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Office of Internal Audits
(828)262-2281
watersre@appstate.edu
© 2005 Appalachian
State University
Website maintained by Robin
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Accounting
Introduction
Controller's Office
Responsibilities - The Controller's Office is a division of Business
Affairs primarily responsible for the recording, accounting, controlling
and reporting of all University financial transactions subject to
regulations and procedures established by the North Carolina Department
of Administration and the North Carolina State Auditor's Office.
All funds for the operation of the University's academic programs
and support facilities, student aid programs, student support facilities,
grant programs and any other funds directly related to the total
mission of the University are administered through this office.
The Office is organized into three major areas of responsibilities
designated: State Funds Accounting, Special Funds Accounting, and
Student Accounts. The three major areas are further divided into
specific functional sections as outlined below:
State Funds Accounting
- Accounts Payable
- Payroll
- General Ledger Accounting and Budget Reporting
- Current Operation
Fund (Academic)
- Student Auxiliaries (Auxiliary)
- Institutional Auxiliaries (Trust
Funds)
- Debt Retirement Funds
Special Funds Accounting
- Contracts and Grants Accounting
- Capital Improvement Funds
- Special Funds
Student Accounts
- Cashier's Office
- Student Accounts Receivable
- Loans and Scholarships
Location - The Controller's Office is located in the Business Affairs
Annex Building on the State Farm Road.
Assistance - If your specific question is not answered in this
section of the RESOURCE MANUAL, contact the Controller's Office at
262-2110.
Budget Office
Responsibilities - The Budget Office is a division of Business Affairs
reporting directly to the Associate Vice Chancellor for Administration.
The primary responsibility of the Budget Office is to allocate and
monitor all budgeted funds appropriated by the North Carolina General
Assembly as directed by the Board of Governor's of the University
of North Carolina System. All allocations are subject to mandates,
regulations and procedures established by the North Carolina Office
of State Budget, Planning and Management in compliance with the State
of North Carolina General Statutes, the Office of the President of
the University of North Carolina System and the State Controller's
Office. Monitoring Auxiliary and Institutional Trust Funds is a secondary
responsibility.
Location - The office, consisting of the Budget Director, an accountant
and two accounting technicians, is located in the Office of the Vice
Chancellor for Business Affairs, third floor, Suite 305, Dougherty
Administration Building.
Assistance - The goal of the Budget Office is to assist all areas
of the University in developing a comprehensive spending plan to
support the total mission of Appalachian State University. If your
specific question is not answered in this section of the RESOURCE
MANUAL, contact the Budget Office at 262-6751.
Organizational Chart - Business Affairs
[click chart for larger image]
Organizational Chart - Budget Office
[click chart for larger image]
Description of Functional Areas
State Funds Accounting
The character and purpose of State Funds Accounting can best be
explained by the following statements of its particular objectives,
functions, and responsibilities:
- Checks and reviews all procurements to insure that correct
code numbers are used, that there is adequate budget amounts,
and proper authorization.
- Reviews and pays all purchase orders, invoices, travel
advances and reimbursements, and memo requests for payment as accurately
and expediently as possible.
- Prepares and pays sales tax reports for all University
reporting units.
- Prepares voucher registers and posts all accounting data
from voucher registers, receipts journal, adjustments journals
and registrations.
- Transmits all accounting data to the Computer Center
for processing.
- Prepares and distributes monthly budget and accounting
reports to the Division of State Budget.
- Prepares and distributes monthly budget and accounting
reports to all University departments.
- Prepares and distributes the University payrolls.
- Prepares and submits all required payroll reports to
the Internal Revenue Service, North Carolina Department of Revenue,
North Carolina Public Employees Social Security System, and other
agencies for which reports are generated from the Payroll System.
- Provides assistance and guidance in accounting matters
for all University areas.
- Distributes travel reimbursement and advance travel checks.
Special Funding Accounts
The Special Funds Accounting section of the Controller's Office
is designed to receive and account for "special" funds
coming to the University which are not in direct support of the academic
and auxiliary areas. The following is a list of these accounts and
their functions. Most of these funds are on deposit with the State
Treasurer's Office as University Trust Funds.
