Finance Training Event Overview

 
Finance Training
 
Wednesday, October 23
rd
, 2019
Faculty Club
 
Agenda
 
Welcome and Introductions
Purchasing and 
P-Card
Finance Overview
Chrome River
General Information
Travel and Invoices
Cash Transmittal/Petty Cash
Accepting Payments on Campus
Financial Security
Questions and Answers
 
Purchasing and PCard
 
John Overberger
 
Purchasing and PCard
 
Methods of purchasing
Purchase Requisitions / Purchase Order
P-Card
Direct Pay
 
Travel = Egencia
rollins.egencia.com  -  use your Fox ID to login
 
 
Purchasing and PCard
 
Tax Exemption Certificate
Found on either the Purchasing or Finance webpage under Forms.
 
Standards and Assistance
We are here to help!
 
 
Budget Management
 
Suzanne Powers
 
Budget Management
https://www.rollins.edu/finance/
 
Budget Code
Fund
-tracks source of money
Org
-Organization-usually managing department
Account
-revenue or expense category-universal across the college
Temporary or Permanent Budget
Budget Access Request Form on Foxlink
Argos Budget Reports
Departmental Budget Reports
Leadership Budget Reports
Fiscal Year- June 1
st
 through May 31
st
 
Budget Management
 
Budget Transfer Form on Finance Website
Excel document
Temporary or Permanent Budget Transfer
Make sure budget exists within each fund, org, and account
Financial manager of both budgets need to sign
At least two Rollins employee approvals
Email to SPowers@Rollins.edu
 
Chrome River
 
Danielle Bulla
 
Chrome River Overview
 
Access and Accounts
Receipts to 
Receipt@Chromefile.com
 from Rollins Email
Routing and Approvals
Approvals built into system
Approvals by email
Approvals within the system
Budget Managers
Mobile Capability
Delegate/Approval Delegate
Lyft/Uber
Additional Training on Blackboard
 
Special Reports in Chrome River
 
Departmental Chargeback
Used when your department is charging another department for a good or service
Both sides of the transaction should increase or be a positive amount
Use account 57250 to increase the revenue to your budget
Use an expense account for other department to increase their expense
Use an invoice showing activity as receipt in Chrome River
Reallocation
Used when your department needs to move actual activity between a budget (most likely an expense
incorrectly charged originally)
Must decrease (-) the amount from your budget and increase (+) the revenue/expense to the other budget
Must attach Argos report as Receipt in Chrome River for documentation and audit
 
Travel and Invoices
 
Travel
 
 
Invoices
 
Choose Vendor Invoice
Name of Vendor
 
 
Student Account Services
 
Julie Kenes
 
Cash Transmittal
 
Cash Transmittal
 
Access through FoxLink
Employee Tab/Finance-Contracts/Finance Links
 
Cash Transmittal
 
Select “Cash Transmittal”
Submit a Transmittal Form
You may have up to 15 - 20 rows
Select Payment Type
Cash/Check/Credit Card (Visa/MC)
Only one payment type per transmittal
Payment Description
Appears on budget report
Banner Code
Verify that the Fund/Org/Account are correct!
 
Cash Transmittal
 
Submit Form
Verify accuracy
Continue
Print form and bring to the
      Student Account Services
      with check or cash.
Student/Staff
Name
Student/Staff Name
Dept. Approval
Student/Staff
Name
 
Petty Cash Voucher
 
Petty Cash Voucher
 
Find form at http://www.rollins.edu/bursar
Select “Petty Cash Voucher Form” from the “Forms & Policies” dropdown menu
May be requested only by students, faculty, or staff of Rollins College.
Maximum amount $200.00.
Typically limited to one request per day.
 
Petty Cash Voucher
 
Examples of Petty Cash purposes include parties or lunches for Rollins students,
faculty or staff.
This form may be used for travel mileage under $50.00 with a detail of mileage and
purpose.
May also be used for other purchases (excluding alcohol) for up to $200.00.
 
Petty Cash Voucher
 
Tape receipts vertically to a separate 8 ½ x 11 piece of paper.  Tape only the top and
bottom of the receipt.
Receipts for food must contain itemized detail, as well as the names of people
participating.
Receipts should be returned for petty cash reimbursement within 60 days of receipt.
 
