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          Division of Education, Arts and Social Sciences
          Finance Functions, Roles and Responsibilities
Tasks                Central Finance Unit         Divisional Director/           Div Finance Officer (DFO)        Head of School/Director of         School Executive Officer (SEO)
                                                  Division Accountant                                             Institute/Research Centre          /Administrator for the school/
                                                                                                                                                     Administrator for research centres
                                                                                                                                                     & groups / Administrators for
                                                                                                                                                     Transnational programs

Finance Policies &   Provide Finance Policy         Provide strategic           Assist Div Accountant to                                               Act as first point of contact for
Procedures           and Guidelines                  financial advice to PVC,    implement Finance Policies                                              staff within the operating area.
                                                     Div Exec and HOS,           and Procedures within Division                                         Provide advice to CCMs on
                                                    Ensure Finance Policies                                                                             finance policies and procedures,
                                                     and Procedures are                                                                                  refer to DFOs as necessary
                                                     implemented in Division                                                                            Ensure school staff trained in all
                                                    Coordinate finance                                                                                  aspects of policies, procedures,
                                                     functions in Division                                                                               chart of accounts and use of F1
                                                    Other Duties:                                                                                        and My Cost Centre which are
                                                    Contribute to Div                                                                                   relevant to their duties
                                                     planning process,
                                                    Supervise EAS Finance
                                                     staff

Budget preparation        Set Uni budget           Set budget framework         assist HOS with revenue         Provide revenue estimates for     Local admin staff to assist HOS
(MTFP)                     framework and             and timeline for Division     estimates for School/Area –      school (with BDMs assistance       and SEO to collect local
                           timeline                  and schools/colleges          provide historical data          on R & C)                          information for budgeting and
                          Develop the              Consolidate school/area       where necessary for             Set school recurrent budget        forecast.
                           University budget         budgets to form Division      comparisons                      including confirmation of         Local admin staff to assist HOS
                          Provide strategic         budget                       liaise with HOS/school staff     staffing , casual salaries and     and SEO to monitor casual
                           financial info to                                       to prepare staffing budget       non salary requirements for        contracts expenditures
                           SMG, Council and                                       Provide reports & templates      school                            SEO to prepare estimates of
                           CPG                                                     to assist in preparation of     Set R & C budget based on          recurrent non salary expenditure
                                                                                   estimates of recurrent non       estimates for current projects     for approval by HOS
                                                                                   salary expenditure               and approved R & C revenue        SEO to prepare casual salary
                                                                                  Provide reports & templates      generation targets.                budget for approval by HOS
                                                                                   to assist in preparation of                                        SEO to prepare revised estimates
                                                                                   revised forecasts of income                                         of income & expenditure for
                                                                                   and expenditure for existing                                        existing R & C projects for
                                                                                   R & C projects                                                      approval by HOS
                                                                                  Finalise and check all
                                                                                   components of the budget,
                                                                                   update CFU budget
                                                                                   templates and upload
                                                                                   budgets to Finance One
                                                                                   within budget timelines

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                                                                                                                                                          Page 2

Tasks                Central Finance Unit         Divisional Director/      Div Finance Officer (DFO)           Head of School/Director of       School Executive Officer (SEO)
                                                  Division Accountant                                            Institute/Research Centre       /Administrator for the school/
                                                                                                                                                 Administrator for research centres
                                                                                                                                                 & groups / Administrators for
                                                                                                                                                 Transnational programs
Project budget and                                                          DFO to work with Academic          HOSs/Academic staff with the       Admin staff to assist academic
monitoring                                                                  staff and BDMs relating to         assistance of BDMs to determine      staff to collect necessary
                                                                            project costing proposal for       project pricing & resources.         information prior to the meeting
                                                                            submission where necessary                                              with DFO.
                                                                            and PIF budget                                                        Admin staff to setup project files
                                                                                                                                                    and prepare invoices according to
                                                                            Review cost centre balances                                             the contract (milestone) –
                                                                            during monthly meeting with                                             excluding Transnational programs.
                                                                            HOS & SEO                                                             Admin staff to organise necessary
                                                                                                                                                    correction journals eg transfer due
                                                                                                                                                    to delay in CC setup on PQS.

Transnational                                                               DFO to work with Academic          HOSs/Academic staff with the       Admin Staff of the school to
budget and                                                                  staff and BDMs relating to         assistance of BDMs to determine     provide timetable information to
monitoring                                                                  program costing for                program pricing & resources         DFO & Transnational
                                                                            submission for new program                                             Administration Team (Terry’s
                                                                            approval.                                                              area) including who will be
                                                                                                                                                   teaching the courses.
                                                                            For existing programs, DFO to                                         Admin Staff of the school to advise
                                                                            work with Academic staff to                                            DFO on any changes to the
                                                                            update the PIF budget for                                              following:
                                                                            updating into PQS.                                                           accommodation costs
                                                                                                                                                         flight costs
                                                                            Review actual against forecast                                               transnational loading
                                                                            every quarter and explain any                                                    allowance
                                                                            variance.                                                             Admin Officer of the school to
                                                                                                                                                   provide any student information to
                                                                            Finance Officer to raise invoice                                       Transnational Administration
                                                                            based on contract terms and                                            Team (Terry’s area)
                                                                            conditions.

