Accountability Report. November 11, 2009
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1 Business Office Accountability Report And Budget Request November 11, 2009
2 Business Office Functions Controller s Office Accounts Payable Cashier Services Purchasing Services Payroll Property Control (Inventory) Student t Loans & Receivables Mail Services Banking/Investments/Bank t /B k Reconciliation
3 Budget/Expenditure History Base Budget* Actual Actual Actual Expenditures Expenditures Expenditures Hourly Non- Teaching $94,618 $99,313 $106,450 $95,780 Travel $10, $4,316 $11,920 $15,799 Current Expense $238,335 $250,671 $205,686 $204,168 Total $343,089 **$354,300 $324,056 $315,747 FY-10 total exceeds base in FY09 by $23,000; new base for TouchNet maintenance fees *Includes auxiliary indirect cost recovery **Expenses higher this year due to efforts to spend down E & G reserves
4 Key Performance Indicators Accounts Payable Disbursements 46,175 Totaling $85,418,000 Cashier Services Cash Receipts 242,028 Totaling $64,034,140
5 Key Performance Indicators Mail Services Mail Type No. of Pieces Total Amount Outgoing Regular 352,000+ $196,000+ Outgoing Bulk 432,000+ $ 43,000+ Incoming 412,000+ Interoffice 121,000+ Folder/Inserter 251,000+ Business Reply 9,900 Address Labeling & Barcode 130,000+ Personal Metered Sales not $ 11,800 Including Stamps Includes mail services and distribution for 79 departments; 52 delivery Stops and 11 sites
6 Key Performance Indicators Payroll Employer poye Paid ad Calendar Year Gross Payroll Benefits W2s 2004 $56,000,000+ $19,000,000+ 4, $61,000,000+ $21,000,000+ 4, $63,000,000+ $23,000,000+ 4, $66,000,000+ $26,000,000+ 4, $72,000,000+ $26,000,000+ 4,162 Payroll Snapshot Oct. 1 15, 2009 No. of Employees Administrators 63 Faculty Full-Time 338 Adjunct 1,034 Staff Full-Time 693 Staff Part-Time 808 Work Study 109 Early Retirees 73 Other Agencies 1 Total Employees Paid: 3,120
7 Key Performance Indicators Property Control (Inventory) 1,194 Capitalized items totaling $20, ,420 Computers, servers & switches totaling $11,000,000+ Maintain 119 departmental inventory reports
8 Key Performance Indicators Purchasing Services Procure all supplies, equipment and services 1,576 incoming requisitions per year 1,083 purchase orders issued = $13.6 million Conduct competitive procurements Provide guidance on low dollar purchases
9 Key Performance Indicators Purchasing Services (cont d.) Manage Procurement Card program 333 P-Cardholders 18,600 transactions per year $4.2 million total P-Card expenditures per year $220 average transaction
10 Key Performance Indicators Student Loans & Receivables Perkins Default Rate = 9.13% (YTD) = 6.06% Collected from State Tax Offset Program (Finders) = $363,459
11 Progress Report on New Dollars Authorized July 1, 2009 New Base Budget Dollars (None for FY-10) One-time Dollars (None for FY-10)
12 Budgetary Accomplishments and Challenges Controller s Office Accomplishments Accurate FY-08 Annual Report and clean audit Tuition Reporting Statements for Calendar Year 2008 (IRS Form 1098T): 40, Index/Budget Center maintained: 1,800+ Began TouchNet Marketplace implementation (accept non-tuition credit card payments online) Indirect/Administrative Cost Allowance Earned: $631,977
13 Budgetary Accomplishments and Challenges Controller s Office Challenges Implement Cash Receipting and PCI Policy and Procedures Expand use of MarketPlace (E-Commerce) Implement use of debit cards, including card reader machines and online acceptance
14 Budgetary Accomplishments and Challenges Cashier Services Accomplishments Implement workflow for employee waivers Set up and implement an online Fraud Awareness mandatory training Worked with Aviation Department to write, train and implement new program Implement Red Flag policy and procedures in department Ongoing mandatory training for departments
15 Budgetary Accomplishments and Challenges Mail Services Accomplishments Continued to provide reliable and professional service with voluminous mail and limited staff Purchased a Hasler Address Printer that labels and Purchased a Hasler Address Printer that labels and barcodes bulk and regular first class mail
16 Budgetary Accomplishments and Challenges Mail Services Challenges Keeping up to date and informing customers of new Post Office regulations and rate changes, which will change again in January 2010 Learning new Hasler Address Printer that barcodes bulk and regular first class mail in accordance with new postal regulations Keeping up to date and informing customers s of new Post Office regulations and rate changes, which will change again in January 2010 Learning new Hasler Address printer that barcodes bulk and regular first class mail in accordance with new postal regulations
