Financial

Roles & Responsibilities

College Level Administration

The College is responsible for developing our internal business processes and monitoring the activity in our academic units to ensure compliance with all state regulations, University policies and college-level business practices.

The Business Support Services (BSS) unit in ROSS is responsible for reviewing all expenditure requests from faculty, students and staff to ensure they're allowed under state statute and University policy. Unallowable expenses will be either declined or recommended to be paid from an alternative funding source by BSS.

Administrative staff in ROSS also reconciles funds that are managed at the college-level, which include the following:

Department Chair

Chairs are Accountable Officers at USF. They are expected to be good stewards and prudent in their approved consumption of university resources. Part of that responsibility includes ensuring financial reconciliations are completed on a monthly basis. In the College of Arts & Sciences, chairs are required to personally review the monthly reconciliations and officially sign off as the final step in the business process. Academic departments and chairs in CAS are responsible for managing and reconciling the following types of funds.

Faculty/Principal Investigators (PI’s)

Faculty with grants, internal awards and/or F&A returns are Accountable Officers at USF. They are responsible for the prudent management and approval for the consumption of university resources. Part of that responsibility includes ensuring financial reconciliations are completed on a monthly basis. In the College of Arts & Sciences, faculty are required to personally review the monthly reconciliations and officially sign off as the final step in the business process. The faculty in CAS are responsible for managing and reconciling the following types of funds that may be available to them.

Academic Support Staff @ the department level

They serve as the reconcilers for all the funds managed by chair and faculty in their academic department. Generally the Academic Services Administrator or Office Manager is responsible for reconciling the funds managed by the chair and the Unit Research Administrators (URA) are responsible for reconciling funds managed by faculty/PI's. For academic units that do not have enough grant activity to support a full-time URA, a URA from the College (CASDO-ADR office) will be assigned to support the PI's in that department.

Per USF UCO best practices, "Reconciliations should be performed by appropriate parties. Simply put, an individual who creates or controls a financial transaction is not the appropriate person to reconcile those transactions." Staff assigned the reconciler role may not approve any purchases of goods or services.

Controller's Office – Best Practice for Departmental Reconciliation of Expense and Revenue: http://www.usf.edu/business-finance/controller/documents/trfinbestpr3.doc