                                                                            Finance Officer to check
                                                                            student enrolments with
                                                                            partners.




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                                                                                                                                                          Page 3

Tasks                Central Finance Unit         Divisional Director/          Div Finance Officer (DFO)     Head of School/Director of         School Executive Officer (SEO)
                                                  Division Accountant                                          Institute/Research Centre           /Administrator for the school/
                                                                                                                                                   Administrator for research
                                                                                                                                                   centres & groups /
                                                                                                                                                   Administrators for
                                                                                                                                                   Transnational programs
Reporting &          Email cost centre summary    Meet with PVC and review       Meet monthly with HOS to     Review summary report             Admin staff to assist
Monitoring –         reports to HOS and Cost      Division summary report for     review Area Summary          Advise DFO to close cost           HOS/SEO/CCMs with budget
Monthly              centre managers              schools/areas                   Report: assist                centres where projects are         monitoring including reviewing
                                                                                  HOS/Leaders with overview     completed and authorised           reports, verifying transactions and
                                                                                  of area finances, advise      journal transfers for balances     identify incorrect records for
                                                                                  HOS of areas of concern      Access “My cost centres” to        action.
                                                                                 liaise with cost centre       review cost centre details,       Significant issues and budget
                                                                                  managers to close cost        including HR data or delegate      variances to be raised by SEO at
                                                                                  centres where projects        to School staff to assist.         monthly finance meeting with HOS
                                                                                  have been completed                                              and DFO
                                                                                                                                                  File reports
                                                                                                                                                  Prepare VCA for school staff as
                                                                                                                                                   necessary and maintain a VCA file
                                                                                                                                                   for auditing purposes in the school
                                                                                                                                                  Assist cost centre manager to
                                                                                                                                                   follow-up outstanding debtors,
                                                                                                                                                   cash advances and flexi-purchase
                                                                                                                                                   statements avoiding interest being
                                                                                                                                                   charged to the school on
                                                                                                                                                   outstanding transactions.
                                                                                                                                                  Admin staff to inform SEO of
                                                                                                                                                   outstanding issues eg debtors,
                                                                                                                                                   cash advances and flexi purchase
                                                                                                                                                   etc.




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                                                                                                                                                                Page 4

Tasks                  Central Finance Unit         Divisional Director/          Div Finance Officer (DFO)           Head of School/Director of       School Executive Officer (SEO)
                                                    Division Accountant                                               Institute/Research Centre        /Administrator for the school/
                                                                                                                                                       Administrator for research centres
                                                                                                                                                       & groups / Administrators for
                                                                                                                                                       Transnational programs
Payroll reports                                                                       Maintain an updated            Advise DFO of:                    Admin staff to assist HOS/SEO to
                                                                                       continuing & contract              any projected positional       review hourly paid (CAS) reports,
                                                                                       payroll list and annual             changes                        submit payroll journal to DFO and
                                                                                       salary forecast based on           staff LSL                      advise Div HR of HR errors eg
                                                                                       HOS & HR advice of                 maternity leave                incorrect cost centre, incorrect
                                                                                       position changes                   LWOP                           fractions etc
                                                                                      Provide staff cost report to    which may impact on budget       checking of casual staff payments
                                                                                       operating area                 estimates.                          against contracts
                                                                                      Process correction salary                                        Review casual contracts and close
                                                                                       journals                                                           contracts after completion
Other Reports                                                                         Provide specialised                                                 Undertake training in F1 as
                                                                                       Finance 1 reports as                                                 required
                                                                                       requested by HOS/CCMs                                               Provide standard Finance 1
                                                                                      Suggest training for                                                 reports on F1 menu as
                                                                                       school staff in use of F1                                            requested by HOS/CCMs
                                                                                       as required
Forecasts –                                         Meet with PVC and review      Monthly meeting with HOS to                                             Assist HOS/SEO to review
Monthly                                             Division summary report for   review monthly reports and                                               monthly reports as per financial
                                                    schools/areas                 follow-up on outstanding                                                 management guidelines
                                                                                  issues and advise Division                                              Provide CAS report on actual
                                                                                  Accountant of concerns.                                                  payments and commitments for
                                                                                                                                                           the year as at end of month

