Page 1 of 21 Annual Update Plan 2016 2017 Administrative ... · PDF fileBriefly describe progress on ... continuos training improved ... one calculator, one card machine, one stapler,

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Fiscal Operations AUP 2016-2017.docx For questions about the Program Review Annual Update Planning process, contact the Office of Institutional Effectiveness and Advancement: (323) 415-4152 OR [email protected].

Annual Update Plan 2016‐2017 Administrative Services and related Programs of Service

Department Name: FISCAL OPERATIONS

Section I. Program Plan Complete Table A by: a. Briefly state goals linked to Administrative Unit Outcomes AUOs first and then remaining goals based on the data in the upcoming sections.

Incorporate goals from the comprehensive Program Review Self‐Evaluation and the Annual Update Plan (AUP). Identify the programs involved, whether goals are linked to an AUO improvement plan, or align with a strategic planning objective. Additional goals may be added if desired.

b. Briefly describe progress on your unit goals, i.e., activity completed up to September 2015. c. Briefly describe the anticipated measurable outcomes from the implementation of your unit goals in 2016‐2017.

TABLE A.

Unit/Program Goal Based on AUO Improvement Plan:

Y/N Indicate which

program report(s) in TracDat provides

verification

Alignment with

Educational, Technology, or Facilities Master Plan Objectives

Progress to Date _______________

Description of Previous or Ongoing Activities

Anticipated Improvements on

Measurable Outcome of Unit Goal

Additional Resources Required in 2016‐2017 to Accomplish

Unit Goals ________________

Brief description of resources required to accomplish department

goals. Detailed description is required on the AUP Budget Augmentation Request form.

Better serve students, faculty & staff at the Main & South Gate Campuses to improve student satisfaction

Goal 1: Ensure Ongoing Improve customer service & student satisfaction Space efficiency development during peak registration times can determine a need for a fiscal express line; numbering system was unsuccessful. Will continue to look for

Additional windows for processing transactions during student registration peak time. Additional student workers/program assistants for peak registration times POS Surveys conducted Hire 2 Classified Staff: budget approval for new classified staff

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better ways Increased Enrollment

during peak/registration time on Main and South Gate campuses and to assist with ELAC foundation.

Develop a system to streamline services provided to students

Goal 1: Ensure Ongoing More time to focus on customer service, easing lines during registration

software needed for mapping/planning diagrams of work flows More time to prepare and evaluate Policy & Procedures Manual.

Continuously train staff on customer service

Goal 1: Provide Ongoing general satisfaction for our services. Friendlier atmosphere

calendar on customer service training offerings. Budget set aside for training expenses such as stipend for speakers and refreshments. Reservation of training/conference rooms

Explore technology driven services to increase access

Goal 1: Ensure Ongoing

Actively participate in the SIS Modernization Program. Coordinates with IT regarding technology driven programs and equipment

Accurate & Timely processing of transactions. Increase access to students for services

purchase new computers and printers that will support the requirements of the new SIS Replacement of credit card machines to meet new standards for credit card protection Explore Kiosk options to provide expedited service to students for paying fees

Continuosly improve staff skills through on‐the‐job specific training & workshop

Goal 1: Ensure Ongoing; continuos training

improved skills in handling job functions & customer service

free if sponsored by District Office or on the job/cross training

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Promote Online Payment

Goal 1: Ensure Ongoing; explore the use of workshops, broucherues and handouts

Ease Registration process for students

advertise & promote onine system by distributing flyers, emails, and posters. Also having workshops to show students how to pay online.

Ensure privacy & safety standards for students, faculty, staff, and fiscal office employees.

Goal 1: Ensure Currently use 8 windows to ensure security of processees

With adequate counter space for each cashier we will be able to maintain and increase our level of service.

There is concern that the upcoming available space will not ensure the safety standards of our office for our students and staff. Ensure new fiscal space has secure measures for handeling, storing, and transferrring cash.

