Business and Financial Services Lunch & Learn
Description: Business and Financial Services Lunch Learn Summer Series July 30, 2019 Kim Groesbeck, Interim Assistant Vice Chancellor and Campus Controller General Accounting Marianna Eastman Director of General Accounting General Accounting
Related Topics
Download Presentation
"Business and Financial Services Lunch & Learn" is the property of its rightful owner. Permission is granted to download and print the materials on this website for personal, non-commercial use only, and to display it on your personal computer provided you do not modify the materials and that you retain all copyright notices contained in the materials. By downloading content from our website, you accept the terms of this agreement.
Presentation Transcript
slide1. Business and Financial Services Lunch & Learn Summer Series July 30, 2019 Kim Groesbeck, Interim Assistant Vice Chancellor and Campus Controller<br>
slide2. General Accounting Marianna Eastman – Director of General Accounting<br>
slide3. General Accounting Organization Assistant Controller
Kim Groesbeck General Accounting Director
Marianna Eastman Gift/Foundation, Financial Control/IOC & Plant/Debt Service
Craig Ledebur General Accounting/ Financial System/Plant
Arturo Martinez DSA/Gift Processing/UCOP
Reporting
Jenny Duenas Recharge/Cat Card/Accounts Receivable
Devan Hinojosa Payroll Accounting/UCPath/CBR/Vac Accrual
Vacant General Accounting Backfill
Renie Fagundes<br>
slide4. General Accounting/Financial System
Plant Accounting
Gift & Foundation Accounting
Financial Control/Intercampus Recharge
Accounts Receivable
Recharge & CatCard Transaction Processing
Payroll Accounting Major Functions & Services<br>
slide5. Major Functions & Services GENERAL ACCOUNTING
Chart of Accounts Maintenance
Financial System/Ledgers
Training
Reconciliations
Fiscal Close
Financial Reporting & Reviews
Accounting Guidance<br>
slide6. Major Functions & Services PLANT ACCOUNTING/DEBT SERVICE
Monitor and post entries for construction activity in Plant accounts
2020 Project accounting entries
Draw down funds for financed project using UCOP system
Prepare capitalization entries for assets (buildings, infrastructure, general improvements, equipment, software, library, intangibles)
Process plant related fiscal close entries required to post correctly in financial statements
Process debt service payment and maintain balances<br>
slide7. GIFT & ENDOWMENT & FOUNDATION
Process journal & fund transfers
Reconcile with Development
Work with departments to direct funds
Transfer Endowment Funds to campus
Maintains Foundation Books
Annual Foundation Audit Major Functions & Services<br>
slide8. Major Functions & Services FINANCIAL CONTROL & INTERCAMPUS CHARGES
Process entries between UC locations
Monthly reconciliation of activity between locations
Work with departments to initiate charges to other locations
Work with campus departments to respond to charges from other locations
Provides financial information needed for Interlocation Transfer of Funds between locations<br>
slide9. Major Functions & Services ACCOUNTS RECEIVABLE & RECHARGE/CATCARD
Monitor and process accounts receivables
Invoice outside entities for non contract/grant activity
Monitor & audit recharge transactions
Provide training for recharge units
Process expense allocations
Provide guidance on CatCard plans for correct posting of transactions
Process daily CatCard transactions
Review & reconcile balances to CSGold reports<br>
slide10. Major Functions & Services PAYROLL ACCOUNTING/UCPATH
UCPath/GL Reconciliation
Suspense Account Review
CBR & GAEL reviews and reconciliations including annual update of rates to UCPath
Vacation accruals & compensated absences
UCRP entries
UCPath updates for structure and manual overrides
Journal required for payroll<br>
slide11. Major Initiatives & Projects Fiscal Close 18-19
Alpha Financials Project – Development of New Financial System
CCoA – Common Chart of Accounts conversion
Final Fiscal Close 19-20 and conversion of balances to new financial system<br>
slide12. Treasury and Disbursements Jennifer Riedeman, Director of Treasury & Disbursements<br>
slide13. Treasury & Disbursements Organization (by Working Title)<br>
slide14. Major Functions & Services Treasury & Banking Services
Bank Reconciliations
Petty Cash and Change Fund Management
Establish, Replenish & Audit
Payment Card Industry (PCI) Compliance
Merchant Services
Self-Assessment Questionnaires
US Bank Card Program Management
Audits
Journal Entries
Gift Card Training and Tracking Cashiering Services
Bank Deposits
Cash Handling Training
Sub Cashiering Station Support
Bookstore, Dining, Taps, etc.
