Business Office - Finance and Administrative Services

Transcription

Business Office
14th Annual “How To..” Forum
August 23, 2011 &
August 24, 2011
BUSINESS OFFICE
FISCAL YEAR 2011-2012
As of August 12, 2011
Mary Elizondo
Comptroller
Annie Ochoa
Administrative Asst.
Irene Zavala
Secretary
Sunil Rajwani
System Analyst
Eden Garza
Records Technician
VACANT
Asst. Comptroller
Norma Jimenez
Bursar
Cashiering & Spirit Office
Maria de Jesus Palomo
Accountant
Student Payments
Maria Emma Trevino
Accountant
Cashiers
Accounting Assistants
Billings & Receivables
Vacant
Juan Flores
Bertha Villarreal
Head Cashier
Concepcion Lira
Accounting Assistant
SPIRIT
Cashiers
Gracie Garcia
Eutiquio Vela
Monica Zavala
Cynthia Tenorio
Norma Luna
Cynthia Lopez
Erica Garcia
Jacinta Garcia
Vacant
David Gaytan
Dalinda Gamboa
Accounting Group Supervisor
Grants/Contracts
& Accounts Payable
Maricarmen Ramirez
Accountant
Accounts Payable
Travel
Yolanda Olivo
Cynthia Prado
Myriam Lopez
Student A/R, Budget, & Reporting
Mireya Olvera
Accountant
Grants & Contracts
M. Nicole Espinoza
Budget Coordinator
Lydia C. Flores
Accounting Specialist
Accounts Payable
Norma Reyna
Grants & Contracts
Elena Jimenez
Budget Control
Marcos Garcia
Bertha Arriaga
Melly Leal
Temp. Accountant
VACANT
Beatriz Saldana
Gabriela Gonzalez
Marcy Gonzalez
Efrain Lira
Yvette Ortiz
Alma Church
General Accounting &
Construction
Marittza Adame
Accountant
Accounts Receivable
Maribel Medina
Collections
Sonia Elizondo
Norma Ibarra
Myra
Ochoa
Sonia
Elizondo
Yesica Avila
Accountant
General Accounting
Nereida Sanchez
Accountant
Construction
Karla Gamboa
General Accounting
Blanca Cantu
Brenda Lopez
Maria Anabel Garza
General Ledger
Cynthia Villarreal
Payroll, Fed/State Tax,
& Special Reports
Vanessa Sifuentes
Accountant
Payroll
Lidia Romo
Payroll
VACANT
Amanda Vargas
VACANT
Lucia Chavez
Accountant
Special Projects
Ana Maria Hodgson
Position/Budget Control
Payroll
BUSINESS OFFICE DIRECTORY
OFFICE OF THE COMPTROLLER
NAME
Mary G. Elizondo
Vacant
Annie Ochoa
Irene Zavala
Eden Garza
Sunil Rajwani
TITLE
Comptroller
Asst. Comptroller
Admin. Assistant
Secretary
Records Technician
System Analyst
EMAIL
PHONE NUMBER
marye@southtexascollege.edu 872-4655
872-4622
aochoa@southtexascollege.edu872-4645
izavala@southtexascollege.edu 872-4601
eegarza@southtexascollege.edu872-4614
strajwani@southtexascollege.edu
872-4663
BUDGET CONTROL
NAME
Myriam Lopez
M. Nicole Espinoza
Elena Jimenez
TITLE
EMAIL
PHONE NUMBER
myriaml@southtexascollege.edu872-4640
Budget Coordinator
mnespino@southtexascollege.edu
872-4633
elenae@southtexascollege.edu 872-4620
STUDENT ACCOUNTS & RECEIVABLES & COLLECTIONS
NAME
Marittza Adame
Maribel Medina
Myra Ochoa
Norma Ibarra
Sonia Elizondo
TITLE
Accountant
EMAIL
PHONE NUMBER
mmadame@southtexascollege.edu
872-4612
mmedina@southtexascollege.edu
872-4624
mochoa19@southtexascollege.edu
872-4657
naibarra@southtexascollege.edu872-4658
relizondo@southtexascollege.edu
872-4676
GRANTS & CONTRACTS
NAME
TITLE
EMAIL
PHONE NUMBER
Dalinda Gamboa
dgamboa@southtexascollege.edu
872-4619
Mireya Olvera
Accountant
molvera@southtexascollege.edu872-4652
Norma Reyna
norma@southtexascollege.edu 872-4602
Maria Estman
ACCOUNTS PAYABLE & TRAVEL
NAME
TITLE
EMAIL
PHONE NUMBER
Maricarmen Ramirez
Accountant
mramirez@southtexascollege.edu
872-4609
Lydia Flores
lcflores@southtexascollege.edu 872-4628
Marcy Gonzalez
Records Technician (Temp.)
mgonzalez2@southtexascollege.edu
872-4673
Marcos Garcia
mgarcia1@southtexascollege.edu
872-4611
Bertha Arriaga
berthaa@southtexascollege.edu872-4659
Efrain Lira
elira_6696@southtexascollege.edu
872-4623
Beatriz Saldana
bsaldana1@southtexascollege..edu
872-4631
Gabriela Gonzalez
mggonzalez@southtexascollege.edu
872-4691
Melly Leal
maleal@southtexascollege.edu 872-4673
Yvette Ortiz
ymortiz@southtexascollege.edu 872-4642
Yolanda Olivo
Accounting Assistant - Travel
yolivo@southtexascollege.edu 872-4618
Cynthia Prado
Accounting Assistant - Travel
cpradoz2@southtexascollege.edu
872-4656
GENERAL ACCOUNTING
NAME
TITLE
EMAIL
PHONE NUMBER
Alma Church
achurch@southtexascollege.edu872-4616
Nereida Sanchez
Accountant
nsanchez@southtexascollege.edu
872-4636
Yesica Avila
Accountant
yavila@southtexascollege.edu 872-4665
Karla Gamboa
kgamboa@southtexascollege.edu
872-4617
Blanca Cantu
balicia@southtexascollege.edu 872-4650
Brenda Lopez
bklopez@southtexascollege.edu872-4638
Maria Anabel Garza
magarza1@southtexascollege.edu
872-4662
PAYROLL , POSITION CONTROL & SPECIAL PROJECTS
NAME
TITLE
EMAIL
PHONE NUMBER
Cynthia Villarreal
cvillar@southtexascollege.edu 872-4610
Lucia Chavez
Accountant - Special Projects
lmtz@southtexascollege.edu
872-4669
Vanessa Sifuentes
Accountant
vbalderrama@southtexascollege.edu
872-4674
Lidia Romo
Payroll Specialist
romol@southtexascollege.edu 872-4604
Ana Maria Hodgson
amhodgson@southtexascollege.edu
872-4633
Vacant
Payroll Assistant
872-4629
Vacant
Amanda Vargas
Payroll Assistant
872-4606
avargas@southtexascollege.edu872-4613
CASHIERS
NAME
TITLE
EMAIL
Norma Jimenez
Maria De Jesus Palomo
Jacinta Garcia
Vacant
Juan Flores Jr.
Concepcion Lira
Bertha Villarreal
Cynthia Tenorio
Erika Garcia
Cynthia Lopez
Graciela Garcia
Vacant
Eutiquio Vela
Norma Luna
David Gaytan
Monica Zavala
Bursar
normaj@southtexascollege.edu 872-6454
Accountant - Student Payments
mdpalomo@southtexascollege.edu
872-6451
Accounting Specialist (Temp.)
jgarcia1@southtexascollege.edu872-2051
872-3444
jflores@southtexascollege.edu 872-3470
clira@southtexascollege.edu
872-2565
Head Cashier
berthav@southtexascollege.edu872-2531
Cashier
catenorio@southtexascollege.edu
872-2059
Cashier
egarcia@southtexascollege.edu 872-2611
Cashier
casaldivar@southtexascollege.edu
872-2159
Starr Campus - Cashier graciela@southtexascollege.edu488-5846
Starr Campus - Cashier
Cashier
evela@southtexascollege.edu 872-2069
MV Campus - Cashier
naluna@southtexascollege.edu 447-6668
Cashier
djgaytan@southtexascollege.edu872-2135
MV Campus - Cashier
mzavala@southtexascollege.edu447-1226
PHONE NUMBER
Table of Contents
5
Banner Finance &
Access and Budget
1
Questions
2
Go Green
6
Cashiers
3
Fraud & Abuse Awareness
and Internal Controls
7
Accounts Payable
8
Travel
9
Grants
Mary G. Elizondo, Comptroller
4
Ethics
Myriam Lopez, Acctg. Group Supervisor
Cashiers Staff
Dalinda Gamboa, Acctg. Group Supervisor
Cynthia Prado, Accounting Assistant
Grants Staff
Table of Contents
10
Accounting Transactions
11
Budget Transfers
12
General Accounting Staff
13
Student Accounts
Receivable
Accounts Receivable Staff
Nicole Perez, Budget Coordinator
14
S.P.I.R.I.T. Office
Payroll, Position Control, &
TimeForce
15
Conference Procedures
16
Questions
Payroll Staff
SPIRIT Office Staff
INTRODUCTION
Objectives
To learn “How To” Prepare and
Process Business Office
Documentation
•
To “Learn About” Business Office
Functions
•
Business
Office
“Count on Satisfaction”
Paperless Initiative
Components of Go Green
JagMail in use by student population.
•
•
Tuition statement notifications and reminders sent to student email.
Professors using JagMail for coursework.
 TouchNet Marketplace implemented since 2010.
 6 departments currently using the application.
 2 departments are interested and one is already testing.
Financial Reports available to Financial Managers & AA‟s since 2009.
Employee paystubs online through JagNet since March 2010.
Offer ACH payment for vendors and direct deposit for employees
(travel) available since 2009.
•
Ongoing Green campaign.
JagMail
Send notifications when tuition bills are
available online and payment reminders
every semester.
Allow faculty to communication about
coursework with students.
Announce work study positions.
Announce campus events to students.
Send other communications to students.
Jagmail tab in JagNet for student profile.
TouchNet Marketplace
Initial implementation began December 2009.
Online for 6 departments
• Child Development Center
• Student Assessment Center
• Health & Wellness Center
• Women's Studies
• Alumni & Friends
• Parking & Security
Types of Payments addressed
• Faculty/Staff
•
Non-tuition student
• Conferences & Events
Go live date was February 22, 2010.
TouchNet Marketplace
Future development
•
Valley Scholars “Night with the Stars”
•
•
Currently in testing phase
Library Services
•
Custom development with assistance from I.T.
Employee paystub in JagNet
Available since March 31, 2010.
Next phase integrates W2 in JagNet
Business
Office
South Texas College
Guidelines for
Reporting and Investigating
Suspected or Known Fraud, Abuse
and Other Improprieties
S
T
C
G
u
i
d
l
i
n
e
s
http://rav4.southtexascollege.edu/hr/forms/policies/policies_reporting_fraud_procedures.pdf
1. Introduction

STC is committed to creating an environment
where fraud, abuse and other improprieties are not
tolerated

Responsibilities for educating employees

Responsibilities for internal controls

Responsibilities for identifying and evaluating
risks
2. Purpose
Procedures and responsibilities or reporting
and investigating incidents
 Taking remedial actions
 Reporting evidence

3. General
•
Applies to all employees
•
•
Requires employees to detect and report
College will pursue legal remedies
Texas Whistleblower Act
Requires employees to cooperate
•
Immediately contact appropriate personnel
•
•
4. Examples of Acts of Fraud,
Abuse and Other Improprieties
•
ACFE – The use of one’s occupation for personal
enrichment through the deliberate misuse or
misapplication of the employing organization’s resources
or assets
•
Encompasses wide variety of conduct, such as pilferage to
sophisticated investment swindles
•
Common violations – asset misappropriation, corruption,
false statements, false overtime, petty theft and pilferage,
use of common property for personal benefits and payroll
and sick time abuses
4. Examples of Acts of Fraud,

Activity:
 Is done with the intent to conceal

Violates the employee‟s fiduciary duties to the College

Is committed for the purpose of direct or indirect financial
benefit to the employee

Costs the College assets, revenues, or reserves
5. Employee Responsibilities
•
Report the act to your immediate supervisor
•
If the supervisor has participated in or condoned the act, report
the matter to the next highest level of supervisor or
management
•
Director of Human Resources
Anonymous Fraud Hotline
State Auditor‟s Hotline
•
•
5. Employee Responsibilities
•
Employee should prepare written report
• Department where the act is occurring
• What is occurring
• When it occurred
• Who is involved
• How is it occurring
•
Employee will refrain from further examination
Question
What should you do if you suspect fraud?
6. Restitution
•
Appropriate action will be taken to recover assets lost
•
Will include cost of investigation, recovery or other
associated costs
7. Internal Control Deficiencies
•
Identify areas or practices in College that require
modification
•
Internal Auditors will recommend corrective actions and
shall follow-up on their recommendations
8. Employee Disciplinary Actions
•
An employee •
•
•
•
found to have participated
who hinders a fraud inquiry or investigation by making a
false or misleading statement
who has knowledge of fraud of a dishonest act, but fails to
report it according to these guidelines
shall be subjected to disciplinary action
9. Acting on Evidence of Fraud
•
•
•
College is responsible to investigate acts and to act on evidence
Appropriate personnel will gather facts and evidence
Appropriate experts, consultants and law enforcement will be
engaged as required
9. Acting on Evidence of Fraud
•
Employee may be reassigned, relieved of duties, etc, pending the
outcome of the investigation
•
A report will be prepared
•
Take appropriate action against the employee found to have
committed the act
10. Employee Training and
Acknowledgement
Training related to reporting is provided to all
employees
11. Acting in Good Faith
Anyone reporting acts, must act in good faith
and have reasonable grounds for believing the
information disclosed is valid
Reports done unsubstantiated and proved to
be done maliciously, recklessly, or falsely, will
be viewed to as a serious disciplinary offense
and may result in discipline, up to and
including termination of employment
12. Confidentiality
Reports and investigations of reports of incidents
of fraud, shall be kept confidential
Disclosure of reports to individuals not involved
in the investigation will be viewed as a serious
disciplinary offense and may result in discipline,
up to and including termination of employment
Doing What’s Right
If you ever have a concern regarding
•
•
•
violation of policies
illegal activities
unsafe activities
Such as the following:
•
•
•
•
•
Theft,
misappropriation of funds,
false request for reimbursement,
unauthorized use of records or access to information
systems or
fictitious vendor, employee, or student payments
Don’t keep it to yourself.
• You have the responsibility to report it to the
appropriate personnel.
Report the act per normal channels:
• your immediate supervisor or
• if your immediate supervisor has participated in or
condoned the act, report the matter to the next
highest level of supervision or management or to
• the Director of Human Resources
If
you don‟t feel comfortable discussing the
issue within normal channels, you may call The
Network, an independent company which
provides an anonymous reporting service for
hundreds of companies worldwide.
http://finance.southtexascollege.edu/businessoffice/forms/alerts/
Alert_2006_08.pdf
•
This service is not intended as a substitute for speaking
directly with management.
•
It is an option that is always available if you want to help, but
prefer not to give your name.
THE
NETWORK
1-800-482-5158
This
toll-free number is staffed by The Network, an
independent organization operating 24 hours a day, 7
days a week. You do not have to give your name. An
Interview Specialist documents your concern, assigns
you a personal reference number, and relays your
concerns to the company.
Fraud Hotline Flyer
http://finance.southtexascollege.edu/businessoffice/forms/Fraud_Hotline_Flyer.pdf
Fraud Survey
F
r
a
u
d
s
u
r
v
e
y
http://finance.southtexascollege.edu/businessoffice/survey.html
Questions
Got Internal Controls?
presented by
South Texas College
Business Office
The COSO* Definition of Internal Control
Definition of I/C:
“Internal control is a process - effected by an entity‟s board of
directors, management, and other personnel - designed to provide
reasonable assurance regarding the achievement of objectives in the
following categories:
a) reliability of financial reporting
b) effectiveness and efficiency of operations,
c) compliance with applicable laws and regulations.
* Committee of Sponsoring Organizations of the Treadway Commission
Simple Definition
Internal
control is what we do to see that the things we
want to happen will happen …

