Hosting of Groups or Guests

Effective May 1, 2008, EOU will implement OUS Non-Travel Meals, Refreshments and Hospitality Expenses, Section 56.100 of the OUS Fiscal Policy Manual. As of May 1, 2008, this will be the policy that guides EOU spending and decision making in this area. In line with the new policy, the hosting form has been adapted and will need to continue to be used for all food-related purchases. The full policy is available at http://www.ous.edu/cont-div/fpm/genl.56.100.php. The updated form is available at http://www.eou.edu/admin/forms.html.

Please contact us with any questions.

 

Direct Deposit Available from Accounts Payable:

The accounts payable office in now able to pay vendors and reimburse employees through direct deposit. This convenience payment system is fast, efficient and represents a significant cost savings to EOU. Vendors and employees are encouraged to take advantage of this convenient beneifit.

To request automatic deposit, please download the form here and forward to the accounts payable office.

 

Long Distance Phone Usage and Authorization:

Last year, one of the audit reports included misuse of the long distance authorization cards. At Eastern, the responsibilty for montioring the calls and expenses related to the LD authorization cards falls within each department. Each department should have one individual who is reviewing charges each month. Individual access to the online system has been determined, but if you have two or more individuals, you need to determine who will be reviewing the status. If you are unsure of who the authorized individual is in your department or you need a refresher course, please contact Carrie Pollard at 23590.

As part of our controls and monitoring improvements, each department will need to keep documentation on calls that exceed 10 minutes or $5 or multiple calls to the same phone number. We realize that these calls can and probably are related to business at EOU, but we need to provide this level of documentation for future audits. For example: There are many times we have to participate in conference calls that are long distance--that is all the documentation/explanation that is needed.

I have developed a simple spreadsheet to track the information, this can be attached to each monthly printout or you can just keep the exception listing available. This form is available on line at http://www.eou.edu/admin/forms.html

Business Affairs will be following up with individual departments periodically to ensure that the departments are reviewing their long distance charges and documenting calls that exceed 10 minutes or $5 or multiple calls to the same phone number on a monthly basis.

Thank you again for your patience and understanding with the implementation of our improved and required controls and montitoring processes

FIS Document Originator vs Approver Policy:

One of the many responsibilities of Business Affairs is to train, facilitate and monitor financial transactions at EOU. Recent audits have identified violations of OUS policy regarding the same individual both inputting and approving financial transactions. Business Affairs has taken action to ensure that this does not continue in the future.

FIS approval of documents should be done only by those with departmental budget authority, this authority should be determined within each department.

Business Affairs has begun auditing and will continue to audit document approval history. When identified, users violating this policy will be contacted directly by Sharon Tyrrell. Repeat occurrences of input and approval by the same user may result in termination of FIS access. Users are also encouraged to read EOU's Acceptable Use Policy regarding the use of campus computer equipment and OUS's policy on appropriate use of Banner Information Systems.

Reminder on use of State General Funds:

Recent activity on campus suggests a need to clarify EOU expectations concerning the use of State General Funds to purchase items to be given away in drawing, lotteries, and other similar give-aways and contests.

The standard test to apply when considering such purchases is: “What would the average taxpayer think if they knew that their tax dollars were being used for this purpose?” Of more immediate concern in our current environment is the reaction of the auditors when they discover such transactions. Remember, the repercussions of such discovery will fall not only on the university, but on the individuals involved in the activity as well. Employees of various state agencies have lost their jobs for similar activities, however well intentioned.

In short, it is inappropriate to use state General Funds to purchase items to be given away in drawing, lotteries, and other similar contests. To protect yourselves, please keep this in mind when considering such purchases in the future.

Marv Wigle
Vice President for Business, Finance and Facilities
Phone: 541-962-3773 .