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2014 FOA/PSSOA CSU Business Conference 2014 FOA/PSSOA CSU Business Conference Achieving Efficiencies in GAAP Preparation at CSU East Bay Sherry Pickering Director, Fiscal Services

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Page 1: Sherry Pickering Director, Fiscal Services. Campus information Main Campus located in the Hayward hills Satellite Locations: Concord & Oakland Fall 20103

2 0 1 4 F O A / P SS O A C S U B u s i n e s s C o n f e r e n c e2 0 1 4 F O A / P SS O A C S U B u s i n e s s C o n f e r e n c e

Achieving Efficiencies in GAAP Preparation at CSU East Bay

Sherry PickeringDirector, Fiscal Services

Page 2: Sherry Pickering Director, Fiscal Services. Campus information Main Campus located in the Hayward hills Satellite Locations: Concord & Oakland Fall 20103

2 0 1 4 F O A / P SS O A C S U B u s i n e s s C o n f e r e n c e

Campus informationMain Campus located in the Hayward hills

Satellite Locations: Concord & OaklandFall 20103 enrollment 13,851Four colleges

50 Baccalaureate degrees/62 minors39 Credentials and certificates35 Master’s degreesEd.D. in Educational Leadership

Three Auxiliary Organizations

Page 3: Sherry Pickering Director, Fiscal Services. Campus information Main Campus located in the Hayward hills Satellite Locations: Concord & Oakland Fall 20103

2 0 1 4 F O A / P SS O A C S U B u s i n e s s C o n f e r e n c e

Staff structure Director

General Accounting Manager

Accountant Accountant Accountant AccountantDonor Funds Accounting

Services

Donor Funds Coordinator

Sponsored Programs

Administrator

Assistant Sponsored Programs

Administrator

At East Bay, staff duties include both legal accounting and GAAP reporting tasks.

Page 4: Sherry Pickering Director, Fiscal Services. Campus information Main Campus located in the Hayward hills Satellite Locations: Concord & Oakland Fall 20103

2 0 1 4 F O A / P SS O A C S U B u s i n e s s C o n f e r e n c e

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Page 5: Sherry Pickering Director, Fiscal Services. Campus information Main Campus located in the Hayward hills Satellite Locations: Concord & Oakland Fall 20103

2 0 1 4 F O A / P SS O A C S U B u s i n e s s C o n f e r e n c e

Improvements to GAAPAdd missing deadlines to Legal and GAAP

schedules

Engage other departments

Prep request for the schedules and inventory requests

Implement process improvements

Page 6: Sherry Pickering Director, Fiscal Services. Campus information Main Campus located in the Hayward hills Satellite Locations: Concord & Oakland Fall 20103

2 0 1 4 F O A / P SS O A C S U B u s i n e s s C o n f e r e n c e

Warren Hall – August 17, 2013

Page 7: Sherry Pickering Director, Fiscal Services. Campus information Main Campus located in the Hayward hills Satellite Locations: Concord & Oakland Fall 20103

2 0 1 4 F O A / P SS O A C S U B u s i n e s s C o n f e r e n c e

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Page 8: Sherry Pickering Director, Fiscal Services. Campus information Main Campus located in the Hayward hills Satellite Locations: Concord & Oakland Fall 20103

2 0 1 4 F O A / P SS O A C S U B u s i n e s s C o n f e r e n c e

Data Warehouse

Page 9: Sherry Pickering Director, Fiscal Services. Campus information Main Campus located in the Hayward hills Satellite Locations: Concord & Oakland Fall 20103

2 0 1 4 F O A / P SS O A C S U B u s i n e s s C o n f e r e n c e

Page 10: Sherry Pickering Director, Fiscal Services. Campus information Main Campus located in the Hayward hills Satellite Locations: Concord & Oakland Fall 20103

2 0 1 4 F O A / P SS O A C S U B u s i n e s s C o n f e r e n c e2 0 1 4 F O A / P SS O A C S U B u s i n e s s C o n f e r e n c e

Achieving Efficiencies in GAAP Preparation at San Diego State

University

Chris BronsdonUniversity Controller

Page 11: Sherry Pickering Director, Fiscal Services. Campus information Main Campus located in the Hayward hills Satellite Locations: Concord & Oakland Fall 20103

2 0 1 4 F O A / P SS O A C S U B u s i n e s s C o n f e r e n c e

Campus InformationMain Campus – San Diego

Satellite Campus: Imperial Valley (Brawley and Calexico)FY 13/14 Enrollment – 34,887 (excludes Extended

