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GCSW Dean's Office
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
DEPARTMENTAL POLICIES & PROCEDURES / BASELINE
STANDARDS
Ensuring the Departmental Policy and Procedures manual is Dawn Hull, Director of Business Marsha Christ, Assistant College
1
current. Services Business Administrator
2 Updating the Baseline Standards Form. Dawn Hull, DoBS Marsha Christ, ACBA
FINANCIAL REPORTING - COST CENTER VERIFICATIONS
1 Preparing cost center verifications. Marsha Christ, ACBA
Paul Raffoul, Assoc Dean of Admin;
2 Reviewing cost center verifications. Karen Holmes, Assoc Dean for Dawn Hull, DoBS
Academics
3 Approving cost center verifications. Dawn Hull, DoBS
Ensuring all cost centers are verified/approved on a timely
4 Marsha Christ, ACBA Dawn Hull, DoBS
basis.
FINANCIAL REPORTING - EXPENDITURE TRANSACTIONS
1 Ensuring valid authorization of purchase documents. Marsha Christ, ACBA Dawn Hull, DoBS
2 Ensuring the validity of travel and expense reimbursements. Marsha Christ, ACBA Dawn Hull, DoBS
Ensuring that goods and services are received and that timely Yolanda Williams, Financial Asst. II;
3 Marsha Christ, ACBA
payment is made. Lisa Martinez, Financial Coordinator 1
4 Ensuring correct account coding on purchases documents. Marsha Christ, ACBA Dawn Hull, DoBS
5 Primary contact for inquiries to expenditure transactions. Marsha Christ, ACBA Dawn Hull, DoBS
PAYROLL / HUMAN RESOURCES
1 Reconciling leave records to time and effort reports. Yolanda Williams, Fin Asst. II Marsha Christ, ACBA
2 Reconciling leave accruals to the payroll system. Marsha Christ, ACBA
Yolanda Williams, Fin Asst. II Marsha
3 Ensuring all time and effort reports are submitted to Payroll. Dawn Hull, DoBS
Christ, ACBA
4 Reconciling time and effort reports to check registers. Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
5 Completing termination clearance procedures. Marsha Christ, ACBA Dawn Hull, DoBS
Ensuring terminated employees are no longer charged to
6 Marsha Christ, ACBA Dawn Hull, DoBS
departmental cost centers.
7 Paycheck distribution. Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
8 Maintaining departmental personnel files Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
9 Ensuring valid authorization of new hires. Marsha Christ, ACBA Dawn Hull, DoBS
10 Ensuring valid authorization of changes in compensation rates. Dawn Hull, DoBS Marsha Christ, ACBA
11 Ensuring the accurate input of changes to the payroll system. Marsha Christ, ACBA Dawn Hull, DoBS
Yolanda Williams, Fin Asst. II Marsha
12 Propriety of leave account classification on time records. Dawn Hull, DoBS
Christ, ACBA
13 Consistent and efficient responses to inquiries. Marsha Christ, ACBA Dawn Hull, DoBS
CASH HANDLING
7/10/2010 1 of 42
GCSW Dean's Office
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
Sonia Ewing, Administrative Assistant;
1 Collecting cash, checks, etc. Mary Guillory, Director of Letecia Henry, Office Assistant 1
Development
2 Reconciling cash, checks, etc. to receipts. Yolanda Williams, Financial Assist II Marsha Christ, ACBA
3 Preparing deposits. Yolanda Williams, Financial Assist II
4 Preparing Journal Entries. Yolanda Williams, Financial Assist II
5 Verifying deposits to the financial system. Marsha Christ, ACBA
6 Adequacy of physical safeguards. Marsha Christ, ACBA Dawn Hull, DoBS
7 Transporting deposits to Student Financial Services. Marsha Christ, ACBA Dawn Hull, DoBS
8 Ensuring deposits are made timely. Yolanda Williams, Financial Assist II Marsha Christ, ACBA
Ensuring “Acknowledgement of Cash Handling Duties” form
9 Dawn Hull, DoBS
is completed by all appropriate employees.
10 Updating Cash Handling Procedures as needed. Dawn Hull, DoBS Marsha Christ, ACBA
11 Consistent and efficient responses to inquiries. Marsha Christ, ACBA Dawn Hull, DoBS
PETTY CASH
1 Preparing petty cash disbursements. N/A
2 Ensuring petty cash disbursements are not for more than $100. N/A
Ensuring petty cash disbursements are made for only
3 N/A
authorized purposes.
4 Approving petty cash disbursements. N/A
5 Replenishing the petty cash fund timely. N/A
Ensuring the petty cash fund is balanced after each
6 N/A
disbursement.
LONG DISTANCE / CELL PHONE CHARGES
Forwarding employees long distance and cell phone charge
1 Yolanda Williams, Financial Assist II
reports.
Ensuring employees review their long distance and/or cell
2 Yolanda Williams, Financial Assist II
phone charge reports.
Ensuring personal calls are reimbursed within 10 days from the Marsha Christ, ACBA
3 Yolanda Williams, Financial Assist II
billing date. Dawn Hull, DoBS
CONTRACT ADMINISTRATION
Ensuring departmental personnel comply with contract Marsha Christ, ACBA
1 Lisa Martinez, Financial Coordinator 1
administration policies/procedures. Dawn Hull, DoBS
PROPERTY MANAGEMENT
Paul Raffoul, Associate Dean of
1 Performing the annual inventory. Jim Mathis, User Services Specialist 3
Administration
2 Ensuring the annual inventory was completed correctly. Yolanda Williams, Financial Assist II Dawn Hull, DoBS
Paul Raffoul, Associate Dean of
3 Tagging equipment. Jim Mathis, User Services Specialist 3
Administration
Paul Raffoul, Associate Dean of Jim Mathis, User Services
4 Approving requests for removal of equipment from campus.
Administration Specialist 3
DISCLOSURE FORMS
Ensuring all employees with purchasing influence complete a
1 Dawn Hull, DoBS Marsha Christ, ACBA
Related Party Disclosure Statement.
7/10/2010 2 of 42
GCSW Dean's Office
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
Ensuring all full time, benefits eligible, exempt staff complete a
2 Dawn Hull, DoBS Marsha Christ, ACBA
Consulting Disclosure Statement.
Ensuring that all Principal and Co-Principal Investigators
3 Dawn Hull, DoBS Marsha Christ, ACBA
complete a Conflict of Interest Disclosure Statement.
ACCOUNTS RECEIVABLE
1 Extending of credit. Dawn Hull, DoBS Marsha Christ, ACBA
2 Billing. Marsha Christ, ACBA Dawn Hull, DoBS
3 Collection. Marsha Christ, ACBA Dawn Hull, DoBS
4 Recording. Dawn Hull, DoBS Marsha Christ, ACBA
5 Monitoring credit extended. Dawn Hull, DoBS Marsha Christ, ACBA
6 Approving write-offs. Ira Colby, Dean Dawn Hull, DoBS
NEGATIVE BALANCES
Ensuring that all fund groups have positive fund equity at year-
1 Marsha Christ, ACBA Dawn Hull, DoBS
end.
Ensuring that research expenditures are covered by funds from
2 Marsha Christ, ACBA Dawn Hull, DoBS
sponsors.
DEPARTMENTAL COMPUTING
Management of the departments’ information technology Paul Raffoul, Associate Dean for
1 Ira Colby, Dean
resources. Administration
Paul Raffoul, Associate Dean for
2 Ensuring that critical data back up occurs. Jim Mathis, User Services Specialist 3
Administration
Ensuring that procedures such as password controls are Paul Raffoul, Associate Dean for
3 Jim Mathis, User Services Specialist 3
followed. Administration
Paul Raffoul, Associate Dean for
4 Reporting of suspected security violations. Jim Mathis, User Services Specialist 3
Administration
7/10/2010 3 of 42
Admissions Office
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
DEPARTMENTAL POLICIES & PROCEDURES / BASELINE
STANDARDS
Ensuring the Departmental Policy and Procedures manual is Dawn Hull, Director of Business Marsha Christ, Assistant College
1
current. Services Business Administrator
2 Updating the Baseline Standards Form. Dawn Hull, DoBS Marsha Christ, ACBA
FINANCIAL REPORTING - COST CENTER VERIFICATIONS
1 Preparing cost center verifications. Marsha Christ, ACBA
Amber Mollhagen, Director of Student Karen Holmes, Associate Dean
2 Reviewing cost center verifications.
Affairs for Academics
3 Approving cost center verifications. Dawn Hull, DoBS
Ensuring all cost centers are verified/approved on a timely
4 Marsha Christ, ACBA Dawn Hull, DoBS
basis.
FINANCIAL REPORTING - EXPENDITURE TRANSACTIONS
1 Ensuring valid authorization of purchase documents. Marsha Christ, ACBA Dawn Hull, DoBS
2 Ensuring the validity of travel and expense reimbursements. Marsha Christ, ACBA Dawn Hull, DoBS
Ensuring that goods and services are received and that timely Yolanda Williams, Financial Asst. II;
3 Marsha Christ, ACBA
payment is made. Lisa Martinez, Financial Coordinator 1
4 Ensuring correct account coding on purchases documents. Marsha Christ, ACBA Dawn Hull, DoBS
5 Primary contact for inquiries to expenditure transactions. Marsha Christ, ACBA Dawn Hull, DoBS
PAYROLL / HUMAN RESOURCES
1 Reconciling leave records to time and effort reports. Yolanda Williams, Fin Asst. II Marsha Christ, ACBA
2 Reconciling leave accruals to the payroll system. Marsha Christ, ACBA
Yolanda Williams, Fin Asst. II Marsha
3 Ensuring all time and effort reports are submitted to Payroll. Dawn Hull, DoBS
Christ, ACBA
4 Reconciling time and effort reports to check registers. Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
5 Completing termination clearance procedures. Marsha Christ, ACBA Dawn Hull, DoBS
Ensuring terminated employees are no longer charged to
6 Marsha Christ, ACBA Dawn Hull, DoBS
departmental cost centers.
7 Paycheck distribution. Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
8 Maintaining departmental Personnel files Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
9 Ensuring valid authorization of new hires. Marsha Christ, ACBA Dawn Hull, DoBS
10 Ensuring valid authorization of changes in compensation rates. Dawn Hull, DoBS Marsha Christ, ACBA
11 Ensuring the accurate input of changes to the payroll system. Marsha Christ, ACBA Dawn Hull, DoBS
Yolanda Williams, Fin Asst. II Marsha
12 Propriety of leave account classification on time records. Dawn Hull, DoBS
Christ, ACBA
13 Consistent and efficient responses to inquiries. Marsha Christ, ACBA Dawn Hull, DoBS
CASH HANDLING
Amber Mollhagen, Director of
1 Collecting cash, checks, etc. Rosalind Walker, Admissions Asst. II
Student Affairs
2 Reconciling cash, checks, etc. to receipts. Yolanda Williams, Financial Assist II Marsha Christ, ACBA
7/10/2010 4 of 42
Admissions Office
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
3 Preparing deposits. Yolanda Williams, Financial Assist II
4 Preparing Journal Entries. Yolanda Williams, Financial Assist II
5 Verifying deposits to the financial system. Marsha Christ, ACBA
6 Adequacy of physical safeguards. Marsha Christ, ACBA Dawn Hull, DoBS
7 Transporting deposits to Student Financial Services. Marsha Christ, ACBA Dawn Hull, DoBS
8 Ensuring deposits are made timely. Yolanda Williams, Financial Assist II Marsha Christ, ACBA
Ensuring “Acknowledgement of Cash Handling Duties” form
9 Dawn Hull, DoBS
is completed by all appropriate employees.
10 Updating Cash Handling Procedures as needed. Dawn Hull, DoBS Marsha Christ, ACBA
11 Consistent and efficient responses to inquiries. Marsha Christ, ACBA Dawn Hull, DoBS
PETTY CASH
1 Preparing petty cash disbursements. N/A
2 Ensuring petty cash disbursements are not for more than $100. N/A
Ensuring petty cash disbursements are made for only
3 N/A
authorized purposes.
4 Approving petty cash disbursements. N/A
5 Replenishing the petty cash fund timely. N/A
Ensuring the petty cash fund is balanced after each
6 N/A
disbursement.
LONG DISTANCE / CELL PHONE CHARGES
Forwarding employees long distance and cell phone charge
1 Yolanda Williams, Financial Assist II
reports.
Ensuring employees review their long distance and/or cell
2 Yolanda Williams, Financial Assist II
phone charge reports.
Ensuring personal calls are reimbursed within 10 days from the Marsha Christ, ACBA
3 Yolanda Williams, Financial Assist II
billing date. Dawn Hull, DoBS
CONTRACT ADMINISTRATION
Ensuring departmental personnel comply with contract Marsha Christ, ACBA
1 Lisa Martinez, Financial Coordinator 1
administration policies/procedures. Dawn Hull, DoBS
PROPERTY MANAGEMENT
Paul Raffoul, Associate Dean of
1 Performing the annual inventory. Jim Mathis, User Services Specialist 3
Administration
2 Ensuring the annual inventory was completed correctly. Yolanda Williams, Financial Assist II Dawn Hull, DoBS
Paul Raffoul, Associate Dean of
3 Tagging equipment. Jim Mathis, User Services Specialist 3
Administration
Paul Raffoul, Associate Dean of Jim Mathis, User Services
4 Approving requests for removal of equipment from campus.
Administration Specialist 3
DISCLOSURE FORMS
Ensuring all employees with purchasing influence complete a
1 Dawn Hull, DoBS Marsha Christ, ACBA
Related Party disclosure statement.
