Workshop Accounts

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EXTENSION SUPPORT STAFF TRAINING SERIES

• Workshop Accounts
• Presented by Detlef Decker
• Mary
  Hoffman

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WORKSHOP ACCOUNTS

• Materials for todays training available at
• http//bfo.cahe.wsu.edu/accounting/workshops.htm

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OBJECTIVES
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• To provide educators and administrative
  assistants with the knowledge and tools needed to
  establish and manage workshop accounts
• Background
• Definitions
• Procedures
• Fees
• Account Management
• Roles and Responsibilities
• Questions
• Break

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BACKGROUND
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• In-house conferencing services established
• Growth in number of simple trainings
• Requests for locally managed accounts by
  educators and administrative assistants
• Discussions between BFO, EMMPs, A-team and
  Internal auditor resulted in workshop accounts.

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DEFINITIONS AND PURPOSE
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• Workshop Definition
• Conference Definition
• Purposes of Workshops/Conferences
• Purposes of Accounts

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PROCEDURES

• Certification
• Account Set-up
• Workshop Plans

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ADMINISTRATIVE ASSISTANT CERTIFICATION

• Required prior to establishing accounts
• Purpose
• Benefits

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WORKSHOP ACCOUNTS AGREEMENT CERTIFICATION FORM

• Available as word document on website
• Completing the form (handout)
• Routing the form

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Account Set-up/Workshop Plan

• Initiated by Educator Dual purpose form
• Request account set-up
• One time per educator per program
• Multiple workshops permitted as long as related
  to program.
• Submit workshop plan
• Complete for each new training series
• Why?

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Account Set-Up/Workshop Plan

• Available as word document on website
• Completing the form (handout)
• Routing the form

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Assigning Account Numbers

• WSUs numbering system
• 09G program
• Extensions numbering system
• Budget number Project - by program (i.e. 4-H,
  master gardeners, etc)

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Administrative Fees
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Administrative Fee

• Similar to FA costs uses
• Collected by General Accounting
• Retained by Central
• Include in workshop fees

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ACCOUNT MANAGMENT

• Risks, cash handling, registration, budget,
  monitoring accounts, final accounting, balances,
  term dates, annual reviews

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RISKS

• Implications of decentralization from EMMPs to
  counties

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Cash Handling

• Date June 9th, 9-1030 a.m.
• Administrative Assistants required to attend
• Topics to include
• Acceptable registration methods
• Separation of duties
• Making deposits
• and more

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DEVELOPING A BUDGET

• Determine Expenses
• Directly related
• Indirectly related
• Subsidies
• Estimate of participants
• E/P Registration Fee

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MONITORING ACCOUNTS

• Joint responsibility administrator and educator
• Deposits for registration only
• Expenses related to program
• Balances workshops first, program second

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FINAL ACCOUNTING

• Required by auditor for each workshop
• Available as word document on website
• Completing the form
• Routing the form

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RESIDUAL FUNDS

• MUST be related to program
• WSU Policy
• Extension Policy

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TERM DATES

• Accounts will be set up for a maximum two year
  period. End dates will be June 30th of the
  second year that account is active.
• Accounts may be extended for two years at a time.
  BFO will publish reminders in late May and early
  June Extension update.

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PERIODIC REVIEWS

• Bi-annual reviews
• Conducted by administrative assistants
• Provide suggestions, share ideas
• Take corrective action if necessary

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ROLES AND RESPONSIBILITIES

• Educator, Administrative Assistants, Directors,
  BFO

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EducatorAdministrative AssistantBusiness
Finance OfficeDean/Assistant DeanCentral
Administration