And the things we don‟t want to happen won‟t
happen.
Internal Controls Are Common Sense
What do you worry
about going wrong?
What steps have been taken
to assure it doesn’t?
How do you know
things are under control?
-It’s an on-going process…….
You exercise internal control principles in your
personal life when you:
Lock-up
valuable belongings
Balance your checkbook
Keep your ATM/debit card PIN number separate
from your card
Go to restaurants where you pay the cashier directly
with your credit card
Review your credit card statements
The Integrated Framework of Enterprise Risk
Management/Internal Controls
There are eight
components. The eight
components of the
framework
are interrelated …
The Integrated Framework of Enterprise
Risk Management/Internal Controls
Entity objectives can
be viewed in the
context of four
categories:
•
•
•
•
Strategic
Operations
Reporting
Compliance
The Integrated Framework of Enterprise Risk
Management/Internal Controls
ERM considers activities
at all levels of the
organization:
•
•
•
•
Enterprise-level
Division
Business unit
Subsidiary
Five components of I/C:
1) Control environment
2) Risk assessment
3) Control activities
4) Communication and Information
5) Monitoring
Control Environment
This component includes the attitude of management at all
levels toward operations in general and specifically the
concept of controls. This includes:
•
•
•
•
•
ethics,
competence,
integrity,
a demonstrated interest in the wellbeing of the organization
and
organization structure and management's policies and
philosophy.
Risk Assessment
Risks
are internal & external events (economic conditions,
staffing changes, new systems, regulatory changes, natural
disasters, etc.) that threaten the accomplishment of
objectives.
Risk assessment is the process of identifying, evaluating, and
deciding how to manage these events… What is the likelihood
of the event occurring?What would be the impact if it were to
occur?What can we do to prevent or reduce the risk?
Control Activities
This component includes those activities that are traditionally associated
with the concept of internal control. These activities include:
• approvals,
• responsibilities
• authorities,
• separation of duties,
• Documentation, written policies, procedures, processes,
• reconciliation,
• competent and honest personnel,
• internal check,
• and internal auditing.
These activities should be risk evaluated throughout the entire organization
considering the organization as a universe.
Communication & Information
Pertinent
information must be captured, identified and
communicated on a timely basis.
Effective information and communication systems enable the
organization‟s people to exchange the information needed to
conduct, manage, and control its operations.
Monitoring
Internal
control systems must be monitored to assess their
effectiveness… Are they operating as intended?
Ongoing monitoring is necessary to react dynamically to
changing conditions…Have controls become outdated, redundant, or
obsolete?
Monitoring occurs in the course of everyday operations, it
includes regular management & supervisory activities and other
actions personnel take in performing their duties.
Strong Internal Controls Benefits
Reducing
and preventing errors in a cost- effective manner.
Ensuring priority issues are identified and addressed.
Protecting employees & resources.
Providing appropriate checks and balances.
Having more efficient audits, resulting in shorter timelines,
less testing, and fewer demands on staff.
Fraud Triangle
When these three sides of
the triangle are present,
there is a much higher than
normal chance of an
individual committing a
fraud.
Got Internal Controls?
¿Questions?
Manual of Policy
Policy
4000, Code of Ethics Policy Statement
Policy
4001, Code of Professional Ethics for the
Administration, Faculty and Staff
Policy
Policy
4002, Standards of Conduct
4204, Reporting Suspected or Known Fraud,
Policy 4000
Policy 4001
Policy 4002
Policy 4204
Financial Manager Handbook
http://finance.southtexascollege.edu/businessoffice/forms/FM%20
Handbook.pdf
Business
Office
5. Banner Finance Access & Budget
Access to Banner Finance
Access to Banner Finance is needed if you:
•
•
Need to review budget status for organizations under
your department
Need to input online requisitions for your department
To request access, complete Banner Finance Access
Request Form.
•
Form is available to download on the Business Office
website http://www.southtexascollege.edu/businessoffice/index.html
Banner Ledgers
General Ledger – maintains information relevant to
the organization‟s balance sheet (asset, liabilities, fund
balance)
Operating Ledger – contains transaction data for
college revenues and expenses.
Banner Chart of Accounts “S”
Chart of
Accounts
“S”
General
Ledger
Required
Operating
Ledger
Required
F
O
A
P
A
L
Fund
Orgn
Acct
Prog
Actv
Locn
(6 digits)
(6 digits)
(6 digits)
(4 digits)
Not used
Not used
Used
by
Fixed
Assets
Used
by
Fixed
Assets
Fund
Where funds are coming from (funding source).
Banner Fund Structure:
•
•
•
•
•
•
•
•
•
1xxxxx – Unrestricted Funds
2xxxxx – Restricted Funds
3xxxxx – Auxiliary Funds
4xxxxx – Loan Funds
8xxxxx – Agency Funds (Clubs)
91xxxx – Plant – Unexpended Funds
92xxxx – Plant – Renewal & Replacement Funds
93xxxx – Plant - Retirement of Indebtedness Funds
94xxxx – Plant – Net Investment Fund
Organization
Who is responsible (department).
Structure is based on STC’s Organizational
Chart.
Banner Organization Structure:
•
•
•
•
•
•
1xxxxx – Office of the President
2xxxxx – Instructional Services
3xxxxx – Student Services and Development
4xxxxx – Finance and Administrative Services
5xxxxx – Information Services and Planning
6xxxxx – Workforce and Resource Development
Finance Forms
FGIBAVL – Budget Availability Status
FGIBDST – Organization Budget Status
FGITRND – Detail Transaction Activity
FGIOENC – Organization Encumbrance List
FGIENCD – Detail Encumbrance Activity
Query Data on Banner
Allows to separate specific transactions
Steps to perform a query
1. Query / Enter or click
button
2. Query / Execute or click
button
3. To cancel a query – Query / Cancel or
click
button
Wild character “%” can be used in queries
Review Budget Status on FGIBAVL
FGIBAVL is the form
Banner uses to check
Non-Sufficient Funds
(NSF)
The available balance on FGIBAVL is reduced by
complete, incomplete, suspended, and unapproved
transactions (requisitions, POs, invoices and
journal entries)
Review Budget Status on FGIBDST
Unlike FGIBAVL, only
complete and fully
approved documents
post to FGIBDST
FGIBDST also provides a more
detailed summary by account code
while FGIBAVL shows a summary by
account pool.
Question
Form FGIBDST provides a detailed view by
account code while form FGIBAVL provides a
summary by account.
True or False?
Available Balance Calculation
on FGIBAVL and FGIBDST
Adjusted Budget
- Year-to-Date (YTD) Activity
- Commitments (Encumbrances)
= Available Budget Balance
Question
Incomplete and unapproved transactions are
reflected in the available balance on form
FGIBDST.
True or False?
Transaction Detail - FGITRND
The field column can help you determine the type of transaction.
• OBD – Budget transaction
• RSV – Encumbrance transaction from requisition
• ENC – Encumbrance transaction from PO
• YTD – Expense transaction from invoice, journal entry or feeds
from other system (Student, HR)
- “I” documents are Invoices, “J” documents are Journal Entries,
and “F” documents are feed transactions
FGIOENC
FGIOENC provide a list of all open
encumbrances (requisitions,
purchase orders) for the organization
and fund specified.
FGIENCD
FGIENCD provides detail transactions for
an encumbrance (requisition, purchase
order). For example, all invoices/change
orders done to the encumbrance.
Document Inquiry Forms
FPIREQN – Requisition Query Form
FPIPURR – Purchase Order Query Form
FAIINVE – Invoice Query Form
FGIDOCR – Document Retrieval Inquiry
FOIDOCH - Associated Documents
REQ – Requisition
PO – Purchase Order
INV – Invoice
CHK – Check
Enter
document
number
Exporting a report from Banner
Go to „Help‟ and then „Extract Data No Key’
Click „Save File‟ view pop-up message for file
location.
Go to „My Computer‟ and locate the C: drive.
Double click on C: and look for the „Temp‟
folder.
File should be stored in C:\temp
Business
Office
6. Cashiers’ Department
Servicing our customers
Customer Service

1.
2.
3.
4.
Greet w/ a smile
Listen attentively
Promptness
Full Service






Billing Inquires
Process payments
Payment Options
 Installments & Emergency
Loans
 Payment Arrangements
Departmental Deposits (need FOAPAL)
Refunds & Final Disbursements
Review student accounts
 Billing disputes/discrepancies
 Adjust student accounts accordingly
Cashier Office Hours
A Cashier’s Schedule calendar is distributed on a monthly basis.
The calendar provides useful information such as;
•Date location is open
•Campus Office Hours of operation
•Contact Phone Number by campus
•This serves as a great planning tool.
• If you would like to view the monthly cashier schedule, it is under the STC home page.
STC home page Cashiers  Hours of Operation
DROP BOX:
Available at Pecan Campus next to the SPIRIT Office.
*Note: Non-CASH Payments ONLY
Keeping up to date
Cross Train

I.
II.
III.
Training sessions
Knowledgeable
Consistency
Student Guides
Available ONLINE!
http://www.southtexascollege.edu
Click: Cashiers under Services Menu
The Business office distributes the student guide in an effort
to explain important student financial concerns.
What’s in the Business Office
Student Guide
Student Guides are updated each semester.
The following information can be obtained from them:
•Tuition charges (per credit hour)
•Mandatory Fees
•Course Fees
•Differential Tuition (per credit hour)
•Continuing Education Fees
•Other Non-Refundable Fees
•Refund Policies
•Payment Methods
•In-person
•Online
•Emergency Loan Program
•Installment Payment Plan
(Plans are available online)
•Installment Due Dates
•Third party Contracts and Scholarships
•Concurrent Enrollment
(Enrolled in two Texas Public Institutions
of Higher Education)
•Returned Checks/Stop Payments
•Payment Methods and Locations
•S.P.I.R.I.T Office
(Student Payment-Inquiry Resolution and Information Team)
INSTALLMENT PLANS
SHORT ON TIME? … AVOID THE LINES!!!!!
Installment Plans Available ONLINE through JAGNET
(http://jagnet.southtexascollege.edu or Cashier Offices)
AMOUNT DUE AT TIME OF ENROLLMENT:
A $30.00 Processing Fee plus
Initial down payment &
Non-deferrable fees
Installment Plan Options:
(Plan 1) = 50% Down Payment (expires: September 14), or
(Plan 2) = 25% Down Payment (expires: September 14), or
(Remaining balance is divided in 2 equal installments)
(Plan 3) = 20% Down Payment (Expired: July 31st )
(Remaining balance is divided in three installments)
AVAILABILITY
Eligible students may enroll in an Installment Plan during the open enrollment period.
Installments are available up until the 12th class day: September 14, 2011.
“Class day” refers to STC’s scheduled class day, not the student’s class meeting days.
Visit our Cashier’s Website for Installment availability processing periods.
STC home page Cashiers  Installment Plans
Installment Plans - ONLINE
Enroll online through JagNet
http://jagnet4.southtexascollege.edu
Log-in
to JagNet (case sensitive)
Under “My Services” click: <Enroll/View Plans>
A new window will pop up, at the top of the page is another menu bar,
Click: <Payment Plans Tab>
Click: <Sign up for a New Payment Plan>
Select: <Term> and Click: <Go>
Review payment plan details and click: <Continue>
Click: <Display payment schedule>
Select: <NO or YES>, if you want to set up auto payment for the future payments
Select:
<Payment Method> (credit card: VI,MC,DI or Checking/Savings)
<Read & Print> Installment Plan Agreement Terms
<Check mark box: “I Agree”> and click: <Continue>
<Print> payment confirmation & <LOGOUT>
PAYMENTS ONLINE
Pay Tuition Online through JagNet!
NEED MONEY FOR BOOKS?
TEXT BOOK - EMERGENCY LOANS
(subject to availability until funds exhaust)
Rule of Thumb, Processing Period Begins
Fall/Spring: Ten days before classes begin.
Summers: Ten days before classes begin.
Fall 2011 - Apply between: August 22 – September 2
Zero Down Payment required
Fall 2011 – Due Dates


