Extension Guidelines

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					                                                            Extension Guidelines
                                                          Online registration system

The following policies are for Extension State and County units. Academic units should refer to page 8 for
information regarding their use of the system.

Credit Card Handling Responsibilities and Procedures ....................................................................... 2
Setting up an event .................................................................................................................................... 3
Accessing and using the software ............................................................................................................ 5
Financial Reconciliation for Units ........................................................................................................... 6
Useful Contacts.......................................................................................................................................... 6
Questions and Answers............................................................................................................................. 7
Academic Departments ............................................................................................................................ 8




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Credit Card Handling Responsibilities and Procedures
Anyone who will be handling credit card information must read the Credit Card Handling
Responsibilities and Procedures. Click here and complete the form “Responsibilities of
Credit Card Handlers and Processors” on page 7.

This should be retained in your Director or Supervisor’s personnel files.

http://www.treasurer.ohio-state.edu/PDFS/Merchant%20Policies%20and%20Procedures%202007.pdf

Summary of security issues:
    If you have an in person or over the phone registration you must type the credit card number
     into the Certain system. You are not permitted to write it down, fax it, email it or otherwise save
     the information.

           Transmitting credit card information by e-mail or fax prohibited – Full or partial credit card
            numbers and three or four digit validation codes (usually on the back of credit cards) may not be
            faxed or e-mailed.

           Report Security Incident to the Office of the Treasurer and the Office of the CIO - If you
            know or suspect that credit card information has been exposed, stolen, or misused this incident
            must be reported immediately to the following departments:
                           1. The Office of the Treasurer, Attn: Cash Management, by fax to 292-7568
                           2. The Office of the CIO Security Group, by e-mail to security@osu.edu and by
                           phone to 247-2020 or 688-5650.
            This report must not disclose by fax or e-mail credit card numbers, three or four digit validation
            codes, or PINs.




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Setting up an event
At least six weeks prior to needing a registration form you should contact Julia McCafferty at The
Office of Continuing Education in order to set up your registration page. To do this you will complete
the Certain Registration Information Form available on the Business office Website and send to
Julia McCafferty along with all of your web ready graphics and relevant documents.

Address: 225 Mount Hall, 1050 Carmack Road, Columbus, Ohio 43210.
Phone: 614-688-3076 Fax: 614-292-0492        e-Mail: jmccaffe@ced.osu.edu

Information you will need:
     Information about the event.
     Information you would like to capture in the registration.
     Photos and other images that you would like to include in the registration page.
     Chartfield to where you would like the revenue to be deposited (org, fund, etc.).
                   o      Allowable choices are fund numbers that begin with a 06xxxx, 1xxxxx, or 50xxxx (excluding funds from
                          the county commissioners)
                   o      Contact your Business Office Representative if you aren’t sure where to put the funds.
                          http://osuebusiness.ag.ohio-state.edu

Decisions to make:
     What is the final registration deadline?
     What refund option would you like to choose:
                   o      Option 1: No refunds once payment is made
                   o      Option 2: Refunds allowed at any time with a $10 administrative fee.
                   o      Option 3: Other as you define.
          What fee will you charge for the event?
                   o      Calculate all of your expenses including your time and your office overhead expenses and you estimate the
                          number of registrations you think you will receive then add in the fees below.
                   o      Fees per transaction for using the registration system:
                                      $5.00 per transaction.
                                      Plus approximately 2% of transaction for credit card transactions for the credit card companies.

Example: $1025 in office expenses for the program with 50 registrations.
                  $1025/50= $20.50
                  $20.50 +$5.00 (fee) = $25.50
                  $25.50 * 1.02 (credit card company) = $26.01
Your registration should be $26.01 per person to break even. If you want to make money you should add an additional
amount to the registration fee.

See the Extension Website for a Fee Calculator.

The site specifications will be reviewed and Julia will let you know whether or not your program
specifications can be handled by OSU or whether you will need to pay for an outside developer. You
will be given a quote if outside assistance is needed. You should receive a response on your submission
within 8 business days.

