v
General
Ledger and budget tracking in FAST (for all but Foundation funds)
Ø Monitor budget and expenditures for all accounts, using FAST or other reporting system
Ø Generate budget projections based on needs and salaries
Ø Reconcile departmental accounts monthly using GoFAST reporting system
Ø Recommend, prepare and or approve Budget Transfers, either in FAST or with paper process to ensure budget is available where and when needed
Ø If applicable, maintain Petty Cash fund according to USF policies
Training needed:
Finance Mart Reporting
(FST250)
v
Purchasing
and Accounts Payable
Ø Initiate and/or approve requisitions in FAST (includes obtaining quotes and assessing needs)
Ø Receive on purchase orders in FAST and process invoices for payment
Ø Track purchase orders through to vouchering and payment and answer vendor questions
Ø PCard Holder, Verifier and/or Reconciler
Ø Travel
§ Arrange travel and process TARs if needed
§ Process travel reimbursements and track
Training needed:
P-Card Reconciliation
(FST102)
v
Foundation
Accounts
Ø Monitor expenditures and deposits either using OASIS ALUM or Foundation office reports
Ø Process Check Requests for payment or reimbursement for purchases and travel
Ø Complete EBA (Educational Business Activity) form to establish or amend foundation account as needed
Ø Collect checks and make deposits as needed
Ø Process and monitor scholarship payments
Training needed:
USF Foundation Banner
Finance Module
Additional courses coming spring 2007:
Accounts Payable – initiate check requests on Foundation funds
Deposits – for individuals collecting donations for Foundations
EBA Submissions for Foundation
Overview – touches briefly on all topics 1.5 hrs
v
Grants
and Projects
Ø Prepare or assist in preparation of grant proposal
Ø Prepare or assist in preparation of grant budget setup
Ø Monitor, track and reconcile general ledgers for grants
Ø Complete or assist in completion of grant closing documentation
Training needed:
The Basics – brief overview of grant writing process inside USF
Grants.gov – how to search for and submit proposals
eRA Overview – using a web system developed by NIH to conduct research administration business
Optional: Funding
101 and Community
of Science offer help using the funding database Community of Science to
find funding opportunities
v
Auxiliary
Funds
Ø Complete EBA (Educational Business Activity) form to establish or amend auxiliary fund, as needed (If you need help, contact the University Controllers Office at
Ø Complete yearly Cash Operations Plan and quarterly reports
Ø Set up customers, generate billing and track in FAST accounts receivables
Ø Process and track interdepartmental billings using journal entry procedures
Ø Monitor expenditures and receivables and reconcile to GoFAST monthly reports
Training needed: Training for Auxiliary funds is much the same as for other funds (include General Ledger, Purchasing, P-Card, and Travel listed above).
v Human Resources and Payroll
Ø Hiring, Appointments and Pay Actions
§ Manage or assist with search process, including advertising, tracking applicants, interviewing and selection of candidates and EO reporting
§ Process appointment status forms for new hires (unless processed through RightStart), pay increases or stipends, terminations or other personnel actions
§ Complete Extra State Compensation and Non-Recurring forms when needed
§ Attendance and Leave coordinator
§ If needed, act as Work Comp rep for department
Training needed:
GEMS Basic (online training with test)
GEMS ALT Leave Coordinator (ALT Policies & Procedures is a prerequisite to this class)
Attendance and Leave
Policies and Procedures
Ø Payroll
§ Collect and review timesheets for accuracy
§ Prepare or Certify payroll certs
§ Review RSA checks and, if necessary complete pay distribution (in GEMS or with paper process) to ensure salary is distributed to correct chartfield
§ Run payroll registers and reconcile to FAST
§ Process, as needed, payroll adjustments, expenditure transfers, retro pay, and leave payouts
§ Project salary expenditures to include with budget numbers
§ If necessary, complete salary Lapse transfer
Training needed:
How to Prepare Payroll at USF (Online training and test)
How to Certify Payroll at USF (Online training)
v Faculty and academic course management
Ø Enter or monitor faculty scholarship (SAVE)
Ø Complete Assigned Faculty Duties before semester and Faculty Activity Report after semester (AFD/FAR)
Ø Assist faculty in completion of their annual report ( which uses the SAVE & AFD/FAR information as well as integrating student assessment information )
Ø Assist faculty as needed with tenure and promotion materials
Training needed:
Contact your Dean’s office for training in FAIR, including AFD/FAR and
SAVE
v BANNER/OASIS
Ø Read Only access to track student registration and financial aid award such as FWSP
Ø Input access for course schedules
Ø Course permits
Training needed:
(NOTE: OASIS Navigation is a required
prerequisite for the other courses.)
Ø Understand and interpret USF policies and procedures on a wide variety of subjects
Ø Department contact for computer and telephone issues, including submitting work orders, setting up new accounts, long distance access and tracking and problem solving
Ø Physical Plant contact for work orders and repairs/maintenance/moves
Ø Preparer or Certifier for IFIS (Integrated Facilities Information System) Space Utilization system to track departmental and grant use, function and occupancy of university spaces
Ø Process key requests and maintain key inventory and/or building card access
Ø Manage all departmental assets
§ Maintain property inventory
§ Process property forms such as Off Campus Use Permits and Property transfer or disposal forms
§ Run FAST asset queries or reports as needed
§ Project future equipment needs and build into budget projections
Ø Produce reports and correspondence as needed
Ø Maintain calendars as required; arrange meetings, set appointments, etc.
Ø Produce departmental memos, brochures, announcements as required
Ø Design, maintain or update departmental website as required
Training needed:
Email 101 - Best Practices in Email Communication (Online training)
GEMS Self Service (Online training)
IFIS Space Utilization System – Training offered by Physical Plant
late spring of every year
Asset Management
v Supervision
Ø Supervise FWSP, OPS or Staff as required, including training, performance feedback and evaluations
Training needed:
FWSP Handbook For Departments (handbook available to read at your own pace)
Giving & Receiving Performance Feedback