Quarterly              Consolidate                  Provide quarterly Division       Prepare reports and             Review/amend forecast               SEO to prepare revised forecasts
                       Divisions/Units/Institutes   consolidated forecast             templates to assist HOS         estimates and advise of any          of recurrent non salary
                       forecasts                    position to Management            and SEO to review and           significant factors affecting        expenditure for approval by HOS
                                                    Accountant (Reporting)            update all lines of income      budgeted income or expenditure      SEO to prepare revised forecast
                                                    including analysis of             and expenditure                                                      of recurrent casual payments for
                                                    variances against budget         Prepare revised school                                               approval by HOS
                                                                                      forecasts by FinRep4                                                SEO to prepare revised forecasts
                                                    Consolidate EOY forecasts         based on HOS review of                                               of income & expenditure for
                                                    for Schools/areas for             all lines of income and                                              existing R & C projects for
                                                    reporting to PVC/Div Exec         expenditure                                                          approval by HOS
                                                                                     Assist Division Accountant                                          Maintain and follow-up on
                                                                                      with analysis of variances                                           reimbursement, outstanding
                                                                                      if required                                                          commitments (eg purchase
                                                                                                                                                           orders) and asset additions over
                                                                                                                                                           $10k.




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                                                                                                                                                             Page 5


End of Year Processes & Procedures

Tasks                 Central Finance Unit         Divisional Director/       Div Finance Officer              Head of School/Director of      School Executive Officer (SEO)
                                                   Division Accountant                                         Institute/Research Centre       /Administrator for the school/
                                                   /PVC                                                                                        Administrator for research centres &
                                                                                                                                               groups / Administrators for
                                                                                                                                               Transnational programs
End of Year Final     Preparation of annual        Prepare end of year        Prepare EOY forecasts report                                     Meeting EOY timelines in Accounts
Position Reporting    financial statements for     positions for Division     for schools/areas for analysis                                   receivable, reimbursement, Accounts
                      SMG, Council and CPG         including analysis of      of variances against budget                                      payable, cash advance and
                                                   variances against                                                                           FlexiPurchase.
                                                   budgets, adjustments of    Review all projects & salary
                                                   FPPS and FPOS              recoveries
                                                   Onshore income based
                                                   on actual 31Aug data,
                                                   and non award income
Recognition of        Prepare report for           Consolidate data for        Review all projects with       HOS/CCMs to provide further     Assist HOS/SEO/CCMs to find out
Advanced              University                   Division                     whole of life revenue >        details where necessary on      information from Cost centres file as
Income/Liabilities                                                              $100K or bottom line result    income (>$100k) received in     required.
                                                                                + $20K for income in           advance and where bottom line
                                                                                advance, accrued income,       is >$20k
                                                                                deferred expenditure (work
                                                                                in progress) and
                                                                                prepayments.
                                                                               Submit all accruals
                                                                                /deferrals to Central
                                                                                Finance for approval.
Other End of Year                                  Provide certification to    Provide certification of                                           Assist SEO/CCM to review and
Processes                                          Central Finance              portfolio                                                           prepare journals to transfer balance
                                                                               Closing of Cost Centres –                                           before closing cost centres.
                                                                                liaise with HOS/SEO/CCMs                                           Assist HOS to review deficit and
                                                                                to close cost centres where                                         prepare journals to transfer balance
                                                                                project is completed                                                before closing cost centres.
                                                                               Review of Cost centres in                                          Follow-up on O/S debtors/cash
                                                                                deficit – liaise with                                               advances/flexi purchases
                                                                                HOS/SEO/CCMs to transfer                                           Prepare journals to transfer amounts
                                                                                balances as appropriate                                             from profit centres to trust account
                                                                               Review/auditing of income                                           as Trust a/c earn interest on the
                                                                                item codes used in cost                                             balance.
                                                                                centres to ensure correct                                          Prepare journals and send them to
                                                                                coding                                                              Division Finance Officers returning
                                                                               liaise with HOS/CCMs/                                               unspent PEP, DRPF, T&L grants are
                                                                                SAs/project officers on                                             returned to Division.
                                                                                various EOY journals


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                                                                                                                                                                   Page 6

End of Year Processes & Procedures - continue

Tasks                 Central Finance Unit         Div Accountant             Div Finance Officer (DFO)          Head of School/Director of          School Executive Officer (SEO)
                                                                                                                 Institute/Research Centre           /Administrator for the school/
                                                                                                                                                     Administrator for research centres &
                                                                                                                                                     groups / Administrators for
                                                                                                                                                     Transnational programs
Reporting on          Prepare report for           Provide information to                                        Report to Central Finance on        Maintain relevant information for
assets donated/       University                   University Financial                                          assets manufactured /donated,       HOS/SEO
purchased >$10k                                    Accountant                                                    value > $10k in value

Leasing               Prepare report for           Consolidate Division       Prepare leasing commitments
Commitments           University                   leasing commitments        information as required
                                                   for reporting to Central

Other Operational Tasks/Duties:

VC Authorisations                                  Provide advice on VCA                                         Ensure appropriate                  File VC authorisations with school
                                                                                                                 documentation available for staff   records/project files
                                                                                                                 with delegated authority

Chart of Accounts     Establish COA framework      Liaise with Central        Liaise with Central Finance                                            Ensure using the correct item code in
Maintenance           and maintenance of COA.      Finance Unit on            Unit on operation and                                                  Chart of Accounts.
                                                   operation and              maintenance of Chart of
                                                   maintenance of Chart of    Accounts/Reporting framework                                           Ask SEO or DFO’s assistance if
                                                   Accounts                   for Schools/Area                                                       necessary.