Streamline Financial Reports and supporting documentation for District Office Audits

None Ongoing Gather documentation in a timely manner as requested from the Auditor

Secure space acces for Auditor to Fiscal Office

None

None

None

None

None

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Section II. Program Review Response Complete Table B by:

a. Reporting progress on program review recommendations b. Stating the anticipated outcomes and progress to date

TABLE B. Recommendation Progress to Date Anticipated Outcome of Unit

Goal Additional Resources Required in

2016‐2017 ________________

Brief description of resources required to accomplish department goals. Detailed description is required on the AUP Budget Augmentation

Request form. 1. That the unit encourage

and provide opportunities for its classified employees to participate on shared governance committees, given its large number of classified employees.

Classified staff to participate on Shared Governance Committee

Inform classified Fiscal Staff of new developments

Ensure coverage for person who is at the meetings. Hire the additional classified staff to meet coverage sure meeting time

2. That, given its budget and accounting expertise, the unit annually present to the Budget Committee formal suggestions for reallocating available fiscal resources for advancing student success and student equity efforts.

Special Accountant hired for 3SP Fiscal Office Resource are efficiently used for student success & equity

3. That the program increase involvement in

POS surveys are under development with plans to

Gauge efficiency and identify areas that need improvement

Survey Supplies

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Administrative Unit Outcomes (AUO) as they are currently at the “awareness” level.

administer during the Spring Registration Peak time

4. That the unit revise its program plan so that only goals, not resources, are listed in the “department goals” column.

Revised Goals Better understanding of how the Fiscal Office can improve and serve students more efficiently

NOT APPLICABLE

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Section III. Program Description College Mission: East Los Angeles College empowers students to achieve their educational goals, to expand their individual potential, and to successfully pursue their aspirations for a better future for themselves, their community and the world. Goal 1: Increasing student success and academic excellence through student‐centered instruction, student‐centered support services, and dynamic technologies. Goal 2: Increasing equity in successful outcomes by analyzing gaps in student achievement and using this to identify and implement effective models and programming to remedy these gaps. Goal 3: Sustaining community‐centered access, participation, and preparation that improves the college's presence in the community, maximizes access to higher education and provides outlets for artistic, civic, cultural, scientific and social expression as well as environmental awareness. Goal 4: Ensuring institutional effectiveness and accountability through data‐driven decision‐making as well as evaluation and improvement of all college programs and governance structures. In collaboration with the District’s Mission, ELAC is committed to advancement in student learning and student achievement that prepares students to transfer, successfully complete workforce development programs, earn associate degrees, and pursue opportunities for lifelong learning and civic engagement.

Please update your program description in light of the College Mission.

1. Provide any changes to your programs of study or programs of service since completion of your previous program review annual update in September 2014.

Continue to find ways of efficiently servicing the students, faculty, and staff.

2. Describe any trends, recent events or activities that have impacted your program(s) since completion of your previous program review annual update in September 2014. Please be specific for each unit’s program. Fiscal office serves nearly 30,000 customers which include students, faculty and staff. To accommodate the different needs of the above mentioned we have 8 bullet‐proof, sound‐proof windows. In order to sustain the service quality and efficiency the new location should be equipped with 6 regular windows, 1 window for faculty & staff and 1 window for disable students, for a total of 8 windows. Each window needs sufficient counter space to accommodate the privacy and security of both the students and the employees. Each window counter space should accommodate one chair, one register, one computer set‐up, one printer, one calculator, one card machine, one stapler, one phone, one 3‐drawer cabinet and writing space. These are all necessities for better serving our students, faculty, and staff. During peak registration days our lines are very long throughout the day, we would need canopies available outside our office to accommodate students during the winter rain and the summer heat. Our new location should also include an entrance door and an exit door for disable access and the safety of our students, faculty, and staff. Parking Pay Station Credit Card ‐ The pay station now accepts credit cards. This allows students to pay with credit cards when they don't have cash available.