Storefront Setup & Maintenance<br>
slide15. Major Functions & Services Accounts Payable Disbursements
Invoice Audit and Upload to UCLA
Foreign and Domestic Wire Transfers
Leases Payable
H & I Cleanup
Vendor Inquiries
Stale Dated Check Processing
A/P Related Trainings Campus Travel Management
Customer Service
Administration/Compliance Audit
Athletic Travel Card Program
Expense Reports
Travel Invoices
T&E Card Program
Travel Advances
Student Group Travel
Relocation<br>
slide16. Major Initiatives & Projects Cashiering Services
CASHNet upgrade for Alpha Financial System
Moving to New Location June 2020
Treasury & Banking Services
Pulling Up Treasury Functions from UCLA
Invoice Payments Accounts Payable Disbursements
Pulling Up Treasury Functions from UCLA
Invoice Processing
Campus Travel Management
Concur Expense Implementation<br>
slide17. Tax Services Jennifer Di Salvo, Tax Analyst<br>
slide18. Org Chart Jennifer Di Salvo, Tax Analyst<br>
slide19. Major Functions & Services GLACIER follow-up and tax determinations
Sales and Use Tax
Annual E-waste Reconciliation and Tax Return
Property Tax Exemption forms to County Assessor offices
Possessory Interest forms to County Assessor offices
Unrelated Business Income Tax reporting (UBIT)
University Community Land Company, LLC (UCLC, LLC) partnership income tax return and payment
UC Merced Foundation exempt organization income tax return
Gift card tracking for 1099-MISC/W-2 reporting<br>
slide20. Major Initiatives & Projects Participate in GLACIER implementation
Participate in the Alpha Financials system project
Visiting Scholar/Honoraria Process Improvements
Guidelines and Checklists
Educating departments
Updating Partial Tax Exemption Checklist<br>
slide21. Student Business Services Chris Robinson, Director<br>
slide22. Director
Chris Robinson Student Support Coordinator
Vacant Operations Supervisor
Christie Harvey Student Collections Coordinator
Dana Bautista Student Account Specialist
Manny Chaudhry Student Account Specialist
Miguel Mendoza Miramontes<br>
slide23. Major Functions & Services Major Functions & Services Student Fee Assessment
- Registration and course material fees
- Housing and meal charges
- New Student Orientation charges
Student Billing – electronic bill presentment in Cashnet – student email notification
Offer and manage Deferred Payment Plan – four equal monthly payments per term
Student Refunds – for FYE 6/30/19:
Checks - $ 8,719,144
EFT - $23,390,179
Delinquent Account Collections - liaison between campus and collection agencies
Customer Service – emails and phone calls Maintain Student Accounts
- Apply graduate remissions
- Apply waivers and exemptions
Health insurance waivers
NRST waivers
Cal-Vet fee waivers
- Bill third party sponsors and post credits to student accounts
Collections
- Post late fees
- Placement of holds on delinquent accounts
- Write off bad debts and refer accounts to collection agency<br>
slide24. Participate in the Alpha Financials project Expand Collections efforts using the Collections Module in Oracle AR Implement the Student Financial Responsibility Agreement and begin capturing student consent Implement new online student services using Banner Self-Service Major Initiatives & Projects<br>
slide2. General Accounting Marianna Eastman – Director of General Accounting<br>
slide3. General Accounting Organization Assistant Controller
Kim Groesbeck General Accounting Director
Marianna Eastman Gift/Foundation, Financial Control/IOC & Plant/Debt Service
Craig Ledebur General Accounting/ Financial System/Plant
Arturo Martinez DSA/Gift Processing/UCOP
Reporting
Jenny Duenas Recharge/Cat Card/Accounts Receivable
Devan Hinojosa Payroll Accounting/UCPath/CBR/Vac Accrual
Vacant General Accounting Backfill
Renie Fagundes<br>
slide4. General Accounting/Financial System
Plant Accounting
Gift & Foundation Accounting
Financial Control/Intercampus Recharge
Accounts Receivable
Recharge & CatCard Transaction Processing
Payroll Accounting Major Functions & Services<br>
slide5. Major Functions & Services GENERAL ACCOUNTING
Chart of Accounts Maintenance
Financial System/Ledgers
Training
Reconciliations
Fiscal Close
Financial Reporting & Reviews
Accounting Guidance<br>
slide6. Major Functions & Services PLANT ACCOUNTING/DEBT SERVICE
Monitor and post entries for construction activity in Plant accounts
2020 Project accounting entries
Draw down funds for financed project using UCOP system
Prepare capitalization entries for assets (buildings, infrastructure, general improvements, equipment, software, library, intangibles)
Process plant related fiscal close entries required to post correctly in financial statements
Process debt service payment and maintain balances<br>
slide7. GIFT & ENDOWMENT & FOUNDATION
Process journal & fund transfers
Reconcile with Development
Work with departments to direct funds
Transfer Endowment Funds to campus
Maintains Foundation Books
Annual Foundation Audit Major Functions & Services<br>
slide8. Major Functions & Services FINANCIAL CONTROL & INTERCAMPUS CHARGES
Process entries between UC locations