Ensuring all full time, benefits eligible, exempt staff complete a
2 Dawn Hull, DoBS Marsha Christ, ACBA
Consulting disclosure statement.
Ensuring that all Principal and Co-Principal Investigators
3 Dawn Hull, DoBS Marsha Christ, ACBA
complete a Conflict of Interest disclosure statement.
7/10/2010 5 of 42
Admissions Office
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
ACCOUNTS RECEIVABLE
1 Extending of credit. Dawn Hull, DoBS Marsha Christ, ACBA
Amber Mollhagen, Director of Student Dawn Hull, DoBS
2 Billing.
Affairs Marsha Christ, ACBA
Amber Mollhagen, Director of Student Dawn Hull, DoBS
3 Collection.
Affairs Marsha Christ, ACBA
4 Recording. Dawn Hull, DoBS Marsha Christ, ACBA
5 Monitoring credit extended. Dawn Hull, DoBS Marsha Christ, ACBA
6 Approving write-offs. Ira Colby, Dean Dawn Hull, DoBS
NEGATIVE BALANCES
Ensuring that all fund groups have positive fund equity at year-
1 Marsha Christ, ACBA Dawn Hull, DoBS
end.
Ensuring that research expenditures are covered by funds from
2 Marsha Christ, ACBA Dawn Hull, DoBS
sponsors.
DEPARTMENTAL COMPUTING
Management of the departments’ information technology Paul Raffoul, Associate Dean for
1 Ira Colby, Dean
resources. Administration
Paul Raffoul, Associate Dean for
2 Ensuring that critical data back up occurs. Jim Mathis, User Services Specialist 3
Administration
Ensuring that procedures such as password controls are Paul Raffoul, Associate Dean for
3 Jim Mathis, User Services Specialist 3
followed. Administration
Paul Raffoul, Associate Dean for
4 Reporting of suspected security violations. Jim Mathis, User Services Specialist 3
Administration
7/10/2010 6 of 42
American Humanics
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
DEPARTMENTAL POLICIES & PROCEDURES / BASELINE
STANDARDS
Ensuring the Departmental Policy and Procedures manual is Dawn Hull, Director of Business Marsha Christ, Assistant College
1
current. Services Business Administrator
2 Updating the Baseline Standards Form. Dawn Hull, DoBS Marsha Christ, ACBA
FINANCIAL REPORTING - COST CENTER VERIFICATIONS
1 Preparing cost center verifications. Marsha Christ, ACBA
Margaret O'Donnell, Program Director;
2 Reviewing cost center verifications. Ann McFarland, Director of OCP
Lori Godwin, Program Coordinator 2
3 Approving cost center verifications. Dawn Hull, DoBS
Ensuring all cost centers are verified/approved on a timely
4 Marsha Christ, ACBA Dawn Hull, DoBS
basis.
FINANCIAL REPORTING - EXPENDITURE TRANSACTIONS
1 Ensuring valid authorization of purchase documents. Marsha Christ, ACBA Dawn Hull, DoBS
2 Ensuring the validity of travel and expense reimbursements. Marsha Christ, ACBA Dawn Hull, DoBS
Ensuring that goods and services are received and that timely Yolanda Williams, Financial Asst. II;
3 Marsha Christ, ACBA
payment is made. Lisa Martinez, Financial Coordinator 1
4 Ensuring correct account coding on purchases documents. Marsha Christ, ACBA Dawn Hull, DoBS
5 Primary contact for inquiries to expenditure transactions. Marsha Christ, ACBA Dawn Hull, DoBS
PAYROLL / HUMAN RESOURCES
1 Reconciling leave records to time and effort reports. Yolanda Williams, Fin Asst. II Marsha Christ, ACBA
2 Reconciling leave accruals to the payroll system. Marsha Christ, ACBA
Yolanda Williams, Fin Asst. II;
3 Ensuring all time and effort reports are submitted to Payroll. Dawn Hull, DoBS
Marsha Christ, ACBA
4 Reconciling time and effort reports to check registers. Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
5 Completing termination clearance procedures. Marsha Christ, ACBA Dawn Hull, DoBS
Ensuring terminated employees are no longer charged to
6 Marsha Christ, ACBA Dawn Hull, DoBS
departmental cost centers.
7 Paycheck distribution. Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
8 Maintaining departmental Personnel files Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
9 Ensuring valid authorization of new hires. Marsha Christ, ACBA Dawn Hull, DoBS
10 Ensuring valid authorization of changes in compensation rates. Dawn Hull, DoBS Marsha Christ, ACBA
11 Ensuring the accurate input of changes to the payroll system. Marsha Christ, ACBA Dawn Hull, DoBS
Yolanda Williams, Fin Asst. II;
12 Propriety of leave account classification on time records. Dawn Hull, DoBS
Marsha Christ, ACBA
13 Consistent and efficient responses to inquiries. Marsha Christ, ACBA Dawn Hull, DoBS
CASH HANDLING
1 Collecting cash, checks, etc. Lori Godwin, Program Coordinator 2 Margaret O'Donnell, Program Director
2 Reconciling cash, checks, etc. to receipts. Lisa Martinez, Financial Coordinator 1 Marsha Christ, ACBA
7/10/2010 7 of 42
American Humanics
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
3 Preparing deposits. Lisa Martinez, Financial Coordinator 1
4 Preparing Journal Entries. Lisa Martinez, Financial Coordinator 1
5 Verifying deposits to the financial system. Marsha Christ, ACBA
6 Adequacy of physical safeguards. Marsha Christ, ACBA Dawn Hull, DoBS
7 Transporting deposits to Student Financial Services. Marsha Christ, ACBA Dawn Hull, DoBS
8 Ensuring deposits are made timely. Lisa Martinez, Financial Coordinator 1 Marsha Christ, ACBA
Ensuring “Acknowledgement of Cash Handling Duties” form
9 Dawn Hull, DoBS
is completed by all appropriate employees.
10 Updating Cash Handling Procedures as needed. Dawn Hull, DoBS Marsha Christ, ACBA
11 Consistent and efficient responses to inquiries. Marsha Christ, ACBA Dawn Hull, DoBS
PETTY CASH
1 Preparing petty cash disbursements. N/A
2 Ensuring petty cash disbursements are not for more than $100. N/A
Ensuring petty cash disbursements are made for only
3 N/A
authorized purposes.
4 Approving petty cash disbursements. N/A
5 Replenishing the petty cash fund timely. N/A
Ensuring the petty cash fund is balanced after each
6 N/A
disbursement.
LONG DISTANCE / CELL PHONE CHARGES
Forwarding employees long distance and cell phone charge
1 Yolanda Williams, Financial Assist II
reports.
Ensuring employees review their long distance and/or cell
2 Yolanda Williams, Financial Assist II
phone charge reports.
Ensuring personal calls are reimbursed within 10 days from the Marsha Christ, ACBA
3 Yolanda Williams, Financial Assist II
billing date. Dawn Hull, DoBS
CONTRACT ADMINISTRATION
Lisa Martinez, Financial Coordinator 1;
Ensuring departmental personnel comply with contract Margaret O'Donnell, Program Director;
1 Marsha Christ, ACBA;
administration policies/procedures. Lori Godwin, Program Coordinator 2
Dawn Hull, DoBS
PROPERTY MANAGEMENT
Paul Raffoul, Associate Dean of
1 Performing the annual inventory. Jim Mathis, User Services Specialist 3
Administration
2 Ensuring the annual inventory was completed correctly. Yolanda Williams, Financial Assist II Dawn Hull, DoBS
Paul Raffoul, Associate Dean of
3 Tagging equipment. Jim Mathis, User Services Specialist 3
Administration
Paul Raffoul, Associate Dean of
4 Approving requests for removal of equipment from campus. Jim Mathis, User Services Specialist 3
Administration
DISCLOSURE FORMS
Ensuring all employees with purchasing influence complete a
1 Dawn Hull, DoBS Marsha Christ, ACBA
Related Party disclosure statement.
Ensuring all full time, benefits eligible, exempt staff complete a
2 Dawn Hull, DoBS Marsha Christ, ACBA
Consulting disclosure statement.
Ensuring that all Principal and Co-Principal Investigators
3 Dawn Hull, DoBS Marsha Christ, ACBA
complete a Conflict of Interest disclosure statement.
7/10/2010 8 of 42
American Humanics
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
ACCOUNTS RECEIVABLE
1 Extending of credit. Dawn Hull, DoBS Marsha Christ, ACBA
Dawn Hull, DoBS
2 Billing. Margaret O'Donnell, Program Director
Marsha Christ, ACBA
Dawn Hull, DoBS
3 Collection. Margaret O'Donnell, Program Director
Marsha Christ, ACBA
4 Recording. Dawn Hull, DoBS Marsha Christ, ACBA
5 Monitoring credit extended. Dawn Hull, DoBS Marsha Christ, ACBA
6 Approving write-offs. Ira Colby, Dean Dawn Hull, DoBS
NEGATIVE BALANCES
Ensuring that all fund groups have positive fund equity at year-
1 Marsha Christ, ACBA Dawn Hull, DoBS
end.
Ensuring that research expenditures are covered by funds from
2 Marsha Christ, ACBA Dawn Hull, DoBS
sponsors.
DEPARTMENTAL COMPUTING
Management of the departments’ information technology Paul Raffoul, Associate Dean for
1 Ira Colby, Dean
resources. Administration
Paul Raffoul, Associate Dean for
2 Ensuring that critical data back up occurs. Jim Mathis, User Services Specialist 3
Administration
Ensuring that procedures such as password controls are Paul Raffoul, Associate Dean for
3 Jim Mathis, User Services Specialist 3
followed. Administration
Paul Raffoul, Associate Dean for
4 Reporting of suspected security violations. Jim Mathis, User Services Specialist 3
Administration
7/10/2010 9 of 42
Office of Development
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
DEPARTMENTAL POLICIES & PROCEDURES / BASELINE
STANDARDS
Ensuring the Departmental Policy and Procedures manual is Dawn Hull, Director of Business Marsha Christ, Assistant College
1
current. Services Business Administrator
2 Updating the Baseline Standards Form. Dawn Hull, DoBS Marsha Christ, ACBA
FINANCIAL REPORTING - COST CENTER VERIFICATIONS
1 Preparing cost center verifications. Marsha Christ, ACBA
Mary Guillory, Director Of
2 Reviewing cost center verifications. Ira Colby, Dean
Development
3 Approving cost center verifications. Dawn Hull, DoBS
Ensuring all cost centers are verified/approved on a timely
4 Marsha Christ, ACBA Dawn Hull, DoBS
basis.
FINANCIAL REPORTING - EXPENDITURE TRANSACTIONS
1 Ensuring valid authorization of purchase documents. Marsha Christ, ACBA Dawn Hull, DoBS
2 Ensuring the validity of travel and expense reimbursements. Marsha Christ, ACBA Dawn Hull, DoBS
Ensuring that goods and services are received and that timely Yolanda Williams, Financial Asst. II;
3 Marsha Christ, ACBA
payment is made. Lisa Martinez, Financial Coordinator 1
4 Ensuring correct account coding on purchases documents. Marsha Christ, ACBA Dawn Hull, DoBS
5 Primary contact for inquiries to expenditure transactions. Marsha Christ, ACBA Dawn Hull, DoBS
PAYROLL / HUMAN RESOURCES
1 Reconciling leave records to time and effort reports. Yolanda Williams, Fin Asst. II Marsha Christ, ACBA
2 Reconciling leave accruals to the payroll system. Marsha Christ, ACBA
Yolanda Williams, Fin Asst. II Marsha
3 Ensuring all time and effort reports are submitted to Payroll. Dawn Hull, DoBS
Christ, ACBA
4 Reconciling time and effort reports to check registers. Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
5 Completing termination clearance procedures. Marsha Christ, ACBA Dawn Hull, DoBS
Ensuring terminated employees are no longer charged to
6 Marsha Christ, ACBA Dawn Hull, DoBS
departmental cost centers.
7 Paycheck distribution. Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
8 Maintaining departmental Personnel files Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
9 Ensuring valid authorization of new hires. Marsha Christ, ACBA Dawn Hull, DoBS
10 Ensuring valid authorization of changes in compensation rates. Dawn Hull, DoBS Marsha Christ, ACBA
11 Ensuring the accurate input of changes to the payroll system. Marsha Christ, ACBA Dawn Hull, DoBS
Yolanda Williams, Fin Asst. II Marsha
12 Propriety of leave account classification on time records. Dawn Hull, DoBS
Christ, ACBA
13 Consistent and efficient responses to inquiries. Marsha Christ, ACBA Dawn Hull, DoBS
CASH HANDLING
Sonia Ewing, Administrative Assistant;
1 Collecting cash, checks, etc. Mary Guillory, Director of Letecia Henry, Office Assistant 1
Development
2 Reconciling cash, checks, etc. to receipts. Yolanda Williams, Financial Assist II Marsha Christ, ACBA
3 Preparing deposits. Yolanda Williams, Financial Assist II
4 Preparing Journal Entries. Yolanda Williams, Financial Assist II
7/10/2010
10 of 42
Office of Development
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
5 Verifying deposits to the financial system. Marsha Christ, ACBA
6 Adequacy of physical safeguards. Marsha Christ, ACBA Dawn Hull, DoBS
7 Transporting deposits to Student Financial Services. Marsha Christ, ACBA Dawn Hull, DoBS
8 Ensuring deposits are made timely. Yolanda Williams, Financial Assist II Marsha Christ, ACBA
Ensuring “Acknowledgement of Cash Handling Duties” form
9 Dawn Hull, DoBS
is completed by all appropriate employees.
