Workshop Accounts Presented by: Detlef Decker Mary Hoffman EXTENSION SUPPORT STAFF TRAINING SERIES

WORKSHOP ACCOUNTS Materials for today’s training available at:

OBJECTIVES

To provide educators and administrative assistants with the knowledge and tools needed to establish and manage workshop accounts : Background Definitions Procedures Fees Account Management Roles and Responsibilities Questions Break

BACKGROUND

In-house conferencing services established Growth in number of simple trainings Requests for locally managed accounts by educators and administrative assistants Discussions between BFO, EMMPs, A-team and Internal auditor resulted in workshop accounts.

DEFINITIONS AND PURPOSE

Workshop Definition Conference Definition Purposes of Workshops/Conferences Purposes of Accounts

PROCEDURES Certification Account Set-up Workshop Plans

ADMINISTRATIVE ASSISTANT CERTIFICATION Required prior to establishing accounts Purpose Benefits

WORKSHOP ACCOUNTS – AGREEMENT CERTIFICATION FORM Available as word document on website Completing the form (handout) Routing the form

Account Set-up/Workshop Plan Initiated by Educator – Dual purpose form 1. Request account set-up  One time per educator per program Multiple workshops permitted as long as related to program. 2. Submit workshop plan Complete for each new training series Why?

Account Set-Up/Workshop Plan Available as word document on website Completing the form (handout) Routing the form

Assigning Account Numbers WSU’s numbering system 09G program Extension’s numbering system Budget number –Project - by program (i.e. 4-H, master gardeners, etc)

Administrative Fees

Administrative Fee Similar to F&A costs – uses Collected by General Accounting Retained by Central Include in workshop fees

ACCOUNT MANAGMENT Risks, cash handling, registration, budget, monitoring accounts, final accounting, balances, term dates, annual reviews

RISKS Implications of decentralization from EMMPs to counties

Cash Handling Date: June 9 th, 9-10:30 a.m. Administrative Assistants required to attend Topics to include: Acceptable registration methods Separation of duties Making deposits and more…

DEVELOPING A BUDGET Determine Expenses  Directly related  Indirectly related  Subsidies Estimate # of participants E/P = Registration Fee

MONITORING ACCOUNTS Joint responsibility – administrator and educator  Deposits for registration only  Expenses related to program  Balances – workshops first, program second

FINAL ACCOUNTING Required by auditor for each workshop Available as word document on website Completing the form Routing the form

RESIDUAL FUNDS MUST be related to program WSU Policy Extension Policy

TERM DATES Accounts will be set up for a maximum two year period. End dates will be June 30 th of the second year that account is active. Accounts may be extended for two years at a time. BFO will publish reminders in late May and early June Extension update.

PERIODIC REVIEWS Bi-annual reviews Conducted by administrative assistants Provide suggestions, share ideas Take corrective action if necessary

ROLES AND RESPONSIBILITIES Educator, Administrative Assistants, Directors, BFO

Educator Administrative Assistant Business Finance Office Dean/Assistant Dean Central Administration