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Facilities Rental Program (dedicated revenue of the college) ‐ We receive, process, and input donations received from Facility Rental Clients given towards clubs and other College organizations under the ASU trust Accounts. Procedures have been established for the accountability and reconciliation of these funds received. We increased our usage of the Chancellor's Office Tax Offset Program (COTOP) and have working with the Financial Aid Office in order to collect past due fees from students in hope of lowing our outstanding balances in our Accounts Receivables accounts. We have implemented Book Credit Program with the help of the Financial Aid Office. The program allows students to buy books from the ELAC bookstore prior to receiving their first Financial Aid disbursement and have acces to their books before the beginning of the semester as well as encouraging them to purchase textbooks from our Bookstore. During summer 2014, the Book Credit Program began with 17 students where he had a 81.19% pay‐back rate. The program has grown to 189 students with a 100% pay‐back rate We have increased our coverage hours at the South Gate Campus in order to better serve students. The book rental program continues to be a big success. We work along side ASU to facilitate students with book rentals. This allows students to save money and have their books available when class starts.

a. Which of these trends, events, or activities have most impacted your programs? There are concerns about maintaining the security and privacy of our students, faculty and staff in the new facilities. The new facilities should allow us to keep following policy and procedures to ensure the security of our processes. We should also have adequate space to store files that contain sensative information about students, faculty and staff.

b. What efforts have been made to address the impacts of these trends, events, or activities? Fiscal office is exploring promoting online payments with workshops, brochures, how‐to handouts, and possible having a kiosk to streamline registration.

c. What effect have these trends, events, or activities had on the ability of your unit to contribute to the College Mission? The concerns we have about our move will affect students negatively. They will have to

navigate through a construction filled area in order to achieve the registrations process for the different programs they participate in.

3. If your responses to questions 1 and 2 did not describe the previous and ongoing activities in

support of your unit’s goals, please provide that description below.

NOT APPLICABLE

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Section IV. Program Assessment The College Mission has broad planning goals that are the basis for all other college planning documents and unit plans. Together these four goals provide a foundation for building a true agenda of student success. Goal 1: Increasing student success and academic excellence through student‐centered instruction, student‐centered support services, and dynamic technologies. Goal 2: Increasing equity in successful outcomes by analyzing gaps in student achievement and using this, to identify and implement effective models and programming to remedy these gaps. Goal 3: Sustaining community‐centered access, participation, and preparation that improves the college's presence in the community, maximizes access to higher education and provides outlets for artistic, civic, cultural, scientific and social expression as well as environmental awareness.

1. Evaluate efforts your unit has planned or taken to meet financial standards, physical standards, or technological standards necessary to implementing the aforementioned goals. Use data relevant to your unit. Possible examples may include audit findings, surveys, or work request reports. Fiscal Office gives support by assisting the different programs in processing funds for the different activities like ELAC Live. During this event our office is open later to accommodate students who participate in this activity. We have extended hours available for students during peak registration time, we are promoting our online payment system, and we are sending Fiscal staff to cover service hours at our South Gate campus.

Goal 4: Ensuring institutional effectiveness and accountability through data‐driven decision‐making as well as evaluation and improvement of all college programs and governance structures.

1. Please discuss any improvement that have been made as a result administrative unit outcomes assessment or other data driven processes. We have the Book Credit program with the help of the Financial Aid office. The program allows students to buy books from the ELAC bookstore prior to receiving their first Financial Aid disbursement. This practice allows students to access their books before the beginning of the semester as well as encourage them to purchase textbooks from our Bookstore.

Also discuss any plan changes. NOT APPLICABLE

2. Discuss how your unit used any budget augmentations received in 2014‐2015. Please be sure to include a short analysis of the impact of the augmentations. Budget augmentations were used for overtime payment of office classified staff to cover evening and Saturday

hours. Students workers were also hired for peak registration times during the semester to assist in the improved student service.

3. Please use the attached AUP Budget Augmentation form to request resources for implementing planned

changes, if needed. Be prepared to describe the expected outcome of the requested resources on the augmentation form. SEE ATTACHED FORM

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APPENDIX “A”

Purpose of the Program Review and Annual Update Process The purpose of Program Review is to provide a venue through which the college can evaluate its programs in relationship to the College Mission and its Strategic Goals and priorities. The program review process promotes a self‐reflective evaluation of programs in a manner in which faculty can identify programmatic successes within their disciplines, identify areas in need of improvement and establish departmental goals for enhanced programmatic and student success. Each department and unit completes an annual update of their efforts. This update is used to provide the college with an indication of improvement in student learning and the resources needs for each program. The Annual Update serves as the central planning document for requesting and prioritizing resources.

