Fiscal Accountability Framework
Status of Implementation for Primary Project Recommendations
Background
The Fiscal Accountability Framework project resulted in numerous recommendations. For current implementation status of the seven primary recommendations, see below. For current implementation status of the other recommendations, see http://www.ous.edu/cont-div/faf/other_recommendations.php . For background project information that led to the creation of the recommendations, see ./background/ .
Implementation Status
(Refer to the Final Project Report to see a more detailed description of these recommendations.)
Delegation of Student Financial Aid Responsibilities (Student Financial Aid Work Group)
1/24/02 - The Controller reported to the FAF Steering Committee that the Controller's Division will begin discussions with legal counsel. Changes will route through Administrative Council and Board Budget and Finance Committee.
Designated Operating Fund Carry-forwards (Auxiliary Enterprises & Other Activities Work Group) - COMPLETED
05/01/04 - FY 2004 Closing of the Books instructions reflect the recommended change in the designated operating fund balance carry-forward amount. Section 01.11, Operating Accounts, subsection [13] of FASOM on-line has also been revised to reflect the new amount.
1/24/02 - The Controller reported to the FAF Steering Committee that the Controller's Division will draft a new policy which will be routed through Administrative Council by July 1, 2002.
F&A Rate Negotiation (Research & Sponsored Programs Work Group)
1/24/02 - The Controller reported to the FAF Steering Committee that the Vice Chancellor for Finance and Administration will work with the Controller to develop a formal delegation document which will be routed through Administrative Council. He noted that implementation is expected by July 1, 2002.
Positive Balances (Treasury Management Work Group) - COMPLETED
1/24/05 - A new policy, Treasury Management Operations, section 105.100, was approved by the Controller and added to the OUS Fiscal Policy Manual on this date. Reviews were performed by Directors of Business Affairs and the Administrative Council. This policy supersedes FASOM Section 13.07: Purchasing -- Cash Management.
1/24/02 - The Controller reported to the FAF Steering Committee that the Controller's Division will develop formal delegation/policy which will be routed through Administrative Council. FASOM 13.07 is in the process of being updated to reflect this delegation.
Quasi-endowment IMD (Endowment Management Work Group) - COMPLETED
3/30/04 - The IMDs have been updated to reflect changes to IMD 6.140(6), increasing thresholds relating to the establishment of quasi-endowment funds. See this and all IMDs
at:
http://www.ous.edu/board/imdtoc.htm .
7/19/02 - The revised IMD was approved by the Board. The Controller's Division is currently working with the Board's Office to update this IMD on the OUS web site and elsewhere. In the mean time you may view the amended language to this IMD, and others, in the Board docket at: http://www.ous.edu/board/dockets/ddoc020719.pdf .
6/20/02 - The revised IMD was presented to the Investment Committee of the Board. The Investment Committee recommended that the IMD updates be approved by the Board at their next
full meeting.
1/24/02 - The Controller reported to the FAF Steering Committee that the Controller's Division will draft an IMD update which will be routed through Administrative Council and the Board Budget and Finance Committee by July 1, 2002.
Tax Identification Numbers (Payroll, Research & Sponsored Programs, Taxation, and Treasury Management Work Groups) - COMPLETED
6/22/04 - As of February, 2003, all OUS institutions have received and are using institution-specific tax ID numbers for the specific purpose of administering funds received. The processing of ACH transmissions has been greatly improved by this change and no issues have been reported.
4/29/03 - Mike McCall gave a brief status report to the TIN contacts and Directors of Business Affairs on the implementation. At this point OSU has completed processing the majority of their existing forms, and other campuses have begun the process. OSU advises that as completed forms are sent to funding agencies a cover letter should be included which briefly describes the change. This may prevent the need for follow-up phone calls, e-mails, etc.
January & February, 2003 - Rhonda Gelbrich, Mark Johnson, and Mike McCall held individual meetings with the campus contacts and other campus representatives to discuss the "Use of Institutional Tax Identification Numbers" policy and related issues. A principle topic of discussion was working through the Oregon State Treasury for the resubmission of Form SF 3881 (used in the ACH transmission of federal funds).
1/11/03 - The primary institutional contacts for implementation are:
EOU - Doug Garton
OIT - Jeannie Steckley
OSU - Karen Steele
PSU - Myron Roberts
SOU - Steve Larvick
UO - Larry Tergesen
WOU - Phil Morris
12/27/02 - The Controller requested that the Directors of Business Affairs identify a contact by January 10, 2003 to serve as the institution's primary contact for the implementation of unique taxpayer identification numbers. Mike McCall and Rhonda Gelbrich of the Controller's Division will work with institutional contacts to coordinate the implementation beginning in January, with the goal of completing the transition by April 1, 2003. The "Use of Institutional Tax Identification Numbers" policy has been added to FASOM, at http://www.ous.edu/cont-div/fasom/
12/20/02 - The policy Use of Institutional Tax Identification Numbers was approved by the Vice Chancellor for Finance and Administration.
