Business and Financial Services Lunch & Learn Summer Series Highlights

The Business and Financial Services Lunch & Learn Summer Series held on July 30, 2019, featured presentations by Kim Groesbeck, Marianna Eastman, and other key figures outlining the major functions and services of the General Accounting department. The series covered topics such as chart of accounts maintenance, financial system management, plant accounting and debt service, as well as gift and endowment foundation processes. Attendees gained insights into various accounting and financial control activities crucial for the efficient operation of the organization.

• Business
• Financial Services
• General Accounting
• Financial Control
• Summer Series

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1. Business and Financial Services Lunch & Learn Summer Series July 30, 2019 Kim Groesbeck, Interim Assistant Vice Chancellor and Campus Controller

2. General Accounting Marianna Eastman Director of General Accounting

3. General Accounting Organization Assistant Controller Kim Groesbeck General Accounting Director Marianna Eastman Gift/Foundation, Financial Control/IOC & Plant/Debt Service Craig Ledebur General Accounting/ Financial System/Plant Arturo Martinez DSA/Gift Processing/UCOP Reporting Jenny Duenas General Accounting Backfill Renie Fagundes Payroll Recharge/Cat Card/Accounts Receivable Devan Hinojosa Accounting/UCPath /CBR/Vac Accrual Vacant

4. Major Functions & Services General Accounting/Financial System Plant Accounting Gift & Foundation Accounting Financial Control/Intercampus Recharge Accounts Receivable Recharge & CatCard Transaction Processing Payroll Accounting

5. Major Functions & Services GENERAL ACCOUNTING Chart of Accounts Maintenance Financial System/Ledgers Training Reconciliations Fiscal Close Financial Reporting & Reviews Accounting Guidance

6. Major Functions & Services PLANT ACCOUNTING/DEBT SERVICE Monitor and post entries for construction activity in Plant accounts 2020 Project accounting entries Draw down funds for financed project using UCOP system Prepare capitalization entries for assets (buildings, infrastructure, general improvements, equipment, software, library, intangibles) Process plant related fiscal close entries required to post correctly in financial statements Process debt service payment and maintain balances

7. Major Functions & Services GIFT & ENDOWMENT & FOUNDATION Process journal & fund transfers Reconcile with Development Work with departments to direct funds Transfer Endowment Funds to campus Maintains Foundation Books Annual Foundation Audit

8. Major Functions & Services FINANCIAL CONTROL & INTERCAMPUS CHARGES Process entries between UC locations Monthly reconciliation of activity between locations Work with departments to initiate charges to other locations Work with campus departments to respond to charges from other locations Provides financial information needed for Interlocation Transfer of Funds between locations

9. Major Functions & Services ACCOUNTS RECEIVABLE & RECHARGE/CATCARD Monitor and process accounts receivables Invoice outside entities for non contract/grant activity Monitor & audit recharge transactions Provide training for recharge units Process expense allocations Provide guidance on CatCard plans for correct posting of transactions Process daily CatCard transactions Review & reconcile balances to CSGold reports

10. Major Functions & Services PAYROLL ACCOUNTING/UCPATH UCPath/GL Reconciliation Suspense Account Review CBR & GAEL reviews and reconciliations including annual update of rates to UCPath Vacation accruals & compensated absences UCRP entries UCPath updates for structure and manual overrides Journal required for payroll

11. Major Initiatives & Projects Fiscal Close 18-19 Alpha Financials Project Development of New Financial System CCoA Common Chart of Accounts conversion Final Fiscal Close 19-20 and conversion of balances to new financial system

12. Treasury and Disbursements Jennifer Riedeman, Director of Treasury & Disbursements

13. Treasury & Disbursements Organization (by Working Title) Assistant Controller Kim Groesbeck Director of Treasury & Disbursements Jennifer Riedeman Campus Travel Management Supervisor Treasury & A/P Supervisor Cashiering Manager Vacant Tracy England Carla Krogh Travel Auditor A/P Supervisor Treasury Analyst Stacey Teixeira Cashier Lisa Mora Denise Cardenas Jan Owens Travel Analyst A/P Accountant Kimberly McComb Megan Potts Cashier Alicia Bellusci Travel Analyst Jessica Johnston

14. Major Functions & Services Treasury & Banking Services Bank Reconciliations Petty Cash and Change Fund Management Establish, Replenish & Audit Payment Card Industry (PCI) Compliance Merchant Services Self-Assessment Questionnaires US Bank Card Program Management Audits Journal Entries Gift Card Training and Tracking Cashiering Services Bank Deposits Cash Handling Training Sub Cashiering Station Support Bookstore, Dining, Taps, etc. Storefront Setup & Maintenance

15. Major Functions & Services Accounts Payable Disbursements Invoice Audit and Upload to UCLA Foreign and Domestic Wire Transfers Leases Payable H & I Cleanup Vendor Inquiries Stale Dated Check Processing A/P Related Trainings Campus Travel Management Customer Service Administration/Compliance Audit Athletic Travel Card Program Expense Reports Travel Invoices T&E Card Program Travel Advances Student Group Travel Relocation

16. Major Initiatives & Projects Cashiering Services CASHNet upgrade for Alpha Financial System Moving to New Location June 2020 Accounts Payable Disbursements Pulling Up Treasury Functions from UCLA Invoice Processing Campus Travel Management Concur Expense Implementation Treasury & Banking Services Pulling Up Treasury Functions from UCLA Invoice Payments

17. Tax Services Jennifer Di Salvo, Tax Analyst

18. Org Chart Jennifer Di Salvo, Tax Analyst

19. Major Functions & Services GLACIER follow-up and tax determinations Sales and Use Tax Annual E-waste Reconciliation and Tax Return Property Tax Exemption forms to County Assessor offices Possessory Interest forms to County Assessor offices Unrelated Business Income Tax reporting (UBIT) University Community Land Company, LLC (UCLC, LLC) partnership income tax return and payment UC Merced Foundation exempt organization income tax return Gift card tracking for 1099-MISC/W-2 reporting

20. Major Initiatives & Projects Participate in GLACIER implementation Participate in the Alpha Financials system project Visiting Scholar/Honoraria Process Improvements Guidelines and Checklists Educating departments Updating Partial Tax Exemption Checklist

21. Student Business Services Chris Robinson, Director

22. Organizational Chart Student Business Services Organizational Chart Student Business Services Director Chris Robinson Operations Supervisor Christie Harvey Student Collections Coordinator Dana Bautista Student Support Coordinator Vacant Student Account Specialist Manny Chaudhry Student Account Specialist Miguel Mendoza Miramontes

23. Major Functions & Services Major Functions & Services Student Fee Assessment - Registration and course material fees - Housing and meal charges - New Student Orientation charges Maintain Student Accounts - Apply graduate remissions - Apply waivers and exemptions Health insurance waivers NRST waivers Cal-Vet fee waivers - Bill third party sponsors and post credits to student accounts Student Billing electronic bill presentment in Cashnet student email notification Offer and manage Deferred Payment Plan four equal monthly payments per term Student Refunds for FYE 6/30/19: Checks - EFT - Collections - Post late fees - Placement of holds on delinquent accounts - Write off bad debts and refer accounts to collection agency $ 8,719,144 $23,390,179 Delinquent Account Collections - liaison between campus and collection agencies Customer Service emails and phone calls

24. Major Initiatives & Projects Participate in the Alpha Financials project Expand Collections efforts using the Collections Module in Oracle AR Implement the Student Financial Responsibility Agreement and begin capturing student consent Implement new online student services using Banner Self-Service