The values of program review:

Strengthening of programs through faculty led self‐evaluation and goal setting; Fostering inter‐departmental cooperation and communication; Stimulating dialog on student success and programmatic improvements; Evaluating each programs unique contribution to the College’s Mission and Strategic Goals; Promotion of long‐term planning focused on the use of data; Ensuring that curriculum and offerings meet student needs and promote student progression; Providing a venue to justify programmatic augmentation and to connect program needs to

resource allocations. Enhance transparency about college programs to the broader community.

The value of self‐evaluation is enhanced with the broad inclusion of individuals contributing to your department. It is recommended that each department make all efforts to include all faculty, staff and administration. Each department may include additional information in their Annual Update Plan (AUP) as needed to fully describe their department. The Office of Institutional Effectiveness and Advancement is available to assist each department in their efforts to complete their AUP.

In order to streamline the submission and distribution process, the Annual Update Plan MUST be submitted by email in its original format to the Office of Institutional Effectiveness and Advancement to ensure a digital record of your completed work. No hard copies will be accepted. Please complete and submit your completed Annual Update Plan and attachments by Wednesday, September 30, 2015, 12:00 noon to Maribel Carbajal‐Garcia at [email protected], and ALL full‐time faculty members and the adjunct representative (if applicable) in the department must be cc’d on the email.

This document includes, the official application for the faculty Hiring Prioritization Committee and the Staff Human Resources Committee. There is a separate AUP Budget Augmentation Request form that is due September 30 with the AUP. Late or incomplete applications will not be considered for resource allocations, though update information will be allowed. There will also be a Perkins Request form. Departments will be notified regarding budget and resource requests in the spring, following receipt of budget projections from the District Office.

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East Los Angeles College Fiscal/Program Operations Review

September 17, 2015

I. CONTACT INFORMATION:

A. Location: E1-135 B. Telephone: (323) 265-8704 C. Hours of Operation: Mon – Thu: 8:00 a.m. to 7:00 p.m., Fri: 8:00 a.m. to 3:30 p.m.

II. DEPARTMENTAL OVERVIEW

A. FUNCTION:

The Fiscal Office is responsible for the management of all business activities on the campus in accordance with applicable legal statutes, Federal and State laws, Education Codes, rules and regulations adopted by the Board of Trustees and adopted administrative guidelines. We are a vital office for the entire campus since we are the center of ALL collections. The Fiscal Office is the center for the collection of all fees on campus including enrollment, non-resident tuition, audit payments, parking passes, ASU membership fees, class material fees representative fee, and health fees. The office aides in the preparation of the campus budget, processing of contracts, and transferring funds for all programs. The business activities of East Los Angeles College include processing all cash and check refunds to students, distribution of financial aid and reimbursement checks to students and staff, daily collections and accountability of all fees collected from the Bookstore, Community Services, Child Development Center, and Cafeteria.

B. ELAC BUDGET ELAC budget process and development is shared by each of the four Division Vice-

Presidents. The Preliminary Allocation for FY 2015-2016 of $88, 575,189 received from District Office in the month of February 2015 is used to cover most of the fixed/mandatory cost of the College, usually the regular salaries of certificated, classified employees, employee benefits, utilities, and ongoing contracts.

Towards the end of August of the new fiscal year additional funds are received after the District Office closes its accounting records, adjustments and processes. ELAC FY 2015-2016 budget is now at $109,177,084; 63.50% goes to Academic Affairs Division 1, 24.62 % goes to Administrative Services Division 2, 10.06 % goes to Student Services Division 3 and 1.82% goes to President /Others Division 4. As additional funds are received, most of the operational needs of the different divisions are augmented.

The College maintains a 1% Contingency Reserve for every fiscal year allocation. ELAC has a very stable, solid financial position for almost two decades now ending in a healthy balance each year. The College is able to afford to hire full time permanent faculty as our FON obligation, is able to offer classes that are needed for the students to finish their respective associate degrees and /or transfer to four year universities.