You will have a chance to review the site before it is published. Be sure to check it over carefully and do
a few test registrations to make sure everything is correct.

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The site will then be published and available for your and your use.



Department Process Overview:

Complete New                            Receive                   Carefully review           Receive        Add a link to
 Event Form                          confirmation                  and approve the         confirmation    your Website.
                                     that the event                     online             that event is   Distribute form
                                         can be                   registration form           posted        and advertise
                                       developed                                                                event.
                                     Please allow six weeks for development of the site!




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Accessing and using the software

On the Certain Registration Information Form you identified who you would like to have access to the software
program to maintain the event and print off attendee lists. That person will receive and e-mail from Certain
Software, Inc. alerting them that they have a user id and temporary password. They should visit the site and sign
on including changing their password.

Certain registration site: https://cfaesreg.org




Once on the site they should be directed to the subaccount with just your office’s events.

Soon there will be a short training video available to teach them how to:
              Access your events
              Run reports about your events
                       Record Cash, Check, PO and 100w payment manually

For help after watching the video, contact Julia McCafferty

REFUNDS and CANCELLATIONS
If you have refunds or cancellations, email your Reconciling Unit Contact with the name of the person cancelling, the amount
to refund and the event name. See the Useful Contacts section of this document for a list of contacts.


Department Process Overview:

         Access                     Run reports as                Run reports for   Retain records
         Certain                     needed for                      eReports
        Software                      program                     Reconciliation
        Web site                                                    (monthly)




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Financial Reconciliation for Units

          Monthly, your eReports reconciler will receive a fax or e-mail from your credit card reconciler with a
           journal entry and information regarding the fees and revenue for your office.

          Your eReports reconciler should put this document in their “pending reconciliation file”.

          They should look for this journal entry on their financial statements at the month end reconciliation.

          As part of the normal review process the Director in the office should review and sign the entire eReports
           reconciliation.

          These files should then be maintained per records retention schedules.


Department Process Overview:

        Receive                       Reconcile to                Have Director   Retain records
        Fax or e-                      month end                     review
           mail                        eReports
         journal




Useful Contacts

Registration Site Development:
                Julia McCafferty
                Address: 225 Mount Hall, 1050 Carmack Road, Columbus, Ohio 43210.
                Phone: 614-688-3076 Fax: 614-292-0492       e-Mail: jmccaffe@ced.osu.edu


Reconciling Units and Contact information:
       County and Regional Offices:
               West Region – Jesse Buxton, buxton.65@osu.edu
               North Central Region – Lisa Murphy, Murphy.533@osu.edu
               South East Region – Robert Concitis, concitis.1@osu.edu
       State and Administrative Units – Jessica Favret, Favret.10@osu.edu
       Program Areas:
               4-H programs – Anna Bernard, Bernard.95@osu.edu
               Ag and Natural Resources programs – Carolyn Hall, hall.791@osu.edu
               Community Development programs – Carolyn Hall, hall.791@osu.edu
               Family and Consumer Science programs – Sandy Bryan, bryan.1@osu.edu

Certain Software Support:
              1-888-237-8246, select option 3 or ext. 144
              support@certain.com

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Questions and Answers
Q. What to do if an event is cancelled?
       A. If you have refunds or cancellations, email your Reconciling Unit Contact with the name of the person
cancelling, the amount to refund and the event name. See the Useful Contacts section of this document for a list of contacts.

Q. What if I don’t remember my password?
                A. Click forgot password on the login page.




Q. What if I forgot my Login ID?
                 A. your login ID is your osu internet username e-mail: name.#@osu.edu

Q. Do I have to use the software to process registration fees?
                  A. No. This is a voluntary software package. But if you use it for an event you should capture all
of the registrants for that event.

Q. If I use the package do I have to process all registration fees through the system?
                  A. Yes. You should use the system to capture all registrations for an event.

