STUDENT affairs FINANCE & ADMINISTRATION Finance

Transcript:STUDENT affairs FINANCE & ADMINISTRATION Finance:
STUDENT affairs FINANCE & ADMINISTRATION Finance Training Student Affairs Office of Finance & Administration The Office oversees and manages the budgets and administrative functions of the Division. Additionally, the Office participates in regular audits and process reviews to ensure appropriate accounting procedures are in place. The Office of Budget and Administration also advises the Student Finance Board (SFB). Remember communication from the Office of Finance and Business Services and/or their website supersedes any information from this training presentation. Treasurer's Office -Finance & Business Services Overview Purchasing General Accounting Accounts Payable Budgeting Reporting MAPS Purchase Orders P-Card Travel Transmittal Office Max Web Reports BudgetPak Units under Treasurer Systems through Treasurer The College’s fiscal year runs from July 1st through June 30th Chartfields CHARTFIELDS Chartfield - A group of codes representing where a bill will be paid from (i.e., cost center such as departments, programs or project/grant). Chartfields consists of a fund, class, account and (DeptID, Program or Project/Grant). Chartfield Combination – Are the combined codes for a specific department, cost center, project or grant: DeptID is used for general college operating activity. Programs are activities within a department that crosses multiple departments or are independent. Project/Grants are used for construction projects and restricted Grants & Contracts Account –The account code is a line within the budget that designates the type of transaction. 4=Revenue, 5= Expense, 6=Transfers COA Cheat Sheet by Fund Purchasing CONTRACTS TCNJ processes follow the guidelines established by the State College Contract Law and authorized by the Board of Trustees of The College of New Jersey. The guidelines cover all non-construction related goods and services. The College’s Purchasing Department has the exclusive responsibility for entering into contracts or issuing purchase orders on behalf of the College. Contracting Routing Form ensures General Counsel is in the contract review process. All construction related purchases are bound by the same thresholds, laws, etc. but must be coordinated through the Construction or Facilities departments. Departments should not enter into contracts without Purchasing’s approval. Purchasing Guidelines http://finance.tcnj.edu/purchasing/purchasing-guidelines/ AUTHORITY LEVELS PURCHASES UP TO $2,500 Vendors must comply with The College’s terms and conditions - include this when requesting quotes. PURCHASES OVER $2,500 AND UP TO $6,600 (20% of bid threshold) Departments must solicit a minimum of three (3) quotations. The lowest quote must be accepted unless there is evidence to document otherwise. If price competition is not feasible, must provide justification. Vendors must comply with