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C. AUDIT IMPLEMENTATION The Fiscal/Business Office must comply to the established business procedures as approved

by the LACCD Board of Trustees. ELAC had a CASH CONTROL AUDIT last June 30, 2012. We had seventeen (17) Audit Issues. The Fiscal /Business Office implemented the recommendations made by the Auditors. The auditors made two follow up visits again to make sure we were implementing what they wanted the Fiscal/Business Office to do and follow.

III. CUSTOMER INTERACTION & ASSISTANCE:

A. Front Counter During peak registration times in fall and spring the counter can processed more than 3,000

transactions per day. September 3, 2014 the Fiscal Office processed 3,511 transactions to assist students with their registration needs. Our transactions have only been increasing. February 9, 2015 the Fiscal Office processed 4,350 transactions. Transactions per month listed below:

o Mar 2014 – 4,222 o Apr 2014 – 2,977 o May 2014 – 2,214 o June 2014 – 1,461 o Jul 2014 – 7,518 o Aug 2014 – 13,886 o Sept 2014 – 29,233

o Oct 2014 – 3,154 o Nov 2014 – 5,799 o Dec 2014 – 5,836 o Jan 2015 – 17,606 o Feb 2015 – 32,908 o Mar 2015 – 4,413

Receive payments for:

o enrollment fees o inter. student tuition o health fee o representative fee o parking permit fees

o financial aid overpayment o ASO membership o Library Fees o Book credit payments o Day care center payments

Provide printout’s to students who have paid fees for student ID’s, Metro I-TAP cards,

EOP&S Book Grants, Bookstore book verification, payment verification, and to process a fee waiver on a student’s account to clear a hold

Check Disbursements for: o Misc. o Bookstore o Community Services o ASO

o Foundation o Financial Aid (Chaffee grants) o Scholarships

Refunds for students

o Enrollment o Bookstore

o ASO o Community Services

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Assist with Club and Trust Accounts

o Activity reports o Request of cash/check disbursement o Depositing funds from fundraising o Authorizing signature/approval verification o Researches and clarifying account inquiries

B. Pay Station

Pay station credit card system has been in effect for about a year. This system allows students, and visitors to use their credit card to pay for the $2 daily parking on the 6th floor of parking structure 3 and the 5th floor of parking structure 4. Before the system was implemented students and visitors had to leave the parking structure to get cash or change in order to pay for their parking. The credit card option gives them the choice to pay with their credit card and not have to leave the campus for change. These are the amount of transactions we have had:

o Sept 2014 – 2,068 o Oct 2014 – 2,434 o Nov 2014 – 1,804 o Dec 2014 – 1,125 o Jan 2015 – 925 o Feb 2015 – 1,972

o Mar 2015 – 2,883 o Apr 2015 – 2,035 o May 2015 – 2,672 o Jun 2015 – 660 o Jul 2015 – 2,043 o Aug 2015 - 819

C. Book Credit Program

The Fiscal office has implemented the Book Credit program starting summer semester 2014 with the help of the Financial Aid Office. The program allows students to buy books from the ELAC Bookstore prior to receiving their first Financial Aid disbursement. This practice allows students access to their books before the beginning of the semester as well as encouraging them to purchase textbooks from our Bookstore. The Fiscal office is then in charge of collecting payment for money owed to the bookstore. Below are the number of students who have taken advantage of this service by semester:

o Summer 2014 – 15 o Fall 2014 – 126 o Spring 2015 – 235

D. Online Transactions

Elac gives students the opportunity to pay their fees online. Students can use the Student Information System to pay enrollment, tuition, health, rep, and parking fees. Once their fees are paid online they can come to the Fiscal Office and pick up their parking pass or request a print-out. Below are online transactions listed by month:

o Jan 2014 – 2,950 o Feb 2014 – 4,977 o Mar 2014 – 699 o Apr 2014 – 1,484 o May 2014 – 1,615 o Jun 2014 – 1,016 o Jul 2014 – 2,043 o Aug 2014 – 3,502

o Sept 2014 – 4,047 o Oct 2014 – 878 o Nov 2014 – 2,912 o Dec 2014 – 2,708 o Jan 2015 – 3,974 o Feb 2015 – 5,426 o Mar 2015 – 748