17 Budgetary Accomplishments and Challenges Payroll Accomplishments Implemented new procedures for processing an additional adjunct faculty payment each semester Maintained quality control of payroll input with a shortage of staff Updated job descriptions and hired a payroll manager Employment Verification System (EVS) matching of earnings with Social Security Administration Improvement of tracking/reporting of international students and employees Effectively recoded appropriate employees to the ARRA stimulus funding Added a new payment method for Fidelity Investments Retirement Option Transition to online reporting with Federal and State Statistics and Wage Reports Participation in Rodeo Roundup of Business Services training for employees
18 Budgetary Accomplishments and Challenges Payroll Challenges Continued increase in garnishments due to economic downturn Payroll employees need more time to attend training and implementation of Workflow, EPAF, Cognos and Banner Systems Need an additional full-time employee to accommodate more adjunct faculty payrolls, training in new reporting systems, new electronic methods of remittances, provide for emergency backup of employees and support of bank reconciliation functions Increase Red Flag Identity Theft prevention of payroll information Keeping abreast of new rules, regulations and technology changes
19 Budgetary Accomplishments and Challenges Property Control (Inventory) Accomplishments Submitted a revised draft of policy and procedures for Fixed Assets Encouraged and worked with departments to help them follow the procedures for completing their annual department inventory reports - 100% compliance this year A list of all equipment listed as missing was sent to the appropriate Vice Presidents so that they were aware of it and able to sign off on the items before they were deleted off inventory.
20 Budgetary Accomplishments and Challenges Property Control (Inventory) Challenges Encourage and work with departments to help them follow the procedures for completing their annual department t inventory reports In the process of working with IT to automate departmental annual inventory reports Balancing Fixed Assets What time of the year to send out the department annual inventory reports. Also try to coordinate the time with the billing reports sent out by IT
21 Budgetary Accomplishments and Challenges Purchasing Services Accomplishments Procured all products and supplies for new Gundersen Facilities Services Building; major classroom upgrades; solar panel project; state-of-the-art equipment for Health and Bio-Tech Programs; Larry H. Miller Conference Center AV upgrade Procured additional products and services funded by new grants, stimulus funding and special FY09 year end funds Major revision of P-Card Manual issued 100% protest-free procurements in FY09 and FY10 to date
22 Budgetary Accomplishments and Challenges Student Loans & Receivables Accomplishments Resolved major problems in CLM that came with the January 2007 upgrade. Another full upgrade has been released. We were able to have the latest version installed on a test server and have spent the last few months testing. We will move the upgrade (2.6.1) to production by November 15, Our support and communication with SunGard has improved dramatically. Developed and implemented automated process for writing off dishonored d checks. While still refining i the details of this new process, the change has and will save time and resources that can be used in other areas of our department.
23 Budgetary Accomplishments and Challenges Student Loans & Receivables Challenges We need to cut the expense of mailing statements to students. This is an impersonal way to do collections and with returned rned mail it is questionable how effective it is. It has been proved in test groups that calling is a more effective way to collect. We want to devote more time to making gphone calls and would like to request that the College make a formal statement that is the official means of written communication. We are going to research for a phone service with functions more appropriate for our needs. Personnel turnover; difficult to hire and retain qualified part-time staff; request that two of the currently funded part-time positions be combined to create one full-time position.
24 Budgetary Accomplishments and Challenges Student Loans & Receivables Challenges (cont d) Personal contact t is the best collection practice. We need to use our money, time and resources to develop calling processes and purchase a phone system that would facilitate personal contact with our students. We request money in our budget for a calling system.
25 Base Budget Request Strategic Priority Supported: No. 5 Project Title: One Additional Full-Time Mail Room Employee Justification of Need & Implementation Plan: The mail room only has one full-time employee who supervises three hourly employees. In order to process the College s enormous mail volume and provide for future continuity in mail services, an additional full-time employee is needed. Measurable Outcome: To assist and provide stability in the processing of approximately 1.7 million pieces of mail. Dollars Requested: $24,312 plus benefits
26 One-time Budget Request None requested for FY-11 FY11 Strategic Priority Supported Project Title Justification of Need & Implementation Plan Measurable Outcome Dollars Requested
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