UCD Finance OfficeAccounting Services

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UCD Finance Office/Accounting Services

• HOME PAGE http//www.ucdhsc.edu/admin/finance/
• THIS PRESENTATIONhttp//ucdhsc.edu/admin/finance/
  documents/NEO.ppt

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Accounting Services Agenda

• The Big Picture
• Stewardship Obligation
• Fiscal Culture
• AVC Finance/Admin
• Sponsored Project Funds
• Gift Funds

• Internal Controls
• Reports
• Personal Liability
• Training Resources
• Compliance Resources
• Contacts

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The Big Picture
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Stewardship Obligation

• The responsibility for sound financial management
  resides with every employee or affiliate who
  spends or manages university funds.
• In general, the public nature of University funds
  and State requirements impose a more restrictive
  standard than that used in the private sector

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Fiscal Culture

• CU's organizational units obtain and utilize
  resources to carry out the universitys missions,
  the financial impact of which is accumulated and
  summarized in the University's financial records.
  
• CU is obligated to comply with numerous laws,
  policies, rules, regulations, and sponsor / donor
  requirements. External entities trust that the
  university's financial statements are complete
  and accurate, which cannot happen without the
  help of all employees and affiliates who have
  financial management duties.
• It is important for all employees / affiliates to
  understand
• the hierarchy of policies, procedural statements,
  and guidelines
• the driving forces behind our current fiscal
  culture, and the main tenets of the related
  policies

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Fiscal Culture

• Policy Hierarchy

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Fiscal Culture

• Driving Forces - CU Regents and External Forces
• The Regents of the University of Colorado sit
  atop our policy hierarchy, and create laws and
  policies that lower level policies, like APS,
  PPS, and campus-specific policies strive to
  support
• Laws of the Regents https//www.cu.edu/regents/Law
  s/laws.html
• Policies of the Regents https//www.cu.edu/regents
  /Policies/index.html
• The Sarbanes-Oxley Act of 2002, which influences
  best-practices in fiscal management, is the
  driving force behind many of CU's new and revised
  Administrative Policy Statements
• Fiscal Roles and Responsibilities
  https//www.cu.edu/policies/Fiscal/Fiscal-RolesRes
  ponsibilities.pdf
• Fiscal Code of Ethics https//www.cu.edu/policies/
  Fiscal/Fiscal-Code-of-Ethics.pdf
• Fiscal Certification https//www.cu.edu/policies/F
  iscal/Fiscal-Certification.pdf
• Officer Disclosure of Interests
  https//www.cu.edu/policies/Fiscal/Officer-Disclos
  ure.pdf

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Fiscal Culture

• Driving Forces Transparency and Accountability
• Other factors, like the need for transparency
  and accountability have impacted APS/PPS
• Propriety of Expenses https//www.cu.edu/policies/
  Fiscal/Propriety-of-Expenses.pdf
• Sensitive Expenses https//www.cusys.edu/psc/polic
  ies/downloads/PPS_Sensitive_Expenses.pdf
• Alcohol Purchase and Provision https//www.cu.edu/
  policies/Fiscal/Alcohol-Purchase-APS.pdf
• Alcohol https//www.cusys.edu/psc/policies/downloa
  ds/PPS-Alcohol.pdf
• CU Foundation Transfers https//www.cu.edu/policie
  s/Fiscal/CU-Foundation-Transfers.pdf
• Recognition and Training https//www.cusys.edu/psc
  /policies/downloads/PPS_Recognition_and_Training.p
  df
• Personal Technology and Telecommunications
  https//www.cu.edu/psc/policies/downloads/PPS_Pers
  onal_Technology.pdf

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AVC Finance and Administration

• Finance Office Responsibilities
• Accounting Services
• Financial Compliance and Training
• Sponsored Programs Accounting (Downtown Campus)
• Resource Management
• Student Financial Services

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Sponsored Project Funds (Anschutz Medical Campus)

• Office of Grants and Contracts (OGC)
• Pre-Award
• Contracting
• Accounting
• Post-Award
• Policy and Education

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Sponsored Project Funds (Downtown Campus)

• Division of Sponsored Programs Administration
  (DSPA)
• Pre-Award
• Contracting
• Sponsored Programs Accounting (SPA)
• Accounting
• Post-Award
• Policy and Education

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Gift Funds

• Gift funds are financial awards received from
  external donors
• Expenditures must be made in accordance with
  donor wishes, and must be in compliance with all
  applicable rules, regulations, policies, and
  procedures.
• Online training is available at
  https//www.cusys.edu/controller/documents/Gift_Tr
  aining.ppt and is required for those with gift
  fiscal responsibilities

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Internal Controls

• Promote the use of sound business and financial
  management practices.
• One major control is achieved through proper
  segregation of duties so that no single
  individual controls all (e.g. "create" and
  "approve") aspects of a financial transaction.
• Another control is the review of monthly
  financial statements, whether burst or ad-hoc

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Reports

• Reports can be viewed in the my.CU portal

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Reports

• Click on the my.Reports tab

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Reports

• Depending on your roles and Finance System
  access, youll view reports via one or more of
  the channels

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Personal Liability

• Colorado Governmental Immunity Act
• Three main areas in which an employee can be held
  liable for actions at work
• Criminally
• Civilly
• Employment discipline
• Personal financial liability if
• After-the-fact purchases
• Signing contracts on behalf of University (see
  signature matrix) http//www.ucdhsc.edu/admin/fin
  ance/documents/Contract_Matrix.pdf

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Training Resources

• Blackboard Online training (https//blackboard.cud
  enver.edu/ Use 6-digit Employee ID to login)
• Research Administration Start to Finish
• Direct Charging to Sponsored Projects
• Electronic Personnel Effort Reporting (ePER)
• Finance / Procurement System Training multiple
  courses
• Financial Inquiry Online training
  http//www.kathyillian.com/finance/training/inquir
  y/index.html
• Instructor-led Finance / Procurement Training
  (http//www.ucdhsc.edu/admin/finance/courses.htm)
• Procurement Card Training https//www.cu.edu/psc/p
  urchasing/procurementcard/pc-training.html

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Compliance Resources

• UCD Financial Compliance http//www.ucdhsc.edu/adm
  in/finance/compliance.htm
• Effectiveness of administrative training programs
  
• Adequacy of fiscal policies and procedures
• Propriety of financial transactions
• Internal Audit Fraud Hotline https//www.cusys.edu
  /audit/fraud.html

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Contacts

• UCD Finance Office website http//www.ucdhsc.edu/
  admin/finance/.htm
• UCD Finance Office main phone [phone]
• DSPA (Downtown Campus) website
  http//thunder1.cudenver.edu/osp/index.htm
• SPA (Downtown Campus) website http//www.ucdhsc.e
  du/admin/finance/sponsored.htm
• Grants and Contracts (AMC) website
  http//www.uchsc.edu/ogc/