A training course will be designed for departments making University deposits that will increase understanding of policies/procedures in regards to financial issues.
Objective
Training Course
A training course will be designed and available for use beginning FY 2010.
Indicator
Training Material
Financial information on policy/procedures gathered by or composed by the Cashier's Office
Criterion
Departmental Training Guide
Relevant financial information compiled in a written format that can be converted to a departmental training guide for use in training sessions that will begin FY 2010.
Finding
Training Placed On Hold
Departmental deposits are monitored daily so individual training can be made available to departments who are in need. Credit card training is provided to each department when they establish a merchant account. During the process of developing Business Process Models to aid in the Banner conversion, it has been realized that the conversion may result in major procedural changes in regards to departmental deposits. Due to this fact, the development of a training guide and departmental training scheduled to be offered in FY 10 has been placed on hold.
Action
Departmental Training With Implementation Of Banner
During the course of the Banner conversion, we will monitor how the conversion will affect departmental deposits. Procedures and policies will be adjusted to provide a guideline for departmental deposits during and after the conversion. As procedures for departmental deposits are established a training guide will be developed that will be used to train departmental personnel.
Goal
Credit Card Collaboration
Will work with Computer Services, accounting, and the Business Office to improve web services offered.
Objective
Web Credit Card Payments
Increased usage of online payment system across campus
Indicator
Expand Departmental Usage Of Web Payment System
New department indicated on web balance sheet (Cashier 10)
Criterion
Career Services Web Payments
Career Services will accept and deposit web payments through the Cashier's Office.
Finding
Career Services Accepts Web Payments
Career Services was set up with a departmental web store and has begun to accept credit cards payments by web. These payments are deposited through Cashier's Office. As departments are set up to accept credit card payments via the web this helps eliminate many security issues which surround departments taking credit card payments by mail and phone.
Action
Promotion Of Credit Card Web Services
We will continue to promote and encourage departments who take credit card payments to begin to accept credit cards payments via the web. We will provide contact information to departments so they can contact the Business Office and Computer Services to establish a "web store". The increase in number of departments who have online 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.
Goal
University Image
Will work to enhance the Universities image.
Objective
Student Orientation
Will inform new and transfer students on billing/refund procedures used by the University
Indicator
Refund/Billing Presentation
A PowerPoint presentation presented at each student orientation session
Criterion
Orientation Presentation
A PowerPoint presentation on billing/refund procedures is presented by the Cashier's Office at each Fall 2009 Orientation session.
Finding
Orientation Presentations On-Going
Presentations on billing/refund procedures were presented at transfer orientation and all seven freshman orientations . We extended our hours on Orientation Thursdays until seven so orientation participants had an opportunity to visit our office later in the day. As a part of the presentation, orientation participants were invited to our office to discuss the billing process and/or specific questions about their account.Copies of the PPT presentation and speech are available in the Cashier's Office.
Action
In Progress
We will continue to present at each orientation session this summer. During the process, we will take note of recurring questions and adjust our presentation for the upcoming FY to more thoroughly address those issues. Every year the presentation is adjusted to accurately reflect our billing process so during the next FY,we will make changes as a result of the conversion to Banner. As a result of this conversion we will look for ways to improve our processes. We strive to make the transition for incoming students as easy as possible by presenting clear, accurate, and relevant information.
Goal
Office Efficiency
Will work to enhance the campus community through efficient and accurate operation.
Objective
Tuition And Fees Schedules
Will produce and maintain accurate tuition and fees schedules for each semester.
Indicator
Fee Schedule On Web
Tuition and fees schedules for each semester published to the Cashier's Office website
Criterion
Fall Tuition And Fees Schedules
Accurate Fall 2008 Tuition and Fees Schedules for Graduate Resident and Non-resident and Undergraduate Resident and Non-resident students are published and accessible via the Cashier's Office website during applicable time period.
Finding
Fall 2008 Tuition And Fees Schedules Published
Accurate Fall 2008 Tuition and Fee Schedules for Graduate resident and non-resident students and Undergraduate resident and non-resident students were composed and made available on the cashier's office website before the beginning of the billing period for fall 2008. These schedules remained available throughout the semester. Students and parents are referred to the schedules when they inquire about estimates for the semester.
