Controller’s Office LEAN Project Research Administration Update Session July 22, 2015 1 1

Project Team Executive Champion: Patrick Wamsley Project Champion: Susie Edwards Process Owner: Melissa Smith Team Members: Cathy Carroll Kenny Grace Erinn Healy Jody Latham Karla Locklear Julie Parrish Facilitator: Mike Roudabush 2 2

IMPROVE – What was done? 3 3

Lean Project: Internal Tuition Payments Problem: Tuition payments received on behalf of students from any University source via IIT are continuously being processed campus-wide, which creates exposure to taxation issues, non-compliance with the tuition assistance policy, and misclassification of expenses. Goal: To create a new process and procedure to manage internal tuition payments that will mitigate the aforementioned problems, as well as provide a mechanism for tracking internal payments, deliver cost savings to the University and improve customer service efforts. 4 4

Root Causes of Problem IITs are intended for payment for the internal exchange of goods and services; they were not designed with the intent of making internal tuition payments. Lack of a formal internal tuition payment policy. Lack of a standardized format for internal tuition payments and approval process. 5 5

Solutions Created a formal Internal Tuition Payment Policy. Created an Authorization for Financial Support Form to manage not only internal tuition payments, but also tuition waivers and remission. Student information will be verified to the payroll system to ensure student’s eligibility to receive a direct internal tuition payment. Non-eligible students will be referred to HR Policy 17 (Tuition Assistance). Established a formal approval process including the Colleges, the Controller’s Office and Grants and Contracts Accounting. 6 6

Internal Tuition Payments Policy Link Resources Internal Tuition Payments Policy Link http://academicdepartments.musc.edu/vpfa/policies/accounting/1-18.0.htm Scholarship Policy Link http://academicdepartments.musc.edu/vpfa/policies/accounting/1-19.0.htm 9/21/2018 10:30:02 PM

Contacts Kenny Grace, Bursar gracek@musc.edu 843-792-7563 Melissa Hunter smimel@musc.edu 843-792-9138 9/21/2018 10:30:02 PM