September 26, 2013

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Nov 10, 2013 (3 years and 9 months ago)

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September 26, 2013

Agenda



Delegation Policy


How the changes impact me


Peter Gee, Director Financial Services



I Expense


Upcoming changes


Mary Anne
Rait
, Manager Systems and Training



Financial Services Update


Mary
-
Anne O’Brien, Director Purchasing and Payment

Delegation of Financial Signing Authority Policy:


How the changes impact me

Other university policies that need to be considered :



Execution
of Contracts and Documents and Signing Approval
Authority Schedule (
AAS)



Business Travel


Business Meals / Entertainment Expenditures


Faculty and Staff Reimbursement
Policy


Petty Cash


Purchasing


Purchasing Card


Reimbursement of Alcoholic Beverage Expense


Travel Card

Delegation
of Financial Signing Authority Policy:



How the changes impact me

Background:



Related KEY Policy
-

Execution
of Contracts and Documents and Signing
Approval Authority Schedule (AAS)
policy. 2 components


Signing
Contracts
AND

Approving the invoice/payment.

Policy currently
under review


will be split into 2
parts)
-



The
Approval Authority Schedules
(AAS)
currently serves a dual purpose


specifies
the
signing
authorities required for various types of contracts and
documents which
are entered
into on behalf of the
University, and


establishes
for each
procurement method,
the authority level and dollar
thresholds required
to approve the
procurement
-

goods
, non
-
consulting
services and consulting
services
.
(
Approval
Authority
Schedules (
AAS
) is also
included in the Purchasing Policy
).


Delegation Policy: How the changes impact me

The
NEW
Delegation of Financial Signing Authority policy & procedure
establishes



the
policy
for the delegation of financial signing authority
(be it temporary and permanent
),


assigns
authority, responsibilities and accountabilities
,


Facilitates efficient decision making,


Ensures fiscal
integrity & sound internal control
,


Ensures delegated
approvers receive appropriate instruction and
training, and


Ensures
transactions are executed in accordance with applicable policies



the
procedure
and
process

by which that delegation is
made and exercised. Approvers must ensure


Documentation exists to substantiate transaction


lost receipt ?
Supplemental Receipt form


Expense is for University purposes only and complies with university/agency policy


Includes
FORM for
Permanent Delegation
AND instructions for
Temporary Delegation


Cautions and tips


Order
not split to circumvent approval limit
requirements


Compliance
and adherence to the
delegation of financial signing authority

is fundamental to the efficient
and effective financial management of the University.

Delegation Policy: How the changes impact me

Definitions:



Peer



an individual who shares similar title, grade and/or responsibilities. Can include
another faculty member in your department OR for Chairs /Director another
chair/director in another school.



Down 1 Level


means a position that reports directly to the delegator.


Any policy that references that “expenses
must be approved by 1 level higher than the
claimant”
will need to be adjusted to accommodate “delegation”.



Up any number of levels



means a position that the delegator, or their manager,
directly reports to.



Director


individuals with the title Director, who report directly to a VP, have a
maximum $100,000 approval limit.


Delegation
of Financial Signing Authority:



How the changes impact me

Key policy statements:



Delegation of Authority is permitted,



applies to ALL full time employees, regardless of affiliation


includes all FTCE, LTT and Term
greater than 1 year
. Does not apply to HRMS/Payroll system transactions.



Authority & Responsibility can be delegated
-

Accountability cannot
. If you delegate, ensure
that appropriate management oversight is taking place.



Financial signing
authority resides with a position,
not

the
person
.




Policy
allows delegation to a
“peer”, “down
1
level” or “Up any number of levels”,



Approvers cannot approve their
own expense claim, the expense claim of someone to
whom they report, or a transaction that personally benefits them
.



External Funding
-

external agency regulations take precedence if different than the
university’s.


Delegation Policy: How the changes impact me

2 Types of delegation:


Regardless of type NEW
financial information system users must complete and submit a System
Access form before the delegation form is completed


need ID/Password & training


Temporary (
Vacation Rule
):


For vacation or leave (
various types
)


generally 3 months or
less, has a start/end date,



Manager’s approval
is NOT

required.



Approvers
delegate
and rescind

financial signing authority
electronically through
Ryerson’s
financial information system


(OGF (
iProcurement
&
iExpense
)
and
MarkView

(
AP invoices
)).


The delegated individual temporarily receives all of the authority & limits of the delegator


With a temporary delegation the individual you have delegated to has temporary access to your
approval queue


you can still see these items.

Delegation Policy: How the changes impact me

2 Types of delegation:


Permanent



Approvers may delegate some or all of their financial
signing
authority to another employee for
an indeterminate amount of time,


Manager’s
approval
and delegated person’s acceptance required


FORM to be completed and
submitted.


Approval requests are submitted to FS S&T
-

need 3 working days to effect change


Delegated
individual receives the authority & limits for the documents authorized until
delegation is rescinded


defined start date, generally no end date


must be
a full time
employee.