50% Due – October 3, 2011
50% Due – November 3, 2011
Loan Amounts
12hrs = 600.00
11-9 hrs = 400.00
8-6 hrs = 300.00
STUDENT- PURCHASING
A PARKING PERMIT
FACULTY/STAFF PURCHASING
A PARKING PERMIT
HIGHER ONE - REFUNDS
STC has partnered with Higher One financial services to provide refund
disbursement services for students. ALL students need to select a
refund preference.
Student receives the card:
• Visit: https://www.stcjagcard.com
• Enter the card number in the “Get Started” box
• Student will need to select one of (3) refund options.
•
•
•
Easy Refund
Electronic Transfer ACH
Paper Check
Question
What are the steps a student should
follow once they receive their Higher
One JagCard?
Jag
card
Replacement Fee:
January 1, 2010 & After,
•Active - $20.00
•Inactive - $10.00
Prior to January 1, 2010
•Active - $20.00
•Inactive - $20.00
Go Green, Spring 2010
Question
Effective January 2010, _ _ _ _ _ _ _
will be the Business Office’s
official means of communication
with students.
Cashier’s Website
Hours of Operation
Payment Due Dates
EML/Installments
Book Allowances
Refunds
Tuition & Fee Tables
Contact Us
Student Guide
http://www.southtexascollege.edu
STC home page Click: Cashier’s
Mass Notifications
The Cashiers’ Department has attempted to notify all registered students of
important payment deadlines, processing periods for Installments/EML, Going
Green (activating their STC JAGMAIL), and the importance of choosing a
Refund Preference.
We notify our students in the following manner:
Mass notification via telephone number on Banner system
Via STC Jag-Mail
Flyers handed out on campus
Advertisements on Plasma TV, Cashier’s Website, Student Guide
Requesting a Refund
Departments requesting a refund for a student must keep
the following in mind:
•
Normal check runs are on Thursdays
•
A refund request must be submitted by noon on Tuesday
Any requests received after the deadline (noon Tuesday) will be
issued until the following week.
•
Business
Office
7.
Accounts Payable
Accounts Payable Department
The Accounts Payable department is responsible for processing payments
for goods and services purchased by the college and payments associated
with employee travel.
Maricarmen Ramirez
Lydia Flores
Bertha Arriaga
Marcos Garcia
Gabriela Gonzalez
Melly Leal
Efrain Lira
Yvette Ortiz
Beatriz Saldana
AP Fax
Yolanda Olivo
Cynthia Prado
Travel Fax
AP Accountant
Accounts Payable
Travel
956-872-4609
956-872-4628
956-872-4659
956-872-4611
956-872-4691
956-872-4673
956-872-4623
956-872-4642
956-872-4631
956-872-4648
956-872-4618
956-872-4656
956-872-4630
Accounts Payable Do’s
oDo
submit prepayment form to AP
oDo submit all itemized receipts for prepayment purchases
oDo submit an agenda and sign in sheet for food purchases for staff
meetings
oDo advise vendors that STC is tax exempt
oDo submit completed Consultant Services Rendered form after services
are rendered
oDo keep track of open PO balances (FGIENCD)
oDo keep open communication with AP
oDo provide correct PO number to vendor
oDo refer to Business Office website for account code listing
oDo meet all Accounts Payable deadlines, especially end of fiscal year (see
attached calendar)
Accounts Payable Calendar
ACCOUNTS PAYABLE CYCLES CALENDAR
FISCAL YEAR 2011 - 2012
SEPTEMBER 2011
S
M
T
W
OCTOBER 2011
TH
F
S
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
18
19
20
21
22
23
25
26
27
28
29
30
S
M
T
W
NOVEMBER 2011
TH
F
S
S
M
1
DECEMBER 2011
T
W
TH
F
S
1
2
3
4
5
S
M
T
W
TH
F
1
2
S
3
2
3
4
5
6
7
8
6
7
8
9
10
11
12
4
5
6
7
8
9
10
17
9
10
11
12
13
14
15
13
14
15
16
17
18
19
11
12
13
14
15
16
17
24
16
17
18
19
20
21
22
20
21
22
23
24
25
26
18
19
20
21
22
23
24
23
24
25
26
27
28
29
27
28
29
30
25
26
27
28
29
30
31
30
31
S
M
S
M
S
M
F
S
JANUARY 2012
FEBRUARY 2012
S
M
T
W
TH
F
S
1
2
3
4
5
6
7
T
MARCH 2012
W
TH
F
S
1
2
3
4
T
W
APRIL 2012
TH
F
S
1
2
3
T
W
TH
8
9
10
11
12
13
14
5
6
7
8
9
10
11
4
5
6
7
8
9
10
1
2
3
4
5
6
7
15
16
17
18
19
20
21
12
13
14
15
16
17
18
11
12
13
14
15
16
17
8
9
10
11
12
13
14
22
23
24
25
26
27
28
19
20
21
22
23
24
25
18
19
20
21
22
23
24
15
16
17
18
19
20
21
29
30
31
26
27
28
29
25
26
27
28
29
30
31
22
23
24
25
26
27
28
29
30
S
M
S
MAY 2012
S
M
JUNE 2012
T
W
TH
F
S
1
2
3
4
5
S
M
T
W
TH
JULY 2012
F
S
1
2
6
7
8
9
10
11
12
3
4
5
6
7
8
9
13
14
15
16
17
18
19
10
11
12
13
14
15
16
20
21
22
23
24
25
26
17
18
19
20
21
22
23
27
28
29
30
31
24
25
26
27
28
29
30
LEGEND:
APPROVED DOCUM ENTATION (INVOICE, COPY OF ON-LINE
REQUISITION FOR TRAVEL) DEADLINE - TUESDAYS AT
12:00 P.M .
Final FY11 Invoice Paym e nt date
ACCOUNTS PAYABLE CHECK CYCLE
HOLIDAY/COLLEGE CLOSED
S
1
M
T
W
TH
AUGUST 2012
F
S
T
W
TH
F
1
2
3
4
2
3
4
5
6
7
5
6
7
8
9
10
11
8
9
10
11
12
13
14
12
13
14
15
16
17
18
15
16
17
18
19
20
21
19
20
21
22
23
24
25
22
23
24
25
26
27
28
26
27
28
29
30
31
29
30
31
Accounts Payable Don’ts
•
•
•
•
•
Don‟t promise payment date to vendors. The College follows net 30 day
payment policy
Don‟t request Emergency Hand Cut check every time a deadline is missed (a
non-compliance notice will be issued)
Don‟t keep invoices/receipts in your office
Don‟t alter dollar amounts on invoices
Don‟t contact consultant from another country without verifying what
paperwork is needed to set them up as vendor
Vendor Direct Deposit
(Electronic Funds Transfer – EFT)
oPart
of the Business Office Go green initiative and our commitment to pay
vendors/employees promptly
oUsed for both vendor payments and employee travel per diem payments, tuition
and mileage reimbursements
oEFT payment allows funds to be transferred directly to the vendor‟s/employee‟s
financial institution without the need to cash or deposit a printed check.
oNo worries about check being lost in mail
oVendor Direct Deposit Authorization Form #BO-5200
ohttp://finance.southtexascollege.edu/businessoffice/ap.html
How To Process Documentation for
Allowable Employee Reimbursements
Employee reimbursements for expenditures or services are NOT
allowed.
There are only three exceptions:
1. Employee Tuition Reimbursements
2. In-District Mileage Reimbursements
3. Travel Reimbursements requested on a travel voucher
How to Process Documentation for an Employee
Tuition Reimbursement
1. The tuition and fee reimbursement application must be properly
submitted prior to enrolling in a particular semester (refer to Human
Resources Procedures).
2. When the semester is completed, a manual requisition must be
completed and submitted to Human Resources for review and approval.
3. The approved requisition is submitted to the Accounts Payable Office.
4. A check is processed and mailed to the employee.
How To Process Documentation
for a Pre-Payment
A prepayment is made when:
1.The vendor does not accept purchase orders.
2.The vendor requires payment prior to shipping an order.
1. The Department creates an on-line requisition. (under comments
please indicate pre-payment)
2. A Pre-payment form (with the requisition number) is completed
and submitted to the Accounts Payable department.
1. Note: justification is not the description it is the explanation
why it is a pre-payment
2. Note: special instructions such as vendor/dept pick up should
be indicated on prepayment form
3. The Purchasing Department issues a purchase order.
How To Process Documentation
for a Pre-Payment – Cont’d
4.
The Accounts Payable Department signs and
matches the pre-payment form to the purchase
order. (pre-payment form must match exactly with
PO or payment will be delayed)
5.
The check and a copy of the purchase order is
mailed to the vendor.
6.
A vendor receipt must be submitted to the
Accounts Payable Office no later than 3-5
working days after the purchase is made.
How to Process Documentation for a
Receipt Required Purchase Order
1. The Department creates an on-line requisition.
2. The approval process is completed.
3. A purchase order is issued by the Purchasing Department.
4. The order is shipped to STC.
5. The department confirms the complete order and receiving is updated on
the system. (remember open communication is essential - if you receive
items at your office, contact the Receiving Department to have them come
review the items with you).
6. The Accounts Payable Department receives an original invoice and enters it
into the system for payment process.
7. Only when the above steps are complete, the system generates a check.
8. The check is then mailed to the vendor.
How to Process Documentation for a Regular
Purchase Order
1. The Department creates an on-line requisition.
2. The approval process is completed.
3. A purchase order is issued by the Purchasing Department.
4. The Accounts Payable Department receives an original invoice
and enters the invoice into the system.
5. A copy of the invoice is routed to the Financial Manager for
approval. The invoice must be signed by Financial Manager or the
designated employee.
6. Once the above steps are complete, the system generates a check.
7. The check is mailed to the vendor.
Departmental Signature
Authority Form
Form
(BO-1800) must be completed every new fiscal year. Please list all
organization name(s) and code(s) that pertain to the financial manager.
The
financial manager can designate on employee to sign invoices under
$1000.
This
form (BO-1800) must be updated each time a change takes place such as a
new organization is added to an existing financial manager or a new financial
manager has been assigned to an organizational unit.
Financial
manager signatures must be their full name and original signature,
not initials.

Accounts Payable does not accept the following signature types and invoices will be
returned:



Rubber stamp signatures
Signatures on prepared labels
Initials
FOIDOCH (Document History)
*Enter doc. type and next
block.
Go to Options for details
on highlighted sections.
FGIENCD (Encumbrance Activity)
Question
1.You receive an original invoice. What should you do?
Question
2. A vendor does not take purchase orders.
What steps do you need take?
8. Travel
Travel Forms
Travel Authorization
Travel Voucher
Employee
Mileage
Form (BO-0600)
Form (BO-0500)
Mileage Reimbursement Authorization (BO-6200)
Log (BO-6200, BO-0400)
Standard
Mileage Method Form (BO-6800)
Travel Authorization Form
Airfare
– Shands Brook Travel, attach copy of flight itinerary
Registration – attach registration form/confirmation
Per Diem – if meals are included in conference agenda reduce them from per diem total, please
attach an agenda
Lodging
– emailed confirmation from hotel is preferred (Exclude state taxes if In-State travel)
Mileage - 100% advanced (attach copy of airfare quote) – Disbursement will be lesser of calculated
mileage or airfare quote
Signatures –
 Employee and Financial Manager always
 Division VP Out-of-State Travel
 President (Mexico, Canada and U.S Possessions)
 International Travel see section 1.14 of travel procedures
Car
Rental – requires a purchase requisition

Travel Procedure Section 3.07 (Parking)
Travel Procedure Section 3.04 (Coordination of Travel)
Memberships – require a purchase requisition