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E. Book Store Replenishment

Fiscal Office works alongside the Book Store to help students get their bookstore refunds for books and supplies purchased and returned. When students return books and supplies to the bookstore they provide them with a receipt. Students bring this receipt to the Fiscal Office and we return their money. The Book Store then replenishes our change fund. Below are the amounts listed for the last year:

o Jan 2014 - $1,322.24 o Feb 2014 - $9,508.89 o Mar 2014 - $1,894.09 o Apr 2014 - $296.83 o May 2014 - $334.27 o Jun 2014 - $1,891.18 o Jul 2014 - $628.76 o Aug 2014 - $340.74

o Sept 2014 - $11,365.90 o Oct 2014 - $748.55 o Nov 2014 - $68.94 o Dec 2014 – 0 o Jan 2015 - $1,986.81 o Feb 2015 - $6,892.51 o Mar 2015 - $1,099.00

F. ASU Transactions

The Fiscal Office works with the Associated Student Union (ASU) in assisting them with payment collections. Below are a list transactions per month for ASU for 2014-2015:

o Jan 2014 – 309 o Feb 2014 – 396 o Mar 2014 – 440 o Apr 2014 – 325 o May 2014 – 405 o Jun 2014 – 498 o Jul 2014 – 283 o Aug 2014 – 253

o Sept 2014 – 513 o Oct 2014 – 378 o Nov 2014 – 327 o Dec 2014 – 338 o Jan 2015 – 375 o Feb 2015 – 461 o Mar 2015 - 426

G. Main Drawer

Classified employees work in 4-hr shifts. At the beginning of their shift they count the money and check out the drawer from the coin room. At the end of their shift they count the money once again and return it with daily logs and receipts collected.

Main drawer provides change for all cashiers upon request. Responsible for collecting receipts and cash at the end of cashiers shift Logs all receipts for Coin Room including miscellaneous receipts and petty cash vouchers Responsible for Student Refunds/Credit Card Refunds ASU deposits

H. ASU and Stadium Parking Passes

Fiscal office is in charge of selling parking passes to students. We have two different types of parking passes available. The ASU parking pass gives students access to park in any of our parking structures and they become an ASU member. The Stadium parking pass allows students to park only in the Stadium lot on Bleakwood and Floral. Below are the parking passes the fiscal office has sold to students including both the Main and South Gate campuses:

o Winter 2015 ASU Parking – 2,630 Stadium - 360 o Summer 2015 ASU Parking – 3,800 Stadium – 430 o Spring 2015 ASU Parking – 9,000 Stadium – 990

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I. Offline Transactions using ORS (Offline Register System) These transactions are separate from the counter transactions. In addition to what the front

counter already process they also process the below mentioned transactions which are done on the ORS system. Transactions by Month for the last year listed below:

o Jan 2014 – 2,064 o Feb 2014 – 3,238 o Mar 2014 – 1,166 o Apr 2014 – 990 o May 2014 – 886 o June 2014 – 2,244 o Jul 2014 – 1,715 o Aug 2014 – 1,328

o Sept 2014 – 3,016 o Oct 2014 – 912 o Nov 2014 – 840 o Dec 2014 – 718 o Jan 2015 – 1990 o Feb 2015 – 3,299 o Mar 2015 – 1,448

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Collect admissions transactions such as transcripts and enrollment verifications

Collect book rental fees Collect Classroom material fees Collect Math Lab Calculator Rental fees

IV. ADMINISTRATIVE & OPERATIONAL SUPPORT

Fiscal office employees assist with the daily operational duties of our Business office. Our staff responds to phone calls, walk-ins, visitors, written requests for information and inquiries and requests from the District. They have contact with all levels of employees, supervisors, and administrative staff on our campus. Listed below are duties of our office staff:

A. Supervising Accounting Technician

ASU miscellaneous and bookstore checks Receive checks through mail and deposit in appropriate account Bank Reconciliation for ELAC investment Accounts Process VA checks Negative Balances Attend ASU Budget Meeting Fund commitment for utilities account Deposits to banks Post EBTA to sap

