Business Services


Accounting

Introduction

Introduction


  • Accounts Receivable & Payable
  • Collections
  • Financial Aid Disbursements
  • Financial (Statistical) Analysis
  • Tuition Payment
  • Various Cash Requests

Making Payments

Making Payments


  • Petty Cash: Request pays for supplies and materials <$50 (LRFR);
  • A-18: Receiving Report pays for items received from VISA purchases and deliveries against a PR;
  • A-19-1: Invoice Voucher reimburses a person for out-of-pocket expenses or guest speaker honorarium;
  • Check Request (CR):  pays a company for goods and services already received or where no delivery will happen;
  • Purchase Requisition (PR):  – on yellow paper – generates a field order for delivered items.

Signature Authority required if expenditure was not pre-authorized

Low Risk Forms Routing (LRFR)

Low Risk Forms Routing (LRFR)


Newly-developed electronic stamp approval process helps streamline and automate the routing process for internal resources and services including Catered Events, Staff Overtime, Cash Box, Technology Needs, Graphics Orders, Travel Requests, and Petty Cash Requests (Other services such as  Textbook Orders & New Employee Notifications coming soon!).

  • It’s quick and paperless! 
  • Go to CCNet LRFR. Answer the questions, click Save, and forward to your Signature Authority.
  • Anyone with CCNet access can submit LRFR forms. Request a form for your approval needs!

Purchasing VISA Cards

Purchasing VISA Cards


  • Cardholder agreement signed.
  • Immediate documentation submission to A/P, by 25th at the latest.
  • Privileges may be lost by card misuse or by late or incomplete documentation.
  • Use our Stockroom and Bookstore vs. VISA for common office supplies --
    (strengthens contractual relationships, often lower priced, and most stockroom purchases won’t hit your budget!).

Bookstore

Introduction

Introduction


  • Apparel and Gift Items
  • Classroom and Office Supplies
  • Snack Foods and Espresso
  • Software Applications
  • Textbooks and Supplemental Materials
  • Ticket Box Office
  • USPS Sub Station

Bookstore Purchasing

Bookstore Purchasing


  • Bookstore “Stockroom”: Common classroom and office supplies (grants/contracts budgets charged)… no need to stockpile!
  • Bookstore departmental purchases: Bulk batteries, mass mailing supplies, etc.  (charged to your budget).
  • Textbook Ordering: Time sensitive - note “required” or “optional”, and best-guess on quantity.

Important Legislation

Important Legislation


Higher Education Opportunity Act ensures students access to affordable course materials.

  • Institutions are encouraged to disseminate information  to reduce textbook costs to students;
  • Institutions must communicate required and recommended textbook information on pre-registration internet course schedule.

House Bill 1025 requires faculty to:

  • Consider free, open textbooks when available; and
  • Disclose required course materials at least 4 weeks before materials are required.

Textbook Cycle

Textbook Cycle


Faculty makes book decision

Re-adopts current book

Re-adopts book after deadline

Adopts new edition

Book added to buy-back list

No buy-back for College

Only new books available

Student receives approx. 50% of price

No refund to current student

No refund to current student

New student price discounted

New student pays full price

New student pays full price

Budget

Introduction

Introduction


  • Annual Plan & Operating Budget Document
  • Chart of Accounts (Code Book)
  • Management and Expenditure Approva of the College’s Operating Budget
  • Tracking of Expenditures for Multiple Grants & Contracts

Controlling Data

Controlling Data


FMS QUERY

  • Encumbrances occur on the front end using PR#
  • Query by PR#, Check #, other document #
  • Do you need FMS Query training?

CODE BOOK

  • Chart of Account Codes
  • Coding Structure
  • Sub Object Descriptions
  • New! Travel-Related Coding

Contracts

Contracts

Contracts


  • Service, rental, equipment, personal, client, MOU, etc.
  • Before negotiating, check with Budget Director regarding proper format, content, and specific verbiage.
  • Normally, the college president’s signature is required.  At minimum, a vice president’s signature should be on the contract.
  • A signed copy is maintained in Business Services for an audit trail and payables certification.