Monthly reconciliation of activity between locations
Work with departments to initiate charges to other locations
Work with campus departments to respond to charges from other locations
Provides financial information needed for Interlocation Transfer of Funds between locations<br>
slide9. Major Functions & Services ACCOUNTS RECEIVABLE & RECHARGE/CATCARD
Monitor and process accounts receivables
Invoice outside entities for non contract/grant activity
Monitor & audit recharge transactions
Provide training for recharge units
Process expense allocations
Provide guidance on CatCard plans for correct posting of transactions
Process daily CatCard transactions
Review & reconcile balances to CSGold reports<br>
slide10. Major Functions & Services PAYROLL ACCOUNTING/UCPATH
UCPath/GL Reconciliation
Suspense Account Review
CBR & GAEL reviews and reconciliations including annual update of rates to UCPath
Vacation accruals & compensated absences
UCRP entries
UCPath updates for structure and manual overrides
Journal required for payroll<br>
slide11. Major Initiatives & Projects Fiscal Close 18-19
Alpha Financials Project – Development of New Financial System
CCoA – Common Chart of Accounts conversion
Final Fiscal Close 19-20 and conversion of balances to new financial system<br>
slide12. Treasury and Disbursements Jennifer Riedeman, Director of Treasury & Disbursements<br>
slide13. Treasury & Disbursements Organization (by Working Title)<br>
slide14. Major Functions & Services Treasury & Banking Services
Bank Reconciliations
Petty Cash and Change Fund Management
Establish, Replenish & Audit
Payment Card Industry (PCI) Compliance
Merchant Services
Self-Assessment Questionnaires
US Bank Card Program Management
Audits
Journal Entries
Gift Card Training and Tracking Cashiering Services
Bank Deposits
Cash Handling Training
Sub Cashiering Station Support
Bookstore, Dining, Taps, etc.
Storefront Setup & Maintenance<br>
slide15. Major Functions & Services Accounts Payable Disbursements
Invoice Audit and Upload to UCLA
Foreign and Domestic Wire Transfers
Leases Payable
H & I Cleanup
Vendor Inquiries
Stale Dated Check Processing
A/P Related Trainings Campus Travel Management
Customer Service
Administration/Compliance Audit
Athletic Travel Card Program
Expense Reports
Travel Invoices
T&E Card Program
Travel Advances
Student Group Travel
Relocation<br>
slide16. Major Initiatives & Projects Cashiering Services
CASHNet upgrade for Alpha Financial System
Moving to New Location June 2020
Treasury & Banking Services
Pulling Up Treasury Functions from UCLA
Invoice Payments Accounts Payable Disbursements
Pulling Up Treasury Functions from UCLA
Invoice Processing
Campus Travel Management
Concur Expense Implementation<br>
slide17. Tax Services Jennifer Di Salvo, Tax Analyst<br>
slide18. Org Chart Jennifer Di Salvo, Tax Analyst<br>
slide19. Major Functions & Services GLACIER follow-up and tax determinations
Sales and Use Tax
Annual E-waste Reconciliation and Tax Return
Property Tax Exemption forms to County Assessor offices
Possessory Interest forms to County Assessor offices
Unrelated Business Income Tax reporting (UBIT)
University Community Land Company, LLC (UCLC, LLC) partnership income tax return and payment
UC Merced Foundation exempt organization income tax return
Gift card tracking for 1099-MISC/W-2 reporting<br>
slide20. Major Initiatives & Projects Participate in GLACIER implementation
Participate in the Alpha Financials system project
Visiting Scholar/Honoraria Process Improvements
Guidelines and Checklists
Educating departments
Updating Partial Tax Exemption Checklist<br>
slide21. Student Business Services Chris Robinson, Director<br>
slide22. Director
Chris Robinson Student Support Coordinator
Vacant Operations Supervisor
Christie Harvey Student Collections Coordinator
Dana Bautista Student Account Specialist
Manny Chaudhry Student Account Specialist
Miguel Mendoza Miramontes<br>
slide23. Major Functions & Services Major Functions & Services Student Fee Assessment
- Registration and course material fees
- Housing and meal charges
- New Student Orientation charges
Student Billing – electronic bill presentment in Cashnet – student email notification
Offer and manage Deferred Payment Plan – four equal monthly payments per term
Student Refunds – for FYE 6/30/19:
Checks - $ 8,719,144
EFT - $23,390,179
Delinquent Account Collections - liaison between campus and collection agencies
Customer Service – emails and phone calls Maintain Student Accounts
- Apply graduate remissions
- Apply waivers and exemptions
Health insurance waivers
NRST waivers
Cal-Vet fee waivers
- Bill third party sponsors and post credits to student accounts
Collections
- Post late fees
- Placement of holds on delinquent accounts
- Write off bad debts and refer accounts to collection agency<br>
slide24. Participate in the Alpha Financials project Expand Collections efforts using the Collections Module in Oracle AR Implement the Student Financial Responsibility Agreement and begin capturing student consent Implement new online student services using Banner Self-Service Major Initiatives & Projects<br>