The Business Office will work with Computer Services to improve web services offered.
Objective
Web Credit Card Payments
Increased usage of credit card web payments access will occur across campus. This will ease the payment process for students, staff, and all customers of Sam Houston State University.
Indicator
Credit Card Usage Across Campus
Credit Card usage will occur on the Web in new areas on campus. This will be evident by viewing the credit card reconciliation spreadsheets.
Criterion
New Area
New area is utilizing web credit card.
Finding
Web Credit Card Payments
Web credit card payments are being utilized by more departments across campus. Agricultural Embassador Conference, Bearkat OneCard, and GBA Conference came on line in fiscal year 2009.
Action
Web Credit Card Payments
The Business Office will continue to support the increased usage of the web as a form of payment at SHSU. As the web becomes a more popular method of making payments, it is important for the University to use this method to its fullest extent. We will take each requesting department on a case by case basis in evaluating their need(s) for credit card acceptance on the web. The Business Office will also put the departments in contact with the Cashiers Office so that a full understanding of the deposit requirements can be made available to each. The increase use of web stores will not only provide a more secure way of accepting credit card payments, but will also provide a convenient service to students, alumni, and other constituents.
Objective
Web Financial Report
The Annual Financial Report will be available on the Web. This will enable other State insitutions and the public to view the Annual Financial Report with ease.
Indicator
Annual Financial Report On Web
The Annual Financial Report will be available on the web.
Criterion
Most Recent Annual Financial Report On Web
The most current Annual Financial Report is available on the Business Office website for public viewing.
Finding
2008 AFR On The Web
The most current AFR is 2008 on the Business Office Website.
Action
Refer Interested Parties To The AFR On The Web
Each year the Business Office will continue to post the Annual Financial Report to the SHSU website and will refer interested parties to the website.
Objective
Business Office Website
The Business Office website will remain online and be updated.
Indicator
Business Office Website
The Business Office website is online.
Criterion
Current Employee Information
Business Office information is online with current employee information.
Finding
Business Office Website With Accurate Information
The Business Office website is updated with current employee information. Phone numbers listed for employees were verified for accuracy. Information on Outside Scholarships, Waivers & Exemptions, Texas Guaranteed Tuition Plan, Returned Checks, Driver Prmits, Annual Financial Reports, and Legislative Appropriation Requests are also available on the website.
Action
Website Redesign
The University is going through a website redesign. We will participate in this process by attending meetings and training sessions. We will attend the Web Content Writing Seminar to better understand how our web presence can be imporved. Information from these meetings/sessions will be utilized to redesign and improved the effectiveness of the information presented on our website.
Objective
Conversion To BANNER
Business Office employees are on committees to convert to BANNER.
Indicator
BANNER Committees And Subcommittees
Business office personnel is involved in commitees to convert to BANNER.
Criterion
Banner Committee And Subcommittees
Members of the Business Office Staff will take part in Banner Committees and Subcommittees.
Finding
Banner Committees And Subcomittees
The Business Office Director is a stakeholder in the Banner Process. In addition, the Assistant Director is the Team Finance Lead's backup. One Accoutant III is on the Data Standards Committee. One Accountant III and one Accountant I are on the Team Finance Committee.
Action
Assess Business Office Involvement On Banner Committees
With five Business Office Employees playing a part in the Banner Committees, we are certain to have adequate representation on a broad area of Business Office functions. This will prove invaluable as we move forward with training and implemetation of this product. As the Banner project matures, we will continually assess the Business Office participants to determine that all areas are represented appropriately.
Goal
Efficiency In The Business Office Area
The Business Office and its components will operate efficiently.
Objective
Completion Of Reports
Reports are completed in a timely manner.
Indicator
Financial Report And Surveys
Financial report and various other state agency reports and surveys that are completed by the designated deadlines for each.
Criterion
Deadline
Financial Report sent to system by deadline. Surveys completed by deadline. Other state agency reports completed by deadline.
Finding
Reports and Surveys
The Annual Fianacial Report was completed in time of the TSUS deadline.