Travel Authorization Form continued
Submit
form to Business Office within 15 working days prior to travel.
Keep in mind the registration due date when submitting travel.
The
Business Office will provide a copy of authorization form to the
Purchasing Department for processing of airfare P.O.
Checks
for registration and lodging are mailed according to specifications
stated on travel authorization form – if overnight, provide physical address
Per
diem checks are ready three days prior to the trip
Account
Codes: (730005 in-state, 730025 out-of-state travel, 730015
mileage, 712004 registration, 730018 travel car rental)
Travel Authorization Form continued
Employees
choosing to drive (not fly) to trip destination
should use a mileage website such as www.mapquest.com to
compute the mileage between cities.
Mileage
Rate: $0.50 cents per mile (effective January 1, 2010)
Per
Diem Rate: In-state $30 per day- Breakfast $6, Lunch $9,
Dinner $15
Out
of state rates: Please refer to Business Office webpage
travel section
TRAVEL VOUCHER
•Complete
form with employee‟s name, address and “A” number, organization number, travel dates
and destination, and description of the trip
•Submit
original receipts for authorized expenses: Airfare receipts/boarding receipts, car rental,
hotel, taxi, tolls, and regular parking (submit justification if submitting valet parking receipts)
•If
no original receipts are available please submit copies approved by Financial Manager
•Meal
receipts not required if travel is for more than 24 hours
•Signatures:
Employee, Supervisor, and Financial Manager always required
Vice President (Out of state travel)
President (Mexico, Canada and U.S Possessions)
TRAVEL VOUCHER continued
If
money is owed to STC, deposit funds within 3 working days at cashiers office and
attach cashier receipt(s) to the travel voucher
Submit
travel voucher form along with all required receipts to the Business Office
within 15 working days after returning from the trip
If
a reimbursement is owed to the employee, a check will be issued by the Business
Office and mailed to the employee‟s mailing address or direct deposited to the
employees bank account on file (direct deposit authorization form must be on file with
the Accounts Payable Department).
TRAVEL VOUCHER continued
Travel
procedure Section 1.13 (Trip Cancellation or Registration
Cancellation)
If Travel is cancelled, it is the department‟s responsibility to cancel lodging,
airfare and car rental reservations. Notify the Business Office via email or
department memo.
If an employee owes STC, any unused per diem, lodging and registration
checks should be deposited at the Cashier‟s Office within three working days of
the cancellation.
If employee returns early from trip, submit justification for early departure
and adjust any per diem given in advance. The Financial Manager should
determine if the employee should pay for any fees related to early departure
such as airfare adjustments, hotel early departure fee, etc.
Question
When must the Travel Voucher Form be
submitted to the Business Office?
Employee Mileage Reimbursement
Authorization
•The
Mileage Reimbursement Authorization Form must be
completed with the employee’s name, “A” number and designated
home base, organization number and estimated miles per semester
or fiscal year.
•Staff
- complete and submit form PRIOR to traveling at the
beginning of every fiscal year
•Faculty
– complete and submit form within 15 business days of the
beginning of classes
•Form
serves as authorization to travel in-district for STC related
activities
Authorization Continued
•Complete
a travel voucher and a mileage log every
time the employee requests mileage reimbursement
•The mileage log should be attached to travel voucher
and completed with travel dates, destination, number
of miles and the purpose of travel.
•Odometer vehicle readings should be used when
locations are not available in the STC mileage chart. If
odometer readings are not provided, please attach a
copy of the MapQuest readings.
Authorization Continued
Total miles traveled must exceed 10 miles a day for classified, professional
support and administrative staff for reimbursement to be processed.
Total miles must exceed 10 miles each way for Faculty for reimbursement
to be processed.
Exceptions must be approved by the Division Vice President.
Mileage reimbursement checks will be mailed to the employee’s mailing
address or will be direct deposited to the bank account on file with the
Accounts Payable Department.
Forms need appropriate signatures: Employee, supervisor and Financial
Manager
Copy of current Texas driver’s license and proof of vehicle insurance
should be submitted or attached
STANDARD MILEAGE METHOD FORM
The
Standard Mileage Method Form should be completed when the
employee‟s first or last destination point is not their homebase. The
completed form should be attached to the Employee Mileage
Reimbursement Authorization Form or to the Travel Voucher.
Pecan Campus
STANDARD MILEAGE METHOD
Example
2 Miles
7 Miles
Travel
Commute
Residence
8 Miles
NAH (Home Base)
Example: Employee normal commute (residence to home base) is 16 miles round trip
and home base is NAH campus.
Employee travels from home to the NAH Campus, home base (8 miles), then travels to
Pecan Campus (7 miles), then to residence (2 miles)
Total Mileage Reimbursement:
1 miles
Total daily mileage traveled:
17 miles
Normal Commute (round trip)
16 miles
Miles reimbursed:
01 miles
Question
When does an employee need to submit an Standard
Mileage Method (SMM) form?
1.0 ASSOCIATED TIMELINES AND DEADLINES:
(15 BUSINESS DAY RULE)
•
Employee will be personally responsible for all travel expenses if
the Travel Authorization is not received at the Business Office
Accounts Payable Department 15 business days prior to the travel
date and not included on a regularly scheduled check processing
run. Reimbursement of approved travel expenses incurred will be
processed upon the employees return from the trip if all required
receipts are submitted to the Business Office at the time the travel
voucher is submitted.
Timelines and deadlines
1.0 ASSOCIATED TIMELINES AND DEADLINES:
(15 BUSINESS DAY RULE) CONTINUED
Please keep in mind department deadlines as well as registration and airfare
deadlines.
Travel authorizations must be submitted to and approved by the Financial
Manager at least 20 business days prior to the travel date to ensure timely
payments. (Airfare is lower and assures timely payment.)
Assuming that all approvals are obtained timely and funds are available, all
approved travel authorizations must be submitted to the Business Office at least
15 business days prior to travel processing.
1.14 International Travel (Excluding Canada, Mexico and
U.S. Possessions Travel)
The employee traveling abroad should prepare a justification form (BO-1100) and travel
authorization form (BO-0600) approved by the immediate supervisor, Dean/Director,
and appropriate Vice President. Unless the President of the College is traveling and
approves all documentation. The justification form and travel authorization from should
then be forwarded to the travel committee at the Business Office for review and
recommendation. The travel committee will review and evaluate standard criteria of the
travel, if approved, the committee will then forward to the President of STC for final
approval. Travel should be planned accordingly since the committee will meet when
necessary in the corresponding fiscal year.
1.14 International Travel (Excluding Canada, Mexico and
U.S. Possessions Travel) Continued
All STC travel, including international travel, should be funded at 100%. If a
department does not have sufficient budget, the department may also contact
the Professional Development Committee. The travel authorization form
must be prepared in U.S. dollar amounts. Passports, immunizations and other
costs associated with the international travel must be paid personally by the
employee. Conference information and training should be provided to the
department by the employee upon their return.
End of fiscal year travel deadlines
All
reimbursement requests for travel that occurred before
August 31st must be submitted to the Business Office by
September 9th.
This includes travel voucher reimbursements for mileage,
travel, incidentals, registrations, etc.
Travel and Expense On-Line
September 2011 – Business Office will hold travel and expense training
sessions.
October 2011 – On-Line travel and Expense implementation. Departments
that have completed the training will use the T&E system to process all travel
transactions.
November 2011 – Every department will use the T&E system to process travel
transactions. The Business Office will not accept manual travel authorizations
and vouchers.
Business
Office
9. Grants
CREATING A GRANT
Fund – Left blank (Business Office will assign fund code)
Organization – Grant Compliance: R14300, Carl Perkins Grant
Compliance: R14200, R60010 The Institute for Advanced
Manufacturing
Program
Financial Manager
Principal Investigator
Form MUST be completed in full
CREATING A GRANT BUDGET
Grant Fund – Left blank (Business Office will assign fund code)
Organization – Grant Compliance: R14300, Carl Perkins Grant
Compliance: R14200, R60010 The Institute for Advanced Manufacturing
Program
Revenue Budget – Total budget in corresponding category
Expenditure Budget – In detail by account code
Form MUST be completed in full including ALL
required signatures
REQUESTING ACCESS TO GRANT FUND
Form BO – 7200 MUST be completed in full and submitted
to the Business Office
VIEWING A GRANT
• FRAGRNT: F – Finance, R – Research A -Accounting,
GRNT – Grant
FRAGRNT
1. Enter Grant Number
2. Next Block Icon
Question
Which is the form used to view a grant?
Grants Banner System
(Non-Student Specific Grants)
Financial Manager Inquiry Forms
•
•
FRIGITD - Grant Inception To Date
Same as
FGIBDST– Organization Budget Status (Form in
Finance Module)
FRIGTRD - Grant Transaction Detail Form
Same as FGITRND- Detail Transaction Activity (Form
in Finance Module)
Question
What are E010 transactions?
FRIGITD
1. Enter Grant number
2. Enter Fund number
3. Next Block Icon
FRIGTRD
1. Enter Grant number
2. Enter Fund number
3. Next Block Icon
TRANSACTIONS
View selected transactions (TYPE Field)
• INNI: Expenditures
• BD01: Budget
• PORD: Purchase Orders
• JEXX: Journal Entries
• E010: Mileage Encumbrance
GRANT REQUISITION APPROVAL
PROCESS
Authorized personnel completes on-line
requisition
Purchasing Personnel will approve/disapprove
requisition
Financial Manager will approve/disapprove
requisition
Grants Office will approve/disapprove
requisition
Requisition will follow Purchasing processes
GRANT TRAVEL
APPROVAL PROCESS
Grant Travel forms and approval follow STC’s
general procedures
Remember:
•
•
Federal Limits
State limits
Business
Office
10. Accounting
Transactions
(A)
EXPENDITURE
TRANSFERS
Expenditure Transfer
 Purpose
To provide a procedure to request an expenditure transfer from one organization
(Budget Unit) to another organization (Budget Unit).
Expenditure transfers are journal entries needed to reclassify expenditures that
were recognized and reported correctly per documentation received and on-hand.
Financial manager requests an expenditure transfer because the original
documentation was submitted under the incorrect fund code and organization
code, late awards, over charged expenditures, etc.
Expenditure Transfer - Cont’d
All requests to transfer expenditures from one FOAP to another
should be submitted on the Expenditure Transfer Form (ET –
BO8000) which can be obtained on the Business Office web page.
Procedures
Form is available at the Business Office web page.
 Date – Indicate the date the item first appeared on the computer-generated (Banner Form FGITRND).
 Customer Organization (To) – Enter the fund, organization
and account codes to be charged.
 Provider Organization (From) – Enter the fund, organization
and account codes originally charged.
 Description – Provide purchase order number, check number,
date of check, vendor name and invoice number.
 Explanation Required – Describe why transfer is necessary,
i.e., over expenditure, wrong account used, etc.
Procedures (Cont’d)
P
r
o
c
e
d
u
r
e
s
c
o
n
t
’
d
 Amount – Enter the amount to be transferred.
 Signature and date to certify acknowledgement between
financial managers must be provided.
 Submit Expenditure Transfer Form (ET) to the Business
Office – General Accounting Department.
Business Office follows accounting guidelines, State
comptrollers guidelines, IRS guidelines, grants and
contracts guidelines, internal control and
professional ethics.
Business Office will approve or
deny the request to transfer
expenditures.
Must provide a fund and
organization code. The account
code provided can not be a pool
number.
PO #, Checks #, Check Date and
Vendor Name must be provided;
otherwise, form will be returned
for completion.
Explanation must be provided
to determine the approval or
denial of an expenditure
transfer.
Signatures are required.
(B)
CREATING NEW
FUNDS AND
ORGANIZATIONS
South Texas College
Request to Set Up a New Organization
ORGANIZATION NAME :_______________________________________ ORG CODE: ______________ EFFECTIVE DATE:___________
Request to Set Up a New
Organization
(BUSINESS OFFICE USE ONLY)
ORGANIZATION
PURPOSE:_________________________________________________________________________________________________________
FINANCIAL MANAGER:_______________________________________ JOB TITLE:__________________________________________
DIVISION/DEPARTMENT:______________________________________ TELEPHONE:___________________ E-MAIL:______________
VICE PRESIDENT:_____________________________________________
Purpose: (Please check one)
1005 Agriculture ____
1015 Bio. Physical Science, & Sci. Tech _____
1025 Career Pilot_____
1035 Computer & Information Sciences _____
1045 Consumer & Homemaking Education _____
1055 Engineering Related _____
1065 Foreign Languages _____
1075 Health Occup-Dental Hygiene _____
1085 Health Occup-Respiratory Therapy _____
1095 Mathematics _____
1105 Mechanics & Repairers-Diesel _____
1115 Physical Education and Fitness _____
1125 Psychology, Social Sci. and History _____
1135 Non-state funded _____
1150 Instruction – Other _____
4100 Library _____
4300 Faculty Development Leave _____
6100 Govt. of the Institution _____
6300 Bus & Fiscal Management _____
6500 Campus Security _____
6900 Other Institutional Support _____
7100 Plant Support Services _____
7300 Custodial Services _____
7500 Utilities _____
7700 Physical Plant – Construction _____
2000 Research _____
5000 Student Services _____
9000 Auxiliary Services _____
INSTRUCTION
1010 Arch & Precision Production Trades _____
1020 Bus. Mgt., Marketing, & Adm. Svcs. _____
1030 Communications _____
1040 Construction Trades _____
1050 Engineering _____
1060 Eng. Lang. Liter. Phil. & Interdisc _____
1070 Health Occup-Associate Degree Nurs _____
1080 Health Occup-Other _____
1090 Health Occup-Vocational Nursing _____
1100 Mechanics & Repairers-Automotive _____
1110 Mechanics & Repairers-Electronics _____
1120 Protective Svcs and Public Admin _____
1130 Visual & Performing Arts _____
1140 Instruction Allocated _____
ACADEMIC SUPPORT
4200 Instructional Administration _____
4400 Academic Support – Other _____
INSTITUTIONAL SUPPORT
6200 Executive Direction & Contr _____
6400 Admin Data Processing _____
6600 Human Resources _____
PHYSICAL PLANT
7200 Building Maintenance _____
7400 Grounds Maintenance _____
7600 Physical Plant – Other _____
OTHER
3000 Public Service _____
8000 Scholarships _____
9850 Agency Accounts _____
_____________________________________________
_____________________
Requested by (Print Name)
Date
_____________________________________________
_____________________
Financial Manager (Signature)
Date
_____________________________________________
_____________________
Vice President (Signature)
Date
===========================================================================================
Business Office Use Only
Fund Code:
______
Fund Type _____ Predecessor Fund Code_______________ Program Code ____________
Processed by Business Office:________________________________________
Business Office
03/2010
BO-4910
Date:_______________
South Texas College
`
Request to Set Up a Fund Code
Fund Name:____________________________________ *Fund Code:________________ Effective Date:____________
(Business Office Use Only)
Request to Set Up a
Fund Code
Fund
Purpose:____________________________________________________________________________________________
Financial Manager:__________________________________________ Division/Department:___________________
Telephone:____________________ E-mail:______________________ Vice President:___________________________
Please check one.
Restricted Fund: _____
Agency Fund:_____
Investment in Plant Fund:_____
Purpose:
Auxiliary Fund:_____
Loan Fund:_____
Unexpended Fund:_____
Renewal and Replacement Fund:_____
Retirement of Indebtedness Fund:_____
1000 Instruction ______
2000 Research ______
3000 Public Service______
4000 Academic Support_____
5000 Student Services______
6000 Institutional Support______
7000
8000
9000
9994
9995
Operation & Maint – Plant _____
Scholarships ______
Auxiliary Enterprises ______
Non Mandatory Transfers______
Mandatory Transfers_______
Comments:______________________________________________________________________
______________________________________________________________________________
Contact Person:______________________________
Telephone: _______________
_________________________________________
__________________________
Date
_________________________________________
Financial Manager (Signature)
__________________________
Date
_________________________________________
Vice President (Signature)
__________________________
Date
+++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
Responsible Person:_______________________________________________
Fund Type:_____ Predecessor Fund:_________ Organization Code:____________ Program Code_______
_________________________________________
_________________________________
Processed by Business Office
Date
Business Office
Rev. 03/2010
BO-4900
(C)
CHANGING FINANCIAL
MANAGERS
South Texas College
REQUEST TO CHANGE FINANCIAL MANAGERS
Request to Change
Financial Managers
FUND / ORGANIZATION NAME
FUND/ORG CODE
PRIOR FINANCIAL MANAGER
NEW FINANCIAL MANAGER
JUSTIFICATION:
****Information required from New Financial Manager****
Employee ID Number:___________________________________________
Title:__________________________________________________
Division/Department:____________________________________________
Vice President:___________________________________________
Telephone Number:_____________________________________________
E-mail address:___________________________________________
Date
New Financial Manager (Signature)
Date
President (Signature)
Date
Processed by Business Office
Date
INTERDEPARTMENTAL
TRANSFERS
The Interdepartmental Transfer (IDT) form should be
used between College departments when the provider
department needs to bill the customer department for
services or materials provided.
What is the purpose of an IDT?
 These forms are used by the Business Office to create journal entries
between the provider department and the customer department to
record services or materials provided to other departments.
 The provider department is responsible for following up on unpaid
invoices (IDT).
 The provider and customer departments are responsible for keeping
copies of all billings (invoices) and reconciling them to the
departmental monthly transaction reports.
Interdepartmental Transfer Expenditure Form
(IDT) – PROCESS ( EXCEPT FOR FOOD SERVICES )
*Exxon Card (Gasoline), Business Cards, Xerox Copies (copier), Letter Heads-Envelopes & paper, Postage usage.
Department
providing
services is to
obtain IDT
form from STC
web page.
(Business Office
Form # BO-5300)
Customer
Department
submits IDT
form to Business
Office within
3 days that
goods/services
were received/
provided.
Provider
Department
prepares and completes
IDT form soon AFTER
good(s) and service(s)
are provided to
Customer Department.
Provider
Department
must route
IDT to
Customer
Department
for signatures/
approvals.
Provider Dept. must provide:
DESCRIPTION :
• Proper justification of IDT
•Type of svcs or goods provided
•PO # where goods were
purchased and paid
•Title of event (i.e. Business
Cards for Alma Church)
•Price, PO number, Invoice
number, vendor name.
•Include back up documentation
•Total amounts
•Signatures/approvals
•Provider FOAP- (Fund Code,
Org Code, Acct. Code & Program
Code)
•Customer FOAP- (Fund Code,
Code)
SOUTH TEXAS COLLEGE
Interdepartmental Transfer (IDT) - Expenditures
Business Office Use Only:
Budget Approval:_______________________________
Document:________________IDT:__________
Document Total
Date:-___________
-
IDT FORM - Expenditures
Grants Approval:________________________________
Date:-___________
Date:___________________ Enter by:__________________________________
Do not use Interdepartmental Transfer Form (IDT)Expenditures for:
Provider Account (to received)
*Budget transfers
*Correction of an error
*Expenditure transfer
*To make a profit
between organization with same financial manager
Fund
Organization
Account
Program
Credited Department
(Credit)
Description of Services and Charge Rate-Include dates, quantities, unit price and item description:
Vendor Name
P. Order No.
Invoice No.
Check Number.
Description
Amount
*** Promotional Items Only ***
Event Name:
Date(s)
Justification:
(Identify the promotional items recipients ( Employee appreciation, student orientation, stunted outreach presentation, financial aid recruiting, etc.)
Total
Customer Account (to pay)
Fund
Organization
-
Account
Program
Charged Department
(Debit)
Provider Department
Customer Department
I certify that the above charges are true, correct, and paid.
Approval of Charge:
I certify that the above services were rendered, or goods received; and that
they correspond in every particular with the contract under which they were
procured and that the invoice is true and paid.
Prepared By (Printed name and please initial)
Financial Manager (Printed Name)
Financial Manager Approval Signature
Distribution:
Date
Date
Financial Manager (Printed Name)
Date
Financial Manager Approval Signature
Date
Date
Date
Interdepartmental Transfer Revenue Form
(IDT) – PROCESS ( EXCEPT FOR FOOD SERVICES )
*Conference Registrations
Department
providing
services is to
obtain IDT
form from STC
web page.
(Business Office
Form # BO-5320)
Customer
Department
submits IDT
form to Business
Office within
three (3) days
before conference
conducted
Provider
Department
prepares and completes
IDT form at least three (3)
days before conference
Is held and summits to
Customer Department.
Provider
Department
must route
IDT to
Customer
Department
for signatures/
approvals.
Provider Dept. must provide:
DESCRIPTION :
•Justification of IDT
•Name of conference to be held
•Date and time of conference
•Conference place
•Employee‟s name attending
conference
•Registration fee per employee
•Total amounts
•Signatures/approvals
•Provider FOAP- (Fund Code,
Code)
•Customer FOAP- (Fund Code,
Code)
IDT FORM –
Revenue
Food Service-Interdepartmental Transfer Form
(IDT) - Process
The Customer
Department (the one
needing services)
Emails Food Service
Department
to request a
Food Quote
(phwoodin@s...)
After completed
Food Quote is
ACCEPTED
the Food Service
Dept. will EMAIL
Food Quote to
Business Office
Business Office will
APPROVE the Event
Purpose &
Justification
The Food Service Dept.
Prepares a Food Quote Form
by providing the following
information
•Contact person
•Invoice number
•Event date & time
•Event Place
•Menu – in detail
•Cost
By returning the completed
Food Quote form to the
Food Service Dept. It IMPLIES
ACCEPTANCE to perform the
services
The Food Service
Department
Emails Food Quote
to Customer Dept.
The Customer Dept.
*MUST complete
the purpose
and justification
and then return
Food Quote to
The Food Service
Dept.
If there are problems with the Justification and
Purpose – The Business Office will inform all the
Departments involved via email
(IDT) - Process
Justification:
1) Something that shows an action to be reasonable
or necessary.
2) A statement in explanation of some action or belief.
3) Explanation of why such services must be provided or
why event must be held.
Ex: Meeting to discuss possible partnerships for students
articulation agreements between STC and Instituto
Tecnologico de San Pedro
Incorrect justification ex. :
To provide breakfast…, to provide lunch…, etc.
Purpose:
1) The object toward which one strives or for which
something exists; an aim or a goal.
2) A result of effect that is intended or desired;
an intention.
Ex: To discuss possibilities for student
Articulation agreements to be implemented at STC.
(IDT) - Process
The Customer
Department (the one
needing services)
prepares the IDT.
(Obtain form BO-5310
from web page)
Within 3 days of services
rendered
The Customer Department
provides the following
information on IDT:
•Department
•Contact person
•Telephone & Fax Number
•Event Name
•Justification
•Purpose
•Event Date & Time
The Customer
Department
routes the signed
IDT and Food Quote to the Vice
President for FAS
The VP-FAS Office
routes original
IDT & Food Quote to the
Business Office for review.
The Customer
Department
Also provides
• Fund Code,
• Organization Code
•Account Code
•Program Code
•Invoice number
•Amount
•Attaches the
Food Quote
After Customer
Department
Completes & Approves
IDT
Alert Notice 2005-18
Food Purchases
• With the exception of food supplies purchased for travel, educational
or laboratory purposes, the only funds which may be expended for
food and/or beverage shall be from Auxiliary Fund Accounts.
Expenditure of these funds for such purposes must serve a legitimate
public purpose or furthers the educational function of the College.
• The Purchase Requisition must indicate the time and place of the
function and must identify the direct beneficiaries of the function and
must be approved by an appropriate authorized Financial Manager.
SOUTH TEXAS COLLEGE
Food Service - Interdepartmental Transfer (IDT)
310100-A40009-560060-9000
Business Office Use Only:
Budget Approval:_______________________________
Document:________________IDT:__________
Date:___________
Document Total
Grants Approval:________________________________
Date:___________
Date:___________________ Entered by:__________________________________
Do not use Food Service Interdepartmental Transfer
Form (IDT) for:
*Budget transfers
*Correction of an error
*Expenditure transfer between organizations
Department
Contact Person
Telephone & Fax
Location of Event: (include
campus)
Event:
Purpose:
IDT FORM –
Food Service
Justification:
Date:
Time:
STC - Food Service
MENU
Unit Cost
Amount
See the attached detailed food quote
INVOICE No.:
-
Total
Customer Account (to pay)
Fund
Organization
Account
Program
Charged Department
Provider Department
Customer Department
I certify that the above charges are true, correct, and unpaid.
Approval of Charge:
I certify that the above services were rendered, or goods received; and that
they correspond in every particular with the contract under which they were
procured and that the invoice is true and unpaid.
Date
Date
FOOD SERVICE QUOTE
Patrick Woodin * Food Service * Pecan Campus * Phone (956) 872-2034 * Fax (956) 872-2685
9/4/2008
Invoice #
Requested Date
Invoice # Assigned by Cafeteria
To accept this quote, Please complete the Justification and Purpose AND reply to Patrick Woodin at
Food Quote FORM –
Food Service
To process payment,
phwoodin@southtexascollege.edu
Orders will be processed upon receipt.
Please complete a Food Service-Interdepartmental Transfer (IDT- Form BO-5310)
within three (3) days after the event AND forward signed IDT to Diana A. Pena, VP for
Finance & Administrative Services at Annex-230, Phone (956) 872-3558
Thank you for your business and we look forward to serving you again soon.
MENU
Quantity
Unit Cost
Cost
-
Total Due $
-
Event Information
Contact Name
Department
Email
**Justification:
Phone #
**Purpose:
Event Name
BO Approved by:
Date:
BO Approved by:
Date:
Place of Event
Campus
Date of Event
Time of Event
Number of People
9/18/08
8:00 a.m.
20
Please note:
The prices quoted are for basic service. Additions must be requested and a usage fee will be
charged. Please review this quote for accuracy of all information. For space reservations and
table arrangements, please contact the Operations Department at (956) 872-6490.
**Justification and Purpose are required to comply with policy and procedures.
Food Quote will be sent to Business Office for their approval prior to event.
Uses For Interdepartmental
Transfer Form (IDT)
DO’S
DONT’S
 FOOD SERVICES
 CHARGE BACK ACCOUNTS
-GAS CHARGES
-PRINTING SERVICES
-OVERNIGHT MAIL
-POSTAGE FOR MAIL
OUTS
-EQUIPMENT-SPECIAL
CASES ONLY
 Revenue for In-house conferences
 Grant revenue
 BUDGET TRANSFERS
(Budget Transfers Form)
 CORRECTION OF AN ERROR
(Memo for Journal Entry)
 EXPENDITURE TRANSFER BETWEEN
ORGANIZATIONS
(See Expenditure transfer Form.)
 TO MAKE A PROFIT
 TO INCREASE BUDGET
Question
Where can you find the most updated IDT
forms?
DONATIONS
How to Report a Donation
When requesting or receiving a donation, such as
 Cash
 Land
 Furniture
 Equipment, etc.,
A letter from the donor specifying the restrictions and use of the donated
property must be obtained.
The Business Office Departmental Accounting Report of Donations
form (B.O. 1500) and Donation Disclosure Statement (B.O. 3900) must
be completed and approved prior to acceptance of the donated property.
POLICY # 5910
Employee requesting or receiving the donation is required to
prepare an acknowledgement letter signed by the appropriate
authorized signer as per STC‟s Acceptance of Gifts and Bequests
Policy (5910).
Authorized Signers (Policy #5910)
•Gifts of land or facilities by the Board of Trustees;
•Gifts of money, negotiable instruments or major items of
equipment or material by the President;
•Gifts of equipment, books or materials, (value up to and
including $100,000) by the President;
•Larger gifts (value more than $100,000) may be accepted with
Board approval.
BO-1500
SOUTH TEXAS COLLEGE
Departmental Accounting Report of Donations
DONOR INFORMATION
Name of Donor
The top left
section of the
form is
required with
the donor
information.
Donation Date
Address
EMPLOYEE RECEIVING DONATION
City, State, Zip
Name of South Texas College Employee
Telephone Number
Campus
Name of Donor's Contact
Telephone Number
Title
Program/Department Organization Name and Number
Item(s) Contributed
Description
Goods and services provided in exchange for the contribution:
_____ No goods or services were provided by STC in return for the contribution.
______ Description and good faith estimate of the goods or service that STC provided in return for the contribution:
Description: ______________________________________________________________
Source of Gift (check one):
Alumni/Friend
Other Source
The middle
section (source,
purpose, and
value of the
gift) is required
for financial
reporting.
The top right
section of the form
is required with the
STC employee’s
information
receiving the
donation in case we
need to contact
donor.
Faculty/Staff
Corporation/Business
Purpose of Gift (check one):
Cash
Equipment (Inv.#_____________)
Academic
Faculty & Staff Compensation
Public Service
Property, Building & Equipment
Library
Operation & Maintenance of Physical Plant
Endowment and Similar Funds - - Unrestricted Income
Endowment and Similar Funds - - Restricted Income Loan Funds
Other
Value of donation as estimated by donor $ _____________________
Does this gift require operation and maintenance cost?
Y
If yes, what organization will cover the cost?
N
NOTE:
Please attach an acknowledgement letter for the President's signature. Submit a copy of the letter along with original
Departmental Accounting Report of Donations form to the Business Office.
Checks must be deposited within 7 days of date of collection. (Texas Education Code § 51.003 (b))
Acceptance of gifts and bequests must be per Board Policy 5910
Employee Signature
Title
Title
Approval
Financial Manager
Fund________________________
Organization_________________
Account_________________________
Program____________________
Title
President
Board of Trustees (If applicable)
Dist ribut ion:
Original - Business Of f ice
Copy 1 - President
Copy 2 - Inventory Control
Copy 3 - Department File
Description and
specification of
the item(s)
contributed is
required.
The bottom section,
requires the
signature of the
employee requesting
/ receiving gift along
with STC’s President
and, if applicable, the
Board of Trustees.
SOUTH TEXAS COLLEGE
BO-3900
DONATIONS FORM
The top section of
the form is required
with the donor
information.
Donation Disclosure Statement
3201 W. Pecan Blvd  McAllen, Texas 78501

