1. SWOSU Office of Business Affairs
11/17/2018 4:47 PM
SWOSU Office of Business Affairs
Brenda Burgess
Director of Business Affairs
November 17, 2011
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2. *****WARNING*****
The following presentation may cause drowsiness, headache, upset stomach and a general feeling of frustration.

3. Business Affairs Mission
The mission of the Office of Business Affairs is to provide financial resource services and support for all functions of the University. We will exercise effective control over the financial resources of the University to ensure compliance with Oklahoma State Statutes and Board of Regents requirements. We will provide highly professional services and support to the University faculty, staff, students, and community by prompt response and effective communication in a courteous, cheerful, and friendly manner. We will continually search for and implement better and more efficient ways to provide these services.

4. Business Affairs Staff
Director & Comptroller – Brenda Burgess
Assistant Comptroller - Steve Johnson
Grants Accountant – Shabnum Bouma
Purchasing Coordinator – Kirk Fast
Accts Payable & Travel – Latrice Hunnicutt
Accts Payable Clerk – Suzy Moore
Accts Payable Clerk – Iona Miller

5. Business Affairs Staff
Payroll Manger – Louann Hanks
Payroll Accountant – LaDonna Lucus
Payroll Clerk – Claudio Briguedo

6. Discussion Topics Budget Purchasing Inventory Accounts Payable Travel
Account Structure
Purchasing
Inventory
Accounts Payable
Travel

7. Budget Annual budget & Mid-year Budget Departmentalized
Familiarize yourself with the budget
Review monthly
Prepare budget transfers if needed
Review encumbered purchase orders monthly
Familiarize yourself with what can and should be charged to a budget line item

8. Account Structure Accounting system requires a 16 digit account
Nursing Department operating acct number:
Fund Dept Year Function Class Object

9. Fund Dept Year Function Class Object 1 - 00059 - 12 - 11 - 5 - 30000
Fund 1 – State Allocations
Fund 2 - Grants and Contracts
Fund 3 - Internal operations (University Press)
Fund 4 – Auxiliary Services (Food & Dorms)
Fund 5 – Construction Projects
Fund 7 - Student Organizations
Fund 8 - Student Loan
Fund 9 - Endowment

10. Fund Dept Year Function Class Object 1 - 00059 - 12 - 11 - 5 - 30000
11 – Instructional
12 - Research (Sponsored Programs)
13 - Public Service (CEBD, Conference Center)
14 – Academic Support (Library, Assessment)
15 – Student Services (Athletics, FO, Fin Aid)
16 - Institutional (Business Office, Bursar, HR)
17 - Plant (Repairs, Custodial, Grounds, Police)
18 - Scholarship
51 – Auxiliary (Food service, Dorms, Univ Press)

11. Fund Dept Year Function Class Object 1 - 00059 - 12 - 11 - 5 - 30000
Salaries – Professional
Salaries – Other
Salaries – Student
Payroll Fringes

12. Fund Dept Year Function Class Object 1 - 00059 - 12 - 11 - 5 - 30000
Professional Services (Contractors)
Travel
Travel (Academic Enhancement Fees)
Operating
Operating (Academic Enhancement Fees)
Operating (Endowment )
Equipment
Equipment (Academic Enhancement Fees)

13. Purchase orders are an intent to spend funds
required for every expenditure
used to clearly state what is being purchased, total cost and who will be paid
used to “encumber” or “earmark” the budget
not to be used as invoices

14. Purchase order types Large Purchase order
Products generally over $1,000
Small Purchase order
Products generally under $1,000
Personal Service Contracts
Services from an individual or company
Travel request
Business related travel reimbursement
Pay Action
Payroll for an employee for services performed

15. Distributed Purchasing System (DPS)
What
An electronic purchase order system.
Why
Increase efficiency
Reduce paper usage
Allows approvers access from anywhere
Eventual electronic ordering
When
Gradual implementation of departments

16. Inventory Equipment – $,2500 and above must have an inventory tag
Electronic Equipment –
Regardless of cost, must have an inventory tag
Computers, printers, projectors, tablets, other
Your responsibility –
Submit inventory form to business office
Addition, deletion, transfer, surplus forms

17. Accounts payable invoices
Invoices, receipts or check requisitions
Statements are not invoices
Original invoices
Approval for payment after receipt of product
Approval signature/date required
Purchase order number required
Account number required
Good idea to keep a copy or scanned copy

18. Other Memberships and Licensures Institutional memberships only
Defined as transferrable memberships
SWOSU is not allowed to pay for or reimburse individual memberships or licenses

19. Travel Travel claims are the most scrutinized payment
Submit Travel Request
Verify what is allowed prior to traveling
No surprises
Non-exempt employees – verify with HR

20. Go forth and create purchase orders!