Studies)Eight Colleges

190 Degree Programs (including 22 Doctoral Programs)8,037 Degrees Granted – FY 12/13

Employees Headcount (as of May 2013) – 5,813Instructional Faculty – 1,507Staff – 1,609Grad. Assistants and Teaching Assoc. – 1,191Student Assistants

Four Auxiliary Organizations

Page 12: Sherry Pickering Director, Fiscal Services. Campus information Main Campus located in the Hayward hills Satellite Locations: Concord & Oakland Fall 20103

2 0 1 4 F O A / P SS O A C S U B u s i n e s s C o n f e r e n c e

Organizational Structure Christopher Bronsdon

University Controller

Kim ReillyAssistant Controller

Dana McCoy Accounting

Services Manager

Cathleen Austin Accounts

Payable Manager

Bernice Casillas

Student Account Services Manager

Paul Carlisle SDSUCard Manager

Lia CardoniFinancial Reporting

Manager

Page 13: Sherry Pickering Director, Fiscal Services. Campus information Main Campus located in the Hayward hills Satellite Locations: Concord & Oakland Fall 20103

2 0 1 4 F O A / P SS O A C S U B u s i n e s s C o n f e r e n c e

Organizational Structure

Lia CardoniFinancial Reporting

Manager

Tam NgoAccountant

Page 14: Sherry Pickering Director, Fiscal Services. Campus information Main Campus located in the Hayward hills Satellite Locations: Concord & Oakland Fall 20103

2 0 1 4 F O A / P SS O A C S U B u s i n e s s C o n f e r e n c e

GAAP – The Year-Round Process1. Focus On Tasks Which Can Be

Performed Throughout the Year Leases

Quarterly Meeting - Contract and Procurement Management

Update Lease PBC’s Analyze Leases as Capital or Operating

Tuition and Fee Reasonableness Test Input Data for Summer and Fall 2013 Now (Spring 2014

May Even Be Ready) Update PBC’s and Have Them Ready to Input FY

13/14 Data Reverse FY 12/13 GAAP JE’s Now Consolidate to the GAAP Ledger Throughout the

Year

Page 15: Sherry Pickering Director, Fiscal Services. Campus information Main Campus located in the Hayward hills Satellite Locations: Concord & Oakland Fall 20103

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GAAP – The Year-Round Process2. Meet with Aux. Org. Management

Regularly Discuss Significant Related Party Transactions Ensure A/R’s and A/P’s Are Reconciled Routinely Attend Audit Committee Meetings

3. Focus on Non-Routine Transactions Correspond Regularly and Educate Contracts and

Procurement Management About GAAP Issues Research GAAP Issues Engage Chancellor’s Office as Necessary (CP and

SRB/Aux. Org.)

4. Consider Hiring a Student Intern Routine/Repetitive Tasks

Page 16: Sherry Pickering Director, Fiscal Services. Campus information Main Campus located in the Hayward hills Satellite Locations: Concord & Oakland Fall 20103

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Aztec Center – February 2011

Page 17: Sherry Pickering Director, Fiscal Services. Campus information Main Campus located in the Hayward hills Satellite Locations: Concord & Oakland Fall 20103

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Cornrad Prebys Aztec Student Union – February 2014

Page 18: Sherry Pickering Director, Fiscal Services. Campus information Main Campus located in the Hayward hills Satellite Locations: Concord & Oakland Fall 20103

2 0 1 4 F O A / P SS O A C S U B u s i n e s s C o n f e r e n c e2 0 1 4 F O A / P SS O A C S U B u s i n e s s C o n f e r e n c e

Achieving Efficiencies in GAAP Preparation at Systemwide

Sheralin KlinthongAssociate Director, Financial Reporting and

Review

Page 19: Sherry Pickering Director, Fiscal Services. Campus information Main Campus located in the Hayward hills Satellite Locations: Concord & Oakland Fall 20103

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Systemwide InitiativesMaster timeline – due dates/deliverablesSharePoint – centralized PBC repository siteGAAP manual / trainingsCentralized approach for implementation of

new GASB standard(s) Weekly GAAP conference calls Annual feedback processSFSR team – available to assist on GAAP

related issues/questions ; liaison to external auditors

Page 20: Sherry Pickering Director, Fiscal Services. Campus information Main Campus located in the Hayward hills Satellite Locations: Concord & Oakland Fall 20103

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Any Questions?