10 Updating Cash Handling Procedures as needed. Dawn Hull, DoBS Marsha Christ, ACBA
11 Consistent and efficient responses to inquiries. Marsha Christ, ACBA Dawn Hull, DoBS
PETTY CASH
1 Preparing petty cash disbursements. N/A
2 Ensuring petty cash disbursements are not for more than $100. N/A
Ensuring petty cash disbursements are made for only
3 N/A
authorized purposes.
4 Approving petty cash disbursements. N/A
5 Replenishing the petty cash fund timely. N/A
Ensuring the petty cash fund is balanced after each
6 N/A
disbursement.
LONG DISTANCE / CELL PHONE CHARGES
Forwarding employees long distance and cell phone charge
1 Yolanda Williams, Financial Assist II
reports.
Ensuring employees review their long distance and/or cell
2 Yolanda Williams, Financial Assist II
phone charge reports.
Ensuring personal calls are reimbursed within 10 days from the Marsha Christ, ACBA
3 Yolanda Williams, Financial Assist II
billing date. Dawn Hull, DoBS
CONTRACT ADMINISTRATION
Ensuring departmental personnel comply with contract Marsha Christ, ACBA
1 Lisa Martinez, Financial Coordinator 1
administration policies/procedures. Dawn Hull, DoBS
PROPERTY MANAGEMENT
Paul Raffoul, Associate Dean of
1 Performing the annual inventory. Jim Mathis, User Services Specialist 3
Administration
2 Ensuring the annual inventory was completed correctly. Yolanda Williams, Financial Assist II Dawn Hull, DoBS
Paul Raffoul, Associate Dean of
3 Tagging equipment. Jim Mathis, User Services Specialist 3
Administration
Paul Raffoul, Associate Dean of Jim Mathis, User Services
4 Approving requests for removal of equipment from campus.
Administration Specialist 3
DISCLOSURE FORMS
Ensuring all employees with purchasing influence complete a
1 Dawn Hull, DoBS Marsha Christ, ACBA
Related Party disclosure statement.
Ensuring all full time, benefits eligible, exempt staff complete a
2 Dawn Hull, DoBS Marsha Christ, ACBA
Consulting disclosure statement.
Ensuring that all Principal and Co-Principal Investigators
3 Dawn Hull, DoBS Marsha Christ, ACBA
complete a Conflict of Interest disclosure statement.
ACCOUNTS RECEIVABLE
1 Extending of credit. Dawn Hull, DoBS Marsha Christ, ACBA
Mary Guillory, Director Of Dawn Hull, DoBS
2 Billing.
Development Marsha Christ, ACBA
7/10/2010
11 of 42
Office of Development
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
Mary Guillory, Director Of Dawn Hull, DoBS
3 Collection.
Development Marsha Christ, ACBA
4 Recording. Dawn Hull, DoBS Marsha Christ, ACBA
5 Monitoring credit extended. Dawn Hull, DoBS Marsha Christ, ACBA
6 Approving write-offs. Ira Colby, Dean Dawn Hull, DoBS
NEGATIVE BALANCES
Ensuring that all fund groups have positive fund equity at year-
1 Marsha Christ, ACBA Dawn Hull, DoBS
end.
Ensuring that research expenditures are covered by funds from
2 Marsha Christ, ACBA Dawn Hull, DoBS
sponsors.
DEPARTMENTAL COMPUTING
Management of the departments’ information technology Paul Raffoul, Associate Dean for
1 Ira Colby, Dean
resources. Administration
Paul Raffoul, Associate Dean for
2 Ensuring that critical data back up occurs. Jim Mathis, User Services Specialist 3
Administration
Ensuring that procedures such as password controls are Paul Raffoul, Associate Dean for
3 Jim Mathis, User Services Specialist 3
followed. Administration
Paul Raffoul, Associate Dean for
4 Reporting of suspected security violations. Jim Mathis, User Services Specialist 3
Administration
7/10/2010
12 of 42
Field Education
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
DEPARTMENTAL POLICIES & PROCEDURES / BASELINE
STANDARDS
Ensuring the Departmental Policy and Procedures manual is Dawn Hull, Director of Business Marsha Christ, Assistant College
1
current. Services Business Administrator
2 Updating the Baseline Standards Form. Dawn Hull, DoBS Marsha Christ, ACBA
FINANCIAL REPORTING - COST CENTER VERIFICATIONS
1 Preparing cost center verifications. Marsha Christ, ACBA
Virginia Robbins, Director of Field
2 Reviewing cost center verifications. Dawn Hull, DoBS
Education
3 Approving cost center verifications. Dawn Hull, DoBS
Ensuring all cost centers are verified/approved on a timely
4 Marsha Christ, ACBA Dawn Hull, DoBS
basis.
FINANCIAL REPORTING - EXPENDITURE TRANSACTIONS
1 Ensuring valid authorization of purchase documents. Marsha Christ, ACBA Dawn Hull, DoBS
2 Ensuring the validity of travel and expense reimbursements. Marsha Christ, ACBA Dawn Hull, DoBS
Ensuring that goods and services are received and that timely Yolanda Williams, Financial Asst. II;
3 Marsha Christ, ACBA
payment is made. Lisa Martinez, Financial Coordinator 1
4 Ensuring correct account coding on purchases documents. Marsha Christ, ACBA Dawn Hull, DoBS
5 Primary contact for inquiries to expenditure transactions. Marsha Christ, ACBA Dawn Hull, DoBS
PAYROLL / HUMAN RESOURCES
1 Reconciling leave records to time and effort reports. Yolanda Williams, Fin Asst. II Marsha Christ, ACBA
2 Reconciling leave accruals to the payroll system. Marsha Christ, ACBA
Yolanda Williams, Fin Asst. II Marsha
3 Ensuring all time and effort reports are submitted to Payroll. Dawn Hull, DoBS
Christ, ACBA
4 Reconciling time and effort reports to check registers. Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
5 Completing termination clearance procedures. Marsha Christ, ACBA Dawn Hull, DoBS
Ensuring terminated employees are no longer charged to
6 Marsha Christ, ACBA Dawn Hull, DoBS
departmental cost centers.
7 Paycheck distribution. Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
8 Maintaining departmental Personnel files Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
9 Ensuring valid authorization of new hires. Marsha Christ, ACBA Dawn Hull, DoBS
10 Ensuring valid authorization of changes in compensation rates. Dawn Hull, DoBS Marsha Christ, ACBA
11 Ensuring the accurate input of changes to the payroll system. Marsha Christ, ACBA Dawn Hull, DoBS
Yolanda Williams, Fin Asst. II Marsha
12 Propriety of leave account classification on time records. Dawn Hull, DoBS
Christ, ACBA
13 Consistent and efficient responses to inquiries. Marsha Christ, ACBA Dawn Hull, DoBS
CASH HANDLING
1 Collecting cash, checks, etc. N/A
2 Reconciling cash, checks, etc. to receipts. N/A
7/10/2010 13 of 42
Field Education
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
3 Preparing deposits. N/A
4 Preparing Journal Entries. N/A
5 Verifying deposits to the financial system. N/A
6 Adequacy of physical safeguards. N/A
7 Transporting deposits to Student Financial Services. N/A
8 Ensuring deposits are made timely. N/A
Ensuring “Acknowledgement of Cash Handling Duties” form
9 N/A
is completed by all appropriate employees.
10 Updating Cash Handling Procedures as needed. Dawn Hull, DoBS Marsha Christ, ACBA
11 Consistent and efficient responses to inquiries. N/A
PETTY CASH
1 Preparing petty cash disbursements. N/A
2 Ensuring petty cash disbursements are not for more than $100. N/A
Ensuring petty cash disbursements are made for only
3 N/A
authorized purposes.
4 Approving petty cash disbursements. N/A
5 Replenishing the petty cash fund timely. N/A
Ensuring the petty cash fund is balanced after each
6 N/A
disbursement.
LONG DISTANCE / CELL PHONE CHARGES
Forwarding employees long distance and cell phone charge
1 Yolanda Williams, Financial Assist II
reports.
Ensuring employees review their long distance and/or cell
2 Yolanda Williams, Financial Assist II
phone charge reports.
Ensuring personal calls are reimbursed within 10 days from the Marsha Christ, ACBA Dawn
3 Yolanda Williams, Financial Assist II
billing date. Hull, DoBS
CONTRACT ADMINISTRATION
Ensuring departmental personnel comply with contract Jacqueline Fluellen, Secretary II; Lisa Marsha Christ, ACBA
1
administration policies/procedures. Martinez, Financial Coordinator 1 Dawn Hull, DoBS
PROPERTY MANAGEMENT
Paul Raffoul, Associate Dean of
1 Performing the annual inventory. Jim Mathis, User Services Specialist 3
Administration
2 Ensuring the annual inventory was completed correctly. Yolanda Williams, Financial Assist II Dawn Hull, DoBS
Paul Raffoul, Associate Dean of
3 Tagging equipment. Jim Mathis, User Services Specialist 3
Administration
Paul Raffoul, Associate Dean of Jim Mathis, User Services Specialist
4 Approving requests for removal of equipment from campus.
Administration 3
DISCLOSURE FORMS
Ensuring all employees with purchasing influence complete a
1 Dawn Hull, DoBS Marsha Christ, ACBA
Related Party disclosure statement.
Ensuring all full time, benefits eligible, exempt staff complete a
2 Dawn Hull, DoBS Marsha Christ, ACBA
Consulting disclosure statement.
Ensuring that all Principal and Co-Principal Investigators
3 Dawn Hull, DoBS Marsha Christ, ACBA
complete a Conflict of Interest disclosure statement.
7/10/2010 14 of 42
Field Education
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
ACCOUNTS RECEIVABLE
1 Extending of credit. Dawn Hull, DoBS Marsha Christ, ACBA
Virginia Robbins, Director of Field Dawn Hull, DoBS
2 Billing.
Education Marsha Christ, ACBA
Virginia Robbins, Director of Field Dawn Hull, DoBS
3 Collection.
Education Marsha Christ, ACBA
4 Recording. Dawn Hull, DoBS Marsha Christ, ACBA
5 Monitoring credit extended. Dawn Hull, DoBS Marsha Christ, ACBA
6 Approving write-offs. Ira Colby, Dean Dawn Hull, DoBS
NEGATIVE BALANCES
Ensuring that all fund groups have positive fund equity at year-
1 Marsha Christ, ACBA Dawn Hull, DoBS
end.
Ensuring that research expenditures are covered by funds from
2 Marsha Christ, ACBA Dawn Hull, DoBS
sponsors.
DEPARTMENTAL COMPUTING
Management of the departments’ information technology Paul Raffoul, Associate Dean for
1 Ira Colby, Dean
resources. Administration
Paul Raffoul, Associate Dean for
2 Ensuring that critical data back up occurs. Jim Mathis, User Services Specialist 3
Administration
Ensuring that procedures such as password controls are Paul Raffoul, Associate Dean for
3 Jim Mathis, User Services Specialist 3
followed. Administration
Paul Raffoul, Associate Dean for
4 Reporting of suspected security violations. Jim Mathis, User Services Specialist 3
Administration
7/10/2010 15 of 42
Gulen Institute
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
DEPARTMENTAL POLICIES & PROCEDURES / BASELINE
STANDARDS
Ensuring the Departmental Policy and Procedures manual is Dawn Hull, Director of Business Marsha Christ, Assistant College
1
current. Services Business Administrator
2 Updating the Baseline Standards Form. Dawn Hull, DoBS Marsha Christ, ACBA
FINANCIAL REPORTING - COST CENTER VERIFICATIONS
1 Preparing cost center verifications. Marsha Christ, ACBA
2 Reviewing cost center verifications. Dawn Hull, DoBS
3 Approving cost center verifications. Dawn Hull, DoBS
Ensuring all cost centers are verified/approved on a timely
4 Marsha Christ, ACBA Dawn Hull, DoBS
basis.
FINANCIAL REPORTING - EXPENDITURE TRANSACTIONS
1 Ensuring valid authorization of purchase documents. Marsha Christ, ACBA Dawn Hull, DoBS
2 Ensuring the validity of travel and expense reimbursements. Marsha Christ, ACBA Dawn Hull, DoBS
Ensuring that goods and services are received and that timely Yolanda Williams, Financial Asst. II;
3 Marsha Christ, ACBA
payment is made. Lisa Martinez, Financial Coordinator 1
4 Ensuring correct account coding on purchases documents. Marsha Christ, ACBA Dawn Hull, DoBS
5 Primary contact for inquiries to expenditure transactions. Marsha Christ, ACBA Dawn Hull, DoBS
PAYROLL / HUMAN RESOURCES
1 Reconciling leave records to time and effort reports. Yolanda Williams, Fin Asst. II Marsha Christ, ACBA
2 Reconciling leave accruals to the payroll system. Marsha Christ, ACBA
Yolanda Williams, Fin Asst. II Marsha
3 Ensuring all time and effort reports are submitted to Payroll. Dawn Hull, DoBS
Christ, ACBA
4 Reconciling time and effort reports to check registers. Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
5 Completing termination clearance procedures. Marsha Christ, ACBA Dawn Hull, DoBS
Ensuring terminated employees are no longer charged to
6 Marsha Christ, ACBA Dawn Hull, DoBS
departmental cost centers.
