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					                                                                Budget/Purchasing Department
                                                                  Baseline Standards Form


                                                                                               Responsible Person(s) (Name/Title)
Description of Responsibility                                                       Primary (Required)                  Secondary (Optional)
DEPARTMENTAL POLICIES & PROCEDURES / BASELINE
STANDARDS
  1     Ensuring the Departmental Policy and Procedures manual is
        current.                                                            Lorena Sanchez-Coord. Purchasing          Preston Heng- Budget Analyst II
  2     Updating the Baseline Standards Form.
                                                                              Juan Ibarra - Budget Analyst I          Preston Heng- Budget Analyst II
FINANCIAL REPORTING - COST CENTER VERIFICATIONS

   1    Preparing cost center verifications.                                  Juan Ibarra - Budget Analyst I          Preston Heng- Budget Analyst II
   2    Reviewing cost center verifications.
                                                                         Theresa Meneley-Dir.Budget/Procurement
   3    Approving cost center verifications.
                                                                         Theresa Meneley-Dir.Budget/Procurement
   4  Ensuring all cost centers are verified/approved on a timely
      basis.                                                             Theresa Meneley-Dir.Budget/Procurement
FINANCIAL REPORTING - EXPENDITURE TRANSACTIONS

   1    Ensuring valid authorization of purchase documents.
                                                                         Theresa Meneley-Dir.Budget/Procurement        Jose Lopez- Manager, Budget
   2    Ensuring the validity of travel and expense reimbursements.
                                                                         Theresa Meneley-Dir.Budget/Procurement        Jose Lopez- Manager, Budget
   3    Ensuring that goods and services are received and that timely
        payment is made.                                                    Lorena Sanchez-Coord. Purchasing      Theresa Meneley-Dir.Budget/Procurement
   4    Ensuring correct account coding on purchases documents.
                                                                            Lorena Sanchez-Coord. Purchasing      Theresa Meneley-Dir.Budget/Procurement
   5    Primary contact for inquiries to expenditure transactions.
                                                                            Lorena Sanchez-Coord. Purchasing      Theresa Meneley-Dir.Budget/Procurement
PAYROLL / HUMAN RESOURCES

   1    Reconciling leave records to time and effort reports.
                                                                             Preston Heng- Budget Analyst II         Lorena Sanchez-Coord. Purchasing
   2    Reconciling leave accruals to the payroll system.
                                                                             Preston Heng- Budget Analyst II         Lorena Sanchez-Coord. Purchasing
   3    Ensuring all time and effort reports are submitted to Payroll.
                                                                             Preston Heng- Budget Analyst II         Lorena Sanchez-Coord. Purchasing
   4    Reconciling time and effort reports to check registers.
                                                                                           N/A                                     N/A
   5    Completing termination clearance procedures.
                                                                             Preston Heng- Budget Analyst II
   6    Ensuring terminated employees are no longer charged to
        departmental cost centers.                                           Preston Heng- Budget Analyst II
   7    Paycheck distribution.
                                                                                           N/A                                      N/A
   8    Maintaining departmental Personnel files
                                                                             Preston Heng- Budget Analyst II
   9    Ensuring valid authorization of new hires.
                                                                             Preston Heng- Budget Analyst II
  10    Ensuring valid authorization of changes in compensation rates.
                                                                             Preston Heng- Budget Analyst II
  11    Ensuring the accurate input of changes to the payroll system.
                                                                             Preston Heng- Budget Analyst II
  12    Propriety of leave account classification on time records.
                                                                             Preston Heng- Budget Analyst II         Lorena Sanchez-Coord. Purchasing
  13    Consistent and efficient responses to inquiries.
                                                                             Preston Heng- Budget Analyst II         Lorena Sanchez-Coord. Purchasing
CASH HANDLING

   1    Collecting cash, checks, etc.
                                                                             Juan Ibarra - Budget Analyst I          Lorena Sanchez-Coord. Purchasing
   2    Reconciling cash, checks, etc. to receipts.                          Lorena Sanchez-Coord.Trainee
                                                                                    Puchasing/HUB                      Juan Ibarra - Budget Analyst I
   3    Preparing deposits.
                                                                              Juan Ibarra - Budget Analyst I         Lorena Sanchez-Coord. Purchasing



 11/1/2011                                                                 1 of 3
                                                               Budget/Purchasing Department
                                                                 Baseline Standards Form