Ethics

WWCC Ethics Policy

WWCC Ethics Policy


  • RCW Chapter 42.52 Governs actions and working relationships of WWCC employees with current or potential customers, fellow employees, suppliers, government representatives, media, and anyone else with whom  employees of WWCC have contact.
     
  • Code of Ethics, Major Principles:
    Gifts, use of State resources for personal benefit, e-Mail and internet use, confidential information, assisting and/or financial interest in transactions, post-State employment, compensation for outside activities, honoraria, use of public resources for political campaigns, disclosure and complaint procedure, dissemination of policy.
     
  • See WWCC Ethics Policy
     
  • See WWCC Information Resources Acceptable Use Policy

Payroll

Introduction

Introduction


  • Automated Payroll File Maintenance
  • Bi-Monthly Payroll
  • Employee Benefit Compliance
  • Quarterly Contract Module/Download
  • Student Employee Authorizations
  • Time and Leave Report Management
  • W-2 Reports

Time/Leave Reporting

Time/Leave Reporting


  • Submit timely TLRs mid-month and at month-end.
  • Report actual hours worked each day in 15 minute intervals. 
  • Flex time is earned and used within the same Sunday-to-Saturday period, as arranged with supervisor. 
  • Comp time is earned one week as overtime and used in a future pay period (1.5 x hours over 40).
  • Overtime Requests (cash or comp) now on LRFR; report actual time earned on TLR.

Direct Deposit

Direct Deposit


  • Reduce time spent waiting in line for paychecks
     
  • Save paper by reducing checks and envelopes
     
  • Reduce staff time stuffing envelopes and handing out paychecks
     
  • Check is deposited even if you can’t get to the bank

Purchasing

Introduction

Introduction


  • Acquisition & Sales of Surplus Equipment
  • Buyer makes College Purchases
  • Physical Inventory
  • Purchasing Recordkeeping (Purchase Requisition, e-Requestor)
  • Shipping and Receiving

Purchase Requisition

Purchase Requisition


  • ONE vendor per PR form please!
     
  • Submit Blanket PRs early – good all fiscal year.
     
  • Signature Authority required.  Also,   Technology, Facility, and/or Contract approval is required – best done before PR is submitted.
     
  • Budget Office logs PR, verifies coding and funding, assigns control number.
     
  • Field Orders are issued for delivered items; A/P processes PRs to pay for intangible items.
     
  • Track expenditures on FMS Query!
     
  • Eventually to be replaced with e-Requestor.

CR - CHECK REQUEST

CR - CHECK REQUEST


  • ONLY for one-time direct payments where no items will be delivered
     
  • Not for VISA charges
     
  • Must attach proper documentation
     
  • Signature Authority required
     
  • Eventually to be replaced with e-Requestor.

e-Requestor Coming Soon!

e-Requestor Coming Soon!


  • e-Requestor will replace the current PR and CR process.
  • Automated PR allows electronic routing and approval from Initiator --> Purchasing.
  • Check its progress as it routes – manual tracking eliminated (no log)!
  • Save time by copying prior PRs and designing helpful templates.
  • Offers a searchable history for old PRs.
  • Implementation mid-Fall 2011, with Check Request module to follow!

Small & Attractive Assets

Small & Attractive Assets


  • Fewer items!
  • Field Orders required (no college VISAs);
  • Inventory tagged - list maintained/verified;  
  • Inform Purchasing when you move an asset;
  • Lost or stolen assets must be reported.

Risk Reporting

Signature Authority

Signature Authority

Signature Authority


Definition

Only authorized individuals may commit the College to a purchase, sale, lease, or payment.  Employees  will not obligate the College for payment of goods and services, equipment or travel without prior and properly documented authority.  Anyone who does so will be personally liable for the transaction.

Examples

Transactions requiring an authorized signature include but are not limited to: Purchase Requisitions, Check Requests, A-19-1s, certain Bookstore Orders, Interdepartmental Charges, Travel, Payroll, petty cash and other LRFR requests.

Technology Services