7 Paycheck distribution. Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
8 Maintaining departmental personnel files Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
9 Ensuring valid authorization of new hires. Marsha Christ, ACBA Dawn Hull, DoBS
10 Ensuring valid authorization of changes in compensation rates. Dawn Hull, DoBS Marsha Christ, ACBA
11 Ensuring the accurate input of changes to the payroll system. Marsha Christ, ACBA Dawn Hull, DoBS
Yolanda Williams, Fin Asst. II Marsha
12 Propriety of leave account classification on time records. Dawn Hull, DoBS
Christ, ACBA
13 Consistent and efficient responses to inquiries. Marsha Christ, ACBA Dawn Hull, DoBS
CASH HANDLING
7/10/2010 16 of 42
Gulen Institute
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
Sonia Ewing, Administrative Assistant;
1 Collecting cash, checks, etc. Mary Guillory, Director of Letecia Henry, Office Assistant 1
Development
2 Reconciling cash, checks, etc. to receipts. Yolanda Williams, Financial Assist II Marsha Christ, ACBA
3 Preparing deposits. Yolanda Williams, Financial Assist II
4 Preparing Journal Entries. Yolanda Williams, Financial Assist II
5 Verifying deposits to the financial system. Marsha Christ, ACBA
6 Adequacy of physical safeguards. Marsha Christ, ACBA Dawn Hull, DoBS
7 Transporting deposits to Student Financial Services. Marsha Christ, ACBA Dawn Hull, DoBS
8 Ensuring deposits are made timely. Yolanda Williams, Financial Assist II Marsha Christ, ACBA
Ensuring “Acknowledgement of Cash Handling Duties” form
9 Dawn Hull, DoBS
is completed by all appropriate employees.
10 Updating Cash Handling Procedures as needed. Dawn Hull, DoBS Marsha Christ, ACBA
11 Consistent and efficient responses to inquiries. Marsha Christ, ACBA Dawn Hull, DoBS
PETTY CASH
1 Preparing petty cash disbursements. N/A
2 Ensuring petty cash disbursements are not for more than $100. N/A
Ensuring petty cash disbursements are made for only
3 N/A
authorized purposes.
4 Approving petty cash disbursements. N/A
5 Replenishing the petty cash fund timely. N/A
Ensuring the petty cash fund is balanced after each
6 N/A
disbursement.
LONG DISTANCE / CELL PHONE CHARGES
Forwarding employees long distance and cell phone charge
1 Yolanda Williams, Financial Assist II
reports.
Ensuring employees review their long distance and/or cell
2 Yolanda Williams, Financial Assist II
phone charge reports.
Ensuring personal calls are reimbursed within 10 days from the Marsha Christ, ACBA
3 Yolanda Williams, Financial Assist II
billing date. Dawn Hull, DoBS
CONTRACT ADMINISTRATION
Ensuring departmental personnel comply with contract Marsha Christ, ACBA
1 Lisa Martinez, Financial Coordinator 1
administration policies/procedures. Dawn Hull, DoBS
PROPERTY MANAGEMENT
Paul Raffoul, Associate Dean of
1 Performing the annual inventory. Jim Mathis, User Services Specialist 3
Administration
2 Ensuring the annual inventory was completed correctly. Yolanda Williams, Financial Assist II Dawn Hull, DoBS
Paul Raffoul, Associate Dean of
3 Tagging equipment. Jim Mathis, User Services Specialist 3
Administration
Paul Raffoul, Associate Dean of Jim Mathis, User Services
4 Approving requests for removal of equipment from campus.
Administration Specialist 3
DISCLOSURE FORMS
Ensuring all employees with purchasing influence complete a
1 Dawn Hull, DoBS Marsha Christ, ACBA
Related Party Disclosure Statement.
7/10/2010 17 of 42
Gulen Institute
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
Ensuring all full time, benefits eligible, exempt staff complete a
2 Dawn Hull, DoBS Marsha Christ, ACBA
Consulting Disclosure Statement.
Ensuring that all Principal and Co-Principal Investigators
3 Dawn Hull, DoBS Marsha Christ, ACBA
complete a Conflict of Interest Disclosure Statement.
ACCOUNTS RECEIVABLE
1 Extending of credit. Dawn Hull, DoBS Marsha Christ, ACBA
2 Billing. Marsha Christ, ACBA Dawn Hull, DoBS
3 Collection. Marsha Christ, ACBA Dawn Hull, DoBS
4 Recording. Dawn Hull, DoBS Marsha Christ, ACBA
5 Monitoring credit extended. Dawn Hull, DoBS Marsha Christ, ACBA
6 Approving write-offs. Ira Colby, Dean Dawn Hull, DoBS
NEGATIVE BALANCES
Ensuring that all fund groups have positive fund equity at year-
1 Marsha Christ, ACBA Dawn Hull, DoBS
end.
Ensuring that research expenditures are covered by funds from
2 Marsha Christ, ACBA Dawn Hull, DoBS
sponsors.
DEPARTMENTAL COMPUTING
Management of the departments’ information technology Paul Raffoul, Associate Dean for
1 Ira Colby, Dean
resources. Administration
Paul Raffoul, Associate Dean for
2 Ensuring that critical data back up occurs. Jim Mathis, User Services Specialist 3
Administration
Ensuring that procedures such as password controls are Paul Raffoul, Associate Dean for
3 Jim Mathis, User Services Specialist 3
followed. Administration
Paul Raffoul, Associate Dean for
4 Reporting of suspected security violations. Jim Mathis, User Services Specialist 3
Administration
7/10/2010 18 of 42
Leadership Change
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
DEPARTMENTAL POLICIES & PROCEDURES / BASELINE
STANDARDS
Ensuring the Departmental Policy and Procedures manual is Dawn Hull, Director of Business Marsha Christ, Assistant College
1
current. Services Business Administrator
2 Updating the Baseline Standards Form. Dawn Hull, DoBS Marsha Christ, ACBA
FINANCIAL REPORTING - COST CENTER VERIFICATIONS
1 Preparing cost center verifications. Marsha Christ, ACBA
2 Reviewing cost center verifications. Jean Latting, Professor-VMOE Dawn Hull, DoBS
3 Approving cost center verifications. Dawn Hull, DoBS
Ensuring all cost centers are verified/approved on a timely
4 Marsha Christ, ACBA Dawn Hull, DoBS
basis.
FINANCIAL REPORTING - EXPENDITURE TRANSACTIONS
1 Ensuring valid authorization of purchase documents. Marsha Christ, ACBA Dawn Hull, DoBS
2 Ensuring the validity of travel and expense reimbursements. Marsha Christ, ACBA Dawn Hull, DoBS
Ensuring that goods and services are received and that timely Yolanda Williams, Financial Asst. II;
3 Marsha Christ, ACBA
payment is made. Lisa Martinez, Financial Coordinator 1
4 Ensuring correct account coding on purchases documents. Marsha Christ, ACBA Dawn Hull, DoBS
5 Primary contact for inquiries to expenditure transactions. Marsha Christ, ACBA Dawn Hull, DoBS
PAYROLL / HUMAN RESOURCES
1 Reconciling leave records to time and effort reports. Yolanda Williams, Fin Asst. II Marsha Christ, ACBA
2 Reconciling leave accruals to the payroll system. Marsha Christ, ACBA
Yolanda Williams, Fin Asst. II Marsha
3 Ensuring all time and effort reports are submitted to Payroll. Dawn Hull, DoBS
Christ, ACBA
4 Reconciling time and effort reports to check registers. Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
5 Completing termination clearance procedures. Marsha Christ, ACBA Dawn Hull, DoBS
Ensuring terminated employees are no longer charged to
6 Marsha Christ, ACBA Dawn Hull, DoBS
departmental cost centers.
7 Paycheck distribution. Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
8 Maintaining departmental personnel files Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
9 Ensuring valid authorization of new hires. Marsha Christ, ACBA Dawn Hull, DoBS
10 Ensuring valid authorization of changes in compensation rates. Dawn Hull, DoBS Marsha Christ, ACBA
11 Ensuring the accurate input of changes to the payroll system. Marsha Christ, ACBA Dawn Hull, DoBS
Yolanda Williams, Fin Asst. II Marsha
12 Propriety of leave account classification on time records. Dawn Hull, DoBS
Christ, ACBA
13 Consistent and efficient responses to inquiries. Marsha Christ, ACBA Dawn Hull, DoBS
CASH HANDLING
Sonia Ewing, Administrative Assistant;
1 Collecting cash, checks, etc. Mary Guillory, Director of Letecia Henry, Office Assistant 1
Development
7/10/2010 19 of 42
Leadership Change
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
2 Reconciling cash, checks, etc. to receipts. Yolanda Williams, Financial Assist II Marsha Christ, ACBA
3 Preparing deposits. Yolanda Williams, Financial Assist II
4 Preparing Journal Entries. Yolanda Williams, Financial Assist II
5 Verifying deposits to the financial system. Marsha Christ, ACBA
6 Adequacy of physical safeguards. Marsha Christ, ACBA Dawn Hull, DoBS
7 Transporting deposits to Student Financial Services. Marsha Christ, ACBA Dawn Hull, DoBS
8 Ensuring deposits are made timely. Yolanda Williams, Financial Assist II Marsha Christ, ACBA
Ensuring “Acknowledgement of Cash Handling Duties” form
9 Dawn Hull, DoBS
is completed by all appropriate employees.
10 Updating Cash Handling Procedures as needed. Dawn Hull, DoBS Marsha Christ, ACBA
11 Consistent and efficient responses to inquiries. Marsha Christ, ACBA Dawn Hull, DoBS
PETTY CASH
1 Preparing petty cash disbursements. N/A
2 Ensuring petty cash disbursements are not for more than $100. N/A
Ensuring petty cash disbursements are made for only
3 N/A
authorized purposes.
4 Approving petty cash disbursements. N/A
5 Replenishing the petty cash fund timely. N/A
Ensuring the petty cash fund is balanced after each
6 N/A
disbursement.
LONG DISTANCE / CELL PHONE CHARGES
Forwarding employees long distance and cell phone charge
1 Yolanda Williams, Financial Assist II
reports.
Ensuring employees review their long distance and/or cell
2 Yolanda Williams, Financial Assist II
phone charge reports.
Ensuring personal calls are reimbursed within 10 days from the Marsha Christ, ACBA
3 Yolanda Williams, Financial Assist II
billing date. Dawn Hull, DoBS
CONTRACT ADMINISTRATION
Ensuring departmental personnel comply with contract Marsha Christ, ACBA
1 Lisa Martinez, Financial Coordinator 1
administration policies/procedures. Dawn Hull, DoBS
PROPERTY MANAGEMENT
Paul Raffoul, Associate Dean of
1 Performing the annual inventory. Jim Mathis, User Services Specialist 3
Administration
2 Ensuring the annual inventory was completed correctly. Yolanda Williams, Financial Assist II Dawn Hull, DoBS
Paul Raffoul, Associate Dean of
3 Tagging equipment. Jim Mathis, User Services Specialist 3
Administration
Paul Raffoul, Associate Dean of Jim Mathis, User Services
4 Approving requests for removal of equipment from campus.
Administration Specialist 3
DISCLOSURE FORMS
Ensuring all employees with purchasing influence complete a
1 Dawn Hull, DoBS Marsha Christ, ACBA
Related Party Disclosure Statement.
Ensuring all full time, benefits eligible, exempt staff complete a
2 Dawn Hull, DoBS Marsha Christ, ACBA
Consulting Disclosure Statement.
Ensuring that all Principal and Co-Principal Investigators
3 Dawn Hull, DoBS Marsha Christ, ACBA
complete a Conflict of Interest Disclosure Statement.
7/10/2010 20 of 42
Leadership Change
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
ACCOUNTS RECEIVABLE
1 Extending of credit. Dawn Hull, DoBS Marsha Christ, ACBA
2 Billing. Marsha Christ, ACBA Dawn Hull, DoBS
3 Collection. Marsha Christ, ACBA Dawn Hull, DoBS
4 Recording. Dawn Hull, DoBS Marsha Christ, ACBA
5 Monitoring credit extended. Dawn Hull, DoBS Marsha Christ, ACBA
6 Approving write-offs. Ira Colby, Dean Dawn Hull, DoBS
NEGATIVE BALANCES
Ensuring that all fund groups have positive fund equity at year-
1 Marsha Christ, ACBA Dawn Hull, DoBS
end.
Ensuring that research expenditures are covered by funds from
2 Marsha Christ, ACBA Dawn Hull, DoBS
sponsors.
