Financial Rep Meeting

1. Financial Rep Meeting February 17, 2014

2. Controller’s OfficeACCOUNTING & PROPERTY SERVICESJudd Enfinger

3. Online Journal EntriesNew Journal Sources • What is a Journal Source? • In general, should indicate where transactions originated from rather than who processed • OPRID/User field can be used to determine who processed a JE • Why should you care? • Hopefully makes it easier for managers to monitor all charges/online journals affecting their budget • Before, so many different transactions hit as ‘CON’ journals was difficult to zero in on specific types • DOL – Departmental Online Journals • Expense/cash/revenue transfers • Expense/revenue corrections • Project cost overruns

4. Online Journal EntriesNew Journal Sources • AUX – Interdepartmental Charges (IRs) • Journal Header Reference – Will reflect the “selling department area” • FSU_DPT_GL_JOURNALS Query • Can be used to lookup charges from a particular “selling dept” • Can also look up all AUX journals and see which auxiliaries charged your department • Business Services Charges • Will still be entered with ‘BUS’ Source • Specific auxiliary will show up in Journal Header Reference • Other Exclusions • Facilities maintenance/repairs (OFC, OFG, OFM) • ITS network & communication services (TEL) • Utilities charges (UTL)

5. Online Journal EntriesNew/Revised Forms • Departmental Online Journal Entry Form • Replaces two forms • Expenditure Transfer Journal Entry (ETJE) • Revenue Transfer (SFS-06) • Should be used for any and all adjustments needed (misc. corrections, transfers, cost overruns) • Will appear in OMNI with new ‘DOL’ Source • Interdepartmental Requisition (IR) Form • Minor revisions made

6. Online Journal EntriesNew/Revised Forms • Detailed instructions included on both forms • Detailed procedures also available online • For DOL Form, examples available of the most common types of transactions • Users are strongly encouraged to route / submit forms electronically • JE Approver / Sponsored Research can sign using a digital signature • Backup documentation can be attached within form • Can route form using ‘Email to’ buttons • Online tutorial is available on setting up a digital signature • Please submit forms to General Accounting using GeneralAccounting@admin.fsu.edu rather than by sending them to a particular employee • Faxed forms will no longer be accepted

7. Surplus PropertyGeneral Updates • Focus is on sustainability • New Surplus Property Coordinator – Paul McCrory • Striving for better customer service • New internal database (more on this later) • Easier submission of Property Change Forms (PC 213) • Electronic Submission • Encouraged to attach spreadsheet if submitting many items • More responsive to surplus requests • Better coordination of pickups/deliveries • Shifting to online sales – see surplus.fsu.edu • Public Surplus • GovDeals

8. Surplus PropertyNew Internal Database • Maintained in SharePoint • All items are either: • At the Surplus Warehouse (Status = “Held for Transfer”) • At a department awaiting pickup by Surplus Property (Status = “Submitted Awaiting Pickup”) • Departments can request any item on the list, regardless of status • Preferred that departments request item before it goes to the warehouse • Please email PropertyServices@admin.fsu.edu to request items • First come, first served • If item is requested by multiple departments, will be given to first dept to request in writing, via this email

9. Surplus PropertyNew Internal Database • Highlights of new DB • Some items include photos • Better descriptions (hopefully) • Sortable/filterable • Downloadable to Excel • Can be set to send alerts when new items are added

10. Online Property Training • Topics include: • Capital vs. Expendable definitions • Property Cost • Proper Safeguarding of Property • Acquisitions • Annual Inventory • Property Changes (location, transfers, surplus, etc.) • Dispositions • Removal from FSU • Vehicles • Useful Queries/Resources

11. Online Property Training • Requires passing of a post-test (with 80% or better) • Will be required of all new Property Managers & Custodians • Current Property Managers/Custodians must also complete the course by the end of the fiscal year (6/30/14) • Other Financial Reps are encouraged to take the course • Course # BTPT01 • Sign up through OMNI HR>Self Service> Learning & Development> Request Training Enrollment

12. Safeguarding of University Property (Policy 4-OP-D-2-F C) • Department’s responsibility to protect ALL University property • Lock equipment / doors • Perform adequate maintenance • Train staff on proper handling procedures • Store equipment in suitable locations • Track items removed from campus • Attractive/sensitive property will vary from department to department

13. Safeguarding of University Property (Policy 4-OP-D-2-F C) • Factors to consider when evaluating property attractiveness/sensitivity • Portability • Adaptability for personal use • Contains new technology • Potential resale value • Security of its location

14. Safeguarding of University Property (Policy 4-OP-D-2-F C) • Attractive/sensitive property should be identified/tracked • Departments should perform risk assessment on their property • Internal policy should be developed for managing attractive/sensitive items • OMNI is available to help track these items • Property tag obtained by submitting Attractive Item Additions Form (PA 02) • Info that may be maintained includes acquisition date, cost, description, manufacturer, serial #, current location and comments

15. Accounting & Property Services Contacts