Criterion
Spring Tuition And Fees Schedules
Accurate Spring 2009 tuition and fees schedules are published and accessible through the Cashier's Office website during the applicable period for Graduate Resident and Non-resident and Undergraduate Resident and Non-resident students
Finding
Spring 2009 Tuition And Fees Schedules Published
Accurate Spring 2009 Tuition and Fee Schedules for Graduate resident and non-resident students and Undergraduate resident and non-resident students were composed and made available on the cashier's office website before the beginning of the billing period for spring 2009. These schedules will remain available through summer 09. Student and parents are referred to these schedules to assist them in estimating cost for the semester.
Criterion
Summer Tuition And Fees Schedules
Accurate Summer 2009 tuition and fees schedules will be published and accessible through the Cashier's Office website during the applicable time period for graduate and undergraduate resident and nonresident students.
Finding
Summer 09 Tuition And Fees Schedules
Accurate Summer 09 tuition and fee schedules for Graduate resident and non-resident students and Undergraduate resident and non-resident students were composed and made available on the cashier's office website prior to the beginning of the semester. These schedules will remain available through the end of the summer semesters. Students and parents are referred to these schedules to assist them in estimating cost for the semester. These schedules also assist staff when they are researching questions regarding cost of tuition and fees.
Indicator
Fee Schedules
Updated fee schedules maintained in Cashier's Office
Criterion
Tuition And Fees Schedules
Tuition and Fees schedules accurately updated within one week of receipt of approved changes and maintained in print or electronic form in the Cashier's Office.
Finding
Timely Update Of Tuition And Fee Schedules
As updates were received, the cashier's office updated the tuition and fees schedules to accurately reflect the changes. These schedules were proofed and distributed to the business office, accounting, financial aid, graduate and undergraduate admissions, and other departments upon request. Copies of motions and updated schedules are available for review in the Cashier's Office.
Action
Tuition And Fees Schedules
We will continue to provide accurate tuition and fees schedules online so students and parents can reference these to estimate cost. These schedules improve office efficiency because they aid staff in researching cost for current, future, and prior semesters. Tuition and fees schedules are also maintained for historical purposes in print or electronic form in the Cashier's Office. These schedules are distributed to offices on campus to aid in adding charges and are used as reference material. We will continue to maintain the tuition and fees schedules in electronic and print form. The method by which these schedules are distributed to offices on campus will be explored. It is possible there may be a more efficient way to handle this once Banner is implemented.
Objective
Cashier's Office Website
Will provide accurate and up-to-date information online.
Indicator
Cashier's Office Website
Cashier's Office website is online
Criterion
Cashiers Website Online
Cashiers Office website in available online with pertinent information available during each semester.
Finding
Website Available And Updated
The cashier's office website has been maintained and regularly updated. Due dates, tuition and fee schedules, and financial aid information are a few of the items that are updated regularly. Online information is expected and used by many of our students/prospective students and for this reason having accurate information available on the web is of utmost importance to the University Image. Screen shots of our website will be available in the cashier's office.
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 improved. Information from these meetings/sessions will be utilized to redesign and improve the effectiveness of the information presented on our website.
Objective
Cash Outage
Accuracy in receipting of departmental funds and tuition payments.
Indicator
Cashier Over/Short
A summary compiled from information found in the Budget Balance report on Cashier outage accounts.
Criterion
Cashier Over/Short Account
No cashier outages reported on summary of the budget balance report for accounts 146103002 and 216103002.
Finding
Balance In Account - In Progress
At year end, the cash short account has one entry for the year of one dollar, and the cash over account has two entries for the year that total two dollars. As employees of the Cashier's Office, we are responsible for safeguarding University assets and part of this task is to accurately accept and record payment. Our goal of no outages for the year is a motivating factor and something we strive to achieve every year.
Indicator
Registration Over/Short
A summary compiled from information found in the Budget Balance report on registration over/short accounts .
Criterion
Registration Over/Short Account
No outages reported on the summary of the budget balance report for accounts 146123005 and 216123005.
Finding
No Outages Reported - In Progress
At year end, two entries were recorded for the registration cash short account 146123005 that total 56 cents. No outages were recorded in the registration cash overage account 216123005. A screen shot of the report that shows no entry into the registration cash overage account will be available in the Cashier's Office.
Action
In Progress - Outage Accounts
We will continue to set our goal at no outages for the upcoming fiscal year. Over the course of the next two fiscal years many changes will occur that will affect cashiering and departmental deposits. As these changes are implemented, cash handling procedures will be monitored and procedural changes implemented as necessary. Audits may be performed by supervisors. In order to keep our registration accounts without outage entries, we will update the training guide used to train student cashier's who work registration.