DEPARTMENTAL COMPUTING
Management of the departments’ information technology Paul Raffoul, Associate Dean for
1 Ira Colby, Dean
resources. Administration
Paul Raffoul, Associate Dean for
2 Ensuring that critical data back up occurs. Jim Mathis, User Services Specialist 3
Administration
Ensuring that procedures such as password controls are Paul Raffoul, Associate Dean for
3 Jim Mathis, User Services Specialist 3
followed. Administration
Paul Raffoul, Associate Dean for
4 Reporting of suspected security violations. Jim Mathis, User Services Specialist 3
Administration
7/10/2010 21 of 42
Social Work Learning Center
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
DEPARTMENTAL POLICIES & PROCEDURES / BASELINE
STANDARDS
Ensuring the Departmental Policy and Procedures manual is Dawn Hull, Director of Business Marsha Christ, Assistant College
1
current. Services Business Administrator
2 Updating the Baseline Standards Form. Dawn Hull, DoBS Marsha Christ, ACBA
FINANCIAL REPORTING - COST CENTER VERIFICATIONS
1 Preparing cost center verifications. Marsha Christ, ACBA
Virginia Robbins, Director of Field
2 Reviewing cost center verifications.
Education
3 Approving cost center verifications. Dawn Hull, DoBS
Ensuring all cost centers are verified/approved on a timely
4 Marsha Christ, ACBA Dawn Hull, DoBS
basis.
FINANCIAL REPORTING - EXPENDITURE TRANSACTIONS
1 Ensuring valid authorization of purchase documents. Marsha Christ, ACBA Dawn Hull, DoBS
2 Ensuring the validity of travel and expense reimbursements. Marsha Christ, ACBA Dawn Hull, DoBS
Ensuring that goods and services are received and that timely Yolanda Williams, Financial Asst. II;
3 Marsha Christ, ACBA
payment is made. Lisa Martinez, Financial Coordinator 1
4 Ensuring correct account coding on purchases documents. Marsha Christ, ACBA Dawn Hull, DoBS
5 Primary contact for inquiries to expenditure transactions. Marsha Christ, ACBA Dawn Hull, DoBS
PAYROLL / HUMAN RESOURCES
1 Reconciling leave records to time and effort reports. Yolanda Williams, Fin Asst. II Marsha Christ, ACBA
2 Reconciling leave accruals to the payroll system. Marsha Christ, ACBA
Marsha Christ, ACBA;
3 Ensuring all time and effort reports are submitted to Payroll. Dawn Hull, DoBS
Yolanda Williams, Fin Asst. II
4 Reconciling time and effort reports to check registers. Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
5 Completing termination clearance procedures. Marsha Christ, ACBA Dawn Hull, DoBS
Ensuring terminated employees are no longer charged to
6 Marsha Christ, ACBA Dawn Hull, DoBS
departmental cost centers.
7 Paycheck distribution. Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
8 Maintaining departmental Personnel files Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
9 Ensuring valid authorization of new hires. Marsha Christ, ACBA Dawn Hull, DoBS
10 Ensuring valid authorization of changes in compensation rates. Dawn Hull, DoBS Marsha Christ, ACBA
11 Ensuring the accurate input of changes to the payroll system. Marsha Christ, ACBA Dawn Hull, DoBS
Marsha Christ, ACBA
12 Propriety of leave account classification on time records. Dawn Hull, DoBS
Yolanda Williams, Fin Asst. II
13 Consistent and efficient responses to inquiries. Marsha Christ, ACBA Dawn Hull, DoBS
CASH HANDLING
1 Collecting cash, checks, etc. Sonia Ewing, Administrative Assistant;
2 Reconciling cash, checks, etc. to receipts. Yolanda Williams, Financial Assist II Marsha Christ, ACBA
7/10/2010 22 of 42
Social Work Learning Center
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
3 Preparing deposits. Yolanda Williams, Financial Assist II
4 Preparing Journal Entries. Yolanda Williams, Financial Assist II
5 Verifying deposits to the financial system. Marsha Christ, ACBA
6 Adequacy of physical safeguards. Marsha Christ, ACBA Dawn Hull, DoBS
7 Transporting deposits to Student Financial Services. Marsha Christ, ACBA Dawn Hull, DoBS
8 Ensuring deposits are made timely. Yolanda Williams, Financial Assist II Marsha Christ, ACBA
Ensuring “Acknowledgement of Cash Handling Duties” form
9 Dawn Hull, DoBS
is completed by all appropriate employees.
10 Updating Cash Handling Procedures as needed. Dawn Hull, DoBS Marsha Christ, ACBA
11 Consistent and efficient responses to inquiries. Marsha Christ, ACBA Dawn Hull, DoBS
PETTY CASH
1 Preparing petty cash disbursements. N/A
2 Ensuring petty cash disbursements are not for more than $100. N/A
Ensuring petty cash disbursements are made for only
3 N/A
authorized purposes.
4 Approving petty cash disbursements. N/A
5 Replenishing the petty cash fund timely. N/A
Ensuring the petty cash fund is balanced after each
6 N/A
disbursement.
LONG DISTANCE / CELL PHONE CHARGES
Forwarding employees long distance and cell phone charge
1 Yolanda Williams, Financial Assist II
reports.
Ensuring employees review their long distance and/or cell
2 Yolanda Williams, Financial Assist II
phone charge reports.
Ensuring personal calls are reimbursed within 10 days from the Marsha Christ, ACBA
3 Yolanda Williams, Financial Assist II
billing date. Dawn Hull, DoBS
CONTRACT ADMINISTRATION
Ensuring departmental personnel comply with contract Marsha Christ, ACBA
1 Lisa Martinez, Financial Assistant II
administration policies/procedures. Dawn Hull, DoBS
PROPERTY MANAGEMENT
Paul Raffoul, Associate Dean of
1 Performing the annual inventory. Jim Mathis, User Services Specialist 3
Administration
2 Ensuring the annual inventory was completed correctly. Yolanda Williams, Financial Assist II Dawn Hull, DoBS
Paul Raffoul, Associate Dean of
3 Tagging equipment. Jim Mathis, User Services Specialist 3
Administration
Paul Raffoul, Associate Dean of Jim Mathis, User Services
4 Approving requests for removal of equipment from campus.
Administration Specialist 3
DISCLOSURE FORMS
Ensuring all employees with purchasing influence complete a
1 Dawn Hull, DoBS Marsha Christ, ACBA
Related Party disclosure statement.
Ensuring all full time, benefits eligible, exempt staff complete a
2 Dawn Hull, DoBS Marsha Christ, ACBA
Consulting disclosure statement.
Ensuring that all Principal and Co-Principal Investigators
3 Dawn Hull, DoBS Marsha Christ, ACBA
complete a Conflict of Interest disclosure statement.
7/10/2010 23 of 42
Social Work Learning Center
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
ACCOUNTS RECEIVABLE
1 Extending of credit. Dawn Hull, DoBS Marsha Christ, ACBA
Virginia Robbins, Director of Field Dawn Hull, DoBS
2 Billing.
Education Marsha Christ, ACBA
Virginia Robbins, Director of Field Dawn Hull, DoBS
3 Collection.
Education Marsha Christ, ACBA
4 Recording. Dawn Hull, DoBS Marsha Christ, ACBA
5 Monitoring credit extended. Dawn Hull, DoBS Marsha Christ, ACBA
6 Approving write-offs. Ira Colby, Dean Dawn Hull, DoBS
NEGATIVE BALANCES
Ensuring that all fund groups have positive fund equity at year-
1 Marsha Christ, ACBA Dawn Hull, DoBS
end.
Ensuring that research expenditures are covered by funds from
2 Marsha Christ, ACBA Dawn Hull, DoBS
sponsors.
DEPARTMENTAL COMPUTING
Management of the departments’ information technology Paul Raffoul, Associate Dean for
1 Ira Colby, Dean
resources. Administration
Paul Raffoul, Associate Dean for
2 Ensuring that critical data back up occurs. Jim Mathis, User Services Specialist 3
Administration
Ensuring that procedures such as password controls are Paul Raffoul, Associate Dean for
3 Jim Mathis, User Services Specialist 3
followed. Administration
Paul Raffoul, Associate Dean for
4 Reporting of suspected security violations. Jim Mathis, User Services Specialist 3
Administration
7/10/2010 24 of 42
Office of Community Projects
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
DEPARTMENTAL POLICIES & PROCEDURES / BASELINE
STANDARDS
Ensuring the Departmental Policy and Procedures manual is Dawn Hull, Director of Business Marsha Christ, Assistant College
1
current. Services Business Administrator
2 Updating the Baseline Standards Form. Dawn Hull, DoBS Marsha Christ, ACBA
FINANCIAL REPORTING - COST CENTER VERIFICATIONS
1 Preparing cost center verifications. Marsha Christ, ACBA
Ann McFarland, Director of OCP; Joe
Papick, Director of CWEP; Cache
2 Reviewing cost center verifications. Dawn Hull, DoBS
Steinberg, Senior Researcher; Monit
Cheung PI-Professor;
3 Approving cost center verifications. Dawn Hull, DoBS
Ensuring all cost centers are verified/approved on a timely
4 Marsha Christ, ACBA Dawn Hull, DoBS
basis.
FINANCIAL REPORTING - EXPENDITURE TRANSACTIONS
1 Ensuring valid authorization of purchase documents. Marsha Christ, ACBA Dawn Hull, DoBS
2 Ensuring the validity of travel and expense reimbursements. Marsha Christ, ACBA Dawn Hull, DoBS
Erica Sims, Office Supervisor; Yolanda
Ensuring that goods and services are received and that timely Williams, Financial Asst. II; Lisa Marsha Christ, ACBA; Dawn
3
payment is made. Martinez, Financial Coordinator 1; Hull DoBS
Emilio Ontiveros, Secretary II
4 Ensuring correct account coding on purchases documents. Marsha Christ, ACBA Dawn Hull, DoBS
5 Primary contact for inquiries to expenditure transactions. Marsha Christ, ACBA Dawn Hull, DoBS
PAYROLL / HUMAN RESOURCES
1 Reconciling leave records to time and effort reports. Yolanda Williams, Fin Asst. II Marsha Christ, ACBA
2 Reconciling leave accruals to the payroll system. Marsha Christ, ACBA
Yolanda Williams, Fin Asst. II;
3 Ensuring all time and effort reports are submitted to Payroll. Dawn Hull, DoBS
Marsha Christ, ACBA
4 Reconciling time and effort reports to check registers. Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
5 Completing termination clearance procedures. Marsha Christ, ACBA Dawn Hull, DoBS
Ensuring terminated employees are no longer charged to
6 Marsha Christ, ACBA Dawn Hull, DoBS
departmental cost centers.
7 Paycheck distribution. Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
8 Maintaining departmental Personnel files Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
9 Ensuring valid authorization of new hires. Marsha Christ, ACBA Dawn Hull, DoBS
10 Ensuring valid authorization of changes in compensation rates. Dawn Hull, DoBS Marsha Christ, ACBA
11 Ensuring the accurate input of changes to the payroll system. Marsha Christ, ACBA Dawn Hull, DoBS
Yolanda Williams, Fin Asst. II ;
12 Propriety of leave account classification on time records. Dawn Hull, DoBS
Marsha Christ, ACBA
13 Consistent and efficient responses to inquiries. Marsha Christ, ACBA Dawn Hull, DoBS
CASH HANDLING
7/10/2010 25 of 42
Office of Community Projects
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
Cache Steinberg, Senior Researcher;
1 Collecting cash, checks, etc.
Ann McFarland, Director
2 Reconciling cash, checks, etc. to receipts. Lisa Martinez, Financial Coordinator 1 Marsha Christ, ACBA
3 Preparing deposits. Lisa Martinez, Financial Coordinator 1
4 Preparing Journal Entries. Lisa Martinez, Financial Coordinator 1
5 Verifying deposits to the financial system. Marsha Christ, ACBA
6 Adequacy of physical safeguards. Marsha Christ, ACBA Dawn Hull, DoBS
7 Transporting deposits to Student Financial Services. Marsha Christ, ACBA Dawn Hull, DoBS
8 Ensuring deposits are made timely. Lisa Martinez, Financial Coordinator 1 Marsha Christ, ACBA
Ensuring “Acknowledgement of Cash Handling Duties” form
9 Dawn Hull, DoBS
is completed by all appropriate employees.
10 Updating Cash Handling Procedures as needed. Dawn Hull, DoBS Marsha Christ, ACBA
11 Consistent and efficient responses to inquiries. Marsha Christ, ACBA Dawn Hull, DoBS
PETTY CASH
1 Preparing petty cash disbursements. N/A
2 Ensuring petty cash disbursements are not for more than $100. N/A
Ensuring petty cash disbursements are made for only
3 N/A
authorized purposes.
4 Approving petty cash disbursements. N/A
5 Replenishing the petty cash fund timely. N/A
Ensuring the petty cash fund is balanced after each
6 N/A
disbursement.
LONG DISTANCE / CELL PHONE CHARGES
Forwarding employees long distance and cell phone charge
1 Yolanda Williams, Financial Assist II
reports.
Ensuring employees review their long distance and/or cell
2 Yolanda Williams, Financial Assist II
phone charge reports.