Journals              Process GST journals                                    Process non GST journals           HOS/CCM authorise journal           Liaise with DFOs to prepare Non-GST
                                                                                                                 transfers                           journal transfer forms for HOS/SEO/CCMs
                                                                                                                                                     signature authorisation

Accounts Payable      Payments of accounts                                    Assist SAs/CCMs with account       HOS/CCMs or delegate to              Provide cost centre details, item code
                                                                              queries – or referred to Central   authorise payment of accounts         and GST code for payment of accounts
                                                                              Finance Unit                                                            Prepare FS3 (Expenditure claim forms)
                                                                                                                                                       and FS14 petty cash forms
                                                                                                                                                      Assist CCMs with account queries – or
                                                                                                                                                       referred to Central Finance Unit/DFOs
                                                                                                                                                      Send the FS39 cash advance to
                                                                                                                                                       Central Finance with supporting
                                                                                                                                                       documents




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                                                                                                                                                                   Page 7

Tasks                   Central Finance Unit         Div Accountant            Div Finance Officer (DFO)         Head of School/Director of          School Executive Officer (SEO)
                                                                                                                 Institute/Research Centre           /Administrator for the school/
                                                                                                                                                     Administrator for research centres &
                                                                                                                                                     groups / Administrators for
                                                                                                                                                     Transnational programs
Accounts                Raising of invoices on                                 Assist SAs/Admin assistants       Outstanding debts are shown in       Prepare & submit invoice request form
Receivable              Finance 1                                              with invoice coding queries       My Cost centres, HOS/CCMs to           to Central Finance Unit to raise
                                                                                                                 advice SA/project officers to          invoices
                        Provide O/S debtors report                             Assist SAs/CCMs with account      follow-up or delegate SA/Project     Ensure correct coding of cost centre,
                        on outstanding debts and                               queries or refer to Central       officers to access O/S                 item code and GST for income
                        sent reminders                                         Finance Unit as required          information directly from My Cost      received, bank income with Finance
                                                                                                                 centre.                                Unit/Campus Services
                                                                                                                                                      Liaise with Central Finance Unit to
                                                                                                                                                        follow up on outstanding debts

Purchasing                                                                                                                                           Undertake purchasing functions for school
                                                                                                                                                     (IT equipment – liaise with Div IT staff)

Credit Card             Email monthly statement to   Assist PVC to follow-up    Div Finance administrator       HOS/CCMs to review and               School staff to check CCM statements
Processes               Division Finance             on email notification       prints all statements and       approve statements                    prior to HOS approval and forward via
                        administrator                from Central Finance to     forward to cardholders via                                            internal mail to Megan Ward in Division
                                                     PVC relating to O/S         internal mail.                                                        Office.
                                                     EASS cardholders           DFO to check HOS                                                     HOS statement should be sent to
                                                                                 statements prior to PVC                                               designated Finance officer in the
                                                                                 approval                                                              division.
                                                                                                                                                      Follow-up with O/S statement as
                                                                                                                                                       interest will be charged to the school if
                                                                                                                                                       O/S over 90 days.
                                                                                                                                                      SEO should be informed and aware of
                                                                                                                                                       outstanding transactions.
Preparation of          Preparation of annual                                  Prepare actual vs budget          (CCMs) Advise DFO to prepare        Admin staff to assist CCMs in the
Financial               financial statements,                                  variance schedule (including      financial statements                  monitoring of project and liaise with
Statements –            DETYA research quantum                                 commitments),interim /                                                  DFO relating to preparation of financial
Internal and            return, and other DETYA                                progress & final financial                                              statements.
External                composite letter grant                                 report /statement as required
                        acquittals                                             by the contract for signed off
                                                                               by CCM/project mgr.
Finance 1 –             Provide training in                                    Provide urgent training for Sch                                       Attend F1 training courses
Training                Finance 1 and My cost                                  Admin (SA), research
                        centres.                                               assistants as necessary

Enquiries                                                                      Assist SAs, CCMs with                                                 Assist CCMs with financial enquiries
                                                                               financial enquiries on cost
                                                                               centres as necessary



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