Donor Last Name: _________________________
MI: _______
First Name: __________________________
Address: _____________________________________________________________________________________
City:_________________
State: ______
Zip code: ___________
Telephone Number: _________________
Thank You for your contribution of ________________________________________________________________
that South Texas College received on _____/_____/______.
Department’s
information and
employee name
acknowledging the
donation.
Department Acknowledging the donation: __________________________________________________________
Employee Name: ________________________________
Telephone Number: __________________________
Financial Manager: ________________________________ Telephone Number: __________________________
DISCLOSURE STATEMENT

No goods or services were provided in exchange for your contribution.

In Exchange for your contribution you received ________________________________________________
______________________________________________________________________________________
with a fair market value of $ _________________.
STC is exempt from federal income tax under section501(c)(3) of the Internal Revenue Code.
This form does not
replace a written
acknowledgment
letter.
STC is also classified as a public charity under sections 509(a)(1) and 170(b)(1)(A)(ii) of the internal
revenue code.
Contributions to STC are deductible under section 170 of the Internal Revenue Code.
The College is also qualified to receive tax deductible bequests, devises, transfers, or gifts under section
2055, 2106, or 2552 of the Internal Revenue Code.
Donors are strongly encouraged to consult with their tax advisor regarding donations to the College.
As per Section 170(f)(8) of the Internal Revenue Code and section 1.170A-13(f) of the Income Tax Regulation, if
you received a good or service from South Texas College in return for your contribution, the amount of the
contribution that is deductible for federal income tax purposes is limited to the excess of money (and the fair
market value of property other than money) contributed by the donor over the value of goods or services
provided by South Texas College.
THIS FORM DOES NOT REPLACE A WRITTEN ACKNOWLEDGMENT LETTER
Submit to the Business Office the
following documentation:
Prior to accepting the
donation, the
Departmental
Accounting Report of
Donations form,
Donation Disclosure
Statement and
Acknowledgement
letter must be
approved.
Original Departmental
Accounting Report of Donations
form (BO-1500)
 Copy of the Donation
Disclosure Statement (BO-3900)
and Acknowledgement letter.
Copy of the check received.
Copy of the receipt from
cashiers.
Donated furniture or equipment with an inventory
value of $5,000 or greater, (Effective 8/1/04 All books
donated are depreciated.)
YES
DONATION PROCESS
Item is depreciated:
Submit donated furniture or
equipment to the Shipping and
Receiving and Fixed Assets
(Inventory Control)
department for appropriate
tagging.
Submit copies to
the following
departments:
President’s Office.
Shipping and
Receiving and
Fixed Assets
(Inventory
Control).
Department
receiving the gift.
NO
FUNDRAISING
Objectives of the Fundraising procedures
To ensure prior approval
To ensure aid in the accomplishment of the mission and further the
strategic initiatives of the College
To control duplicate fundraising efforts
To control multiple solicitation of gifts from the same donor
To identify priorities
To ensure proper accounting
To ensure effecting fundraising plan
To ensure compliance with State Comptroller and IRS rules &
regulations
POLICY # 5910
Employee requesting or receiving the donation is required to prepare an
acknowledgement letter signed by the appropriate authorized signer as
per STC‟s Acceptance of Gifts and Bequests Policy (5910).
Authorized Signers (Policy #5910)
•Gifts of land or facilities by the Board of Trustees;
•Gifts of money, negotiable instruments or major items of equipment or material by the
President;
•Gifts of equipment, books or materials, (value up to and
including $100,000) by the President. Larger gifts may be accepted with Board
approval.
How to Report a Fundraiser
When requesting or receiving a fundraiser, such as
 Cash
 Gift Certificates
 Equipment, etc.,
The Business Office Fundraising Activity Approval form is to be completed and
approved prior to acceptance of the donated property.
These procedures can be downloaded from the Business Office web page at:
http://www.southtexascollege.edu/businessoffice/procedures.htm
Fundraising Authorization
•Fundraising Purpose
•Period of Fundraising Activity
•Type of fundraising activity
•Statement as to the College‟s need for item (Student Organizations follows the
Student Life Department guidelines)
Name of Employee responsible for preparation and custody of financial records.
Approvals:
•Financial Manager
•Vice President
•President or (Alumni & Fundraising Associate)
Once the fundraising proposal has been formally approved, any solicitation must conforms the college policies and
procedures
SOUTH TEXAS COLLEGE
DONOR FORM
(Fundraising Activities)

