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					Cougar One Card FY 2009 Baseline Standards Form Responsible Person(s) (Name/Title) Primary (Required) Secondary (Optional)

Description of Responsibility DEPARTMENTAL POLICIES & PROCEDURES / BASELINE STANDARDS 1 Ensuring the Departmental Policy and Procedures manual is current. 2 Updating the Baseline Standards Form. FINANCIAL REPORTING - COST CENTER VERIFICATIONS 1 Preparing cost center verifications.

Deborah A. Marks/Cougar One Card Manager Deborah A. Marks/Cougar One Card Manager

Yolanda Gutierrez/Cougar One Card Assistant Manager Yolanda Gutierrez/Cougar One Card Assistant Manager

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Reviewing cost center verifications. Approving cost center verifications.

Ensuring all cost centers are verified/approved on a timely basis. FINANCIAL REPORTING - EXPENDITURE TRANSACTIONS 1 2 3 4 Ensuring valid authorization of purchase documents. Ensuring the validity of travel and expense reimbursements. Ensuring that goods and services are received and that timely payment is made. Ensuring correct account coding on purchases documents.

Yolanda Gutierrez/Cougar One Card Assistant Manager Tramaine Gay/Financial Coord 2 Deborah A. Marks/Cougar One Card Manager Deborah A. Marks/Cougar One Card Manager Deborah A. Marks/Cougar One Card Manager

Deborah A. Marks/Cougar One Card Manager Yolanda Gutierrez/Cougar One Card Assistant Manager Yolanda Gutierrez/Cougar One Card Assistant Manager Yolanda Gutierrez/Cougar One Card Assistant Manager

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Primary contact for inquiries to expenditure transactions.

Yolanda Gutierrez/Cougar One Card Assistant Manager Deborah A. Marks/Cougar One Card Manager Yolanda Gutierrez/Cougar One Card Assistant Manager Yolanda Gutierrez/Cougar One Card Assistant Manager Tramaine Gay/Financial Coord 2 Yolanda Gutierrez/Cougar One Card Assistant Manager Tramaine Gay/Financial Coord 2

Deborah A. Marks/Cougar One Card Manager Yolanda Gutierrez/Cougar One Card Assistant Manager Deborah A. Marks/Cougar One Card Manager Deborah A. Marks/Cougar One Card Manager Deborah A. Marks/Cougar One Card Manager

PAYROLL / HUMAN RESOURCES 1 2 3 Reconciling leave records to time and effort reports. Yolanda Gutierrez/Cougar One Card Assistant Manager Reconciling leave accruals to the payroll system. Yolanda Gutierrez/Cougar One Card Assistant Manager Ensuring all time and effort reports are submitted to Payroll. Deborah A. Marks/Cougar One Card Manager (Exempt) Donquetta West/Customer Service Representative 2 (BiWeekly) Reconciling time and effort reports to check registers. Deborah A. Marks/Cougar One Card Manager (Exempt) Donquetta West/Customer Service Representative 2 (BiWeekly) Completing termination clearance procedures. Yolanda Gutierrez/Cougar One Card Assistant Manager Ensuring terminated employees are no longer charged to Yolanda Gutierrez/Cougar One departmental cost centers. Card Assistant Manager Paycheck distribution. Deborah A. Marks/Cougar One Card Manager (Exempt) Donquetta West/Customer Service Representative 2 (BiWeekly) Maintaining departmental Personnel files Deborah A. Marks/Cougar One Card Manager Ensuring valid authorization of new hires. Deborah A. Marks/Cougar One Card Manager Ensuring valid authorization of changes in compensation rates. Deborah A. Marks/Cougar One Card Manager Deborah A. Marks/Cougar One Card Manager Deborah A. Marks/Cougar One Card Manager Deborah A. Marks/Cougar One Card Manager

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Deborah A. Marks/Cougar One Card Manager

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Deborah A. Marks/Cougar One Card Manager Deborah A. Marks/Cougar One Card Manager Deborah A. Marks/Cougar One Card Manager

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N/A Yolanda Gutierrez/Cougar One Card Assistant Manager N/A

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Cougar One Card FY 2009 Baseline Standards Form Responsible Person(s) (Name/Title) Primary (Required) Secondary (Optional) Yolanda Gutierrez/Cougar One Deborah A. Marks/Cougar One Card Assistant Manager Card Manager Deborah A. Marks/Cougar One N/A Card Manager Deborah A. Marks/Cougar One Yolanda Gutierrez/Cougar One Card Manager Card Assistant Manager

Description of Responsibility 11 Ensuring the accurate input of changes to the payroll system. 12 13 Propriety of leave account classification on time records. Consistent and efficient responses to inquiries.

CASH HANDLING 1 Collecting cash, checks, etc. Tramaine Gay/Financial Coord 2 Yolanda Gutierrez/Cougar One Monique Duke/Dymon Card Assistant Manager Dumas/Student Workers Donquetta West/Customer Service Representative 2 Tramaine Gay/Financial Coord 2 Yolanda Gutierrez/Cougar One Monique Duke/Dymon Card Assistant Manager Dumas/Student Workers Donquetta West/Customer Service Representative 2 Tramaine Gay/Financial Coord 2 Yolanda Gutierrez/Cougar One Card Assistant Manager Tramaine Gay/Financial Coord 2 Yolanda Gutierrez/Cougar One Card Assistant Manager Yolanda Gutierrez/Cougar One Deborah A. Marks/Cougar One Card Assistant Manager Tramaine Card Manager Gay/Financial Coord 2 Deborah A. Marks/Cougar One N/A Card Manager Campus Police Officer N/A

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Reconciling cash, checks, etc. to receipts.

