Tifton Campus: Administration: Employee Resources

Manual of Operating Procedures —
Accounting Support Staff

Account Reconciliation

Account status reports (ASR) will be reviewed by the bookkeeper for any inconsistency, errors, or over drafts that need budget amendments or journal vouchers prepared for correction. Reconciled account balances will be forwarded to the faculty no less than once every 30 days or on request. Bookkeepers are to use ASR and Arrow reports to reconcile accounts.

Budget Amendments

(Formal training needed)
Budget Amendments are prepared on Web DFS. The original copy, with signatures, will be mailed to Ag Business Office. Budget Amendments for research accounts are submitted electronically. A copy of the Budget Amendment will be on file in the office. Bookkeepers of the Department will sign Budget Admendments for state accounts and the PI of the grant will sign off on those BA.

Check Request

Bookkeepers will train clerical personnel for check request preparation and assign account numbers. Check requests will be signed by authorized person. The blue department copy with a copy of the invoice is kept for files. Check requests are used for invoices, travel and petty cash. Check request forms are purchased from the Tifton FMO or Central Supply in Athens.

Deposits

Upon receipt of deposit Business Office will respond with acknowledgment letter and copy of deposit receipt, checks, and deposit ticket. Bookkeeper keeps file with copy of checks and original record of sales sheet with the Business Office acknowledgement.

E-Prove

(Formal training needed)
Clerical personnel will initiate approval for E-Prove with bookkeeper as backup.

Grant & Industry Checks

Grant or Industry checks will be initiated by the bookkeeper and a budget amendment processed. The bookkeeper will type the Gift Transmittal Form (pdf) with the original unit acknowledgement letter and company restricted or non-restricted letter. The original transmittal sheet, budget amendment, check is stapled to transmittal form, copy of the acknowledgement and copy of letter from donor and three complete sets of the above will be forwarded to contracts and grants. The original letter from the donor, and copies of the other forms will be kept on file. Mail an original copy of acknowledgement to the donor.

Grants

The budget sheet for grants will be reviewed by the bookkeeper. Transmittal and cover sheets (http://www.ovpr.uga.edu/forms/index.html) will be prepared by bookkeeper.

Honoraria

Bookkeeper assigns account number for clerical to initiate honoraria (http://www.busfin.uga.edu/forms/f210.pdf) for check request. There will be in-house training for Honoraria and Fee information sheet from Bookkeeper.

Journal Vouchers

(Formal training needed)

• Request for Journal Vouchers on non personal services (pdf)
  If the JV is on an unrestricted account, the signed original form goes to Expenditure Control. If it's on a restricted account, the signed original form goes to Contracts & Grants.
• Request for Journal Vouchers for personal services (pdf)
  The original form signed will be mailed to UGA Payroll Department and copies filed in bookkeeper's office.

P-Cards

Bookkeepers will review and reconcile P-Card transactions for administrative support staff to initiate accounting adjustments.

Payroll / Leave Reporting

(Formal training needed)
Payroll/leave posting is prepared by clerical and approved by the bookkeeper on E-payroll system. A print out of the payroll voucher before first level of approval will be filed with the payroll time sheets. Department could float this task between bookkeeper and administrative support staff at their discretion.

Personnel Activity Reports (PARS)

Personnel activity reports are generated on employees who have 100% of their salary paid on a departmental administration accounts and employees on grant or cost sharing accounts. It is the responsibility of the bookkeeper to check these reports to verify the rate of pay on the accounts listed on the PAR. After the PARS have been checked, a copy should be given to each employee listed on the form for their signature. After the forms are signed, they must be returned to the Accounting Office in Athens.

Personnel Reports

(Formal training needed)
Salary and monthly personnels are prepared and signed by bookkeepers. The budget amendment will follow. A copy of the personnel and budget amendment will be kept in the bookkeeper's office.

Hourly personnels will be prepared by clerical personnel because a budget amendment is not required. A copy of the personnel will be given to the bookkeeper.

New Personnels for salary and monthly are initiated for changing unit numbers, transfer departments, job title change, and name change. The original will be signed by bookkeeper and forwarded to Ag Business Office. A copy of the personnel will be filed in the bookkeeper's office.

Petty Cash

Bookkeeper will assign account numbers for administrative support personnel to initiate petty cash vouchers and check request. The petty cash check request will be signed by the bookkeeper and forwarded to the Tifton Campus Business Office. A copy of the invoice, request, and voucher will be filed as needed.

Purchase Orders

(Formal training needed)
Bookkeeper will assign account numbers for clerical to initiate purchase orders. Electronically, and the bookkeeper will approve purchase orders. A printed copy of the purchase order will be held to file with the Field Purchase Order when it comes from Procurement. When items are received a signed FPO will be sent to Accounts Payable and a copy kept to file with necessary papers ( invoices, correspondence, etc).

Reprints

Reprints and publication charges will be initiated by the clerical personnel on p-card or Check request with Invoice depending on the Journal.

Revenue Budget — Sales Accounts

Bookkeeper receives checks and record of sales sheet that is recorded in department receipt book. A Deposit Transmittal Form (pdf) is filled out, the check and original receipt is forwarded to Tifton-Business Office. A copy of sales sheet will be forwarded to the REI.

Travel Authority

Bookkeepers assign account numbers for clerical initiation of Travel Authority. The REI signs and approves Travel Authority. Administrative support personnel keeps copy of TA to initiate check request for reimbursements.

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