 Donation Purpose: ____________________________________________________________________________
Name of Event:_______________________________________________________________________________
Organization Name:___________________________________________________________________________
Fund Code:__________Organization Code:___________Account Code:__________Program Code:____________
DONOR INFORMATION:
Last Name: _________________________
MI: _______
First Name: ___________________________
Address: ___________________________________________________________________________________
City:_________________
State: _______
Zip code: ___________
Telephone Number: ______________
CONTRIBUTION:
 One Time Gift in the amount of $ ______________
Cash/Personal Check/Money Order – Make checks payable to South Texas College or make payment
at any cashier window.
Credit – Please remit credit card payments directly to the Cashiers’ Office at any cashier window
 Payroll Deduction in the amount of $ ______________
 Other Donation (please specify) ______________________________________________________________
Estimated value of donation $ ___________
GOODS AND SERVICES PROVIDED IN EXCHANGE FOR THE CONTRIBUTION:
 No goods or services were provided by STC in return for the contribution.
 Description and good faith estimate of the goods or service that STC provided in return for the contribution:
Description: _____________________________________________________________________________
Estimated value of goods or service $ ___________
DONOR CERTIFICATION:
I understand that my contribution to STC is voluntary.
Signature X______________________________________ Date: _______________
FOR OFFICE USE ONLY
College Employee receiving the donation: _________________________ Department: ____________________
Organization Name: _____________________________
Fund Code: _________ Organization Code: _________
Financial Manager: ___________________________
Account Code: ___________ Program Code: ___________
SOUTH TEXAS COLLEGE
Fundraising Authorization

NAME OF DEPARTMENT/ORGANIZATION FUNDRAISING:_____________________________________________
FUNDRAISING PURPOSE: (Describe)_______________________________________________________________
_____________________________________________________________________________________________
PERIOD OF FUNDRAISING ACTIVITY: Begins:___/____/_____ Ends: ____/____/_____Other:____/____/_____
PROJECTED AMOUNT
TO BE RAISED
$_____________________
SOLICITATION
NAME SOURCES OF EXTERNAL DONORS
Internal
External
Both (internal and external)
1.
2.
3.
TYPE OF FUNDRAISING ACTIVITY: (Describe)_______________________________________________________
____________________________________________________________________________________________
STATEMENT AS TO THE COLLEGE’S NEED FOR THE ITEM: (Describe)_____________________________________
_____________________________________________________________________________________________
Fundraising request for Approval and acknowledgment of compliance with Fundraising Procedures and Cash
Handling Procedures, if applicable, (located at Business Office web page):
___________________________________
Print Name of Fundraiser
X________________________________
Signature of Fundraiser
______________
Date
Name of Employee responsible for preparation and custody of financial records:
___________________________________
Print Name of Employee
X________________________________
Signature of Employee
______________
Date
 
________
Approved
___________
Disapproved
_______________________________________________
Finance Manager
_______________
Date
________
Approved
___________
Disapproved
_______________________________________________
Vice President of _________________________________
_______________
Date
________
Approved
___________
Disapproved
_______________________________________________
Alumni & Fundraising Associate (Solicitations under $1,000)
_______________
Date
________
Approved
___________
Disapproved
_______________________________________________
President (Solicitations $1,000 and above)
_______________
Date
SOUTH TEXAS COLLEGE
Donation Disclosure Statement
DONATION DISCLOSURE

Donor Last Name: _________________________
MI: _______
First Name: __________________________
Address: _____________________________________________________________________________________
City:_________________
State: ______
Zip code: ___________
Telephone Number: _________________
Thank You for your contribution of ________________________________________________________________
that South Texas College received on _____/_____/______.
Department Acknowledging the donation: __________________________________________________________
Employee Name: ________________________________
Telephone Number: __________________________
Financial Manager: ________________________________ Telephone Number: __________________________
DISCLOSURE STATEMENT

No goods or services were provided in exchange for your contribution.

In Exchange for your contribution you received ________________________________________________
______________________________________________________________________________________
with a fair market value of $ _________________.
STC is exempt from federal income tax under section501(c)(3) of the Internal Revenue Code.
STC is also classified as a public charity under sections 509(a)(1) and 170(b)(1)(A)(ii) of the internal
revenue code.
The College is also qualified to receive tax deductible bequests, devises, transfers, or gifts under section
2055, 2106, or 2552 of the Internal Revenue Code.
Donors are strongly encouraged to consult with their tax advisor regarding donations to the College.
As per Section 170(f)(8) of the Internal Revenue Code and section 1.170A-13(f) of the Income Tax Regulation, if
you received a good or service from South Texas College in return for your contribution, the amount of the
contribution that is deductible for federal income tax purposes is limited to the excess of money (and the fair
market value of property other than money) contributed by the donor over the value of goods or services
provided by South Texas College.
THIS FORM DOES NOT REPLACE A WRITTEN ACKNOWLEDGMENT LETTER
LETTER
March 23, 2006
Name of the Donor
Company
Address
City, State, Zip
Dear Ms/Mr..., XXX XXXX:
On behalf of South Texas College’s Department or Program, it is my pleasure to
extend our appreciation for your generous contribution of the 5 textbooks valued at
$300.00. The textbooks will be utilized by our students and will become part of our
lending library.
Thank you so much for your generosity and for touching the lives of bright but
economically disadvantage students. I hope that you will consider South Texas
College when another opportunity presents itself for a corporate donation.
If you ever need assistance from South Texas College, please do not hesitate to call
us.
We greatly appreciate your support in this very worthy cause.
Sincerely,
Signature
Donor Form
Donation Purpose
Organization Name
Donor Information
Contribution
Goods and Services Provided in Exchange for the
Contribution.
Donor Certification
Question
Name the two positions that approve a Fundraising
Authorization Form (#4000) and the third position if
amount is $1,000 and over.
Business
Office
11. Budget Transfers
Account Codes Review
710000
730000
740000
770000
Direct Expenditures (Operating)
Travel Expenditures
Capital Expenditures
Construction
Procedures for Budget
Transfers

Go to FGIBAVL form



Type Organization & Account Code
Click on OK
Purpose of budget transfer :
- Reallocate budget for future purchases
- Cover negative balances

Budget transfers may be processed between
different account codes of the same
organization, or between different
organizations.
Review organizations for budget
availability
Review organizations for budget
Availability (Continuation)
Steps to prepare a budget transfer

Determine organization & account code with sufficient
funds (FGIBAVL), to either cover a negative balance or
for budget allocation

Prepare Budget Transfer form
http://www.southtexascollege.edu/businessoffice/for
ms.html

Submit form for approvals

Send approved form to Business Office for processing
Question
Who‟s signature(s) does a budget transfer require?
Budget Transfer Request
Form
Budget transfers approvals review
Contact Information
Elena Jimenez, Budget Specialist
872-4620 elenae@southtexascollege.edu
872-4633 mnperez@southtexascollege.edu
Budget Website:
http://finance.southtexascollege.edu/businessoffice/budget.html
- Budget Transfer Tips and Procedures
- Budget Transfer Form
Business
Office
12.
Payroll TimeForce,
& Position Control
Payroll, TimeForce and
Position Control Staff
Vanessa Sifuentes
vbalderrama@southtexascollege.edu
Accountant
872-4674
Lidia Romo
romol@southtexascollege.edu
Payroll Specialist
872-4604
Ana Maria Hodgson
amhodgson@southtexascollege.edu
Budget/Position Control Specialist
872-4608
Amanda Vargas
avargas10@southtexascollege.edu
Payroll Assistant
872-4613
Yesenia Sanchez
Payroll Assistant
872-4629
Payroll Process
Responsibilities
•
•
•
•
•
•
•
•
for Payroll Process
NOE preparation (STC Departments)
NOE review (HR)
NOE Budget Control approval (BO-Position Control)
Employee information in system (HR)
Employee information in TimeForce (BO-Payroll)
Employee timecard verification (Employee & Supervisor)
Auditing and reviewing timecards & processing payroll (BO-Payroll)
 Payroll Notice will be emailed to Supervisor/Designee for immediate
attention if an error found on timecard.
Timely transfer of funds to ensure availability on pay date (BO)
TimeForce
Department TimeForce Procedures
Every
department should maintain timekeeping
procedures.

Department Working Hours

Lunch Hours

Overtime Request
Working Hours
In
accordance with STC policies and guidelines and the U.S. DOL, Wage and
Hour Division, Fair Labor Standards Act (FLSA).

Compensable Travel Time shall be in accordance with the Business Office Travel
Guidelines and the U.S. DOL, Wage and Hour Division, Fair Labor Standards Act
(FLSA). (Non-exempt personnel).
o
o
o
o
Travel by Automobile as a Driver – Working Hours during regular or nonregular workweek day
Travel by Automobile as a Passenger – Working Hours during regular or
non-regular workweek day when travel time overlaps with regular working
hours
Travel by Airline, Train, Boat or Bus as a Passenger – Working Hours during
regular or non-regular workweek day when travel time overlaps with
regular working hours
Travel by Private Automobile instead of Public Transportation offered by
Employer – Working Hours are either those hours considered working
hours driving an automobile or as a passenger of the public transportation
Working Hours (Cont’d)

Conferences, Lectures, Meetings and Training Programs
o Attendance at lectures, meetings, training programs and similar
activities need not be counted as working time if the following four
criteria are met:
a) Attendance is outside of the employee's regular working hours;
b) Attendance is in fact voluntary;
c) The course, lecture, or meeting is not directly related to the
employee's job; and
d) The employee does not perform any productive work during
such attendance.
Note:The time is considered working time if these four criteria are not met.
Working Hours (Cont’d)


Waiting Time
o
Work time if the facts show the employee was engaged to wait. The time
is usually of short duration and the employee cannot use the time for
their own benefit.
o
Not work time if employee is completely relieved from duty and
allowed to leave the job, relieved until a definite or specified time, or
relieved long enough for employee to use the time effectively for
his/her own purpose.
Note: A new BO Form “Working Hours Worksheet” (B0-0610) for internal
department use only has been created to help determine working hours.
TimeForce Setup
The
Office of Human Resources sets up all new employee finger
templates for use of time clocks.
Payroll
Office sets up employees in TimeForce based on the “TimeForce
Account Request” form submitted by Human Resources.
Employees

The
must call Payroll Office for online web access.
Access to an STC network computer are necessary for reviewing and
verifying timecard online.
department’s supervisor/designee must submit Form BO-7710 to
Payroll Office for removal of user when employee terminates employment.
Employee Responsibilities
Employees
can clock in using either a time clock or online web access
(https://timeforce.stcc.loc).


Hours physically worked will be recorded on the date it actually occurred.
The preferred method for employees to clock in is using the time clock.
Responsible
for punching in/out at the nearest time clock location or
their assigned computers.
Reviews
timecard for missing hours causing total work week hours to be
less than 40 (applies to non-exempt salaried employees only).


Time Adjustment Request Form (BO-7700) must be submitted to
supervisor/designee for all corrections made to the online timecard.
STC Employee Leave Form must be submitted to supervisor for appropriate
absence.
Employee Responsibilities (Cont’d)
Verifies

online timecard.
In the event employee cannot verify online timecard a printout of the timecard
must be signed by the employee.
Ensures
supervisor checks off the “Supervisor” verification box.
Complies with
College-wide policies on code of ethics; reporting
suspected or known fraud, abuse and other improprieties; hours of work
policy; leave policy; overtime policy and all other College-wide personnel,
payroll and benefits policies and procedures.
Employee Responsibilities (Cont’d)
Do’s and Don’ts for Clocking In/Out
Do’s
Clock
in/out using the time clock in your
department’s building or your assigned STC
computer when entering or leaving work.
Properly
clock in/out at appropriate time to
begin/finish work.
Use
STC Time Adjustment Request Form
(BO-7700) when correcting a punch.
Use
STC Employee Leave Form when
requesting sick, vacation, leave w/out pay,
funeral or personal leave.
Note: Any forms of abuse are considered acts
of fraud.
Dont’s
Share your TimeForce online
web access username
and password.
Abuse working hours.
 Clock in/out or authorize another
individual to clock you in/out for nonworking hours.
 Clock in/out in a building you don’t work in
to adjust your arrival/departure time.
 Clock in, go park your car, and then go back
to work.
 Clock in/out of another building when
going to lunch or returning from lunch.
 Clock in and use working time for personal
use.
 Overuse the STC Time Adjustment Request
Form (BO-7700) to adjust your working
hours. Frequent use of this form, which will
be displayed in your timecard, may cause
audit issues.
Supervisor Responsibilities
All
respective employees are set up under their department.
Review TimeForce
current employees.

drop down list to ensure all employees are actual and
If there are employees that must be added and/or deleted from their drop down list,
supervisors must submit the TimeForce Access Authorization Form (BO-7710) to the
Payroll Department.
Audits, enters
missing punches from BO-7700 submitted by employee, enters
absences, and verifies the employees online timecard.


Time worked must be reported to the nearest quarter hour (1/4, 1/2, & 3/4). When
entering a punch, “round punch” must be checked.
Verifies that total hours worked by employee are not under 40 for each work week (nonexempt salaried employees only).
Ensures
all corrected punches have a BO-7700 form on file signed by the
employee and supervisor.


