Administrative Services Administrative Services covers a broad scope of responsibilities around campus. We do more than the financial function on campus. We are very collaborative with every department on campus, as well as many off-campus stakeholders. Our needs may overlap with each other, but our roles cover specific services to work with our students, staff, visitors or patrons; our customers. We view customer service as a consistent attribute between all our areas. Our departments are very collaborative throughout campus, working with almost every campus unit. The departments represented in Administrative Services include the Vice President for Administrative Services, Business Office, Facilities Management, Food Service, NIACC BookZone and our Copy Center. All of these departments interact with many other departments to provide service to our customers or stakeholders. People who see our campus or purchase tickets to or attended a Performing Arts and Leadership event have had an interaction with Administrative Services. What We Do The office of the Vice President for Administrative Services serves as the College budget manager and advisor to the College President. I provide assistance in preparing the budget for the institution, providing support and tools to individual budget managers to monitor the progress during the year, and advise the President of the College of budgetary, institutional, facility and financing issues or concerns. I serve as the Secretary to the Board, handle the banking for the College and coordinate the efforts between the stated various departments. I serve as Secretary/Treasurer for the NIACC Foundation. Insurances services for the college are coordinated through this office as well as banking and audit services. The Business Office handles all of the accounting functions for both the college and the foundation. This includes collection and deposit of funds, processing and disbursement of funds, and reporting, both internally and externally. We currently have a staff of 9 full-time employees. Facilities Management goals are customer service, cost management strategies, safety and training and required identification and training for OSHA/EPA and other agencies. We handle grounds, buildings, custodial and maintenance, furniture, repairs and snow removal. We currently have a staff of 15 full-time employees. Food Service handles all of the on-campus menu offerings for both the Activity Center and Student Housing. This includes menu creation, forecasting, ordering, preparation and serving. These services are available to staff, students, and on-campus meetings for both internal and external customers. We currently have a staff of 2 full-time employees and 15-25 part-time or contracted employees. The NIACC BookZone is a college-owned store that provides access to books and educational materials required by our instructors and courses as well as school supplies, spirit wear, and gift items. We provide options for faculty to offer different types of texts and materials for our students. Credit students, non-credit students, high school credit students and Buena Vista students all are customers of our store. We currently have 1 full-time employee and 2 part-time employees. All copy jobs for the college are handled by the Copy Center, with 1 full-time employee. This includes standard black and white copies, color copies, and finishing, such as staples, binding, etc. Exceptions to this are specialty jobs, such as the Performing Arts book, Continuing Education bulletin, and InTouch Newsletter, are contracted to outside vendors. Within each department, we have roles or services we provide. Expanded below, we share services of each department. Within the Business Office: Accounts Receivable: Bills for credit students are generated and maintained in the Business Office. Bills to students for tuition, fees, books and housing, as well as sponsorship bills to outside agencies (including are high schools) paying on students’ behalf are sent electronically and/or via regular mail by the Business Office. Financial aid awards (grants, scholarships, and loans) are transmitted electronically to student bills every other week throughout the semester, and refund checks for any excess funds are printed and made available for students to pick up in the Business Office. Reports summarizing outstanding student accounts are updated monthly; more detailed records are completed annually for fiscal year-end reporting. Form 1098-T tuition statements are issued annually by calendar year to students, as required by IRS regulations. Bills for non-credit classes, primarily to local businesses, are maintained by the continuing education department. Initial billings for room & catering bills for events held on campus, automotive bills for work completed by students in the automotive labs, and other miscellaneous billings are handled directly by those departments. Follow-up collection activities, however, are coordinated by the Business Office. Payments for all accounts receivable are collected, receipted, and deposited by the Business Office. Payments can be made by mail, phone, in person, or on the internet. Monies collected from auxiliary activities (BookZone, food service, athletics, etc.) are delivered daily to the Business Office, amounts are verified, and then receipted to appropriate revenue accounts. All receipts are reconciled, and all payments are deposited to the bank, on a daily basis. Unpaid accounts have been an area of concern. We have started a stronger approach to collection, monitoring enrollment for those not attending, and taking a more personal approach to this process. We have elected to ‘unenroll’ students that have not been attending. This happened this week (week of November 18). Our approach to spring enrollments and collections will be to take action earlier in the semester to evaluate our student payments and attendance. These management efforts are anticipated to save the college a significant portion of our bad debt expense at the end of the year (projected savings of $125,000). Accounts Payable: Invoices, requisitions, honorariums (non-payroll), employee reimbursements, and other payments to vendors are processed through the Business Office. Checks are issued twice per month, with exceptions made for special check runs and manual checks to be processed as the need arises. Checks and all supporting documentation are scanned to the ImageNow imaging system for archiving. Accurate vendor files, including tax identification numbers, are maintained, and 1099-MISC miscellaneous income forms are issued annually by calendar year to qualifying vendors, as required by IRS regulations. Employee P-cards are coordinated by the Business Office. Individual employees reconcile their own transactions through a secure website, and turn in their receipts to the Business Office. Each employee statement is verified for accuracy and proper coding. Payment for monthly P- card charges is completed by automatic ACH through the bank. Annual unclaimed property reports are completed and filed with various states as required. Payroll: Payroll for all NIACC employees is processed through the Business Office. Full-time employees include faculty, professional salaried staff, facilities staff, and office clerical staff. Part-time employees may include adjunct faculty (credit and non-credit), work study students, adult literacy instructors, food service staff, book store staff, auditorium workers, clerical staff, assistant athletic coaches, and others. All employees are paid once per month. Master payroll records, including required employment paperwork, are maintained in the Business Office for all employees. Vendor checks for voluntary deductions are processed in conjunction with each monthly payroll. Insurance billings for all employee health, life, and LTD (long-term disability) are prepared, updated, and reconciled each month. Monthly, quarterly, and annual reports are prepared and filed as required for IPERS, TIAA-CREF, FICA & Medicare, federal and state withholding, and unemployment. W-2 forms are issued annually by calendar year to employees, as required by IRS regulations. Worker’s compensation accidents are processed through the Business Office and reported to the appropriate insurance agency, as well as other incident reports for students and campus visitors. Employment contracts for full-time faculty and salaried staff, and memos of employment for hourly staff, are prepared annually. Signed copies are maintained in permanent files in the Business Office. Fixed Asset and Small Equipment Inventory: All equipment items purchased for $800 and above are assigned a numbered property tag for inventory purposes. Fixed assets with purchase costs $5,000 or above are depreciated, as well as tagged. Detailed information for tagged equipment items, including date of purchase, cost, serial number, location, and description, is maintained in a database, which is reconciled back to the general ledger. The database is updated for relocated, disposed, and obsolete equipment. NIACC Foundation Bookkeeping: Bookkeeping and financial reporting for the NIACC Foundation are completed in the Business Office. While donations are recorded by the Institutional Advancement staff, the deposits are all routed through the Business Office, and then sent to the bank. All checks are printed in the Business Office. Auditorium Box Office: Tickets for NIACC’s Performing Arts & Leadership Series are sold exclusively through the Business Office. Tickets are