Workshop AccountsPresented by: Detlef Decker

Mary Hoffman

EXTENSION SUPPORT STAFF TRAINING SERIES

WORKSHOP ACCOUNTS

Materials for today’s training available at:

• http://bfo.cahe.wsu.edu/accounting/workshops.htm

OBJECTIVES

To provide educators and administrative assistants with the knowledge and tools needed to establish and manage workshop accounts:

BackgroundDefinitionsProcedures FeesAccount ManagementRoles and ResponsibilitiesQuestionsBreak

BACKGROUND

• In-house conferencing services established

• Growth in number of simple trainings

• Requests for locally managed accounts by educators and administrative assistants

• Discussions between BFO, EMMPs, A-team and Internal auditor resulted in workshop accounts.

DEFINITIONS AND PURPOSE

•Workshop Definition

•Conference Definition

•Purposes of Workshops/Conferences

•Purposes of Accounts

PROCEDURESCertification

Account Set-up

Workshop Plans

ADMINISTRATIVE ASSISTANT CERTIFICATION

• Required prior to establishing accounts

• Purpose

• Benefits

WORKSHOP ACCOUNTS – AGREEMENT CERTIFICATION FORM

• Available as word document on website

• Completing the form (handout)

• Routing the form

Account Set-up/Workshop PlanInitiated by Educator – Dual purpose form

1. Request account set-up One time per educator per program• Multiple workshops permitted as long as related to

program.

2. Submit workshop plan• Complete for each new training series• Why?

Account Set-Up/Workshop Plan

• Available as word document on website

• Completing the form (handout)

• Routing the form

Assigning Account Numbers•WSU’s numbering system

• 09G program

• Extension’s numbering system

• Budget number –Project - by program (i.e. 4-H, master gardeners, etc)

Administrative Fees

Administrative Fee

• Similar to F&A costs – uses

• Collected by General Accounting

• Retained by Central

• Include in workshop fees

ACCOUNT MANAGMENTRisks, cash handling, registration, budget, monitoring accounts, final accounting, balances, term dates, annual reviews

RISKS

• Implications of decentralization from EMMPs to counties

Cash Handling

• Date: June 9th, 9-10:30 a.m.

Administrative Assistants required to attend

• Topics to include:• Acceptable registration methods• Separation of duties•Making deposits• and more…

DEVELOPING A BUDGET

• Determine Expenses Directly related Indirectly related Subsidies

• Estimate # of participants

• E/P = Registration Fee

MONITORING ACCOUNTS

• Joint responsibility – administrator and educator Deposits for registration only Expenses related to program Balances – workshops first, program second

FINAL ACCOUNTING

• Required by auditor for each workshop

• Available as word document on website

• Completing the form

• Routing the form

RESIDUAL FUNDS

•MUST be related to program

•WSU Policy

• Extension Policy

TERM DATES• Accounts will be set up for a maximum two year

period. End dates will be June 30th of the second year that account is active.

• Accounts may be extended for two years at a time. BFO will publish reminders in late May and early June Extension update.

PERIODIC REVIEWS• Bi-annual reviews

• Conducted by administrative assistants

• Provide suggestions, share ideas

• Take corrective action if necessary

ROLES AND RESPONSIBILITIESEducator, Administrative Assistants, Directors, BFO

EducatorAdministrative AssistantBusiness Finance Office

Dean/Assistant DeanCentral Administration