Ensuring personal calls are reimbursed within 10 days from the Marsha Christ, ACBA
3 Yolanda Williams, Financial Assist II
billing date. Dawn Hull, DoBS
CONTRACT ADMINISTRATION
Ensuring departmental personnel comply with contract Marsha Christ, ACBA
1 Lisa Martinez, Financial Coordinator 1
administration policies/procedures. Dawn Hull, DoBS
PROPERTY MANAGEMENT
Paul Raffoul, Associate Dean of
1 Performing the annual inventory. Jim Mathis, User Services Specialist 3
Administration
2 Ensuring the annual inventory was completed correctly. Yolanda Williams, Financial Assist II Dawn Hull, DoBS
Paul Raffoul, Associate Dean of
3 Tagging equipment. Jim Mathis, User Services Specialist 3
Administration
Paul Raffoul, Associate Dean of Jim Mathis, User Services
4 Approving requests for removal of equipment from campus.
Administration Specialist 3
DISCLOSURE FORMS
Ensuring all employees with purchasing influence complete a
1 Dawn Hull, DoBS Marsha Christ, ACBA
Related Party disclosure statement.
7/10/2010 26 of 42
Office of Community Projects
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
Ensuring all full time, benefits eligible, exempt staff complete a
2 Dawn Hull, DoBS Marsha Christ, ACBA
Consulting disclosure statement.
Ensuring that all Principal and Co-Principal Investigators
3 Dawn Hull, DoBS Marsha Christ, ACBA
complete a Conflict of Interest disclosure statement.
ACCOUNTS RECEIVABLE
1 Extending of credit. Dawn Hull, DoBS Marsha Christ, ACBA
Dawn Hull, DoBS
2 Billing. Ann McFarland, Director of OCP
Marsha Christ, ACBA
Dawn Hull, DoBS
3 Collection. Ann McFarland, Director of OCP
Marsha Christ, ACBA
4 Recording. Dawn Hull, DoBS Marsha Christ, ACBA
5 Monitoring credit extended. Dawn Hull, DoBS Marsha Christ, ACBA
6 Approving write-offs. Ira Colby, Dean Dawn Hull, DoBS
NEGATIVE BALANCES
Ensuring that all fund groups have positive fund equity at year-
1 Marsha Christ, ACBA Dawn Hull, DoBS
end.
Ensuring that research expenditures are covered by funds from
2 Marsha Christ, ACBA Dawn Hull, DoBS
sponsors.
DEPARTMENTAL COMPUTING
Management of the departments’ information technology Paul Raffoul, Associate Dean for
1 Ira Colby, Dean
resources. Administration
Paul Raffoul, Associate Dean for
2 Ensuring that critical data back up occurs. Jim Mathis, User Services Specialist 3
Administration
Ensuring that procedures such as password controls are Paul Raffoul, Associate Dean for
3 Jim Mathis, User Services Specialist 3
followed. Administration
Paul Raffoul, Associate Dean for
4 Reporting of suspected security violations. Jim Mathis, User Services Specialist 3
Administration
7/10/2010 27 of 42
Office of Drug and Social Policy Research
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
DEPARTMENTAL POLICIES & PROCEDURES / BASELINE
STANDARDS
Ensuring the Departmental Policy and Procedures manual is Dawn Hull, Director of Business Marsha Christ, Assistant College
1
current. Services Business Administrator
2 Updating the Baseline Standards Form. Dawn Hull, DoBS Marsha Christ, ACBA
FINANCIAL REPORTING - COST CENTER VERIFICATIONS
1 Preparing cost center verifications. James Codd, Program Director
2 Reviewing cost center verifications. Avelardo Valdez, P.I - Professor Dawn Hull, DoBS
3 Approving cost center verifications. Dawn Hull, DoBS
Ensuring all cost centers are verified/approved on a timely
4 Dawn Hull, DoBS James Codd, Program Director
basis.
FINANCIAL REPORTING - EXPENDITURE TRANSACTIONS
Dawn Hull, DoBS;
1 Ensuring valid authorization of purchase documents. James Codd, Program Director
Marsha Christ, ACBS
Dawn Hull, DoBS;
2 Ensuring the validity of travel and expense reimbursements. James Codd, Program Director
Marsha Christ, ACBS
Ensuring that goods and services are received and that timely
3 Sheila Lindsay, Secretary II James Codd, Program Director
payment is made.
Dawn Hull, DoBS;
4 Ensuring correct account coding on purchases documents. James Codd, Program Director
Marsha Christ, ACBS
5 Primary contact for inquiries to expenditure transactions. James Codd, Program Director Dawn Hull, DoBS
PAYROLL / HUMAN RESOURCES
Yolanda Williams, Fin Asst. II
1 Reconciling leave records to time and effort reports. James Codd, Program Director
Marsha Christ, ACBA
2 Reconciling leave accruals to the payroll system. James Codd, Program Director Marsha Christ, ACBA
3 Ensuring all time and effort reports are submitted to Payroll. James Codd, Program Director Yolanda Williams, Fin Asst. II
4 Reconciling time and effort reports to check registers. James Codd, Program Director Yolanda Williams, Fin Asst. II
5 Completing termination clearance procedures. James Codd, Program Director Dawn Hull, DoBS
Ensuring terminated employees are no longer charged to
6 James Codd, Program Director Dawn Hull, DoBS
departmental cost centers.
7 Paycheck distribution. Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
Marsha Christ, ACBA
8 Maintaining departmental Personnel files Yolanda Williams, Fin Asst. II
James Codd, Program Director
9 Ensuring valid authorization of new hires. James Codd, Program Director Dawn Hull, DoBS
10 Ensuring valid authorization of changes in compensation rates. Dawn Hull, DoBS James Codd, Program Director
11 Ensuring the accurate input of changes to the payroll system. James Codd, Program Director Dawn Hull, DoBS
12 Propriety of leave account classification on time records. James Codd, Program Director Yolanda Williams, Fin Asst. II
13 Consistent and efficient responses to inquiries. James Codd, Program Director Dawn Hull, DoBS
CASH HANDLING
1 Collecting cash, checks, etc. N/A
2 Reconciling cash, checks, etc. to receipts. N/A
7/10/2010
28 of 42
Office of Drug and Social Policy Research
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
3 Preparing deposits. N/A
4 Preparing Journal Entries. N/A
5 Verifying deposits to the financial system. N/A
6 Adequacy of physical safeguards. N/A
7 Transporting deposits to Student Financial Services. N/A
8 Ensuring deposits are made timely. N/A
Ensuring “Acknowledgement of Cash Handling Duties” form
9 N/A
is completed by all appropriate employees.
10 Updating Cash Handling Procedures as needed. Dawn Hull, DoBS Marsha Christ, ACBA
11 Consistent and efficient responses to inquiries. N/A
PETTY CASH
1 Preparing petty cash disbursements. N/A
2 Ensuring petty cash disbursements are not for more than $100. N/A
Ensuring petty cash disbursements are made for only
3 N/A
authorized purposes.
4 Approving petty cash disbursements. N/A
5 Replenishing the petty cash fund timely. N/A
Ensuring the petty cash fund is balanced after each
6 N/A
disbursement.
LONG DISTANCE / CELL PHONE CHARGES
Forwarding employees long distance and cell phone charge
1 Yolanda Williams, Financial Assist II
reports.
Ensuring employees review their long distance and/or cell
2 Yolanda Williams, Financial Assist II
phone charge reports.
Ensuring personal calls are reimbursed within 10 days from the Marsha Christ, ACBA;
3 Yolanda Williams, Financial Assist II
billing date. Dawn Hull, DoBS
CONTRACT ADMINISTRATION
Lisa Martinez, Financial Coordinator 1
Ensuring departmental personnel comply with contract
1 James Codd, Program Director Marsha Christ, ACBA
administration policies/procedures.
Dawn Hull, DoBS
PROPERTY MANAGEMENT
Paul Raffoul, Associate Dean of
1 Performing the annual inventory. Jim Mathis, User Services Specialist 3
Administration
2 Ensuring the annual inventory was completed correctly. Yolanda Williams, Financial Assist II Dawn Hull, DoBS
Paul Raffoul, Associate Dean of
3 Tagging equipment. Jim Mathis, User Services Specialist 3
Administration
Paul Raffoul, Associate Dean of
4 Approving requests for removal of equipment from campus. Jim Mathis, User Services Specialist 3
Administration
DISCLOSURE FORMS
Ensuring all employees with purchasing influence complete a
1 Dawn Hull, DoBS Marsha Christ, ACBA
Related Party disclosure statement.
Ensuring all full time, benefits eligible, exempt staff complete a
2 Dawn Hull, DoBS Marsha Christ, ACBA
Consulting disclosure statement.
Ensuring that all Principal and Co-Principal Investigators
3 Dawn Hull, DoBS Marsha Christ, ACBA
complete a Conflict of Interest disclosure statement.
7/10/2010
29 of 42
Office of Drug and Social Policy Research
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
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
Ensuring that all fund groups have positive fund equity at year-
1 N/A
end.
Ensuring that research expenditures are covered by funds from
2 James Codd, Program Director
sponsors.
DEPARTMENTAL COMPUTING
Management of the departments’ information technology Paul Raffoul, Associate Dean for
1 Ira Colby, Dean
resources. Administration
Paul Raffoul, Associate Dean for
2 Ensuring that critical data back up occurs. Jim Mathis, User Services Specialist 3
Administration
Ensuring that procedures such as password controls are Paul Raffoul, Associate Dean for
3 Jim Mathis, User Services Specialist 3
followed. Administration
Paul Raffoul, Associate Dean for
4 Reporting of suspected security violations. Jim Mathis, User Services Specialist 3
Administration
7/10/2010
30 of 42
Ph.D. Office
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
DEPARTMENTAL POLICIES & PROCEDURES / BASELINE
STANDARDS
Ensuring the Departmental Policy and Procedures manual is Dawn Hull, Director of Business Marsha Christ, Assistant College
1
current. Services Business Administrator
2 Updating the Baseline Standards Form. Dawn Hull, DoBS Marsha Christ, ACBA
FINANCIAL REPORTING - COST CENTER VERIFICATIONS
1 Preparing cost center verifications. Marsha Christ, ACBA
Karen Holmes, Associate Dean
2 Reviewing cost center verifications. Maxine Epstein, Director of Ph.D.
for Academics
3 Approving cost center verifications. Dawn Hull, DoBS
Ensuring all cost centers are verified/approved on a timely
4 Marsha Christ, ACBA Dawn Hull, DoBS
basis.
FINANCIAL REPORTING - EXPENDITURE TRANSACTIONS
1 Ensuring valid authorization of purchase documents. Marsha Christ, ACBA Dawn Hull, DoBS
2 Ensuring the validity of travel and expense reimbursements. Marsha Christ, ACBA Dawn Hull, DoBS
Ensuring that goods and services are received and that timely Yolanda Williams, Financial Asst. II;
3 Marsha Christ, ACBA
payment is made. Lisa Martinez, Financial Coordinator 1
4 Ensuring correct account coding on purchases documents. Marsha Christ, ACBA Dawn Hull, DoBS
5 Primary contact for inquiries to expenditure transactions. Marsha Christ, ACBA Dawn Hull, DoBS
PAYROLL / HUMAN RESOURCES
1 Reconciling leave records to time and effort reports. Yolanda Williams, Fin Asst. II Marsha Christ, ACBA
2 Reconciling leave accruals to the payroll system. Marsha Christ, ACBA
Yolanda Williams, Fin Asst. II Marsha
3 Ensuring all time and effort reports are submitted to Payroll. Dawn Hull, DoBS
Christ, ACBA
4 Reconciling time and effort reports to check registers. Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
5 Completing termination clearance procedures. Marsha Christ, ACBA Dawn Hull, DoBS
Ensuring terminated employees are no longer charged to
6 Marsha Christ, ACBA Dawn Hull, DoBS
departmental cost centers.
7 Paycheck distribution. Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
8 Maintaining departmental Personnel files Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
9 Ensuring valid authorization of new hires. Marsha Christ, ACBA Dawn Hull, DoBS
10 Ensuring valid authorization of changes in compensation rates. Dawn Hull, DoBS Marsha Christ, ACBA
11 Ensuring the accurate input of changes to the payroll system. Marsha Christ, ACBA Dawn Hull, DoBS
Yolanda Williams, Fin Asst. II Marsha
12 Propriety of leave account classification on time records. Dawn Hull, DoBS
Christ, ACBA
13 Consistent and efficient responses to inquiries. Marsha Christ, ACBA Dawn Hull, DoBS
CASH HANDLING
1 Collecting cash, checks, etc. Carolyn Brooks, Admissions Asst. II
2 Reconciling cash, checks, etc. to receipts. Yolanda Williams, Financial Assist II Marsha Christ, ACBA
7/10/2010 31 of 42
Ph.D. Office
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
3 Preparing deposits. Yolanda Williams, Financial Assist II
4 Preparing Journal Entries. Yolanda Williams, Financial Assist II
5 Verifying deposits to the financial system. Marsha Christ, ACBA
6 Adequacy of physical safeguards. Marsha Christ, ACBA Dawn Hull, DoBS
7 Transporting deposits to Student Financial Services. Marsha Christ, ACBA Dawn Hull, DoBS
8 Ensuring deposits are made timely. Yolanda Williams, Financial Assist II Marsha Christ, ACBA
Ensuring “Acknowledgement of Cash Handling Duties” form
9 Dawn Hull, DoBS
is completed by all appropriate employees.