Petty Cash Voucher
 
Ensure purpose of cash request is compliant with the “Rollins Travel and Business
Expense Policy” or the “Employee Gift & Entertainment Policy” found at
 
http://www.rollins.edu/finance/policies/index.html
Due to limited availability of cash, cash is disbursed 24 hours after request is received
by Student Account Services.
 
Cash Advance Versus Petty Cash
 
Cash Advances and Petty Cash Vouchers are typically used for the same purposes.
Cash Advances are used when the requestor does not want to use his or her own
money in  advance.
Petty Cash Vouchers are used when purchases have been made and reimbursement
happens after the purchase.
 
Additional Information:
 
Please refer to the Student Account Services website at:
http://www.rollins.edu/student-account-services/
 
You may also contact us by phone at (407)646-2252 or by email at sas@rollins.edu
 
Additional information available through the Finance website at:
http://www.rollins.edu/finance/
 
Accepting Payments
 
Alexander Miller
 
Accepting Payments on Campus
 
Any location accepting payments must maintain PCI Compliance
Payment information through 3
rd
 party service providers & encrypted devices
Validate any new 3
rd
 party providers through Finance Office
Devices can be reserved for events through 
rCard@rollins.edu
Personal devices should not be used for payment processing
Do not write down or store cardholder data
Report POS/CC Terminal outages/issues
 
Financial Security
 
Secure credentials/multi-factor authentication
Keep systems and software updated
Secure POI for Financial systems (CC Terminal, POS, work comps)
Check for device tampering:
Verify the identity of any third-party persons claiming to be repair or maintenance personnel, prior to granting
them access to modify or troubleshoot devices.
Be aware of suspicious behavior around devices (for example, attempts by unknown persons to unplug or
open devices).
Report suspicious behavior and indications of device tampering or substitution to appropriate personnel (for
example, to a manager or security officer).
Contact our team for any questions or concerns
 
 
Questions and Answers
 
Finance@Rollins.edu
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The Finance Training event held on Wednesday, October 23rd, 2019 at Faculty Club covered various topics including purchasing, P-Card, budget management, and Chrome River. The agenda included sessions on finance overview, travel and invoices, accepting payments on campus, and financial security. Speakers discussed methods of purchasing, tax exemption certificates, budget codes, and budget transfers. Attendees received valuable insights and information related to finance management at the event.


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  1. Finance Training Finance Training Wednesday, October 23rd, 2019 Faculty Club

  2. Agenda Welcome and Introductions Purchasing and P-Card Finance Overview Chrome River General Information Travel and Invoices Cash Transmittal/Petty Cash Accepting Payments on Campus Financial Security Questions and Answers

  3. Purchasing and PCard Purchasing and PCard John Overberger

  4. Purchasing and PCard Methods of purchasing Purchase Requisitions / Purchase Order P-Card Direct Pay Travel = Egencia rollins.egencia.com - use your Fox ID to login

  5. Purchasing and PCard Tax Exemption Certificate Found on either the Purchasing or Finance webpage under Forms. Standards and Assistance We are here to help!

  6. Budget Management Budget Management Suzanne Powers

  7. Budget Management https://www.rollins.edu/finance/ Budget Code Fund-tracks source of money Org-Organization-usually managing department Account-revenue or expense category-universal across the college Temporary or Permanent Budget Budget Access Request Form on Foxlink Argos Budget Reports Departmental Budget Reports Leadership Budget Reports Fiscal Year- June 1stthrough May 31st

  8. Budget Management Budget Transfer Form on Finance Website Excel document Temporary or Permanent Budget Transfer Make sure budget exists within each fund, org, and account Financial manager of both budgets need to sign At least two Rollins employee approvals Email to SPowers@Rollins.edu

  9. Chrome River Danielle Bulla

  10. Chrome River Overview Access and Accounts Receipts to Receipt@Chromefile.com from Rollins Email Routing and Approvals Approvals built into system Approvals by email Approvals within the system Budget Managers Mobile Capability Delegate/Approval Delegate Lyft/Uber Additional Training on Blackboard