10/21/02 - The draft policy Use of Institutional Tax Identification Numbers was distributed to the Directors of Business Affairs for review and comment by November 1, 2002.
10/17/02 - The draft policy Use of Institutional Tax Identification Numbers was distributed to the Administrative Council for review and comment by November 1, 2002.
Controller's Division will also distribute the draft policy to the Directors of Business Affairs.
10/8/02 - The Controller's Division received the assigned TINs
10/1/02 - After OUS Legal Services review, the Controller's Division applied for TINs for each institution and the Chancellor's Office for the express purpose of
administering funds received (e.g., student financial aid, research and development, and other sponsored programs).
9/26/02 - The Controller's Division submitted a draft policy for Use of Institutional Tax Identification Numbers and completed draft SS-4 forms to the Office of Legal Services
for review.
9/26/02 - OSU administration verified that OSU should only have one TIN, which would also be used by the Statewides.
9/25/02 - An update was provided at the joint meeting of the Directors of Business Affairs and the Budget Officers. It was reported that over the summer months Controller's
Division staff have had numerous discussions with the Internal Revenue Service (IRS) and OUS Legal Services. At this point the Controller's Division intends to proceed with obtaining TINs for the
purpose of administering funds received. At the joint meeting the question arose as to whether or not the OSU Statewides would have TINs separate from OSU. Controller's Division will follow up
on this question.
5/9/02 - At the joint meeting of the Directors of Business Affairs and Budget Officers, Controller communicated the plan to proceed in discussions with the IRS to establish separate
taxpayer ID numbers. If it is possible to establish separate taxpayer ID numbers, it would be, at this time, for the limited purpose of accepting federal payments and filing federal grant
applications.
1/24/02 - The Controller reported to the FAF Steering Committee that the Controller's Division will be responsible for working with legal counsel to pursue the possibility of establishing multiple taxpayer identification numbers. This will include benchmarking with other systems that do have this authority.
Treasury Management (Treasury Management Work Group) - COMPLETED
1/10/05 - UO personnel have fully assumed the reconciliation function. No other campuses are interested in taking over reconciliations at this time.
6/29/04 - UO has essentially taken over the reconciliation of their Suspense (58005) and Payroll Suspense (58015) accounts. They are doing the weekly check reconciliation process and are reconciling deposits. The Controller's Division remains available to answer questions and to assist with any problems that may arise.
4/20/04 - The training of UO personnel to take over the reconciliation function has begun. Gail Bartlett is currently discussing with State Treasury the transfer of reports and files directly to UO. It is anticipated that the UO will be handling their own reconciliations in June 2004.
9/17/03 - OSU declined to take on Treasury Management functions, as previously discussed.
9/11/03 - Mike Green announced at the Joint Budget Officer/Directors of Business Affairs Meeting the charge rate for bank reconciliation and tax filing (1099, 1042S, and UBIT: $20,500 for the small campuses and $29,000 for the large campuses).
7/23/03 - During the Administrative Council teleconference meeting, the transfer of Treasury Management functions from the Controller's Division to the institutions was discussed. PSU has already assumed responsibility for bank reconciliation.
2/18/03 - Gail Bartlett is working with Beth Barker to plan for transitioning Treasury Management Functions to OSU. Timeframe is currently a discussion topic.
9/25/02 - Gail Bartlett presented a summary of the project to the joint meeting of the Directors of Business Affairs and the Budget Officers.
9/1/02 - Live transmission of data from Treasury to PSU has begun. A phased transition of all daily, weekly, and monthly functions has occurred through period 2. As of period 2
monthly reconciliations, PSU is completing all functions at the institution. PSU rollout completed.
7/1/02 - Detailed training on treasury management functions has begun. Testing on IT functions in test mode has also begun. The implementation is scheduled to occur simultaneous
with PSU Banner upgrade in late July.
5/15/02 - The first formal training session for the pilot program was conducted. PSU and Chancellor's Office staff (approximately 12 people) were in attendance. The pilot program involves moving the reconciliation for PSU's bank accounts from the Controller's Division to PSU. Information Technology personnel are in the process of getting system applications working. Treasury is being prepared to send check data to PSU. The target date for having the pilot program up and running is July 1.
3/22/02 - Denise Wendler was appointed PSU's lead person for the PSU Treasury Management pilot program.
3/12/02 - Treasury Operations has met with various Controller's Division personnel to identify issues to be explored and the relevant processes to be analyzed.
1/29/02 - Gail Bartlett of the Controller's Division was appointed to lead this initiative.
1/24/02 - The Controller reported to the FAF Steering Committee that the Controller's Division has already begun internal discussions and project planning. Preliminary discussions have been held with PSU for a July 1, 2002 implementation for a pilot program.
NOTE: For current implementation status of the other recommendations, see
http://www.ous.edu/cont-div/faf/other_recommendations.php .