Action
Reports And Surveys
The completion of reports and surveys in a timely manner and with accurate information is of utmost importance to the University's image. We will strive to continue achieving this goal each and every year. We have been able to complete all reports by deadlines, but in the event that we are unable to make a deadline, we will evaluate the reasons and make any necessary changes to procedures/assigned personel to ensure this objective is met.
Objective
Business Office Tasks
Business Office tasks such as reconciliation, scholarship processing, voucher scanning, code corrections, and return check collections will be performed efficiently.
Indicator
Scanning Of Vouchers
All local and state vouchers that are scanned by business office staff.
Criterion
Scanned vouchers
All scanned vouchers will be stamped SCANNED and filed.
Finding
Successfully Scanned Vouchers
A sample of 10 vouchers were taken randomly by an accountant I and all were sucessfully scanned and stamped "SCANNED." Accounting Clerk received a call that someone could not pull up a scanned voucher after the original sample occurred.
Indicator
Returned Checks Collections
Count of students who fail to make payment on their returned check within 10 days of notice and who are resigned.
Criterion
Resigned Students for returned checks
Report prepared annually to Director of Business Office of the number of students who remained resigned for return check at fiscal year end.
Finding
Returned Checks Collected Findings
This will be completed after fiscal year end for 2009.
Criterion
Return Check writeoff
Completed fiscal year end jv for uncollected returned checks for 2 year period.
Finding
Returned Check Writeoff JV
The journal voucher for return check write offs will be completed in August 2009.
Indicator
Reconciliations And Code Corrections
Completed reconciliations and code corrections on file in the business office 30 days after month close.
Criterion
Completed reconciliations
Bank reconciliations, state reconciliations, booked receivable reconciliations, scholarship and loan reconciliations on file in the Business Office with completion date.
Finding
Bank Reconciliations
Bank reconciliations, state reconciliations, booked receivable reconciliations, scholarship and loan reconciliations are on file in the Business Office with completion dates.
Criterion
Code Corrections
Code corrections kept in a notebook in Accountant I's office.
Finding
Code Corrections
Code corrections are a continuing process and are being kept in a notebook in Accountant I's Office. Code corrections are a necessary procedure to ensure the Financial Report can be completed in a timely and accurate manner.
Indicator
Outside Scholarship Processing
A report of all outside Scholarships that are processed thru the Business Office.
Criterion
Number of Outside Scholarships
The number of outside scholarships was recorded in annual report.
Finding
Number of Outside Scholarships
The number of outside scholarships will be tallied and included on a report after the fiscal year end.
Criterion
Dollar Value of Outside Scholarships
The dollar value of outside scholarships was recorded in annual report.
Finding
Dollar Value of Outside Scholarships
The dollar value of outide scholarships is determined after fiscal year close.
Indicator
Dollar Amount Of Returned Check Write Off
Report of the dollar amount of returned check write off and the percentage of return check dollars collected in two years.
Criterion
Return Check WriteOff Value
The report of the dollar amount of returned checks written off and the percentage of those returned checks collected in two years will be provided on a report after fiscal year end.
Finding
Report of returned check write off value
The report of returned check write offs will be prepared after fiscal year end.
Action
Code Correction
Code Corrections will continue to be a priority in the Business Office. The Annual Financial Report is built using object codes as its foundation. To ensure this report is accurate, regular meetings regarding code corrections are held beginning in February of each year. As the year end approaches more frequent checking of codes is done to ensure all are complete by year end.
Action
Bank Reconciliations
Bank reconciliations are an important task in protecting university assets. The timely completion before the following month end ensures that errors will be found and turned over to the appropriate supervisor for assigning corrections to be made. The same is true in regard to state reconciliations, booked receivables, scholarships, and loans.
Action
Scanned Vouchers
Vouchers will continue to be checked for scanning accuracy. If documents are found to not be scanned accurately, procedures will be addressed and modified as necessary. These documents are a necessary part of an audit trail as well as adding convenience and efficiency to employees outside of the Business Office. After the original sample was taken, the Accounting Clerk received word that document stamped "scanned" could not be pulled up on the imaging website. Accounting Clerk is now checking additional sample size to ensure that all documents are scanned.