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 [email protected]: 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 [email protected]: 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?