The BO-7700 form must be filed by the department and made available for audit purposes.
The record retention on forms used for timecard modifications and paid leave is 4 years.
Supervisor Responsibilities (Cont’d)
Ensures
that timecard verification is made by the due date (2 business days after
the end of the pay period).
If
employee is not available to verify timecard, then the supervisor may print
the timecard and verify as “supervisor” without the “employee’s” verification. A
written statement explaining the reason the employee did not verify must be
kept for audit purposes.
Ensures
that overtime/straight time payments by employees has prior written
approval from Supervisor, Vice President or Dean and President.
Makes
sure NOE’s for new hires, changes, and terminations are submitted timely
to the Office of Human Resources.
Contact

the Payroll Department if mass punch is needed.
Mass punches are used to create the same punch for a list of employees (e.g. travel or attend
special events/conferences, etc.) that don’t have access to our clocks or online system during
the events.
Supervisor Responsibilities (Cont’d)
Ensures
employees are clocking in/out at the nearest clock location to their
workstation or their assigned computer to prevent employees from distorting
arrival/departure time (e.g. clocking in at a different building, then drive to
the building where their workstation is located).
 To facilitate the monitoring of clock in/out locations, supervisors have
access to the “Punch Detail” report. This report shows the employee
name, employee ID, the ID (a number) of the clock the employee is
using to punch in/out, and the IP address of the computer the
employee is using to log in/out.
Complies with
College-wide policies on code of ethics; reporting suspected
or known fraud, abuse and other improprieties; hours of work policy; leave
policy; overtime policy and all other College-wide personnel, payroll and
benefits policies and procedures.
Overtime/Straight Time Request and
Approval Process
All
non-exempt employees must have prior written approval when
working overtime and/or straight time hours.
Supervisors
must submit the request for overtime/straight time hours
using the “South Texas College Request for Overtime” form (BO-7721).
The form must include the department name, month and year,
employee names, and expected overtime/straight time hours to be
worked by each employee.

The BO-7721 form must be signed by the following persons:
o Supervisor
o Dean or Director (if applicable)
o Financial Manager (if applicable)
o Vice President
o President
Mass Punch
Mass
punches are used to create the same punch or total hours for
a list of employees. These are occasionally used when employees
either travel or attend special events (conferences, etc.) and don’t
have access to our clocks or online system.
Supervisors
must request a mass punch creation by sending an
email request to the Business Office Comptroller.


Email must include the reason for the mass punch request, the date(s),
punches or total hours to be processed, employee names, and their
respective employee IDs (A number).
Once approved by the Business Office Comptroller, the mass punch will be
processed by the TimeForce Administrator.
How to Post an Absence in TimeForce
1- Click on Enter Absence (a window will pop up)
2- Make sure to select the correct date
3- Enter total hours
4- Use arrow to select the corresponding leave type (e.g. sick,
vacation, etc.)
5- Notes - write the “Reason for Absence” provided by the employee
6- Press Enter
7- Always click on the “Recalculate Employee” button
Example
1
2
3
4
5
7
6
How to Post a Punch in TimeForce
1.
2.
3.
4.
Click on Enter Punch (a window will pop up)
Enter punch (military time only)
Make sure to enter the correct date.
Always check “Round Punch”.
• Punch Type must always be “NORMAL”
5. Notes - write the “Justification for Punch Adjustment”
provided by the employee.
6. Click on “Submit”
7. Always click on the “Recalculate Employee” button.
IMPORTANT: Never enter a missed punch or an adjustment
without the approved “Time Adjustment Request Form” (BO7700).
EXAMPLE
1
2
3
4
5
7
6
TimeForce Access Authorization Form
(BO-7710)
The


form serves two purposes:
Create or delete supervisors/designees TimeForce accounts.
Add/remove employees from supervisors/designees drop down lists.
Supervisors


are responsible for submitting this form when:
An employee transfers from another department.
An employee resigns or transfers to another department.
Delays
in submitting this form will create inaccuracies in the
employees’ department and/or supervisor information.
BO-7710 Instructions
The
first portion of the form is only used to create/delete supervisors
and/or designees TimeForce accounts. Do not use this portion to add or
remove employees from a supervisor/designee drop down list. See
example below.
REQUEST FOR SUPERVISOR AND/OR DESIGNEE ACCESS
Please use this section to create or to delete access for department supervisor and/or designee(s). Designees do not
have access to verify timecards. Designees can enter adjustments on employee timecards.
Action
Create
Delete
Access
Employee Name
Employee ID
Supervisor
Mary Smith
A0000000
X
X
Justification for profile request:
verify the employees timecards.
Designee
Mary will supervise the X department. She will enter adjustments and
BO-7710 Instructions (Cont’d)
The
second portion of this form is only used to add or remove assigned
employees from a supervisor and/or designee drop down list. Always
indicate a justification checking the corresponding box(es). See example
below.
SUPERVISOR AND/OR DESIGNEE ASSIGNED EMPLOYEES
Please use this section to add or to remove employees assigned to the supervisor and/or designee drop down list.
(Note: Only Supervisors are allowed to verify employee timecards).
Action
Add
Add to/Remove from list
Remove
Employee Name
Employee ID
Supervisor
X
Anna Johnson
A0000000
X
Designee
Justification: (Please check one of the following):
Department Change
Supervisor/Designee Access Change
Supervisor Change
X
New Hire
X Employee Resignation from STC
Other
BO-7710 Instructions (Cont’d)
Please
read the “Statement of Compliance” located on the form.
“REQUIRED
SIGNATURE APPROVAL” - The financial manager signature is
always required. No forms will be accepted without this signature. Designees
are required to sign any time there is a change in their account access and their
supervisors must sign to approve the change. If a new supervisor account is
requested, the new supervisor must sign and his/her respective immediate
supervisor must approve the account creation by signing the form too (both
signatures must be in the supervisor signature line separated by a slash).
Note: Supervisors/designees must
sign in the correct section. Supervisors
must not sign in the designee signature line and designees must not sign in the
supervisor signature line.
Time Adjustment Request Form
(BO-7700)
The
BO-7700 form is used to enter missed punches or corrections in
an employee’s timecard.
The
form must be prepared and submitted by the employee to his/her
supervisor for approval.
The
The
supervisor must sign the form if approval is granted.
person entering the adjustment (supervisor/designee) must sign
the last portion of the form. Information requested in this portion must
also be provided by the person entering the adjustment. See example.
TIMEFORCE
REPORTS
Punch Detail Report
Go
to the “REPORTS” tab.
Under the “Audit Reports” section you will find the “Punch Detail” report.
Click on “Punch Detail” link to access report.
Select the date range for your report.
The report will give you the following data. You can select the options you need.
 Employee Card.
 Employee Name.
 Employee ID.
 Clock ID (of the time clock the employee is using to clock in/out)
 Created Time.
 Department.
 Supervisor.
 User.
Place a check in “Launch in Separate Window” to open the report in a new window.
Click “Display Report” to view your results.
Example
Report Results
Exceptions Report
The
Exceptions report is an important tool supervisors use to verify the
completeness of the end of pay period time cards. This report displays
timecard errors that need to be fixed before the Payroll department runs the
payroll.
 Go to “REPORTS” tab
 Run “Exceptions” report
 Select Date Range and Pay Period
 Select the following options:
o Employee name
o Department
o Page Break
o Duplicate Punch
o Missed Punch
 Place a check in “Launch in Separate Window” box
 Click on "Display Report”
Fix Errors
If
the report displays errors such as missed and/or duplicate punches, the
timecard needs to be fixed before it is verified.



Employee must submit the “BO-7700 Time Adjustment Request Form”
for all corrections that need to be done.
Supervisor must approve the corrections by signing the form.
Supervisor or designee must enter the corrections before the Payroll
department locks access. Once the access is locked, no adjustments can
be entered in the employee’s timecard.
Note: All
timecard adjustments must only be entered when the BO-7700 has
been submitted by the employee and approved by the supervisor.
Under Hours

Supervisors also have access to the “Under Hours” report. The report will display all
non-exempt salaried employees that did not complete 40 hours in a work week.
 Go to “REPORTS” tab.
 The “ Under Hours” report is located under the “Time Reports” section.
 Click on the “Under Hours” link.
 Select the date range (must be weekly)
 On Pay Period select “Monthly”
 On “Hours Threshold” key in: 39.99
 Select the following options:



Employee ID - Employee Name - Department - Regular Hours - Total Hours
Employees that have less than 40 hours in a week may submit a leave form.
If the employee does not submit a leave form to complete the 40 hours, he/she
will be doc for the hour shortage.
Question
Who gives TF online web access?
BUDGET/
Position Control
Introduction
Objectives
•
Discuss Budget/Position Control Specialist duties related to
Notice of Employment (NOE) approval and salary budget
transfers
•
Review the Position Control Transfer Form
•
Explain how the HR Module affects the Finance Module
BUDGET/Position Control Duties
Approve position funding on NOEs
Process Position Control Transfers
Provide position balances
•
•
Pools
Salary Savings
Adjust position‟s labor distribution
•
Fund/Organization
NOE form
Funding Source Information Needed
Indicate how position will be funded by providing a position number.
• Direct Wage Pool or Salary Savings
If position will be split funded, or funded by a grant, use the “Split Funded” option:
• Provide Percent Distribution, Fund Code and Organization Code for each funding
source
• Provide the Pool or Salary Savings position number(s)
State the total amount of funding needed
Obtain Financial Manager Approval
Incomplete NOEs will be forwarded back to the department
•
•
Missing the above information
NOE is missing Department and/or Home Organization Code where employee will be working for
(top of NOE)
Funding Source Examples
841184
8.50
15
12
1,530.00
Financial Manager
10/20/08
841184; 841423
50%
110000
320004
8.50
Financial Manager
10/20/08
50%
15
110000
12
410013
1,530.00
Financial Manager 2
10/20/08
Incorrect Funding Source Example
100%
110000
410013
8.50
Financial Manager
10/20/08
15
12
1,530.00
Noe form-partnership & industrial training
Revisions to Funding Source
Obtain
copy of original NOE and make revisions in red ink.
Initial

and date revisions
Financial Manager
Limit
number of revisions to original NOE to one or two.
NOTE: Revisions that make changes to dollar amounts on NOEs already
approved are not allowed. Department needs to process a new NOE.
Position Control Transfer Form
Purpose

To transfer only salary funds between positions
 To clear salary deficits
 To replenish pools
Usage


