Financial Services Presentation
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1 Financial Services Presentation February 2012
2 Presenters Ian Nason Assistant Vice-President Financial Services Darrell Cochrane Controller Susan Robertson Director of Budgets and Financial Mike Drane Procurement Director
3 Agenda Introduction Mandate & Organization Structure Service Summary Budgets Purchasing Endowment Funds Payments Travel Research & Special Purpose Funds Questions
4 Financial Services Mandate Responsible to conduct/co-ordinate all matters pertaining to University finances including: Financial planning/budgeting Maintaining appropriate internal controls and processes Financial Reporting Procurement of goods and services all University accounts Facilitating audits Insurance program Management of University endowments Investment program for endowment, pension and University cash
5 Financial Services Mandate (con t) Reporting to Senior Officers, Committees of the Board, and various other Committees (e.g., BAC, collective bargaining teams)
6 Organization Chart Assistant Vice-President Financial Services (Ian Nason) Administrative Assistant (Sharleen Nielsen) Controller (Darrell Cochrane) Director of Purchasing (Mike Drane) Treasurer (Colin Spinney) Director, Budgets and Financial Analysis (Susan Robertson)
7 Budget Responsibilities at Dalhousie President responsible to Board of Governors for Budget Budget Advisory Committee (BAC) advises the president Deans responsible for the management and control of the Faculty budgets Chairs/Heads accountable to the Dean for departmental budgets
8 Typical Budget Timeline at Dalhousie Early Winter BAC prepares discussion paper - Highlights issues specific to coming year - Environmental Scan - Includes financial scenarios - Input received from campus Mid Winter BAC prepares budget plan - Includes recommendations to President
9 Typical Budget Timeline at Dalhousie Spring April 1 beginning of the fiscal year Budget Allocations developed for Faculties - Faculties submit detailed budgets Detailed Budget goes to Board
10 Budget Management Budget developed with sound assumptions and estimates Monitor activity Online reporting tools Delegation of access via Web for Admin Supported by Administrative staff Awareness of Budget Policies University Faculty level Reporting Requirements Midyear & third quarter reviews
11 Budget Policies Operating budget carry forward Negotiated terminations Faculty deficit budgets Enrolment Related Budget Allocations (ERBA) Employment requisitions (non-academic appointments) Each faculty may also have its own policies
12 Policies Procurement Policy Based on requirements of the APA & AIT Provincial Procurement Act Ethical Practices Purchase options (P-Card, PO) Exceptions allowed when approved Thresholds
13 Procedures Purchase Requisition / PO Forward completed requisition to Procurement / obtain quotes Requisition will be reviewed for funding, policy compliance, existing contracts. Requisition will be approved and PO will be created - Receiving copy of PO will be sent to requestor Freight & Shipping FOB Destination is default shipping arrangement Alternate arrangements must be discussed with Procurement.
14 Sample Requisition
15 Procedures Receiving Goods Requestor is responsible for inspecting shipment for damage and completeness. Forward a signed copy of the PO to AP for invoice payment. Returns Contact Procurement to discuss returns RMA from the vendor is required before returning goods
16 Procedures Tendering Forward requests to Procurement Allow at least 2 months to complete tender process P-Card University requirements only - University Policy on Entertainment, Food, Beverage & Miscellaneous Expenses Cardholder is responsible for monthly reconciliation Travel Card University travel only Cardholders pay for travel, then submit for reimbursement
17 Procedures Fleet Card Cards are assigned to specific vehicles Fuel and maintenance for the assigned vehicle Person responsible for the vehicle will complete monthly reconciliation Contracts and Supply Agreements Goods will be sourced through supply contracts when possible Service contracts are required for services
18 Procedures Customs Procurement will coordinate import and export activities Sustainability Include sustainability considerations when purchasing goods and services Surplus Disposal Disposal of surplus assets will be coordinated through Procurement
19 Spending Authority Delegation Receipt of Goods Payments Receiving copy of a purchase order is used as authorization for the payment of goods by Accounts Payable Partial Shipments Cheque Requisitions Approval Services Rendered Employee vs. Independent Contractor
20 Travel Approval & Responsibility Eligible Expenditures Claim for Reimbursement Travel Advances University Travel Card Per Diem Allowance
21 Approval & Responsibility Approval by individual at a reporting or management level above that of a claimant (e.g. Department Chair and/or Dean) Delegation of responsibility Signature stamp not acceptable
22 Claim for Reimbursement Travel Expense Claim Original Receipts Airline Tickets Electronic Reimbursement Boarding Passes
23 Travel Advances Traveler cannot authorize his/her own accountable advance Clearing of Advances Seat Sales
24 Private Vehicles $0.43/km Accommodation Per Diem (Maximum Rates) Commercial reasonable rate Private - $40/ day Meals Domestic - $47/ day International Treasury Board rates Faculties may establish lower rates
25 Research & Special Purpose Funds Principal investigator responsible for expenditure of funds Each Grant or Contract separate account Must comply with granting agency/sponsor regulations
26 Current Initiatives Spending Approval Extend current policy to all accounts Expand electronic approvals Purchase requisitions Employment requisitions Expand financial information available through online tools Interested in feed back in this area
27 Investment Office Endowment Investment & Administration 1,100 endowments Restricted uses Budget support - Faculty - Department - Purpose (e.g.. Scholarships/bursaries, chairs, salaries, research, library) - Summary of terms - Annual distribution late autumn/early winter Expenditure review compliance with terms. Investment Policy, Fund Management
28 Endowment Funds Spending Guidelines Balance present spending needs with expected future requirements Protect the purchasing power of the capital base of endowments while achieving stability in year-to-year spending Attain real increases in spending through capital appreciation from new gifts, capital investment gains, and the capitalization of investment earnings
29 Financial Services Website Contacts Policies Additional information
30
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