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Workshop Accounts

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... final accounting, balances, term dates, annual reviews ... Bi-annual reviews. Conducted by administrative assistants. Provide suggestions, share ideas ... – PowerPoint PPT presentation

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Title: Workshop Accounts


1
EXTENSION SUPPORT STAFF TRAINING SERIES
  • Workshop Accounts
  • Presented by Detlef Decker
  • Mary
    Hoffman

2
WORKSHOP ACCOUNTS
  • Materials for todays training available at
  • http//bfo.cahe.wsu.edu/accounting/workshops.htm

3
OBJECTIVES
4
  • To provide educators and administrative
    assistants with the knowledge and tools needed to
    establish and manage workshop accounts
  • Background
  • Definitions
  • Procedures
  • Fees
  • Account Management
  • Roles and Responsibilities
  • Questions
  • Break

5
BACKGROUND
6
  • 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.

7
DEFINITIONS AND PURPOSE
8
  • Workshop Definition
  • Conference Definition
  • Purposes of Workshops/Conferences
  • Purposes of Accounts

9
PROCEDURES
  • Certification
  • Account Set-up
  • Workshop Plans

10
ADMINISTRATIVE ASSISTANT CERTIFICATION
  • Required prior to establishing accounts
  • Purpose
  • Benefits

11
WORKSHOP ACCOUNTS AGREEMENT CERTIFICATION FORM
  • Available as word document on website
  • Completing the form (handout)
  • Routing the form

12
Account Set-up/Workshop Plan
  • Initiated by Educator Dual purpose form
  • Request account set-up
  • One time per educator per program
  • Multiple workshops permitted as long as related
    to program.
  • Submit workshop plan
  • Complete for each new training series
  • Why?

13
Account Set-Up/Workshop Plan
  • Available as word document on website
  • Completing the form (handout)
  • Routing the form

14
Assigning Account Numbers
  • WSUs numbering system
  • 09G program
  • Extensions numbering system
  • Budget number Project - by program (i.e. 4-H,
    master gardeners, etc)

15
Administrative Fees
16
Administrative Fee
  • Similar to FA costs uses
  • Collected by General Accounting
  • Retained by Central
  • Include in workshop fees

17
ACCOUNT MANAGMENT
  • Risks, cash handling, registration, budget,
    monitoring accounts, final accounting, balances,
    term dates, annual reviews

18
RISKS
  • Implications of decentralization from EMMPs to
    counties

19
Cash Handling
  • Date June 9th, 9-1030 a.m.
  • Administrative Assistants required to attend
  • Topics to include
  • Acceptable registration methods
  • Separation of duties
  • Making deposits
  • and more

20
DEVELOPING A BUDGET
  • Determine Expenses
  • Directly related
  • Indirectly related
  • Subsidies
  • Estimate of participants
  • E/P Registration Fee

21
MONITORING ACCOUNTS
  • Joint responsibility administrator and educator
  • Deposits for registration only
  • Expenses related to program
  • Balances workshops first, program second

22
FINAL ACCOUNTING
  • Required by auditor for each workshop
  • Available as word document on website
  • Completing the form
  • Routing the form

23
RESIDUAL FUNDS
  • MUST be related to program
  • WSU Policy
  • Extension Policy

24
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.

25
PERIODIC REVIEWS
  • Bi-annual reviews
  • Conducted by administrative assistants
  • Provide suggestions, share ideas
  • Take corrective action if necessary

26
ROLES AND RESPONSIBILITIES
  • Educator, Administrative Assistants, Directors,
    BFO

27
EducatorAdministrative AssistantBusiness
Finance OfficeDean/Assistant DeanCentral
Administration
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