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Preparing deposits. Preparing Journal Entries. Verifying deposits to the financial system.

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Adequacy of physical safeguards. Transporting deposits to Student Financial Services. Ensuring deposits are made timely. Ensuring “Acknowledgement of Cash Handling Duties” form is completed by all appropriate employees. Updating Cash Handling Procedures as needed.

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Consistent and efficient responses to inquiries. 11 PETTY CASH 1 2 3 4 5 6 Preparing petty cash disbursements. Ensuring petty cash disbursements are not for more than $100. Ensuring petty cash disbursements are made for only authorized purposes. Approving petty cash disbursements. Replenishing the petty cash fund timely.

Tramaine Gay/Financial Coord 2 Yolanda Gutierrez/Cougar One Card Assistant Manager Deborah A. Marks/Cougar One N/A Card Manager Deborah A. Marks/Cougar One Yolanda Gutierrez/Cougar One Card Manager Card Assistant Manager Deborah A. Marks/Cougar One Yolanda Gutierrez/Cougar One Card Manager Card Assistant Manager

N/A N/A N/A N/A N/A N/A

N/A N/A N/A N/A N/A N/A

Ensuring the petty cash fund is balanced after each disbursement. LONG DISTANCE / CELL PHONE CHARGES Forwarding employees long distance and cell phone charge reports. 2 Ensuring employees review their long distance and/or cell phone charge reports. 3 Ensuring personal calls are reimbursed within 10 days from the billing date. CONTRACT ADMINISTRATION Ensuring departmental personnel comply with contract administration policies/procedures. PROPERTY MANAGEMENT 1 1

Yolanda Gutierrez/Cougar One Card Assistant Manager Yolanda Gutierrez/Cougar One Card Assistant Manager Yolanda Gutierrez/Cougar One Card Assistant Manager

Deborah A. Marks/Cougar One Card Manager Deborah A. Marks/Cougar One Card Manager Deborah A. Marks/Cougar One Card Manager

Yolanda Gutierrez/Cougar One Card Assistant Manager

Deborah A. Marks/Cougar One Card Manager

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Cougar One Card FY 2009 Baseline Standards Form Responsible Person(s) (Name/Title) Primary (Required) Secondary (Optional) Joseph Davis/Microsystems Deborah A. Marks/Cougar One Analysts 2 Card Manager Deborah A. Marks/Cougar One N/A Card Manager Joseph Davis/Microsystems Yolanda Gutierrez/Cougar One Analysts 2 Card Assistant Manager Deborah A. Marks/Cougar One N/A Card Manager

Description of Responsibility 1 Performing the annual inventory. 2 3 4 Ensuring the annual inventory was completed correctly. Tagging equipment. Approving requests for removal of equipment from campus.

DISCLOSURE FORMS Ensuring all employees with purchasing influence complete a Related Party disclosure statement. 2 Ensuring all full time, benefits eligible, exempt staff complete a Consulting disclosure statement. 3 Ensuring that all Principal and Co-Principal Investigators complete a Conflict of Interest disclosure statement. ACCOUNTS RECEIVABLE 1 2 3 4 5 6 Extending of credit. Billing. Collection. Recording. Monitoring credit extended. Approving write-offs. 1 Deborah A. Marks/Cougar One Card Manager Deborah A. Marks/Cougar One Card Manager Deborah A. Marks/Cougar One Card Manager Yolanda Gutierrez/Cougar One Card Assistant Manager Yolanda Gutierrez/Cougar One Card Assistant Manager Yolanda Gutierrez/Cougar One Card Assistant Manager

N/A Yolanda Gutierrez/Cougar One Card Assistant Manager Yolanda Gutierrez/Cougar One Card Assistant Manager Yolanda Gutierrez/Cougar One Card Assistant Manager N/A N/A

N/A Deborah A. Marks/Cougar One Card Manager Deborah A. Marks/Cougar One Card Manager Deborah A. Marks/Cougar One Card Manager N/A N/A

NEGATIVE BALANCES Ensuring that all fund groups have positive fund equity at year- Deborah A. Marks/Cougar One end. Card Manager 2 Ensuring that research expenditures are covered by funds from N/A sponsors. DEPARTMENTAL COMPUTING 1 Management of the departments’ information technology resources. Ensuring that critical data back up occurs. Joseph Davis/Microsystems Analysts 2 Michael Terry Applications Developer 3 Joseph Davis/Microsystems Analysts 2 Michael Terry Applications Developer 3 Joseph Davis/Microsystems Analysts 2 Michael Terry Applications Developer 3 Joseph Davis/Microsystems Analysts 2 Michael Terry Applications Developer 3 1 Yolanda Gutierrez/Cougar One Card Assistant Manager N/A

IT Personnel

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IT Personnel

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Ensuring that procedures such as password controls are followed. Reporting of suspected security violations.

IT Personnel

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IT Personnel

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