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FST Infrastructure for Financial Officers How FST jurisdiction and system participation is determined Updated October 11, 2013

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Page 1: FST Infrastructure for Financial Officers...Mgmt. Services Faculty Office Procurement Services Financial Service Team P-Card Administration Payroll / HR Central Travel Desk Accounts

FST Infrastructurefor Financial Officers

How FST jurisdiction and system participation is determined

Updated October 11, 2013

Page 2: FST Infrastructure for Financial Officers...Mgmt. Services Faculty Office Procurement Services Financial Service Team P-Card Administration Payroll / HR Central Travel Desk Accounts

BEFORE FST

Faculty Office

Research Financial

Mgmt. Services

VPRIR

Procurement ServicesPayroll / HR

P-CardAdministration

Accounts Payable

Central Travel Desk

Researcher

Page 3: FST Infrastructure for Financial Officers...Mgmt. Services Faculty Office Procurement Services Financial Service Team P-Card Administration Payroll / HR Central Travel Desk Accounts

AFTER FSTVPRIR* OSR * SURF

Researcher

Research Financial

Mgmt. Services

Faculty Office

ProcurementServices

Financial Service Team

P-CardAdministration

Payroll / HR

CentralTravel Desk

Accounts Payable

Page 4: FST Infrastructure for Financial Officers...Mgmt. Services Faculty Office Procurement Services Financial Service Team P-Card Administration Payroll / HR Central Travel Desk Accounts

AFTER FSTVPRIR* OSR* SURF

Dr. Smith

Research Financial

Mgmt. Services

Which FST ?? Faculty Office

ProcurementServices

P-CardAdministration

Payroll / HR

Central Travel Desk

Accounts Payable

Page 5: FST Infrastructure for Financial Officers...Mgmt. Services Faculty Office Procurement Services Financial Service Team P-Card Administration Payroll / HR Central Travel Desk Accounts

Defining a FST within system

Characteristics of each FST Code (e.g. ENG04) Faculty/Unit affiliation (e.g. Engineering) FST Manager* with coordinates FST support member(s) Electronic approvals for Advances & Expense

Reports

* Key contact for Researcher and Financial Services

Page 6: FST Infrastructure for Financial Officers...Mgmt. Services Faculty Office Procurement Services Financial Service Team P-Card Administration Payroll / HR Central Travel Desk Accounts

Defining FST jurisdiction

Might be determined by Department

ORG A

ORG B

ORG C

ENG01

ENG02

ENG03

Page 7: FST Infrastructure for Financial Officers...Mgmt. Services Faculty Office Procurement Services Financial Service Team P-Card Administration Payroll / HR Central Travel Desk Accounts

Defining FST jurisdiction

Might be determined by physical location

Bldg A

Bldg B

Bldg C

MED01

MED02

MED03

Page 8: FST Infrastructure for Financial Officers...Mgmt. Services Faculty Office Procurement Services Financial Service Team P-Card Administration Payroll / HR Central Travel Desk Accounts

Defining FST jurisdiction

Might be determined by other ways Workload Fund Type (operating vs. research) Etc.

Jurisdiction is decided by: the Financial Officer Authority is dictated by the FFM’s primary ORG

per tenure track position

Page 9: FST Infrastructure for Financial Officers...Mgmt. Services Faculty Office Procurement Services Financial Service Team P-Card Administration Payroll / HR Central Travel Desk Accounts

How FST jurisdiction is assigned

WHAT WHO HOW EXAMPLE

Assign FFM to FST Financial Officer

MinervaFST Administration menu

Prof Cooper

ENG01

Note: only funds associated to the FFM’s primary appointment org will be assigned to a FST. If FFM has funds that are under a different org, a FST override is required.