                                                                                              Responsible Person(s) (Name/Title)
Description of Responsibility                                                      Primary (Required)                  Secondary (Optional)
  4     Preparing Journal Entries.
                                                                          Lorena Sanchez-Coord. Purchasing         Preston Heng- Budget Analyst II
   5    Verifying deposits to the financial system.
                                                                          Lorena Sanchez-Coord. Purchasing          Juan Ibarra - Budget Analyst I
   6    Adequacy of physical safeguards.
                                                                            Juan Ibarra - Budget Analyst I        Lorena Sanchez-Coord. Purchasing
   7    Transporting deposits to Student Financial Services.
                                                                            Juan Ibarra - Budget Analyst I                Budget Analyst I
   8    Ensuring deposits are made timely.
                                                                            Juan Ibarra - Budget Analyst I                Budget Analyst I
        Ensuring “Acknowledgement of Cash Handling Duties” form
   9    is completed by all appropriate employees.                          Juan Ibarra - Budget Analyst I        Lorena Sanchez-Coord. Purchasing
        Updating Cash Handling Procedures as needed.
  10                                                                        Juan Ibarra - Budget Analyst I        Lorena Sanchez-Coord. Purchasing
        Consistent and efficient responses to inquiries.
  11                                                                        Juan Ibarra - Budget Analyst I        Lorena Sanchez-Coord. Purchasing
PETTY CASH

   1    Preparing petty cash disbursements.
                                                                                          N/A                                    N/A
   2    Ensuring petty cash disbursements are not for more than $100.
                                                                                          N/A                                    N/A
   3    Ensuring petty cash disbursements are made for only
        authorized purposes.                                                              N/A                                    N/A
   4    Approving petty cash disbursements.
                                                                                          N/A                                    N/A
   5    Replenishing the petty cash fund timely.
                                                                                          N/A                                    N/A
   6  Ensuring the petty cash fund is balanced after each
      disbursement.                                                                       N/A                                    N/A
LONG DISTANCE / CELL PHONE CHARGES

   1 Forwarding employees long distance and cell phone charge
     reports.                                                               Juan Ibarra - Budget Analyst I
  2  Ensuring employees review their long distance and/or cell
     phone charge reports.                                                  Juan Ibarra - Budget Analyst I
  3  Ensuring personal calls are reimbursed within 10 days from the
     billing date.                                                          Juan Ibarra - Budget Analyst I
CONTRACT ADMINISTRATION

   1  Ensuring departmental personnel comply with contract
      administration policies/procedures.                                 Lorena Sanchez-Coord. Purchasing          Juan Ibarra - Budget Analyst I
PROPERTY MANAGEMENT

   1    Performing the annual inventory.
                                                                          Lorena Sanchez-Coord. Purchasing
   2    Ensuring the annual inventory was completed correctly.
                                                                          Lorena Sanchez-Coord. Purchasing
   3    Tagging equipment.
                                                                          Lorena Sanchez-Coord. Purchasing
   4    Approving requests for removal of equipment from campus.
                                                                          Lorena Sanchez-Coord. Purchasing
DISCLOSURE FORMS

   1 Ensuring all employees with purchasing influence complete a
     Related Party disclosure statement.                                Theresa Meneley-Dir.Budget/Procurement
  2  Ensuring all full time, benefits eligible, exempt staff complete a
     Consulting disclosure statement.                                   Theresa Meneley-Dir.Budget/Procurement
  3  Ensuring that all Principal and Co-Principal Investigators
     complete a Conflict of Interest disclosure statement.                               N/A
ACCOUNTS RECEIVABLE




 11/1/2011                                                                2 of 3
                                                            Budget/Purchasing Department
                                                              Baseline Standards Form


                                                                                           Responsible Person(s) (Name/Title)
Description of Responsibility                                                   Primary (Required)                  Secondary (Optional)
  1     Extending of credit.
                                                                                       N/A                                  N/A
   2    Billing.
                                                                                       N/A                                  N/A
   3    Collection.
                                                                                       N/A                                  N/A
   4    Recording.
                                                                                       N/A                                  N/A
   5    Monitoring credit extended.
                                                                                       N/A                                  N/A
   6    Approving write-offs.
                                                                                       N/A                                  N/A
NEGATIVE BALANCES

   1 Ensuring that all fund groups have positive fund equity at year-
     end.                                                             Theresa Meneley-Dir.Budget/Procurement                N/A
  2  Ensuring that research expenditures are covered by funds from
     sponsors.                                                                         N/A                                  N/A
DEPARTMENTAL COMPUTING

   1    Management of the departments’ information technology
        resources.                                                          Information Technology
   2    Ensuring that critical data back up occurs.
                                                                            Information Technology
   3    Ensuring that procedures such as password controls are
        followed.                                                           Information Technology
   4    Reporting of suspected security violations.
                                                                                     All Staff




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