  11. Special Reports in Chrome River Departmental Chargeback Used when your department is charging another department for a good or service Both sides of the transaction should increase or be a positive amount Use account 57250 to increase the revenue to your budget Use an expense account for other department to increase their expense Use an invoice showing activity as receipt in Chrome River Reallocation Used when your department needs to move actual activity between a budget (most likely an expense incorrectly charged originally) Must decrease (-) the amount from your budget and increase (+) the revenue/expense to the other budget Must attach Argos report as Receipt in Chrome River for documentation and audit

  12. Travel and Invoices Travel and Invoices

  13. Travel

  14. Invoices Choose Vendor Invoice Name of Vendor

  15. Student Account Services Student Account Services Julie Kenes

  16. Cash Transmittal

  17. Cash Transmittal Access through FoxLink Employee Tab/Finance-Contracts/Finance Links

  18. Cash Transmittal Select Cash Transmittal Submit a Transmittal Form You may have up to 15 - 20 rows Select Payment Type Cash/Check/Credit Card (Visa/MC) Only one payment type per transmittal Payment Description Appears on budget report Banner Code Verify that the Fund/Org/Account are correct!

  19. Cash Transmittal Submit Form Verify accuracy Continue Print form and bring to the Student Account Services with check or cash.

  20. Petty Cash Voucher Student/Staff Name Student/Staff Name Dept. Approval Student/Staff Name

  21. Petty Cash Voucher Find form at http://www.rollins.edu/bursar Select Petty Cash Voucher Form from the Forms & Policies dropdown menu May be requested only by students, faculty, or staff of Rollins College. Maximum amount $200.00. Typically limited to one request per day.

  22. Petty Cash Voucher Examples of Petty Cash purposes include parties or lunches for Rollins students, faculty or staff. This form may be used for travel mileage under $50.00 with a detail of mileage and purpose. May also be used for other purchases (excluding alcohol) for up to $200.00.

  23. Petty Cash Voucher Tape receipts vertically to a separate 8 x 11 piece of paper. Tape only the top and bottom of the receipt. Receipts for food must contain itemized detail, as well as the names of people participating. Receipts should be returned for petty cash reimbursement within 60 days of receipt.

  24. Petty Cash Voucher Ensure purpose of cash request is compliant with the Rollins Travel and Business Expense Policy or the Employee Gift & Entertainment Policy found at http://www.rollins.edu/finance/policies/index.html Due to limited availability of cash, cash is disbursed 24 hours after request is received by Student Account Services.

  25. Cash Advance Versus Petty Cash Cash Advances and Petty Cash Vouchers are typically used for the same purposes. Cash Advances are used when the requestor does not want to use his or her own money in advance. Petty Cash Vouchers are used when purchases have been made and reimbursement happens after the purchase.

  26. Additional Information: Please refer to the Student Account Services website at: http://www.rollins.edu/student-account-services/ You may also contact us by phone at (407)646-2252 or by email at sas@rollins.edu Additional information available through the Finance website at: http://www.rollins.edu/finance/

  27. Accepting Payments Accepting Payments Alexander Miller

  28. Accepting Payments on Campus Any location accepting payments must maintain PCI Compliance Payment information through 3rdparty service providers & encrypted devices Validate any new 3rdparty providers through Finance Office Devices can be reserved for events through rCard@rollins.edu Personal devices should not be used for payment processing Do not write down or store cardholder data Report POS/CC Terminal outages/issues

  29. Financial Security Secure credentials/multi-factor authentication Keep systems and software updated Secure POI for Financial systems (CC Terminal, POS, work comps) Check for device tampering: Verify the identity of any third-party persons claiming to be repair or maintenance personnel, prior to granting them access to modify or troubleshoot devices. Be aware of suspicious behavior around devices (for example, attempts by unknown persons to unplug or open devices). Report suspicious behavior and indications of device tampering or substitution to appropriate personnel (for example, to a manager or security officer). Contact our team for any questions or concerns

  30. Questions and Answers Questions and Answers Finance@Rollins.edu

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