B. Senior Accountants Monitor Unrestricted and Restricted Funds for Campus Monthly Projection report of College Budget/Expenses Reconcile Accounts with Subsidiary ledgers Budget Prep with all Campus Departments Overtime of Plant facilities employees Process new positions in PCS system Monitor General Ledger Balances Cost comparisons and analysis Departmental Budget Inquiries Post Journal Entries to SAP Prepare and submit eBTA’s Overtime of employees Salary Transfer JV’s Technical Review Journal Vouchers Process PCRs

C. Accountant

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Unrestricted and Restricted Accounts Documentation for JV’s submission Salary Distribution Reports Salary Transfer JV’s for Campus Employees BTA’s Accounting statements and reports for Management Cost Comparisons/analysis

D. Senior Accounting Technician

Supervise Student Workers Oversee scanning desk District Office main contact for 1098T Process W9’s Process DEC Adjustments Book Credit Program H1 Communication Documents E-BTA for Journalism Accounts Firestone Building Spread Sheet PCR – for unclassified employees EBTA’s W9 for Clubs

E. Accounting Technicians

Prepare ASU contractor 1099 Reconcile ASU accounts ASU Journal vouchers Give out 1098T forms Daily Bank Deposits such as Miscellaneous, Bookstore, and ASU Balance Money from receipts Verify and Process student enrollment fee, health fee, and overpayment fund Prepare and keep record of ASU budget reimbursement, conference,

scholarship, and stipend checks Prepare ASU Budget BAC account balance Collect and adjust Student enrollment fee Reconcile discrepancy material fees Prepare South Gate property rental invoices Reconcile ASU receipts, ASU disbursement checks Prepare ASU budget BAC income Update ASU Trust accounts as Clubs, Scholarships, Miscellaneous, and Loan

accounts Downloading, printing and verifying Credit Card settlement from our ACS

software and the Merchant connect website. Process enrollment fees, parking transcripts, and material fees. Distribute Reimbursement checks for mileage, conference and revolving. Balance registers at the end of the day with the DEC system

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Settle Credit card machines Prepare Miscellaneous Collection Report Maintain Child Care Fee Accounts Collect income from Print Card Stations Prepare letters for Returned checks Prepare income and expense report for Civic Center Account Reconcile credit card accounts Prepare adjustment vouchers Faculty and Staff Disbursement Checks Encumbrances,

o Bookstore Invoices and Purchase Returns o Fiscal Office Invoices (enrollment, parking, health fee) o Perishable supplies o Meeting (food) reimbursements o Postage o Cafeteria Invoices o Stipends

Children Center Order Report Library Authorization to Pay Process enrollment fees for students Verify and distribute checks for students, faculty and staff Make DEC adjustments ASU deposits ASU Cash and Check requests Process W9 and 1098 forms One day parking deposits Revolving fund disbursements Reconcile one day parking credit card reports Bookstore collection report Cafeteria collections report ASU monthly back statement Revolving fund bank statement Post Returned check payments on SAP, DEC, COTOP Remove student holds Distributes checks for scholarships, grants and loans Dropped classes refund Prepare collection summaries and reports for District Office Reconciles Accounts

Prepare change fund for Community services, Bookstore/Husky stations,

Fiscal office main drawer, and sheriff’s station. Deposits for Miscellaneous accounts, bookstore account and cafeteria account Safely store all checks and cash Log receipts Assist with Dunbar and Loomis deposit pick-up

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Wrap loose coins Credit card transactions for one day parking Cash count of vault room Community services class refunds Financial aid overpayment receipts Student activities book rental holds Issue suspend checks Web registration ASO/Rep fee checks Community services class material fee refund checks Reconcile financial aid overpayment Clearance for merge/transfer student IDs for Admissions Reverse ineligible fee waivers for financial aid office Book store refunds Child care refunds Discrepancies of WEB Credit card collections Online collections ASU collections deposit WEB collection deposit Maintain cash flow balance Miscellaneous and bookstore petty cash voucher reimbursement Deposit parking citation ASU Trust Accounts Check receipts for reimbursement Check invoices for payment Receive scholarship checks Receive checks for Journalism payments Bank deposits for Journalism Account Give out change fund to bookstore Offline Reports

V. CASH MANAGEMENT

A. The Fiscal office ensures that proper accounting of District funds occurs, all collections of cash on our campus must be deposited with the Fiscal Office. Collections received are deposited to the appropriate back account.