When assignment will be funded differently than stated on the NOE
As requested by Financial Managers
Completed
by Budget/Position Control Specialist and forwarded for
approval signatures
Position Control Transfer Form
Effect of Overtime on Balances
An organization‟s available balance is reduced by
the amount of overtime earned by staff.
Consider future overtime expenditures when
hiring new personnel and transferring funds.
HR Module Effects on Finance Module
Changes made in the HR Module are reflected
in the Finance Module on a monthly basis
•
•
•
Budgeted amounts
Payroll feeds
Encumbrances
Question
An organization’s available balance is
reduced by the amount of _________________
earned by staff, which must be considered
when hiring new personnel and transferring
funds.
Business
Office
13.
Student Accounts
Receivable
Accounts receivable staff
Marittza Adame –Accountant
mmadame@southtexascollege.edu
872-4612
•Federal & State Financial Aid
Maribel Medina– Collection Specialist
872-4624
•Uncollectible Accounts
•Emergency Loans
Mayra Ochoa– Accounting Assistant
mochoa19@southtexascollege.edu
872-4657
•Federal Accounts
•Exemption & Waivers
Sonia Elizondo – Accounting Assistant
srelizondo@southtexascollege.edu
872-4676
•Continuing and Professional Education
•Agency Accounts
Norma Ibarra– Accounting Assistant
naibarra@southtexascollege.edu
872-4658
•State, Private & Local Accounts
•Scholarships
•Contract Instruction
•Dual Enrollment
Office Fax # 872-4647
Accounts Receivable Office Responsibilities
Maintains third party contract and scholarship accounts, which consist of
academic, workforce training and continuing education students as well as
agency accounts. These accounts are categorized based on the funding source:
federal, state, local and/or private.
Review – verify that student account complies with contract
Reconcile - Third party account balances
Collect - Bill entity for payment of benefit award
Send statements
Phone contacts
File originals/pertinent documentation, etc.
Payment Types
Upon registering, the student should know whether
he can pay his student account in full by means of :
•
•
•
•
•
•
Cash, check, or credit card
Third Party
Financial Aid
Employee Waivers & Exemptions
Emergency Loan
Installment Plan
What is a Third Party Payment Agreement?
A third party agreement constitutes a written
enforceable agreement between the student
and a third party entity. The third party agrees to
pay a fixed amount or a percentage of the student‟s
tuition, fees, and/or other specified items.
• There are currently 4 types of third parties.
Who are the Third Parties?
Federal
Agencies
State
Agencies
Local
Agencies
Private
Agencies
For a listing of the
most common Third
party Assistance
Programs
See STC
2009-2010 Student
Handbook pages
(61-75).
Question
How many third parties do we
have?
Types of Third Party Payment Agreements
)
Contract
Scholarship
Waiver
Exemption
An agreement between a student and a third party
which states the third party agrees to pay a dollar
amount or percentage of the student‟s tuition and/or
fees.
Financial aid awarded to a student by a
college, agency or special interest group.
An STC agreement to relinquish claim for payment
from a student for a specific charge.
An STC agreement to free a specific student from an
obligation required of others, for example, payment of
tuition.
Question
What is a scholarship?
Payment Process
(Student)
The flowchart below details the steps a student should
complete when the Third Party method is chosen.
Student goes directly
to the entity
of his/her choice
Student applies with entity
representative
Entity will provide
STUDENT or STC with
signed
written agreement
Payment method
If applicant meets the sponsor‟s
eligibility criteria,
A written agreement will
be prepared
by the corresponding
party.
** No verbal agreements are accepted. All
agreements require documentation.
Payment Process
(Financial Aid)
Student and/or entity forward written agreement to Financial Aid Office.
FINANCIAL AID
OFFICE
Reviews written agreement
specifications
Processes benefit
award amount
Provides statement of account to
student on outstanding charges, if
Forwards agreements to the Business
applicable
Office
Payment Process
(Business Office)
Business Office invoices the Third Party
Business Office reconciles monthly and
follows up on unpaid balances.
Business Office receives payment and
credits third party account balance.
P
a
y
m
e
n
t
p
r
o
c
e
s
s
The departments that can
obtain written agreements are:
Written agreements
Business
Office
Financial Aid Department –
Academic enrollment
Office of Instruction –
Dual enrollment
Continuing Professional Education
Employee waivers & exemptions
●Employee Waivers
cover some tuition costs for qualifying
dependents and spouses.
●State Mandated Exemptions cover some or all tuition costs
for qualifying student groups & employees.
(Veterans Hazelwood Act, Blind-deaf-hearing impaired, TX Dept of Prot & Reg Services, Valedictorian)
●Application
and proper documentation must be submitted to
Financial Aid to review and award the students.
●Business Office prepare monthly management reports.
Dual Enrollment Program for
High School Students
Dual enrollment
Dual
Enrollment
STC allows eligible High School students to enroll in
college courses at a discounted rate.
College credit earned upon successful completion of a
course may be applied towards an Associate‟s degree at
STC or may transfer to another college/university.
STC provides workforce development instruction to
High School students through the Contract Training
Dual Enrollment Program. This program allows
students the opportunity to enroll in technical
courses also at a discounted rate.
Contract
Instruction
Dual
Enrollment
Emergency Loan Program
The Emergency Tuition & Fee Loan Program is a short term - loan in which
students are attesting to financial need and are loaned money to pay for a
portion of their tuition, textbooks and applicable fees. Therefore, this loan
must be repaid.
What does the student need to qualify for an Emergency Loan?
• Be at least 18 years of age.
• Be currently enrolled at least 3 credit
hours.
• Must not be in default on any student
loans.
• Must not have an outstanding balance
owed to STC.
• Must provide 3 references.
Name
Address
Telephone Number
•Be able to demonstrate
ability to repay loan.
Proof of upcoming
financial aid disbursement.
Employer information
Other source of payment
TextBook
•
Account for the current term has been paid in
full by Financial Aid, cash, check or credit
card.
•
Student enrolled in an installment plan.
•
Student Financial Aid was not enough to issue
book money.
•
Textbook loan will be determined by the
number of credit hours for which students are
enrolled using following ranges.
 $600 = 12 or more credit hours
 $400 = 11 to 9 credit hours
 $300 = 8 to 6 credit hours
What does the student need to do to apply
for the Emergency Loan?
After registering for the current semester
Report to the
Emergency loan
Station
(Cashier Office)
to complete
loan application.
Verify account statement
(receipt) to ensure loan award
(payment) has been applied to
the student’s account.
 pay the 50% initial down
payment for tuition
 No initial payment for
textbook loan
complete a
promissory note for loan
processing
Frequently Asked Questions
What should the student do if enrollment status changes?
• Student must contact the Financial Aid Office to renew their
promissory note due to an increase in credit hours.
• If the student decides not to attend STC or wants to cancel the
loan, he/she must submit a written request for cancellation to the
Financial Aid Office prior to the first class day.
• The student must follow Admissions withdrawal policies to ensure
he/she is officially dropped from his/her classes.
•
If the student does not follow Admissions withdrawal policies,
he/she will remain enrolled and will consequently incur a debt due
to STC.
•
Class drops or withdrawals also affect students under
Financial Aid. Student must contact the Financial Aid Office.
When is the emergency loan due?
The emergency loan tuition and textbook must be paid back within the same
semester. For example: The Fall 2011 Semester‟s emergency loan tuition due
date is November 15, 2011. The emergency loan textbook loan is due in two
installment payments October 3, 2011 (50%) and November 3, 2011 (50%).
What if the student does not pay the emergency loan by the due date?
•A $30.00 late fee will be assessed.
•Also, registration and transcript holds will be placed on the students
account.
What if the student does not pay the emergency loan back?
•He/she will not be able to register for any future semesters.
•He/she may not receive credit for the semesters coursework and will not be
able to obtain a transcript.
•The student‟s account will be sent to an outside collection agency and reported
to the credit bureau.
Continuing and Professional Education students and/or
entity goes to CPE Department
CPE
Forwards Request For
Student Award Form and
agreement to Cashier’s
Office
Prepares and/or reviews
written agreement
specifications
Prepares Request For
Student Award Form,
BO 5600
Cashier processes benefit
award amount and forwards
all documentation to the
Business Office
Agency Accounts
Funds collected from students that must be paid to vendors for services.
●Voluntary
Health Insurance- (Will be available for students the first day of class on the
South Texas College website).
●
Low Risk Insurance
●Testing
●Other
Fees (Nursing)
Certification fees
Business
Office
14.
STUDENT -PAYMENT INQUIRY, -RESOLUTION AND
INFORMATION TEAM
S.P.I.R.I.T. OFFICE
POP QUESTION?
What does the acronym S.P.I.R.I.T.
stand for?
Student-Payment-Inquiry-Resolution and
Information Team
SPIRIT Office Staff
Maribel Medina
Collection Specialist
872-4624
•Uncollectible Accounts
•Emergency Loans
•Assist student with
payment arrangements
Connie Lira
Accountant Assistant
clira@southtexascollege.edu
872-2565
•Resolve Student issues
on Student Accounts
payment arrangement
HigherOne JAGCARD
Contact Information
t ra
En
Financial Aid
Location
Student Services
Pecan Campus
Bldg K1.912
e
nc
Hours
o
Do
rs
Monday-Friday: 8:00 a.m. – 5:00 p.m.
Wednesday: 8:00 a.m. – 7:00 p.m.
Stairs


Walk-Ins Welcome
Appointment (upon request)
Contacts
Cashiers
Connie Lira
Phone: (956) 872-2565
E-mail: clira@southtexascollege.edu
Maribel Medina
Phone: (956) 872-4624
E-mail: mmedina@southtexascollege.edu
S.P.I.R.I.T. Office



The S.P.I.R.I.T. Office, was by
the Business Office on July 24,
2007.
The intent of creating this office
is to help ease frustrations on
students who are experiencing
billing and other related
difficulties. We offer the
necessary assistance to meet
student’s need(s).
The office is decorated with
European Architecture in which
it’s theme portrays a welcoming,
peaceful, and private setting to
help ease frustrations.
A Look Inside the Office
Office Plan




To facilitate students who feel like they have been given the “Run-Around.”
•
Ease their frustration by letting the student vent.
•
Offer solutions/options to help meet their need(s).
To aid students who have billing issues/concerns and other related
questions.
Serve as a liaison and communicate with other departments in attempt to
fix the issue.
•
Resolving the issue may require the involvement of one or more
departments.
•
Immediate contact and communication with the appropriate personnel
in each department is essential to ensure the proper action(s) is taken
to resolve the issue in a timely manner.
Follow-up with the student when the issue cannot be fixed “on-the-spot” and
we monitor the account until the matter is resolved.
Referrals



Courtesy call BEFORE referring the student
• Provide us the Student ID, and details of the situation
Sometimes the problem can be resolved instantly
• Saves the student time/frustration.
• Allows us a chance to review the student account before meeting
with the student.
• We can prepare in advance to offer solutions/options to resolve the
issue promptly.
If the issue is not able to be resolved “on-the-spot,” we will request for
the student to be referred to our office.
• Student is to wait their turn outside the office if we are currently
busy assisting another student.
• Appointments are available upon request. Appointments work best
for students who don’t have time to wait their turn and need to come
back again.
Question
What is the first step taken before
referring a student to our office?
911 Referrals




Highly-Irritated Students
•
Are students who feel like they have been given the “run-around” and have
attempted to fix the problem. Their attempt(s) in resolving the issue caused
them to stress and become difficult students to handle.
•
Immediate Attention (Required)!!
Contact the S.P.I.R.I.T. Office
•
We give the student our full attention and some privacy to discuss the issue.
•
We walk the student over to our office if student is in person and nearby.
•
Meet with the student on-the-spot so that we may offer solutions to resolve
the issue.
Privacy
•
Our office offers the adequate amount of privacy needed to handle the
situation.
•
Calling us in advance is very important because we may already have a
student in the office. If so,
•
We will make note of the students data,
•
Provide student with a waiting period time frame, and
•
Seat the student outside our office to wait and be called on for
assistance immediately after the student who is currently being helped.
Appointments (Available upon request)
• If the student cannot wait, we will offer to set up an appointment for a later
time/date.
• Most highly irritated students want the problem solved right away and will
not request an appointment for a later date.
Common Inquiries




Billing:
• Balance
• Disputes
• Payment Options
Payment:
• Payment Arrangements
• Payments over-the-phone
Other Issues:
• Dropped (for non-payment)
• Higher-One
• Given the “run-around”
• Complaints
• Prospect Students
Holds
Collections
Students usually have more than one issue affecting their student
account which requires the involvement of more than one
department.
Collection Specialist




Statements of Account
•
Mails out reminder notices of outstanding balances
•
Contacts students with the intent to collect.
•
Research accounts whose mail was returned.
Payment Arrangements
•
Offered to students who are at risk of being sent to
collections.
•
Payment Arrangements are closely monitored for compliance
•
Students are contacted when they are not in compliance.
Refers students to outside collection agencies
•
Provides agency contact information.
Maintains billing history of uncollectible accounts.
Collections



Daily communication with external collection agencies to report
adjustments and/or direct payments:
•
NCO
•
NRI
•
S&S
Reports unpaid (uncollectible) balances to external collection agency.
Reviews collection accounts being disputed.
•
An appeal may submit an appeal to the Conflict Resolution
Center.
•
The Appeals Committee will vote and determine the final
outcome.
Department Goals
SPIRIT
Office
Provide a direct reliable resource which students may utilize to
expeditiously resolve his/her issues.
Payment discrepancies, alternative payment arrangements, or
specific financial concerns are addressed.
Commit the availability of professional skilled personnel to research
and analyze student account inquiries.
The issues are resolved through the collaboration of various
interrelated campus departments (primarily Cashiers, Financial
Aid, Admissions, or Ombudsperson).
Student information is gathered from different areas as required.
The team cooperatively assists in resolving and/or thoroughly
explaining the student issue while reducing student “run around”.
Business
Office
15. Conference Procedures
Procedures for Revenue
Generating Conferences and
Other Events
Online Procedures
http://finance.southtexascollege.edu/businessoffice/procedures.html
Purpose
To establish guidelines that a College department must
follow for a conference or other event
That generates revenue, and
Uses an auxiliary organization to record expenses
Conference Coordinator
The department must identify one employee who will
be designated as the department Conference
Coordinator.
The Coordinator must plan for each component
necessary for hosting a conference or event.
Items to be addressed by Conference
Coordinator
•
•
•
•
•
•
•
•
•
Request and gain approval for conference, event
Coordinate related activities and identify the event location
Prepare the budget and request creation of a new organization
(if needed)
Purchase goods and services
Execute contracts and service agreements
Processing registration
Cash handling and deposits
Recordkeeping and Reconciliations
Create a website for registration and payment
Question
Question:
Who is responsible for
organizing and coordinating
conference efforts?
Answer:
Conference Coordinator
Request and gain approval of conference
The department conference
coordinator should gain approval
from appropriate personnel.
Each division should develop
guidelines for the types of
conferences/events beneficial to
the College.
The purpose of the conference
should be related to the College‟s
educational mission.
Identify the conference location and
develop guidelines
Contact Operations and Maintenance Office to identify
and reserve suitable location.
Develop conference guidelines regarding such issues as
substitute attendees, refunds, cancellations, payment
deadlines, etc.
Prepare budget and request creation of new
organization
If needed, complete the
Request to Create a
Conference Organization
Unit form (BO-2600)
Used to create an auxiliary
fund and organization code
All approvals must be
complete
Submitted with form BO2610
Prepare budget and request creation of a
new organization
- Continued Complete and submit the Projected Budget form (BO2610) to budget for anticipated revenue and expenses.
Determine a fee amount, per Board of Trustees approved
fee schedule, that recovers costs. A processing fee may be
charged.
Fees should not be set to generate excess revenues to be
used for other purposes.
All revenues generated are earmarked solely for the
conference/event.
Prepare budget and request creation of a new
organization
-ContinuedObtain cost estimates for any goods and services.
Consideration should be made for facility/meeting space
rental, meals and hospitality coffee breaks, audio visual
equipment, supplies, promotional items, advertising,
printing, postage, copying, transportation, food purchases,
equipment rental, vehicle use, speakers‟ honoraria and
expenses, etc.
All expenses directly associated with the conference must be
charged to the conference auxiliary organization.
Question
Question:
What form is submitted to
the Business Office after the
event?
Answer:
Form BO-2620 Conference
Financial Report.
To be submitted no later than
30 days after the end of the
conference.
organization - Continued Projected Conference/Event
Budget form (BO-2610)
Setup budget before any
expenses are made
Project revenue & expenses
for the event
Identify additional funding
sources, if needed
organization – Continued Auxiliary organizations are
self-sustaining.
The event should generate
sufficient funds to cover all its
expenses.
The projected budget and the
request for an organization
unit forms must be submitted
to the Business Office at least
45 days prior to the
conference/event.
Purchase goods and services for the
Conference
Pre-planning for purchase of goods is key.
Please take into consideration prepayments, the amount of
time that is needed to prepare requisitions and place orders,
and weekly check cycles.
The check cycle is available on-line under the Business Office
Accounts Payable webpage.
Goods and services acquired must comply with College’s
policies and procedures.
Execute contracts and service agreements
All contracts and
agreements must be
prepared and executed
in accordance with
College policies and
procedures.
The Purchasing Office
must be consulted from
the onset regarding any
contracts or agreements.
Processing Registration
Procedures for the
registration process must be
developed by the department
conference coordinator and
reviewed by the Business
Office.
Cash Handling and Deposits
The department conference coordinator must read and
understand the Business Office cash handling procedures,
available on the Business Office procedures webpage.
The department conference coordinator and other
responsible parties must attend the cash handling training
course conducted by the Business Office.
Recordkeeping and Reconciliation
The department conference coordinator is responsible for:
• maintaining a record of all revenues and expenses and for reconciling all
activities with the Business Office at the end of the event
• submitting the Conference Financial Report form (BO-2620) at the end of
the event to their immediate supervisor and to the Business Office
• The report is due no later than 30 days after the end of the conference
Conference accounts may be audited in the same manner as all other accounts are
audited at the College by internal or external auditors.
Create a website for registration and
payment
A website may be created to
announce the event‟s activities,
registration, and payment.
Site may be configured to
capture payments and
registration information.
Recap of Coordinator Responsibilities
•
•
•
•
•
•
•
•
•
Obtain event approval from immediate supervisor, financial manager and
Vice President.
Request a new organization from the Business Office (form BO-2600)
Prepare the projected budget and submit to the Business Office (form BO2610).
Prepare the conference financial report after the event (form BO-2620).
Reconcile the financial activities with the Business Office.
Read and understand the Conferences and Other Event Procedures.
Attend the cash handling course, if applicable.
Read and understand the Fundraising Procedures, if applicable.
Read and understand the Donation Procedures, if applicable.
Questions
Thank you!

Business Office - Finance and Administrative Services

Transcription

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