1 HIGHER Education COORDINATING COMMISSION

Transcript:1 HIGHER Education COORDINATING COMMISSION:
1 HIGHER Education COORDINATING COMMISSION OVERVIEW 2 3 HIGHER Education COORDINATING COMMISSION WHO ARE WE The agency 4 5 HIGHER Education COORDINATING COMMISSION OPERATIONS DIVISION OPERATIONS DIVISION 6 7 HIGHER Education COORDINATING COMMISSION FISCAL SERVICES FISCAL SERVICES Fiscal Services Combination of Accountants & Budget Analysts Manages payroll for the agency Manages payables & receivables for the agency Each Accountant & Analyst is assigned one or more programs Independent from the program Not involved in the day-to-day operations Reports to the Fiscal Services Manager 8 FISCAL SERVICES ACCOUNTING Angela Creasey Duane Ritchie Derek Simmons Monique Murphy Jessica Zachary Lisa Chandler BUDGET Mona McMullen Maja Munson Marron Easly-Holmes 9 10 HIGHER Education COORDINATING COMMISSION LEGISLATIVE Legislative session(s) Opportunities to apply for grants Full Session – Every odd year February Session - Every even year Emergency Boards – Three sessions 11 Grant applications Legislative action is required to apply for grants Must appear during session or e-Board Process is approximately 1-3 months of preparation just to appear Partners with Legislative Fiscal Office and Department of Administrative Services Joint appearance if partnering with another state agency 12 Grant awards BUDGET Creates budget line items partnering with various DAS unit(s) and with DAS Budget Analyst approval Appropriations are created with assigned chapter law ACCOUNTING Creates Fund structures to include all program cost codes and fund types 13 allotments BUDGET Creates the allotment plan and submits to DAS Budget Analyst for approval Allotments are equally divided by 8 quarters Requires permission if less than 8 quarters, based on spend plan 14 15 HIGHER Education COORDINATING COMMISSION POLICIES, PROCEDURES & SFMA Oregon accounting manual OAM are the states policies and procedures at the Executive Level HECC models its policies and procedures based on the OAM, rules and statutes; at times specific to program needs 16 Record retention 166-300-0010 State Agency General Records Retention Schedules All accounting records are maintained and archived based on Secretary of State record retention rules. 17 SFMA Statewide Financial Management Application State of Oregon Accounting System Maintained and managed by DAS & a specific group of programmers Utilized by most state agencies If not, agency accounting systems interfaces with SFMA 18 19 HIGHER Education COORDINATING COMMISSION PROGRAM Program communication Each program is assigned an Accountant and Budget Analyst Workforce is assigned 3 Accountants and 2 Budget Analyst due to nature of work Accountant(s) and Budget Analyst(s) meets with program to discuss revenues and