B. Cash collections include: enrollment fees, tuition fees, material fees, non-resident fees, parking fees, library fines, Community Services income, all ASO income, transcript fees, drop fees, audit fees, bookstore collections, cafeteria collections, Child Development Center fees, employee collections, etc.

C. Receipt must be issued at the point of initial collection for all cash received

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VI. OFFICE COLLABORATIONS

A. The fiscal office assists the student in accomplishing the many tasks from other offices. Many times our office staff has physically walked the student to one of these student services offices to clarify a discrepancy. Our current location enables us to go the extra step to achieve student satisfaction. We work in close relation with:

Admissions Financial Aid Enrollment Center DSP&S Student Services Bookstore

VII. WORK ENVIRONMENT:

A. PRIVACY This is a key issue in the Fiscal office. Students, faculty and staff members

come in to process personal paperwork or to discuss concerns/problems. Having adequate distance from one window to another ensures the customers privacy.

B. SECURITY

With the collection of funds, especially during peak times of registration, security is always an issue. The counter space for processing student fees is presently equipped with bullet-proof windows for safety. Our office is also equipped with a safe room where we handle, store and transfer cash.

C. PUBLIC CONTACT

Our office deals extensively with the public. We feel that this is a great responsibility since how we handle the transactions and resolve problems reflects directly on the image of our college and district. For this reason, regular workshops for the staff members, both temporary and permanent, are essential in maintaining and improving skills. We work closely with the DSP&S department to accommodate their students. Disabled students will be served at a separate window without waiting in line during the busy times of the year.

D. LIGHTING

It is crucial that our office has good lighting. Each day, we deal with reports filled with what seems like infinitesimal rows and rows of numbers. Many times those numbers are in small fonts to accommodate large number of sums. Good lighting aides in the view of documents and puts less strain on employees.

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E. ACOUSTICS The Fiscal Office is a large department and during registration times, large

numbers of students fill the office as well. The noise level can be deafening. A good acoustics design can effectively keep the noise level down. Our windows are sound proof and can drown out background noise. They are equipped with sound access so the employees can hear their customers and better serve them.

F. VAULT ROOM Our office is equipped with a secure vault room which includes two safes. It

has limited employee access that accommodates the transfer of cash between the Fiscal Office and the armored trucks. There is also adequate space to count the large amounts of cash and coins that come through the fiscal office while ensuring the security of our staff.

VIII. QUEUING REQUIREMENTS:

A. We are averaging 30,000 students registering per semester. During registration, most students come in several times as they adjust their schedules and make payments or to obtain refunds. Payments are received throughout the semester and students do continue to come in because of the short term classes. With four semesters and two sessions for summer, before we finish with one semester, another one is in registration. There are very little “slow, non busy times” available to catch up with filing, cleaning and restocking. Currently we have 8 windows available for student processing and providing other services to faculty and staff. Ideally, 10 would be better. During the semester, the office also processes and distributes reimbursement checks for faculty and staff, financial aid and refund checks for students, as well as generate and documents checks for ASU activity on campus.

VIV. CONFERENCING REQUIREMENTS:

A. A conference room for staff meetings would be ideal. Currently we have been standing and sitting around a cubicle to have these meetings. The Fiscal Office has an average of 30 permanent and temporary staff members.

B. Our office frequently has auditors from the District that require a large workroom to

review the files and documents of our office. X. FILE AND STORAGE REQUIREMENT:

A. Our facilities should include adequate store space for our large number of files. We store sensitive information about our students, faculty and staff and these documents should be in a secure location.

XI. COMMUNICATION: A. The Fiscal Office relies on e-mail and memos to coordinate the majority of services

with other departments. However, meetings are often required to discuss and address specific problems that arise. We also use the ELAC mailroom to send and receive

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documents that require a signature. Mail is dropped off and picked up on a daily basis and distributed to appropriate recipient.