Page 10: FST Infrastructure for Financial Officers...Mgmt. Services Faculty Office Procurement Services Financial Service Team P-Card Administration Payroll / HR Central Travel Desk Accounts
Page 11: FST Infrastructure for Financial Officers...Mgmt. Services Faculty Office Procurement Services Financial Service Team P-Card Administration Payroll / HR Central Travel Desk Accounts

11

Page 12: FST Infrastructure for Financial Officers...Mgmt. Services Faculty Office Procurement Services Financial Service Team P-Card Administration Payroll / HR Central Travel Desk Accounts

How FST jurisdiction is assigned

WHAT WHO HOW EXAMPLE

Assign FFM to FST Financial Officer

MinervaFST Administration menu

Prof Cooper

ENG01

View FST by Fund Code

All FTMFUNDMcGill Fund Options

Prof Cooper’s funds:224571 ENG01 (default)210802 ENG01 (default)213895 ENG01 (default)

Page 13: FST Infrastructure for Financial Officers...Mgmt. Services Faculty Office Procurement Services Financial Service Team P-Card Administration Payroll / HR Central Travel Desk Accounts

Screenshot FZMFUND

Page 14: FST Infrastructure for Financial Officers...Mgmt. Services Faculty Office Procurement Services Financial Service Team P-Card Administration Payroll / HR Central Travel Desk Accounts

How FST jurisdiction is assigned

WHAT WHO HOW EXAMPLE

Assign FFM to FST Financial Officer

MinervaFST Administration menu

Prof Cooper

ENG01

View FST by Fund Code

All FTMFUNDMcGill Fund Options

Prof Cooper’s funds:224571 ENG01 (default)210802 ENG01 (default)213895 ENG01 (default)

Override or DisableFST for a Fund Code

Financial Officer- email [email protected]

FTMFUNDMcGill Fund Options

224571 ENG02 (override)

Page 15: FST Infrastructure for Financial Officers...Mgmt. Services Faculty Office Procurement Services Financial Service Team P-Card Administration Payroll / HR Central Travel Desk Accounts

Screenshot FZMFUND

Page 16: FST Infrastructure for Financial Officers...Mgmt. Services Faculty Office Procurement Services Financial Service Team P-Card Administration Payroll / HR Central Travel Desk Accounts

Screenshot FZMFUND

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Page 17: FST Infrastructure for Financial Officers...Mgmt. Services Faculty Office Procurement Services Financial Service Team P-Card Administration Payroll / HR Central Travel Desk Accounts

Screenshot FZMFUND

17

Page 18: FST Infrastructure for Financial Officers...Mgmt. Services Faculty Office Procurement Services Financial Service Team P-Card Administration Payroll / HR Central Travel Desk Accounts

FTMFUND: How will the FST field help?

Financial Services can informally get the FST Manager in the loop!

Allow for appropriate level of participation in the system

Grant or Expense Report inquiries can be directed to the FST Manager of the Fund Code in question

Streamline formal communications Tailored reporting & monitoring

Page 19: FST Infrastructure for Financial Officers...Mgmt. Services Faculty Office Procurement Services Financial Service Team P-Card Administration Payroll / HR Central Travel Desk Accounts

FST Jurisdiction:Impact on Advances/Expense Reports Electronic routing based on fund charged

If more than 1 fund, only one FST is the selected approver even if crosses FST jurisdiction, based on priority

Paper routing ‘Send to’ address on printable requests

Approval/disapproval capabilities (FSTM) Proxy capabilities (FO or FSTM within Faculty) Query capabilities (FSTM & FST support)

Page 20: FST Infrastructure for Financial Officers...Mgmt. Services Faculty Office Procurement Services Financial Service Team P-Card Administration Payroll / HR Central Travel Desk Accounts

Important Points

Fund exceptions vs. additional FSTs Key point of contact for FST infrastructure

(e.g. FST membership, jurisdiction exceptions, FFM missing/extra) is [email protected]

Ongoing maintenance is critical! New Fund Financial Managers Fund level exceptions are current FST Manager & Support membership

Page 21: FST Infrastructure for Financial Officers...Mgmt. Services Faculty Office Procurement Services Financial Service Team P-Card Administration Payroll / HR Central Travel Desk Accounts

Important Points

Resources on Financial Services website Info for FFO page

How-To Query & Maintain FST jurisdiction Resources and Tools for Updating FST

Memberships

Reporting page Funds & balances within FST Jurisdiction report

Page 22: FST Infrastructure for Financial Officers...Mgmt. Services Faculty Office Procurement Services Financial Service Team P-Card Administration Payroll / HR Central Travel Desk Accounts

Questions?Thank you for your time!