From: announce-campus-bounces@lists.southernct.edu
on behalf of Musante, Joseph A. [musantej1@southernct.edu]
Sent: Thursday, June 30, 2011 4:24
PM
To: announce-campus@lists.southernct.edu
Subject: Finance policy and procedures
for FY12
Attachments: ATT00001.txt
IMPORTANT MESSAGE FROM FINANCE and ADMINISTRATION:
1.
REVISION OF
ESSENTIAL PURCHASE REVIEW/APPROVAL PROCESS
In March 2009, procedures were established to determine
essential university purchases and/or expenditures. Purchase requisitions
and direct pay vouchers, regardless of cost, required the review/approval of
the President, Vice President or designee. EFFECTIVE JULY 1, 2011, essential
purchases and/or expenditures involving purchase requisitions and direct pay
vouchers will require approval of the President, Vice President or designee only when the cost is $1,000 and
above. This approval procedure matches the acquisition
level of the University P-Card.
NOTE: Above essential approval process does not
apply to grants, student activity or bond funds.
2.
CONFIRMING
OR AFTER-THE-FACT EXPENDITURES
As a reminder, all confirming or after-the-fact
purchase requisitions, honorariums, PSAs and/or TAs will continue to require a
written justification for not following procedures from the requester. All
confirming or after-the-fact purchase requisitions, honorariums, PSAs and TAs
require the requester to provide a written justification for not following
procedure and a statement of action to be taken to prevent future unauthorized
expenditures. This document must be submitted to the President or Vice
President of the requester’s division. The President or Vice President
must provide their signature of approval in order for the Finance and
Administration department to process the expenditure.
3.
BANNER ORG
FINANCIAL MANAGER
Banner Org financial managers, as the authorized
approver for their associated budget, must continue to sign and date any and
all documents involving procurement, contracts and payment. All
purchase requisitions, honorariums, PSAs, voucher disbursements, employee
reimbursements and travel authorization forms will be returned unprocessed to
the requester if the associated Banner Org financial manager’s date of approval
and authorizing signature is missing from the form. If the
Banner Org financial manager is unavailable for signature (for example: on
vacation, at a conference, etc.), the President or Vice President of that
division may sign the document on the Banner Org financial manager’s
behalf. Unfortunately, Banner Org financial managers may not delegate a
colleague or support staff to sign on their behalf.
4.
STAPLES
ADVANTAGE EWAY USERS & APPROVERS
The University realized a 25% cost savings in the
purchase of E-way office supply purchases in FY11. This is perhaps
attributable to the ongoing review and approval of essential office supply
purchases. This serves as a reminder that all E-way office supply
purchases should be prepared once a month between the 1st and 5th
day of each month. Your division approver is to hold all requests he/she
receives and submits all order requests at one time, but no earlier than the 5th
of the month. As E-Way orders will be placed once monthly, office supply
needs should be adequately planned. If your department has an emergency
office supply, you will need to work directly with your division approver to
justify and release your emergency office supply order outside of the monthly
parameter.
For further information or for help with specific
questions, please contact the following:
|
CSUS Procurement Manual: |
CSUS Travel Policies: |
|
|
|
|
For procurement, purchase requisitions, purchase
orders: Jane
Mailhiot SCSU
Purchasing Manager Ext:
26704 / email: mailhiotj1 |
For employee reimbursements, voucher disbursements
and travel authorizations: Anna Rivera-Alfaro Accounts
Payable Coordinator Ext:
26848 / email: alfaroa1 |
|
For P-Card:
Robin Kenefick
SCSU P-Card Administrator
Ext: 25266 / email: kenefickr1 |
For records retention policies:
Phil Koslowski
SCSU Records Information Management
Ext: 26205 / email: koslowskip1 |
|
For honorariums and personal service
agreements: Cynthia
Shea-Luzik Contract
Compliance Specialist Ext:
25490 / email: shealuzikc1 |
For all other questions: Carol
Wallace Director
of Administrative Support Services Ext:
25453 / email: wallacec1 |
|
If a Banner Org financial manager must be changed,
the current Banner Org financial manager or the associated VP
must send an EMAIL request listing the name of the current Banner Org
financial manager and the name of the new Banner Org financial manager and
the Banner Org(s) the request applies to, or if you need to know who is
assigned as a Banner Org financial manager to the Org in question, please
send either in an email request to: Lise Brule, University Controller,
email: brulel1 or Kathy Montagne, Director of Accounting Services,
email: montagnem1 |
|
Thank you for your attention
to this matter. James E. Blake, Executive Vice President