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					                                Student Affairs - Center for Students with Disabilities
                                              FY10 Baseline Standards

                                                      Responsible Person(s) (Name/Title)
Description of Responsibility                                 Primary (Required)              Secondary (Optional)
DEPARTMENTAL POLICIES & PROCEDURES
   1    Ensuring the Departmental Policy and        Barbara Lenart, Program Manager
        Procedures manual is current.
   2    Updating the Baseline Standards Form.       Barbara Lenart, Program Manager
FINANCIAL REPORTING - COST CENTER
   1    Preparing cost center verifications.        Nancy Tuley, VPSA Bus.Off.
                                                    Administrator
   2    Reviewing cost center verifications.        Nancy Tuley, VPSA Bus.Off.             Barbara Lenart, Program
                                                    Administrator                          Manager
   3    Approving cost center verifications.        Nancy Tuley, VPSA Bus.Off.
                                                    Administrator
   4    Ensuring all cost centers are               Nancy Tuley, VPSA Bus.Off.
        verified/approved on a timely basis.        Administrator
FINANCIAL REPORTING - EXPENDITURE
   1    Ensuring valid authorization of purchase Barbara Lenart, Program Manager
        documents.
   2    Ensuring the validity of travel and expense Barbara Lenart, Program Manager
        reimbursements.
   3    Ensuring that goods and services are        Barbara Lenart, Program Manager
        received and that timely payment is made.

   4 Ensuring correct account coding on          Barbara Lenart, Program Manager
     purchases documents.
  5  Primary contact for inquiries to            Barbara Lenart, Program Manager
     expenditure transactions.
PAYROLL / HUMAN RESOURCES
  1  Reconciling leave records to time and       Barbara Lenart, Program Manager
     effort reports.
  2  Reconciling leave accruals to the payroll   Barbara Lenart, Program Manager
     system.
  3  Ensuring all time and effort reports are    Barbara Lenart, Program Manager
     submitted to Payroll.
  4  Reconciling time and effort reports to      Barbara Lenart, Program Manager
     check registers.
  5  Completing termination clearance            Barbara Lenart, Program Manager
     procedures.
  6  Ensuring terminated employees are no        Barbara Lenart, Program Manager
     longer charged to departmental cost
     centers.
  7  Paycheck distribution.                      Barbara Lenart, Program Manager
  8  Maintaining departmental Personnel files    Barbara Lenart, Program Manager

   9    Ensuring valid authorization of new hires. Diane Murphy, AVP Student Affairs
                                                                                           Cheryl Amoruso, Director
  10    Ensuring valid authorization of changes in Diane Murphy, AVP Student Affairs
        compensation rates.                                                                Cheryl Amoruso, Director
  11    Ensuring the accurate input of changes to Barbara Lenart, Program Manager
        the payroll system.
  12    Propriety of leave account classification on Barbara Lenart, Program Manager
        time records.


July 31, 2009                                           1 of 3
                                   Student Affairs - Center for Students with Disabilities
                                                 FY10 Baseline Standards

                                                        Responsible Person(s) (Name/Title)
Description of Responsibility                                   Primary (Required)              Secondary (Optional)
  13 Consistent and efficient responses to            Barbara Lenart, Program Manager
        inquiries.
CASH HANDLING
   1    Collecting cash, checks, etc.                 Barbara Lenart, Program Manager
   2    Reconciling cash, checks, etc. to receipts.   Barbara Lenart, Program Manager

   3    Preparing deposits.                         Barbara Lenart, Program Manager
   4    Preparing Journal Entries.                  Barbara Lenart, Program Manager
   5    Verifying deposits to the financial system. Barbara Lenart, Program Manager

   6  Adequacy of physical safeguards.                Barbara Lenart, Program Manager
   7  Transporting deposits to Student Financial      Barbara Lenart, Program Manager/UHPD
      Services.
   8  Ensuring deposits are made timely.              Barbara Lenart, Program Manager
      Ensuring “Acknowledgement of Cash               Barbara Lenart, Program Manager
      Handling Duties” form is completed by all
   9  appropriate employees.
      Updating Cash Handling Procedures as            Diane Murphy, Assoc. VP for Student    Nancy Tuley, Business
  10 neded                                            Affairs Administration                 Administrator
      Consistent and efficient responses to           Barbara Lenart, Program Manager
  11 inquiries.
PETTY CASH
   1  Preparing petty cash disbursements.             N/A
   2  Ensuring petty cash disbursements are not       N/A
      for more than $100.
   3  Ensuring petty cash disbursements are           N/A
      made for only authorized purposes.
   4  Approving petty cash disbursements.             N/A
   5  Replenishing the petty cash fund timely.        N/A

   6  Ensuring the petty cash fund is balanced        N/A
      after each disbursement.
LONG DISTANCE / CELL PHONE CHARGES
  1   Forwarding employees long distance and          Barbara Lenart, Program Manager
      cell phone charge reports.
  2   Ensuring employees review their long            Barbara Lenart, Program Manager
      distance and/or cell phone charge reports.

   3  Ensuring personal calls are reimbursed          Barbara Lenart, Program Manager
      within 10 days from the billing date.
CONTRACT ADMINISTRATION
  1   Ensuring departmental personnel comply          Barbara Lenart, Program Manager
      with contract administration
      policies/procedures.
PROPERTY MANAGEMENT
  1   Performing the annual inventory.                Michael Henry, Microsystem Analyst
  2   Ensuring the annual inventory was               Michael Henry, Microsystem Analyst
      completed correctly.
  3   Tagging equipment.                              Michael Henry, Microsystem Analyst




July 31, 2009                                               2 of 3
                                  Student Affairs - Center for Students with Disabilities
                                                FY10 Baseline Standards

                                                        Responsible Person(s) (Name/Title)
Description of Responsibility                                   Primary (Required)              Secondary (Optional)
   4    Approving requests for removal of             Michael Henry, Microsystem Analyst
        equipment from campus.
DISCLOSURE FORMS
   1    Ensuring all employees with purchasing        Diane Murphy, Assist VP for Student    Barbara Lenart, Program
        influence complete a Related Party            Affairs Administration                 Manager
        disclosure statement.
   2    Ensuring all full time, benefits eligible,    Diane Murphy, Assist VP for Student    Barbara Lenart, Program
        exempt staff complete a Consulting            Affairs Administration                 Manager
        disclosure statement.
   3    Ensuring that all Principal and Co-           Diane Murphy, Assist VP for Student    Barbara Lenart, Program
        Principal Investigators complete a Conflict   Affairs Administration                 Manager
        of Interest disclosure statement.

ACCOUNTS RECEIVABLE
  1  Extending of credit.                        N/A
  2  Billing.                                    N/A
  3  Collection.                                 N/A
  4  Recording.                                  N/A
  5  Monitoring credit extended.                 N/A
  6  Approving write-offs.                       N/A
NEGATIVE BALANCES
  1  Ensuring that all fund groups have positive Nancy Tuley, VPSA Bus.Off.
     fund equity at year-end.                    Administrator
  2  Ensuring that research expenditures are     Nancy Tuley, VPSA Bus.Off.
     covered by funds from sponsors.             Administrator
DEPARTMENTAL COMPUTING
  1  Management of the departments’              Michael Henry, Microsystem Analyst
     information technology resources.
  2  Ensuring that critical data back up occurs. Michael Henry, Microsystem Analyst

   3    Ensuring that procedures such as password Michael Henry, Microsystem Analyst
        controls are followed.
   4    Reporting of suspected security violations. Michael Henry, Microsystem Analyst




July 31, 2009                                               3 of 3

				
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