Financ ance T Traini ning ng Wednesday, February 13 th , 2019 - - PowerPoint PPT Presentation

Financ ance T Traini ning ng

Wednesday, February 13th, 2019 Faculty Club

Agenda

• Welcome and Introductions
• Finance Overview
• Chrome River
• General Information
• Travel and Invoices
• PCard
• Cash Transmittal/Petty Cash
• Accepting Payments on Campus
• Financial Security
• Questions and Answers

Budget get M Managem emen ent

Jeremy DiGorio

Budget Management

• 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 1st through May 31st

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 JDiGorio@Rollins.edu

Chrome River

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 el and I Invoic

• ices

es

Sherine Squires

Travel

Invoices

• Choose Vendor Invoice
• Name of Vendor

Pu Purc rchasing a and PCa PCard rd

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!

Stud uden ent Ac Acco coun unt S Servic ices es

Julie Kenes

Cash Transmittal

Cash Transmittal

• Access through FoxLink
• Employee Tab/Finance-Contracts/Finance Links

Cash Transmittal

• Select “Cash Transmittal”
• Create New Entry Form

○

You may have up to 10 rows

• 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 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 their 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/bursar
• 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/

Ac Acce cept ptin ing P g Paymen ents

Alexander Miller

Accepting Payments on Campus

• Any location accepting payments must maintain PCI Compliance
• Payment information through 3rd party service providers & encrypted devices

○

Validate any new 3rd 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

• pen 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

Ques estio ions a and Answer wers

Finance@Rollins.edu