Travel costs are routinely incurred by staff members, faculty, and students on behalf of the university. Travel advances are funds occasionally issued to those eligible to receive them – in order to cover travel costs. Prepaid travel represents money already spent (e.g., flights, hotel expenses, etc.) in advance of expected travel. For accounting purposes, these funds are recorded as assets on the university’s balance sheet until they are depleted.
Anyone in a service center role is required to complete the Accounting Certification Program within 18 months of employment and re-certify every 3 years.
The Accounting Certification Program (ACP) helps employees develop and enhance accounting skills and knowledge by providing an overview of the accounting function, as well as detailed training on the use of specific accounting tools and their associated policies and procedures. The ACP is constantly growing/changing. As core courses become available, you can take them individually and apply them to the certification.
This class will cover the Budget Adjustment and Year End Budget Adjustment e-docs.
The Budget Adjustment e-doc is used to record income and expense transactions not processed through other e-docs against an existing budget. It can be used to modify a base budget, a current budget, or both. It is a financial planning tool that allows an organization to adjust the current and base budget figures for a given account as circumstances may change throughout the fiscal year.
This class will cover the following Financial Processing e-docs:
The Distribution of Income and Expense e-doc is used to distribute the income or expense assets and liabilities from a holding account to one or more appropriate account(s) when one account has incurred expenses or received income on behalf of one or more other accounts. It can also be used to move income, expenses, assets and liabilities to other sub-accounts, object codes, or sub-object codes.
This class covers the following Financial Processing e-docs:
The Advance Deposit e-doc is used by university departments that make their own deposits, departments that use a lockbox at the bank for cash receipts, and anyone who needs to record bank deposits that are not processed through a central processing area.
The Credit Card Receipt e-doc is used to record the receipt of income via credit card payments to the university and distribute the funds received to the appropriate accounts in the financial system.
The Disbursement Voucher e-doc is used to reimburse employees and nonemployees for expenses incurred while conducting university business and to pay other vendors for performing a service, or providing material goods for the university. Most often this payment is in the form of a check although direct deposit and wire transfer options may be available.
The Disbursement Voucher may be used in situations in which a payment is not processed through another procurement method, such as purchase order or procurement card (pcard).
This three-hour class is designed to provide guidelines for reconciling asset and liability object codes and monitoring revenue and expense activity. It will define the difference between a reconciliation and monitoring activity, as well as cover risk assessment, properly recording sales tax, correcting unknown variances, and writing-off uncollectible receivables. We will be using the KFS Dashboards and hands-on exercises to reinforce reconciliation techniques and strategies in class.