Special Grants Accounts
These accounts are used to receive, disburse and account for all
State, local, and private grants, contracts, and special programs
operated by the University for the academic areas. It also includes
those service awards for the University and regional community.
Consolidated Funds
These accounts are necessary to account for the miscellaneous activities
throughout the University which generate revenue. Some accounts in
this category serve as clearing accounts for funds channeled through
the University temporarily. A complete accounting system is maintained
on each account.
Department of Education Funded Grants
This account acts as a clearing account to receive, transfer, and
account for all funds coming to the University from the Department
of Education. The account receives its funds from the ACH/EFT payment
method through the Department of Education Payment Management System.
Health and Human Services Funded Grants
This account acts as a clearing account to receive, transfer, and
account for all funds coming to the University from the Department
of Health and Human Services. The account receives its funds through
the Department of Health and Human Services centralized Payment Management
System.
Appalachian State University Endowment Fund
This account is necessary to account for the funds transferred
from the University Bookstore, New River Light and Power Company
and Appalachian State University Foundation, Inc., to be used for
student scholarships.
Advanced Tuition Deposit
This is a holding account necessary to receive the required deposits
for both housing and subsistence from students who plan on entering
the University at some future date.
Capital Improvements
This account is necessary to account for the funds from State appropriations
and other sources for projects designated as a capital improvement
or an expansion of the physical plant.
Special Funds Accounting is charged with the responsibility for
reporting the activity of these funds to the appropriate sources
and to help assure that these funds are used in the best interest
of the University and within the original intent.
Student Accounts
The Student Accounts Section consists of the Cashier's Office and
the Loans and Scholarships section.
Cashier's Office
- The Cashier's Office is responsible for the receipting
and depositing of all University related funds. The objective is
to insure that monies due to or belonging to the State are received
and accounted for in a manner which assures a complete and adequate
record of each transaction and assures monetary control over the
receiving function.
- The operation of the Cashier's Office is designed to
aid the University in handling receipts as required by statute
and to supply necessary information to the State Treasurer and
the State Disbursing Officer.
- Student and faculty/staff accounts receivable for all
charges other than Loans and Scholarships are maintained in this
office.
Loans and Scholarships Section
- This section houses and maintains all fiscal records for
the NDEA/NDSL Perkins Fund, Appalachian State University Student
Loan Fund, Appalachian State University Scholarship Fund, Appalachian
State University Funds on Deposit, College Work Study, PELL, and
S.E.O.G. programs.
- In addition to the normal bookkeeping activities, Loans
and Scholarships is responsible for direct contact with students,
former aid recipients, collection agency representatives, Department
of State Auditors, Department of Justice and program officers for
the Department of Health, Education and Welfare.
- This section is responsible for all activities involved
in issuing checks and ultimately collecting repayments.
Description of Budget Function
The character and purpose of Budget Administration can be explained
by the following statements of its objectives and functions:
- Coordinate and prepare the biennial Continuation Budget
and Expansion Budget.
- Prepare quarterly allotments for the expenditure/receipt
of State Funds and submit to the Office of State Budget and Management.
- Prepare Quarterly Cash Requirement Worksheets and
submit to the State Controller's Office.
- Work with all divisions of the University to distribute
and maintain their budgets.
- Monitor departmental budgets to prevent over spending.
- Notify departments of any over expended/over encumbered
budget pools/objects within their departmental account.
- Process all internal budget adjustments and flexibility
budget revisions and maintain the Online Budget Transfer System.
- Prepare budget revisions for approval by the Office
of State Budget and Management.
- Maintain the University (Payroll) Position Management
System to monitor lapsed salaries and salary reserves.
- Prepare special reports at the request of the General
Administration of the University of North Carolina System, the
North Carolina General Assembly-Fiscal Research Office, Office
of State Budget and Management and other offices within the University.
- Administer State Information Processing Services
(SIPS) Resource Access Control (RACF) Security.
- Establish new departmental accounts as required.
- Maintain the database of organizational structure
for various reporting.
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