10 Updating Cash Handling Procedures as needed. Dawn Hull, DoBS Marsha Christ, ACBA
11 Consistent and efficient responses to inquiries. Marsha Christ, ACBA Dawn Hull, DoBS
PETTY CASH
1 Preparing petty cash disbursements. N/A
2 Ensuring petty cash disbursements are not for more than $100. N/A
Ensuring petty cash disbursements are made for only
3 N/A
authorized purposes.
4 Approving petty cash disbursements. N/A
5 Replenishing the petty cash fund timely. N/A
Ensuring the petty cash fund is balanced after each
6 N/A
disbursement.
LONG DISTANCE / CELL PHONE CHARGES
Forwarding employees long distance and cell phone charge
1 Yolanda Williams, Financial Assist II
reports.
Ensuring employees review their long distance and/or cell
2 Yolanda Williams, Financial Assist II
phone charge reports.
Ensuring personal calls are reimbursed within 10 days from the Marsha Christ, ACBA
3 Yolanda Williams, Financial Assist II
billing date. Dawn Hull, DoBS
CONTRACT ADMINISTRATION
Ensuring departmental personnel comply with contract Marsha Christ, ACBA
1 Lisa Martinez, Financial Coordinator 1
administration policies/procedures. Dawn Hull, DoBS
PROPERTY MANAGEMENT
Paul Raffoul, Associate Dean of
1 Performing the annual inventory. Jim Mathis, User Services Specialist 3
Administration
2 Ensuring the annual inventory was completed correctly. Yolanda Williams, Financial Assist II Dawn Hull, DoBS
Paul Raffoul, Associate Dean of
3 Tagging equipment. Jim Mathis, User Services Specialist 3
Administration
Paul Raffoul, Associate Dean of Jim Mathis, User Services
4 Approving requests for removal of equipment from campus.
Administration Specialist 3
DISCLOSURE FORMS
Ensuring all employees with purchasing influence complete a
1 Dawn Hull, DoBS Marsha Christ, ACBA
Related Party disclosure statement.
Ensuring all full time, benefits eligible, exempt staff complete a
2 Dawn Hull, DoBS Marsha Christ, ACBA
Consulting disclosure statement.
Ensuring that all Principal and Co-Principal Investigators
3 Dawn Hull, DoBS Marsha Christ, ACBA
complete a Conflict of Interest disclosure statement.
7/10/2010 32 of 42
Ph.D. Office
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
ACCOUNTS RECEIVABLE
1 Extending of credit. Dawn Hull, DoBS Marsha Christ, ACBA
Dawn Hull, DoBS
2 Billing. Maxine Epstein, Director of Ph.D.
Marsha Christ, ACBA
Dawn Hull, DoBS
3 Collection. Maxine Epstein, Director of Ph.D.
Marsha Christ, ACBA
4 Recording. Dawn Hull, DoBS Marsha Christ, ACBA
5 Monitoring credit extended. Dawn Hull, DoBS Marsha Christ, ACBA
6 Approving write-offs. Ira Colby, Dean Dawn Hull, DoBS
NEGATIVE BALANCES
Ensuring that all fund groups have positive fund equity at year-
1 Marsha Christ, ACBA Dawn Hull, DoBS
end.
Ensuring that research expenditures are covered by funds from
2 Marsha Christ, ACBA Dawn Hull, DoBS
sponsors.
DEPARTMENTAL COMPUTING
Management of the departments’ information technology Paul Raffoul, Associate Dean for
1 Ira Colby, Dean
resources. Administration
Paul Raffoul, Associate Dean for
2 Ensuring that critical data back up occurs. Jim Mathis, User Services Specialist 3
Administration
Ensuring that procedures such as password controls are Paul Raffoul, Associate Dean for
3 Jim Mathis, User Services Specialist 3
followed. Administration
Paul Raffoul, Associate Dean for
4 Reporting of suspected security violations. Jim Mathis, User Services Specialist 3
Administration
7/10/2010 33 of 42
Alumni Career Services
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
DEPARTMENTAL POLICIES & PROCEDURES / BASELINE
STANDARDS
Ensuring the Departmental Policy and Procedures manual is Dawn Hull, Director of Business Marsha Christ, Assistant College
1
current. Services Business Administrator
2 Updating the Baseline Standards Form. Dawn Hull, DoBS Marsha Christ, ACBA
FINANCIAL REPORTING - COST CENTER VERIFICATIONS
1 Preparing cost center verifications. Marsha Christ, ACBA
Jan Leger, Academic Advisor 2;
2 Reviewing cost center verifications. Ann Liberman, Alumni Coordinator Karen Holmes, Associate Dean
for Academics
3 Approving cost center verifications. Dawn Hull, DoBS
Ensuring all cost centers are verified/approved on a timely
4 Marsha Christ, ACBA Dawn Hull, DoBS
basis.
FINANCIAL REPORTING - EXPENDITURE TRANSACTIONS
1 Ensuring valid authorization of purchase documents. Marsha Christ, ACBA Dawn Hull, DoBS
2 Ensuring the validity of travel and expense reimbursements. Marsha Christ, ACBA Dawn Hull, DoBS
Ensuring that goods and services are received and that timely Yolanda Williams, Financial Asst. II;
3 Marsha Christ, ACBA
payment is made. Lisa Martinez, Financial Coordinator 1
4 Ensuring correct account coding on purchases documents. Marsha Christ, ACBA Dawn Hull, DoBS
5 Primary contact for inquiries to expenditure transactions. Marsha Christ, ACBA Dawn Hull, DoBS
PAYROLL / HUMAN RESOURCES
1 Reconciling leave records to time and effort reports. Yolanda Williams, Fin Asst. II Marsha Christ, ACBA
2 Reconciling leave accruals to the payroll system. Marsha Christ, ACBA
Yolanda Williams, Fin Asst. II Marsha
3 Ensuring all time and effort reports are submitted to Payroll. Dawn Hull, DoBS
Christ, ACBA
4 Reconciling time and effort reports to check registers. Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
5 Completing termination clearance procedures. Marsha Christ, ACBA Dawn Hull, DoBS
Ensuring terminated employees are no longer charged to
6 Marsha Christ, ACBA Dawn Hull, DoBS
departmental cost centers.
7 Paycheck distribution. Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
8 Maintaining departmental Personnel files Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
9 Ensuring valid authorization of new hires. Marsha Christ, ACBA Dawn Hull, DoBS
10 Ensuring valid authorization of changes in compensation rates. Dawn Hull, DoBS Marsha Christ, ACBA
11 Ensuring the accurate input of changes to the payroll system. Marsha Christ, ACBA Dawn Hull, DoBS
Yolanda Williams, Fin Asst. II Marsha
12 Propriety of leave account classification on time records. Dawn Hull, DoBS
Christ, ACBA
13 Consistent and efficient responses to inquiries. Marsha Christ, ACBA Dawn Hull, DoBS
CASH HANDLING
1 Collecting cash, checks, etc. N/A
2 Reconciling cash, checks, etc. to receipts. N/A
7/10/2010 34 of 42
Alumni Career Services
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
3 Preparing deposits. N/A
4 Preparing Journal Entries. N/A
5 Verifying deposits to the financial system. N/A
6 Adequacy of physical safeguards. N/A
7 Transporting deposits to Student Financial Services. N/A
8 Ensuring deposits are made timely. N/A
Ensuring “Acknowledgement of Cash Handling Duties” form
9 N/A
is completed by all appropriate employees.
10 Updating Cash Handling Procedures as needed. Dawn Hull, DoBS Marsha Christ, ACBA
11 Consistent and efficient responses to inquiries. N/A
PETTY CASH
1 Preparing petty cash disbursements. N/A
2 Ensuring petty cash disbursements are not for more than $100. N/A
Ensuring petty cash disbursements are made for only
3 N/A
authorized purposes.
4 Approving petty cash disbursements. N/A
5 Replenishing the petty cash fund timely. N/A
Ensuring the petty cash fund is balanced after each
6 N/A
disbursement.
LONG DISTANCE / CELL PHONE CHARGES
Forwarding employees long distance and cell phone charge
1 Yolanda Williams, Financial Assist II
reports.
Ensuring employees review their long distance and/or cell
2 Yolanda Williams, Financial Assist II
phone charge reports.
Ensuring personal calls are reimbursed within 10 days from the Marsha Christ, ACBA
3 Yolanda Williams, Financial Assist II
billing date. Dawn Hull, DoBS
CONTRACT ADMINISTRATION
Ensuring departmental personnel comply with contract Marsha Christ, ACBA
1 Lisa Martinez, Financial Assistant II
administration policies/procedures. Dawn Hull, DoBS
PROPERTY MANAGEMENT
Paul Raffoul, Associate Dean of
1 Performing the annual inventory. Jim Mathis, User Services Specialist 3
Administration
2 Ensuring the annual inventory was completed correctly. Yolanda Williams, Financial Assist II Dawn Hull, DoBS
Paul Raffoul, Associate Dean of
3 Tagging equipment. Jim Mathis, User Services Specialist 3
Administration
Paul Raffoul, Associate Dean of Jim Mathis, User Services
4 Approving requests for removal of equipment from campus.
Administration Specialist 3
DISCLOSURE FORMS
Ensuring all employees with purchasing influence complete a
1 Dawn Hull, DoBS Marsha Christ, ACBA
Related Party disclosure statement.
Ensuring all full time, benefits eligible, exempt staff complete a
2 Dawn Hull, DoBS Marsha Christ, ACBA
Consulting disclosure statement.
Ensuring that all Principal and Co-Principal Investigators
3 Dawn Hull, DoBS Marsha Christ, ACBA
complete a Conflict of Interest disclosure statement.
7/10/2010 35 of 42
Alumni Career Services
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
ACCOUNTS RECEIVABLE
1 Extending of credit. Dawn Hull, DoBS Marsha Christ, ACBA
Dawn Hull, DoBS
2 Billing. Ann Liberman, Alumni Coordinator;
Marsha Christ, ACBA
Dawn Hull, DoBS
3 Collection. Ann Liberman, Alumni Coordinator;
Marsha Christ, ACBA
4 Recording. Dawn Hull, DoBS Marsha Christ, ACBA
5 Monitoring credit extended. Dawn Hull, DoBS Marsha Christ, ACBA
6 Approving write-offs. Ira Colby, Dean Dawn Hull, DoBS
NEGATIVE BALANCES
Ensuring that all fund groups have positive fund equity at year-
1 Marsha Christ, ACBA Dawn Hull, DoBS
end.
Ensuring that research expenditures are covered by funds from
2 Marsha Christ, ACBA Dawn Hull, DoBS
sponsors.
DEPARTMENTAL COMPUTING
Management of the departments’ information technology Paul Raffoul, Associate Dean for
1 Ira Colby, Dean
resources. Administration
Paul Raffoul, Associate Dean for
2 Ensuring that critical data back up occurs. Jim Mathis, User Services Specialist 3
Administration
Ensuring that procedures such as password controls are Paul Raffoul, Associate Dean for
3 Jim Mathis, User Services Specialist 3
followed. Administration
Paul Raffoul, Associate Dean for
4 Reporting of suspected security violations. Jim Mathis, User Services Specialist 3
Administration
7/10/2010 36 of 42
Student Services
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
DEPARTMENTAL POLICIES & PROCEDURES / BASELINE
STANDARDS
Ensuring the Departmental Policy and Procedures manual is Dawn Hull, Director of Business Marsha Christ, Assistant College
1
current. Services Business Administrator
2 Updating the Baseline Standards Form. Dawn Hull, DoBS Marsha Christ, ACBA
FINANCIAL REPORTING - COST CENTER VERIFICATIONS
1 Preparing cost center verifications. Marsha Christ, ACBA
Karen Holmes, Associate Dean
2 Reviewing cost center verifications. Jan Leger, Student Advisor
for Academics
3 Approving cost center verifications. Dawn Hull, DoBS
Ensuring all cost centers are verified/approved on a timely
4 Marsha Christ, ACBA Dawn Hull, DoBS
basis.
FINANCIAL REPORTING - EXPENDITURE TRANSACTIONS
1 Ensuring valid authorization of purchase documents. Marsha Christ, ACBA Dawn Hull, DoBS
2 Ensuring the validity of travel and expense reimbursements. Marsha Christ, ACBA Dawn Hull, DoBS
Ensuring that goods and services are received and that timely Yolanda Williams, Financial Asst. II;
3 Marsha Christ, ACBA
payment is made. Lisa Martinez, Financial Coordinator 1
4 Ensuring correct account coding on purchases documents. Marsha Christ, ACBA Dawn Hull, DoBS
5 Primary contact for inquiries to expenditure transactions. Marsha Christ, ACBA Dawn Hull, DoBS
PAYROLL / HUMAN RESOURCES
1 Reconciling leave records to time and effort reports. Yolanda Williams, Fin Asst. II Marsha Christ, ACBA
2 Reconciling leave accruals to the payroll system. Marsha Christ, ACBA
Yolanda Williams, Fin Asst. II Marsha
3 Ensuring all time and effort reports are submitted to Payroll. Dawn Hull, DoBS
Christ, ACBA
4 Reconciling time and effort reports to check registers. Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
5 Completing termination clearance procedures. Marsha Christ, ACBA Dawn Hull, DoBS
Ensuring terminated employees are no longer charged to
6 Marsha Christ, ACBA Dawn Hull, DoBS
departmental cost centers.