With
a
permanent delegation,
the individual you have delegated
receives approval requests in
their own approval
queue


you
cannot see
these
items.


Approvers have the right to revoke or change previously delegated financial signing authority
at any time
-

rescind with a written request to FS
S&T.


Delegations must be
accepted

(the person) and
approved

(your supervisor).


Delegation Policy: How the changes impact me

Delegation
Policy: How
the changes impact
me

Appointed Approver Approach



Option
intended
for
Executive
Administrators (
VP and
above
),



A process whereby an individual reporting to you,
based on approval granted
by you to them,
accesses the financial system on your behalf,
under their own ID/Password
, to approve
specific transactions you have manually approved.



All original transaction documents with the Approver’s original signature must be maintained
by you for 7 years.



The Delegator must specifically request this option to FS S&T


Delegation
Policy: How
the changes impact
me

Consideration Points



Financial Signing Authority is generally inherent to a position


e.g.
Dean, Department Chair.



You
cannot delegate financial signing authority that was delegated to
you.



Signature
stamps
not allowed


approval is either electronically or in those rare Pre
-
Approved
cases via original signature
.



Reminder
: a number of policies will need to be adjusted to indicate that where expenses must
be approved by 1 level higher (business travel, business meal/entertainment, etc. Unless
otherwise not permitted (external finding agency


I Expense Changes

I Expense Changes


RFA per diem acknowledgement: when claiming a per
diem enter YES in the box


The acknowledgement will appear on the summary page
for approval and audit purposes


Per diem tab: individuals will be able to select the
number of days the per diem applies and the system
will calculate the total.

iExpense

changes


Additional currencies: we have added several
currencies:


Euro


Pound Sterling


Indian Rupee


Chinese Yuan
Renminbi


Swiss Franc


Template changes


Personal reimbursement to be renamed Reimbursement


Petty Cash Replenishment


template has been removed,
individuals should
use
Reimbursement which has a wider range of expense types
listed


Emailing/faxing of receipts




There are 3 ways to electronically attach receipts


Fax: print off bar code and send bar code
and receipts to 4169792739


Email
to
iexpense@ryerson.ca
:

create a PDF of the bar code
& receipts and send the package via email


NEW
: Email receipts link: a new link has been added to the bar code page.


Install an email client
http://www.ryerson.ca/google/usingapps/viaemailclient.html


Submit your expense report then click on the link


Your email client will open with a new message composition the subject line will contain the Bar code string (do not remove
this)


Attach all your receipts


Send the email



iExpense

Changes

iExpense

is an online expense reimbursement process available to all full
-
time faculty and
staff.



RFA Meal Per Diems


allowed under the collective agreement.


New field on the first page of the expense report submission.


Select if claiming a per diem






The Additional information will appear on the bar code page to assist in the approval
process.



iExpense

Changes


cont’d


Per Diem tab for calculation of meals
allowances


Two per diem rates exist


$50 /day for travel within North America


$75/day for travel outside North America


Steps:


Enter the start date


Select the expense type


Enter the number of days


Click on Calculate





iExpense

Changes


cont’d


New currencies setup:


The following currencies have been added


Euro


Pound Sterling


Indian Rupee


Chinese Yuan
Renminbi


French Franc


Rates will be updated on a weekly basis OR


Enter the exchange rate
you were charged
and provide necessary receipts



iExpense

Changes


cont’d



Review will be completed to determine if additional currencies are required.



Template changes


Personal reimbursement to be renamed Reimbursement


Petty Cash Replenishment


removed individuals should not use Reimbursement which has a
wider range of expense types
listed



I Expense Changes


cont’d


Emailing/faxing of receipts




Emailing/faxing of receipts




There are 3 ways to electronically attach receipts


Fax: print off bar code and send bar code and receipts to 4169792739


Email to
iexpense@ryerson.ca
:

create a PDF of the bar code & receipts and send the package via email


NEW
: Email receipts link: a new link has been added to the bar code page.


Install an email client
http://www.ryerson.ca/google/usingapps/viaemailclient.html


Submit your expense report then click on the link


Your email client will open with a new message composition the subject line will contain the Bar code string (do not remove
this)


Attach all your receipts


Send the email


Updates




Oracle Upgrade Release 12.0.6 to Release 12.1.3
-

expected completion
-

October 2013,



MarkView

Upgrade
-

expected completion March 2014,



Money Matters Newsletter will be published and made available in October

Updates


NEW Customs Broker: Thompson Ahern International has
been contracted to process the clearance and payment of
taxes for imported goods into Canada on behalf of Ryerson
University.


A valid purchase requisition/purchase order is required
PRIOR to the goods being shipped.


For Thompson invoices <$100.00, a general account in
Financial Services will be charged; invoices> $100.00 will
be charged to the ordering department.


Key Ryerson contacts are: Howard
Sculnick
,
Receiving/Shipping, x 7269; Lillian
Kuszmar
, Junior Buyer,
Purchasing Services, x6261.

Questions?