Q. I have expenses in my checking account for this program, how do I get the money from the University into my
checking account?
                A. You can submit receipts for reimbursement on a payment request form up to $3,000 per
                quarter, per fund (limit excludes postage). Follow the guidelines on documentation offered by
                your Business Office Representative.

Q. I have money collected for registration fees in my checking account; do I need to send that down to my
Columbus fund number?
               A. You are not required to. You may leave this in your account as long as your University Fund
               number will cover all associated fees. Your fund number must be positive at all times.

Q. Can I choose not to allow certain types of credit cards (i.e. American Express)?
               A. No, you cannot choose because we are sharing a merchant account.

Q. How long do I need to maintain records?
              A. You should keep reconciliation records for four full years.

Q. Will I continue to have access to the Certain Software, Inc?
                A. Yes, your account will stay active so you may retrieve attendee information.

Q. How long does the registrant data stay in the Certain system?
              A. Data remains in the system for seven years.




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Academic Departments
Extension Academic Departments will be permitted to use the Certain Software license that Extension
has purchased for Extension uses.

Step 1:
Departments will be responsible for setting up their own merchant accounts which must be signed by the
college fiscal office. To start this process, contact Carole Fallon at OSU. (fallon.82@osu.edu) You
should tell Carole that you are setting this up as part of Extension’s agreement with Certain. Your Chair
should sign the documents Carole gives you and it should also be signed by the college fiscal office.
This original document should be returned to the Treasurer’s Office, a copy of all signed documents
should be sent to buxton.65@osu.edu or faxed to 614-688-0529 attention Cindy, please include your
contact information.

The fees for this currently are charged through Certain for the Paypal account and Certain subaccount.
This fee is $1,300 annually. The academic department would be billed by Extension for those fees.
Cindy will ask you for the Chartfield from which you would like this to come. In addition she will notify
Certain that we have a new subaccount to set up.
This process takes a couple of months to work through. Cindy will notify you when your account
has been established.

Step 2: Complete the Certain Registration Information Form and send to Julia McCafferty in The Office
of Continuing Education along with all of your web ready graphics and relevant documents.

The site specifications will be reviewed and the developer will let you know whether or not your
program specifications can be handled by OSU or whether you will need to pay for an outside
developer. You will be given a quote if outside assistance is needed. You should receive a response on
your submission within 8 business days. If the OSU developer is handling the event you will be charged
$50.

Step 3: You will need to go through training to be able to maintain your events. There is online training
from Certain that you can take. If you would like to develop your own sites you may take the Certain
training to learn how to do this.

Step 5: When your site is ready you will then need to make sure your financial reconciler has been
trained and knows how to access both the Certain and the eReports system. Cindy Buxton can help
guide you with the process Extension uses for reconciliation, but ultimately the college fiscal office
guides your processes on this item.

There are some fees involved with using the Certain system.
     The Business Office will bill you monthly for the fees associated with the Certain system. You
      will receive a copy of the journal entry for your activity. The fees from Certain are $2.25 per
      transaction.
     You will be billed the site development fee of $50 if you have Julia prepare your site.
     In addition the credit card companies charge approximately 2% of each transaction.




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Example: $1025 in office expenses for the program with 50 registrations.
               $1025 Expenses plus $50 site development = $1075
               $1075/50 participants = $21.50
               $21.50 +$ 2.25 = $23.75
               $23.75 * 1.02 = $24.23
               Your registration should be $24.23 per person to break even.
For one transaction
From/To your Fund                                                         Through a Billing
Revenue $24.23                                                            Online Fees for system $2.25
Credit card Fees ~$0.48 (come the month after the transaction occurs)     Event Development $50.00


Step 6: Ongoing maintenance for use would include setting up new sites, requesting the removal of
access for users who have left your department, monthly reconciling the charges that are coming
through, making sure that all faculty and staff are aware of the credit card handling policies.




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