7 Paycheck distribution. Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
8 Maintaining departmental Personnel files Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
9 Ensuring valid authorization of new hires. Marsha Christ, ACBA Dawn Hull, DoBS
10 Ensuring valid authorization of changes in compensation rates. Dawn Hull, DoBS Marsha Christ, ACBA
11 Ensuring the accurate input of changes to the payroll system. Marsha Christ, ACBA Dawn Hull, DoBS
Yolanda Williams, Fin Asst. II Marsha
12 Propriety of leave account classification on time records. Dawn Hull, DoBS
Christ, ACBA
13 Consistent and efficient responses to inquiries. Marsha Christ, ACBA Dawn Hull, DoBS
CASH HANDLING
1 Collecting cash, checks, etc. N/A
2 Reconciling cash, checks, etc. to receipts. N/A
7/10/2010 37 of 42
Student Services
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
3 Preparing deposits. N/A
4 Preparing Journal Entries. N/A
5 Verifying deposits to the financial system. N/A
6 Adequacy of physical safeguards. N/A
7 Transporting deposits to Student Financial Services. N/A
8 Ensuring deposits are made timely. N/A
Ensuring “Acknowledgement of Cash Handling Duties” form
9 N/A
is completed by all appropriate employees.
10 Updating Cash Handling Procedures as needed. Dawn Hull, DoBS Marsha Christ, ACBA
11 Consistent and efficient responses to inquiries. N/A
PETTY CASH
1 Preparing petty cash disbursements. N/A
2 Ensuring petty cash disbursements are not for more than $100. N/A
Ensuring petty cash disbursements are made for only
3 N/A
authorized purposes.
4 Approving petty cash disbursements. N/A
5 Replenishing the petty cash fund timely. N/A
Ensuring the petty cash fund is balanced after each
6 N/A
disbursement.
LONG DISTANCE / CELL PHONE CHARGES
Forwarding employees long distance and cell phone charge
1 Yolanda Williams, Financial Assist II
reports.
Ensuring employees review their long distance and/or cell
2 Yolanda Williams, Financial Assist II
phone charge reports.
Ensuring personal calls are reimbursed within 10 days from the Marsha Christ, ACBA
3 Yolanda Williams, Financial Assist II
billing date. Dawn Hull, DoBS
CONTRACT ADMINISTRATION
Ensuring departmental personnel comply with contract Marsha Christ, ACBA
1 Lisa Martinez, Financial Coordinator 1
administration policies/procedures. Dawn Hull, DoBS
PROPERTY MANAGEMENT
Paul Raffoul, Associate Dean of
1 Performing the annual inventory. Jim Mathis, User Services Specialist 3
Administration
2 Ensuring the annual inventory was completed correctly. Yolanda Williams, Financial Assist II Dawn Hull, DoBS
Paul Raffoul, Associate Dean of
3 Tagging equipment. Jim Mathis, User Services Specialist 3
Administration
Paul Raffoul, Associate Dean of Jim Mathis, User Services
4 Approving requests for removal of equipment from campus.
Administration Specialist 3
DISCLOSURE FORMS
Ensuring all employees with purchasing influence complete a
1 Dawn Hull, DoBS Marsha Christ, ACBA
Related Party disclosure statement.
Ensuring all full time, benefits eligible, exempt staff complete a
2 Dawn Hull, DoBS Marsha Christ, ACBA
Consulting disclosure statement.
Ensuring that all Principal and Co-Principal Investigators
3 Dawn Hull, DoBS Marsha Christ, ACBA
complete a Conflict of Interest disclosure statement.
7/10/2010 38 of 42
Student Services
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
ACCOUNTS RECEIVABLE
1 Extending of credit. Dawn Hull, DoBS Marsha Christ, ACBA
Dawn Hull, DoBS
2 Billing. Jan Leger, Student Advisor
Marsha Christ, ACBA
Dawn Hull, DoBS
3 Collection. Jan Leger, Student Advisor
Marsha Christ, ACBA
4 Recording. Dawn Hull, DoBS Marsha Christ, ACBA
5 Monitoring credit extended. Dawn Hull, DoBS Marsha Christ, ACBA
6 Approving write-offs. Ira Colby, Dean Dawn Hull, DoBS
NEGATIVE BALANCES
Ensuring that all fund groups have positive fund equity at year-
1 Marsha Christ, ACBA Dawn Hull, DoBS
end.
Ensuring that research expenditures are covered by funds from
2 Marsha Christ, ACBA Dawn Hull, DoBS
sponsors.
DEPARTMENTAL COMPUTING
Management of the departments’ information technology Paul Raffoul, Associate Dean for
1 Ira Colby, Dean
resources. Administration
Paul Raffoul, Associate Dean for
2 Ensuring that critical data back up occurs. Jim Mathis, User Services Specialist 3
Administration
Ensuring that procedures such as password controls are Paul Raffoul, Associate Dean for
3 Jim Mathis, User Services Specialist 3
followed. Administration
Paul Raffoul, Associate Dean for
4 Reporting of suspected security violations. Jim Mathis, User Services Specialist 3
Administration
7/10/2010 39 of 42
Jody Williams Center
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
DEPARTMENTAL POLICIES & PROCEDURES / BASELINE
STANDARDS
Ensuring the Departmental Policy and Procedures manual is Dawn Hull, Director of Business Marsha Christ, Assistant College
1
current. Services Business Administrator
2 Updating the Baseline Standards Form. Dawn Hull, DoBS Marsha Christ, ACBA
FINANCIAL REPORTING - COST CENTER VERIFICATIONS
1 Preparing cost center verifications. Marsha Christ, ACBA
Jody Williams, Visiting Professor;
2 Reviewing cost center verifications. Demetri Lopez, Program Manager; Dawn Hull, DoBS
Jamie Parker, Program Manager
3 Approving cost center verifications. Dawn Hull, DoBS
Ensuring all cost centers are verified/approved on a timely
4 Marsha Christ, ACBA Dawn Hull, DoBS
basis.
FINANCIAL REPORTING - EXPENDITURE TRANSACTIONS
1 Ensuring valid authorization of purchase documents. Marsha Christ, ACBA Dawn Hull, DoBS
2 Ensuring the validity of travel and expense reimbursements. Marsha Christ, ACBA Dawn Hull, DoBS
Ensuring that goods and services are received and that timely Yolanda Williams, Financial Asst. II;
3 Marsha Christ, ACBA
payment is made. Lisa Martinez, Financial Coordinator 1
4 Ensuring correct account coding on purchases documents. Marsha Christ, ACBA Dawn Hull, DoBS
5 Primary contact for inquiries to expenditure transactions. Marsha Christ, ACBA Dawn Hull, DoBS
PAYROLL / HUMAN RESOURCES
1 Reconciling leave records to time and effort reports. Yolanda Williams, Fin Asst. II Marsha Christ, ACBA
2 Reconciling leave accruals to the payroll system. Marsha Christ, ACBA
Yolanda Williams, Fin Asst. II Marsha
3 Ensuring all time and effort reports are submitted to Payroll. Dawn Hull, DoBS
Christ, ACBA
4 Reconciling time and effort reports to check registers. Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
5 Completing termination clearance procedures. Marsha Christ, ACBA Dawn Hull, DoBS
Ensuring terminated employees are no longer charged to
6 Marsha Christ, ACBA Dawn Hull, DoBS
departmental cost centers.
7 Paycheck distribution. Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
8 Maintaining departmental Personnel files Marsha Christ, ACBA Yolanda Williams, Fin Asst. II
9 Ensuring valid authorization of new hires. Marsha Christ, ACBA Dawn Hull, DoBS
10 Ensuring valid authorization of changes in compensation rates. Dawn Hull, DoBS Marsha Christ, ACBA
11 Ensuring the accurate input of changes to the payroll system. Marsha Christ, ACBA Dawn Hull, DoBS
Yolanda Williams, Fin Asst. II Marsha
12 Propriety of leave account classification on time records. Dawn Hull, DoBS
Christ, ACBA
13 Consistent and efficient responses to inquiries. Marsha Christ, ACBA Dawn Hull, DoBS
CASH HANDLING
Demetri Lopez, Program Manager;
1 Collecting cash, checks, etc.
Jamie Parker, Program Manager
7/10/2010 40 of 42
Jody Williams Center
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
2 Reconciling cash, checks, etc. to receipts. Yolanda Williams, Financial Assist II Marsha Christ, ACBA
3 Preparing deposits. Yolanda Williams, Financial Assist II
4 Preparing Journal Entries. Yolanda Williams, Financial Assist II
5 Verifying deposits to the financial system. Marsha Christ, ACBA
6 Adequacy of physical safeguards. Marsha Christ, ACBA Dawn Hull, DoBS
7 Transporting deposits to Student Financial Services. Marsha Christ, ACBA Dawn Hull, DoBS
8 Ensuring deposits are made timely. Yolanda Williams, Financial Assist II Marsha Christ, ACBA
Ensuring “Acknowledgement of Cash Handling Duties” form
9 Dawn Hull, DoBS
is completed by all appropriate employees.
10 Updating Cash Handling Procedures as needed. Dawn Hull, DoBS Marsha Christ, ACBA
11 Consistent and efficient responses to inquiries. Marsha Christ, ACBA Dawn Hull, DoBS
PETTY CASH
1 Preparing petty cash disbursements. N/A
2 Ensuring petty cash disbursements are not for more than $100. N/A
Ensuring petty cash disbursements are made for only
3 N/A
authorized purposes.
4 Approving petty cash disbursements. N/A
5 Replenishing the petty cash fund timely. N/A
Ensuring the petty cash fund is balanced after each
6 N/A
disbursement.
LONG DISTANCE / CELL PHONE CHARGES
Forwarding employees long distance and cell phone charge
1 Yolanda Williams, Financial Assist II
reports.
Ensuring employees review their long distance and/or cell
2 Yolanda Williams, Financial Assist II
phone charge reports.
Ensuring personal calls are reimbursed within 10 days from the Marsha Christ, ACBA
3 Yolanda Williams, Financial Assist II
billing date. Dawn Hull, DoBS
CONTRACT ADMINISTRATION
Ensuring departmental personnel comply with contract Marsha Christ, ACBA
1 Lisa Martinez, Financial Coordinator 1
administration policies/procedures. Dawn Hull, DoBS
PROPERTY MANAGEMENT
Paul Raffoul, Associate Dean of
1 Performing the annual inventory. Jim Mathis, User Services Specialist 3
Administration
2 Ensuring the annual inventory was completed correctly. Yolanda Williams, Financial Assist II Dawn Hull, DoBS
Paul Raffoul, Associate Dean of
3 Tagging equipment. Jim Mathis, User Services Specialist 3
Administration
Paul Raffoul, Associate Dean of Jim Mathis, User Services
4 Approving requests for removal of equipment from campus.
Administration Specialist 3
DISCLOSURE FORMS
Ensuring all employees with purchasing influence complete a
1 Dawn Hull, DoBS Marsha Christ, ACBA
Related Party disclosure statement.
Ensuring all full time, benefits eligible, exempt staff complete a
2 Dawn Hull, DoBS Marsha Christ, ACBA
Consulting disclosure statement.
Ensuring that all Principal and Co-Principal Investigators
3 Dawn Hull, DoBS Marsha Christ, ACBA
complete a Conflict of Interest disclosure statement.
7/10/2010 41 of 42
Jody Williams Center
Baseline Standards Form
Responsible Person(s) (Name/Title)
Description of Responsibility Primary (Required) Secondary (Optional)
ACCOUNTS RECEIVABLE
1 Extending of credit. Dawn Hull, DoBS Marsha Christ, ACBA
Jody Williams, Visiting Professor;
Dawn Hull, DoBS;
2 Billing. Demetri Lopez, Program Manager;
Marsha Christ, ACBA
Jamie Parker, Program Manager
Jody Williams, Visiting Professor;
Dawn Hull, DoBS;
3 Collection. Demetri Lopez, Program Manager;
Marsha Christ, ACBA
Jamie Parker, Program Manager
4 Recording. Dawn Hull, DoBS Marsha Christ, ACBA
5 Monitoring credit extended. Dawn Hull, DoBS Marsha Christ, ACBA
6 Approving write-offs. Ira Colby, Dean Dawn Hull, DoBS
NEGATIVE BALANCES
Ensuring that all fund groups have positive fund equity at year-
1 Marsha Christ, ACBA Dawn Hull, DoBS
end.
Ensuring that research expenditures are covered by funds from
2 Marsha Christ, ACBA Dawn Hull, DoBS
sponsors.
DEPARTMENTAL COMPUTING
Management of the departments’ information technology Paul Raffoul, Associate Dean for
1 Ira Colby, Dean
resources. Administration
Paul Raffoul, Associate Dean for
2 Ensuring that critical data back up occurs. Jim Mathis, User Services Specialist 3
Administration
Ensuring that procedures such as password controls are Paul Raffoul, Associate Dean for
3 Jim Mathis, User Services Specialist 3
followed. Administration
Paul Raffoul, Associate Dean for
4 Reporting of suspected security violations. Jim Mathis, User Services Specialist 3
Administration
7/10/2010 42 of 42
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