Financial Services Division FSD

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Financial Services Division(FSD)

• New Faculty Orientation
• August 30, 2005

Saskatoon, Saskatchewan, Canada www.usask.ca
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University Policies

• The University is not only a source of education,
  research, scholarly and artistic works, but also
  a significant economic entity
• University policies have been developed to direct
  appropriate and acceptable use of institutional
  resources for the purpose for which they were
  intended

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Financial Services Division

• Supports the management of the Universitys
  distributed resources and provides leadership in
  the accountability and stewardship of those
  resources

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Significant University Policies

• Policy 4.01.01 Conflict of Interest
• All employees have a responsibility to avoid
  conflicts of interest, the appearance of
  conflicts of interest and to disclose any
  conflicts to their unit head
• Unit heads are responsible for taking immediate
  and appropriate action upon becoming aware of
  conflicts

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Significant University Policies

• Policy 4.02 Use of University Property
• University property and services are only to be
  used for activities that fulfill the University's
  mandate
• The University recognizes that property and
  services may occasionally be used for incidental
  personal purposes
• Use of University property and services is not
  permitted for any commercial activity other than
  that currently provided for in the collective
  agreements

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Significant University Policies

• Policy 4.03 Property Used Off Campus
• There are circumstances where it is necessary or
  beneficial for University equipment to be located
  away from campus
• Equipment must be used for professional, teaching
  or research activities of the University
• Personal use must be incidental
• Approval is required and the University retains
  ownership

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Significant University Policies

• Policy 4.40 Signing Authority Policy
• To ensure sound stewardship of University
  finances and resources, only individuals to whom
  authority has been delegated may enter into
  agreements that bind the University to
  contractual obligations
• All University contracts must be signed by the
  Board of Governors or a delegate identified in
  the policy

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Other Important Policies

• 4.12.01 Accountable Professional Expense Fund
  (APEF)
• 4.12.02 Deans and Senior Administrators
  Professional Expense Fund (DSAPEF)
• 4.20.01 to 4.20.05 Travel and Travel Expense
  Policies
• Diners Card available (accepted wherever
  MasterCard is accepted)
• 4.22.01 and 4.22.02 Procurement Card
• 4.24 Managing and Controlling Monies Policy

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Financial Administration

• Responsibility and accountability for University
  resources is distributed and shared
• We must work together to ensure the University
  can achieve its strategic directions and provide
  leadership in accountability and stewardship
• University policies and practices guide the
  administration of finances and resources
• All funds held by the University belong to the
  institution
• Where funds are provided by an external source,
  they must also be managed in accordance with the
  terms and conditions of that agency or individual

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Financial Administration

• Responsibility of Financial Managers
• Faculty members often manage resources, through
  contracts research grants, awards and service
  work
• Financial Managers are responsible for ensuring
  the appropriateness of expenditures from these
  resources
• Financial Managers are also responsible for
  ensuring that commitments do not exceed the
  available resources
• Deficits are the responsibility of the Financial
  Manager to resolve

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Financial Administration

• Responsibility of Department Heads
• Department Heads are responsible for the
  management of resources held by the department,
  as well as the resources managed by faculty and
  staff in the department
• Department Heads and Deans have access to review
  and monitor the financial resources managed
  within their department
• Department Heads do not have signing authority on
  funds held by their faculty and staff, unless
  specifically delegated
• Department Heads are responsible for working with
  their faculty and staff to resolve deficits

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Financial Administration

• Responsibility of Deans (College CEO)
• The responsibility of Deans is similar to that of
  Department Heads, except the Deans
  responsibility extends to the entire college
• Board oversight
• The Board is responsible for overseeing and
  directing all matters respecting the management,
  administration and control of the Universitys
  property, revenues and financial affairs.

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FSD Services

• How do I establish a fund with the University?
• Financial Reporting establishes all new funds
• Research Services authorizes all research funds
• New Fund Requests are submitted for all
  non-research projects and activities
• Important that information be provided re use
  of funds and any restrictions

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FSD Services

• How do I purchase and pay for goods?
• Purchasing Services handles procurement for the
  University
• Online requisitions for purchases of 5,000 or
  more
• PCard available for purchases up to 5,000
• Payment Services handles payment of claims and
  vendors
• Reimbursements of travel and expenses handled by
  Payment Services, including PCard and APEF

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FSD Services

• Tuition Waivers
• Available for tuition
• Complete waiver at the start of the class
• Reimbursement of Educational Cost
• http//www.usask.ca/fsd/studentfees/tuition_waive
  rs.shtml
• Awards for Dependents of U of S Employees
• http//www.students.usask.ca/moneymatters/awards/s
  earch/ (Under Category, select Dependents of U
  of S employee)
• Graduate Student Instalment Plan
• Tuition can be paid by instalment for students in
  U of S payroll http//www.usask.ca/fsd/studen
  tfees/payroll_deduction.shtml

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FSD Services

• How do I view my fund activity?
• UniFi and the FAST reporting tool provide access
  to view your fund activity and the related
  transactions

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FSD Services

• What is UniFi?
• UniFi is the University financial system
• Support and Development manage the security,
  training and support of the system
• UniFi Support
• unifisupport_at_usask.ca
• 966-8783

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FSD Services

• What is a CFOAPAL?
• Identifies how a transaction is be recorded
• Chart University vs. Non-University activity
• Fund Identifies the nature of activity (e.g.
  operating, research, endowment)
• Organization Identifies the department or unit
• Account Identifies the nature of the transaction
• Program Identifies the type of institutional
  activity
• Activity Optional unit specific codes
• Location Optional physical location for a
  transaction
• http//www.usask.ca/fsd/unifi/unifi_table_of_conte
  nts.htm

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Authorizing Transactions

• Transactions can only be authorized by the
  Principal Investigator or Financial Manager of a
  fund, unless a Request to Delegate Signing
  Authority has been completed
• Transactions for reimbursement or payment to an
  employee cannot be authorized by the individual
  being reimbursed, even if they are authorized to
  spend from the fund
• Procurement Card statement also requires
  signature by the cardholders supervisor
  indicating approval and appropriateness of the
  transactions.

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Financial Service Division

• We are here to provide support to you in your
  financial and resource management
• Contact information, guidelines, forms and other
  information are available on our website
• http//www.usask.ca/fsd

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FSD Organization
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FSD Units

• Associate VP Office
• Provides leadership and direction to FSD and
  financial and analytical support for senior
  management and the Board
• Provides taxation support, advice and analysis
• Ensures information about FSD services is
  provided through the training and communications
  officer
• Budget Management
• Implements and manages the detailed annual budget
  for the University, within the annual budget
  framework established by the Integrated Planning
  Office
• Support Development
• Provides ongoing support, maintenance, security
  and training for University financial systems,
  including UniFi.

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FSD Units

• Financial Reporting
• Provides relevant and responsive financial
  reports, information and advice
• Collaborates with Research Services in the
  administration of research projects
• Provides financial and administrative support
  through Financial Analysts dedicated to specific
  Colleges/Units.
• Payroll Payment Services
• Ensures timely and accurate payment of salary,
  benefits and related services
• Manages payments to suppliers and employee
  reimbursements, including administration of the
  University Procurement Card (PCard)

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FSD Units

• Purchasing Services
• Facilitates the procurement of goods and services
  including construction and related consulting
  services
• Manages the competitive bid process
• Negotiates and administers University procurement
  contracts
• Student Accounts Treasury
• Provides financial services that relate to
  students, including collection of tuition and
  other fees
• Provides cash management, investment and foreign
  currency services for the University