workshop accounts presented by: detlef decker mary hoffman extension support staff training series
Post on 19-Dec-2015
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Workshop AccountsPresented by: Detlef Decker
Mary Hoffman
EXTENSION SUPPORT STAFF TRAINING SERIES
WORKSHOP ACCOUNTS
Materials for today’s training available at:
• http://bfo.cahe.wsu.edu/accounting/workshops.htm
OBJECTIVES
To provide educators and administrative assistants with the knowledge and tools needed to establish and manage workshop accounts:
BackgroundDefinitionsProcedures FeesAccount ManagementRoles and ResponsibilitiesQuestionsBreak
BACKGROUND
• In-house conferencing services established
• Growth in number of simple trainings
• Requests for locally managed accounts by educators and administrative assistants
• Discussions between BFO, EMMPs, A-team and Internal auditor resulted in workshop accounts.
DEFINITIONS AND PURPOSE
•Workshop Definition
•Conference Definition
•Purposes of Workshops/Conferences
•Purposes of Accounts
PROCEDURESCertification
Account Set-up
Workshop Plans
ADMINISTRATIVE ASSISTANT CERTIFICATION
• Required prior to establishing accounts
• Purpose
• Benefits
WORKSHOP ACCOUNTS – AGREEMENT CERTIFICATION FORM
• Available as word document on website
• Completing the form (handout)
• Routing the form
Account Set-up/Workshop PlanInitiated by Educator – Dual purpose form
1. Request account set-up One time per educator per program• Multiple workshops permitted as long as related to
program.
2. Submit workshop plan• Complete for each new training series• Why?
Account Set-Up/Workshop Plan
• Available as word document on website
• Completing the form (handout)
• Routing the form
Assigning Account Numbers•WSU’s numbering system
• 09G program
• Extension’s numbering system
• Budget number –Project - by program (i.e. 4-H, master gardeners, etc)
Administrative Fees
Administrative Fee
• Similar to F&A costs – uses
• Collected by General Accounting
• Retained by Central
• Include in workshop fees
ACCOUNT MANAGMENTRisks, cash handling, registration, budget, monitoring accounts, final accounting, balances, term dates, annual reviews
RISKS
• Implications of decentralization from EMMPs to counties
Cash Handling
• Date: June 9th, 9-10:30 a.m.
Administrative Assistants required to attend
• Topics to include:• Acceptable registration methods• Separation of duties•Making deposits• and more…
DEVELOPING A BUDGET
• Determine Expenses Directly related Indirectly related Subsidies
• Estimate # of participants
• E/P = Registration Fee
MONITORING ACCOUNTS
• Joint responsibility – administrator and educator Deposits for registration only Expenses related to program Balances – workshops first, program second
FINAL ACCOUNTING
• Required by auditor for each workshop
• Available as word document on website
• Completing the form
• Routing the form
RESIDUAL FUNDS
•MUST be related to program
•WSU Policy
• Extension Policy
TERM DATES• Accounts will be set up for a maximum two year
period. End dates will be June 30th of the second year that account is active.
• Accounts may be extended for two years at a time. BFO will publish reminders in late May and early June Extension update.
PERIODIC REVIEWS• Bi-annual reviews
• Conducted by administrative assistants
• Provide suggestions, share ideas
• Take corrective action if necessary
ROLES AND RESPONSIBILITIESEducator, Administrative Assistants, Directors, BFO
EducatorAdministrative AssistantBusiness Finance Office
Dean/Assistant DeanCentral Administration