Fiscal policy COORDINATOR TRAINING Presented by Cindy Draper, Fiscal Policy Officer Introduce myself & around table This training is to provide an overview of the NEW Fiscal Policy Program and the responsibilities of the Fiscal Policy Coordinators. There is a session scheduled for Training Days that will provide some general information about the new program, which will all be covered in this training. . . . . Plus a lot more! * COPIES NEEDED: Introduction Coordinator Assignment Request Form & Guidelines Interpretations Procedure LINKS NEEDED: Website – https://fa.oregonstate.edu/fiscal-program DocuSign Form – https://demo.docusign.net/Member/PowerFormSigning.aspx?PowerFormId=a938d271-625d-4868-a9b7-89bb5bbf786e&v=2&env=demo-app

Overview of the Fiscal Policy Program 1 Roles related to the Fiscal Policy Program 2 Fiscal Policy Coordinator Responsibilities 3 New Comprehensive Website 4 Overview: Purpose, Overview & Structure (from Introduction) Changes Implemented Improvements to come Roles: Fiscal Policy Committee Fiscal Policy Stewards Fiscal Policy Coordinators Responsibilities: Communication & Guidance Requests Interpretations Website & Resources: Navigating Through Online Manual (from Introduction) Fiscal Policy Manual: Navigating Through Online Manual (from Introduction) New Fiscal Policy Manual 5 OREGON STATE UNIVERSITY

Fiscal Policy Program OVERVIEW https://fa.oregonstate.edu/fiscal-policy-program/03-100-001-introduction Click on slide to display link & click on link to open INTRODUCTION on website (this can be found in the Fiscal Policy Manual on the FPP website, which we will explore at the end of this training) The Purpose of the Fiscal Policy Program is to effectively manage all aspects of fiscal policy (applicable to all OSU departments), and provide policy, rules, procedures, guidelines & other resources The Overview & Structure sections provide additional information about the FPP and the new numbering system Changes we've already implemented (which we will talk about in a moment). . . . . A Fiscal Policy Committee has been established Program procedures, forms & other resources developed to standardize and improve processes related to requests, inquiries & maintenance of fiscal policies & associated rules New Fiscal Policy Manual, with new format and numbering system New Status Report to track policy under review or revision, and to quickly identify key information (such as who the Policy Steward is) New website to provide easy access to all fiscal policies and associated rules, definitions, FAQs, training opportunities, internal control information, forms and other resources Improvements we're still working on. . . . . Thorough review of each policy to ensure the following: Purpose and intent are clear & reasonable Content is consistent with university policies & standards, as well as the strategic plan of the DFA Content is relevant, aligned with the current governance structure and any reference to OUS has been removed Standardized format, numbering convention & new status fields are updated * Please reference Our Current Effort in the Introduction for more information about this process OREGON STATE UNIVERSITY

Fiscal Policy Committee ROLES https://fa.oregonstate.edu/fiscal-program/quick-links/contact-information What is the Fiscal Policy Committee & how are they working to improve processes? Collaborative team that that has been working together over the past year to develop the new Fiscal Policy Program Support the development and maintenance of OSU’s fiscal policy & associated rules Provide guidance & make recommendations to ensure fiscal policy is consistent with university policies & standards, as well as the DFA strategic plan Promote open/transparent communication & facilitate participation in fiscal policy matters Click on slide to display link & click on link to open CONTACTS on website (show lists of Committee Members, Policy Stewards & Coordinators) OREGON STATE UNIVERSITY

Fiscal Policy Stewards ROLES Who are Fiscal Policy Stewards & what is their role? Content expert for a particular policy or rule Designated from a unit within the Controller’s Office Previously referred to as Policy Owners May also act as a Coordinator OREGON STATE UNIVERSITY

Fiscal Policy Coordinators ROLES https://fa.oregonstate.edu/fiscal-program/quick-links/contact-information Click on slide to display link & click on link to open CONTACTS on website (from site, click on COORDINATOR ASSIGNMENT to open document) Who are Fiscal Policy Coordinators & what is their role? Liaisons between staff & the Fiscal Policy Officer, for communicating fiscal policy issues that have been identified Knowledgeable of & experienced with administering & enforcing fiscal policy Capable of differentiating credible requests from those that are unnecessary Designated staff within each Business Center or other departments Responsible for processing, implementing & communicating new or revised fiscal policies & associated rules OREGON STATE UNIVERSITY

Questions? OREGON STATE UNIVERSITY

Communication & Guidance RESPONSIBILITIES Initial point of contact Providing general guidance Communicating changes OREGON STATE UNIVERSITY

Requests RESPONSIBILITIES DocuSign Form Fiscal Rule Template Click on slide to display link & click on link to open DocuSign REQUEST FORM Go over Fiscal Policy Request Form & Procedure Click on slide to display link & click on link to open DocuSign FISCAL RULE TEMPLATE Reference new Fiscal Rule Template (Stewards may need to use) OREGON STATE UNIVERSITY

Interpretations RESPONSIBILITIES https://fa.oregonstate.edu/fiscal-policy-program/guidelines/fiscal-program-procedures Click on slide to display link & click on link to open INTERPRETATIONS PROCEDURE on website (this can be found in the Fiscal Policy Manual on the FPP website) Go over Fiscal Policy Interpretations Procedure Contact the person from your Business Center Fiscal Team that supports your unit to request an interpretation of an existing policy or rule, by providing a clear explanation of what you are trying to accomplish, interpret or fix. The fiscal contact may seek additional information or advice from others, including the Financial Accounting Manager and/or Business Center Manager. If further clarification is needed or there is still uncertainty on how the policy can be applied to a specific situation, the Business Center Manager may recommend contacting the appropriate Fiscal Policy Steward (as listed on the policy or rule). The Policy Steward will provide further clarification and guidance, and may consult with the Director of Financial Accounting and Analysis as necessary. The Fiscal Policy Committee will be consulted under extenuating circumstances, and will be informed of any ongoing issues or potential changes related to fiscal policy. If it is determined that a new or revised fiscal policy or rule is needed, you will work with your Fiscal Policy Coordinator to complete and submit a Fiscal Policy Request Form (see Fiscal Procedure 03-100-111). OREGON STATE UNIVERSITY

Questions? OREGON STATE UNIVERSITY

Website and Resources WEBSITE Click on slide to display link & click on link to WEBSITE (path to site is shown, but it can also be accessed through the FIS manual) Navigating Through Online Manual (refer to page 3 of Introduction passed out at beginning of training) Various GUIDELINES available QUICK LINKS to various resources Steps to follow if you need a new or revised fiscal policy https://fa.oregonstate.edu/fiscal-program OREGON STATE UNIVERSITY

Fiscal Policy Manual MANUAL Navigating Through Online Manual (refer to bottom of page 2 of Introduction passed out at beginning of training) Variety of ways to locate a FISCAL POLICY Fiscal Policy Manual MANUAL OREGON STATE UNIVERSITY

Questions? OREGON STATE UNIVERSITY