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1 HIGHER Education COORDINATING COMMISSION<br>
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OVERVIEW 2<br>
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3 HIGHER Education COORDINATING COMMISSION WHO ARE WE<br>
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<br>
Legislative session(s) Opportunities to apply for grants
Full Session – Every odd year
February Session - Every even year
Emergency Boards – Three sessions 11<br>
12
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<br>
13
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<br>
14
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<br>
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<br>
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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<br>
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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<br>
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 expenditures
Review transaction reports (new) to ensure all expenditures are coded to appropriate grants and expenditure line items 20<br>
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Revenue & expenditures In concert with SFMA, myriad of excel spreadsheets are maintained to track grants
Assists is calculating weekly draws 21<br>
East Cascade Works
Eastern Oregon Workforce Investment
Willamette Workforce Partnership
Lane Workforce Partnership
Northwest Oregon Works
Rogue Workforce Partnership
Southwestern Oregon Workforce Investment Board
Clackamas Workforce Partnership
Worksystems 23 boards<br>
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Annual monitoring
Scheduled at various times during a biennium
Attended by program and senior accountant, Duane Ritchie 24 monitoring<br>
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Accrual Basis
Frequency
Quarterly and cumulative
Due 45 days after each quarter end
Submitted via the ETA on-line reporting system (certified) 25 reporting requirements<br>
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Final Reports
Due no later than 45 calendar days after the reporting period
In which the grand period of performance expires
Or all funds, Federal AND recipient share, are expended
WHICHEVER comes first 26 FINAL REPORTS<br>
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Closeout report
Must be submitted no later than 90 calendar days after the expiration of the grant regardless of whether funds are fully expended prior to the POP expiration date. 27 CLOSE OUT REPORTS<br>
