contract
      administration policies/procedures.                                Ellie Davila-Administrative Asst.II
PROPERTY MANAGEMENT
   1  Performing the annual inventory.                                   Ellie Davila-Administrative Asst.II
   2  Ensuring the annual inventory was completed correctly.             Ellie Davila-Administrative Asst.II
   3  Tagging equipment.                                                 Property Management
   4  Approving requests for removal of equipment from campus.
                                                                         Ellie Davila-Administrative Asst.II
DISCLOSURE FORMS
   1  Ensuring all employees with purchasing influence complete a
      Related Party disclosure statement.                                Ellie Davila-Administrative Asst.II
   2  Ensuring all full time, benefits eligible, exempt staff complete a
      Consulting disclosure statement.                                   Ellie Davila-Administrative Asst.II
   3  Ensuring that all Principal and Co-Principal Investigators
      complete a Conflict of Interest disclosure statement.              Ellie Davila-Administrative Asst.II
ACCOUNTS RECEIVABLE
   1  Extending of credit.                                               NA
   2  Billing.                                                           NA
   3  Collection.                                                        NA
   4  Recording.                                                         NA
   5  Monitoring credit extended.                                        NA
   6  Approving write-offs.                                              NA
NEGATIVE BALANCES
   1  Ensuring that all fund groups have positive fund equity at year-
      end.                                                               Ellie Davila-Administrative Asst.II
   2 Ensuring that research expenditures are covered by funds from
     sponsors.                                                        NA
DEPARTMENTAL COMPUTING
  1  Management of the departments’ information technology
     resources.                                                       IT
  2  Ensuring that critical data back up occurs.                      IT
  3  Ensuring that procedures such as password controls are followed.
                                                                      IT
  4  Reporting of suspected security violations.                      Ellie Davila-Administrative Asst.II
s
nsible Person(s) (Name/Title)
                    Secondary (Optional)




            Jose Cantu -Director of Admissions




            Ellie Davila-Administrative Asst II




            Chantel Emmanuel-AdmissionsAsst.

            Chantel Emmanuel-AdmissionsAsst.

            Chantel Emmanuel-AdmissionsAsst.
Jose Cantu -Director of Admissions

Chantel Emmanuel-AdmissionsAsst.




ESO

ESO

ESO




Jose Cantu -Director of Admissions

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:2
posted:10/28/2011
language:English
pages:6
xiaohuicaicai xiaohuicaicai
About