Job Expectations for Individuals with Budgetary Authority

Header - Human Resources, a Department of Finance and Administration, 3rd Floor, One Park Place South Building, Tel: 404-651-2380

Job Expectations for Individuals with Budgetary Authority

Date of Issue: February 20, 2004

Purpose of Document:

Georgia State University functions in a decentralized budgetary environment. Therefore, in order to ensure the integrity of our financial resources, specific internal control policies are an essential component of all budget-related jobs. The policies enunciated in this document are applicable to all aspects of the university to include Georgia State University (GSU), GSU Research Foundation (GSURF), and GSU Foundation (GSUF) transactions, and any related organization for which the financial transactions are processed through Georgia State University.

This document outlines basic job accountabilities related to proper internal control practices for individuals with fiscal responsibilities for divisional, departmental, unit, grant, and/or sponsored project budgets. It is intended to help ensure that appropriate internal controls are followed to protect the University's assets and interests.

Note: These guidelines cover some primary internal control expectations only, and are to be considered illustrative rather than exhaustive.

Internal Control	Budgets & Expenditures
Multiple Reviews	Ensures that budgetary actions are approved by someone other than the initiator of the request for all expenditure transactions. Each reviewer, whether serving as an initiator or an approver, is accountable for personally understanding and vouching for the business integrity of the transaction.
Authorized Approvers Only	Initiates or approves only those transactions for which one is specifically authorized.
ARM's Length Approval	Does not approve one's own transactions.
Identity Integrity	Does not delegate other individuals to sign one's name and/or use one's passwords (e.g., Spectrum System password).
Purchase Card Restrictions	Understands and complies with procedures regarding use of University Purchase Cards (P-Cards), including the use of the P-Card only for non-equipment purchases of less than $5,000 and equipment purchases of less than $3,000 (at date of this draft, subject to change/update). Maintains a documented log of purchases and reconciles to statements monthly. Submits purchase logs, bank statements, and receipts to Purchasing quarterly.
Competitive Large Purchases	Understands and complies with procedures for large purchases, including the general expectation that all purchases over $5,000 must be competitively bid and must be made by requisition rather than by Express Voucher or P-Card.
Timely Review of Transactions	On a periodic basis, in accordance with divisional or college procedures (at least quarterly) reviews the detailed expenditures made against each account(s) for completeness and correctness after charges post to the ledger. Contemporaneously documents each review in a manner that verifies the business integrity of all transactions. Maintains such documentation for audit purposes for 12 months.
Expenditures Within Budget	Regularly reviews total expenditures on account(s) to ensure the account stays within budget, in accordance with divisional or college procedures (at least quarterly). Ensures that both major expenditure categories - Personal Services (personnel) and Non-Personal Services (supplies, equipment, travel, etc.) - each stay within budget. Makes timely transfers between the two categories as required.
Internal Control	Payroll/Personnel Practices
Review of Persons Being Paid	Verifies each payroll at least monthly to ensure that all employees on account(s) who are included as active are actually employed and working as reported.
Timeliness	Submits all payroll-related forms in a timely fashion. Ensures that all leave taken by faculty and staff on account(s) is reported timely.
Verification of Time Worked	Ensures that timesheets are: Accurate to within 1/10 of an hour for all time worked; Appropriately signed by employee; then Approved by authorized supervisor; and then Not returned to employee after approval, but submitted directly to Payroll.
Verification of Student Status	For any individual being paid as a student assistant, verifies that the individual is enrolled as a Georgia State University student for the current term.
Regular Evaluation	Issues timely staff performance evaluations at least annually.
Segregation of Duties	Complies with segregation-of-duties practices to ensure that no individual is in a position to both initiate and conceal an error or irregularity.
Explicit Job Descriptions	Provides written job descriptions for all subordinate positions that contain sufficient detail as to provide clear scope and accountability of each position.
Employment Screening	Ensures that a Criminal Background Check is performed on all finalist candidates for positions with access to "kids, keys, or cash" (i.e., if the individual has access to University facilities after hours, or access to offices/facilities other than their own work unit; if they work with children or in a healthcare setting in direct contact with patients; or if they handle cash, checks or similar financial assets of the institution). Ensures that a Credit Check is performed on finalist candidates for positions with access to cash or checks. Verifies current valid driver's license, and acceptable driving record, for people required to drive University vehicles. Checks previous employment references for prior workplace problems and documents such for the record.
Internal Control	Sponsored Research
P.I. Accountability	Principal Investigators (PI's) are responsible for financial administration of sponsored projects. Day-to-day financial administration may be delegated, but not overall financial oversight.
Fiscal Oversight	In addition to the general internal controls listed herein, Principal Investigators provide regular oversight to ensure that: Personnel charges are consistent with effort expended. Non-personnel costs are appropriately charged and allocated. Expenditures do not exceed funds awarded & are made within the funded period. Charges are in compliance with Federal, State, and University policies, procedures, and regulations.
Internal Control	Other Controls
Written Procedures	Maintains divisional/departmental/unit-specific policies/procedures in written form, accessible to any individual who may perform the activities.
Moveable Property Tracking	Ensures that periodic inventory reviews are taken and documented. Ensures that property with a purchase price of $3,000 - $4,999 is purchased via Express Voucher (not Purchase card); Ensures that property with a purchase price of $5,000 and over is purchased via Requisition. Ensures that all property with a purchase price of $3,000 and over should have a University decal applied. Submits Off-Campus Equipment Use Permit forms for all equipment that is assigned to an individual for off-campus or mobile use; ensures that the forms are renewed annually by September 1.
Spectrum System Access Control	Does not both originate and serve as final approver of expenditure transactions, including vouchers, requisitions, and journal transactions. Ensures that authority to either originate or approve transactions and access data is limited to necessary and approved personnel.
Computer Security	Ensures that all computer software installed on University computers in one's area of authority is appropriately licensed. Ensures that computers carry authorized anti-virus software and are updated regularly to maintain system security.
Physical Security	Ensures that assignment of building, suite, and office keys is limited to necessary personnel. Ensures that employee keys/IDs are returned at transfer or termination of employment.
University Property for Business Use Only	Ensures that University equipment, including telephones, computers, desks, file cabinets, and other storage area, are used for University business only, and not for personal purposes. Understands and communicates that personal privacy is not guaranteed. Understands and communicates that personal long-distance telephone calls may not be made (even with reimbursement of charges)
Termination Clearance	Ensures that individuals appropriately clear from the university at time of termination and do not have outstanding obligations to the institution.