Service Package Agreement

Service Package Agreement

College of Arts &Sciences Business Service Center andAmerican Studies Program

College of Arts & Sciences Business Service Center andDepartment

This Service Package Agreement represents the relationship between the Arts & Sciences Business Service Center(BSC) and the Departmentfor purposes of financial services.

I.OVERVIEW

The BSCwill serveas stewards of our customers' resources and the University's resources and policies. We will provide timely and accurate financial services. Additionally, we will provide guidance, counsel and recommendations for best practice, cost-savings and/or re-engineering opportunitiesfor Customer Departments when requested. The scope of potential services includes transaction processing as well as financial management and analysis. The BSC is customer-focused and is committed to providing flexible, high quality, cost effective, friendly service. Furthermore, the BSC recognizes that business management and operational decision-making must remain in the individual units, and will support these decisions.

This Agreement clarifies the roles and responsibilities of the BSC and its staff and the Customer Department. It is intended to delineate work flows and responsibilities, to enhance communication, and to define problem resolution paths.

This Agreement specifically identifies and addresses:

Services being provided by the BSC
Division of responsibilities between the BSC and the Customer
Service availability and response standards
Reporting
Problem resolution
Periodic reviews

II.SERVICES

Specific services available from the BSC are listed in Appendix A. As the services provided to the Customer Department change, this Appendix will be updated by the Department and the BSC. Procedures and responsibilities of the Department and the BSC are defined by checkboxes as agreed upon in the appendix section.

III.RESPONSIBILITIES and ACCOUNTABILITIES

The BSC will follow and require Customers to follow University policies and procedures at all times - including insuring separation of duties, appropriate transaction authority, retention of records, timely completion of documentation, communication and training. The BSC will be proactive in partnering with Customer Departments and will be responsive to requests in a timely way.

University systems provided for account and transaction review are accessible at:

Using the dropdown arrow beside ‘Dashboards’ you can access WebFin2 or the General Ledger Basic Activity. If you need assistance utilizing these tools please contact the BSC.

The reliance upon a BSC for financial transaction processing or financial management activities does not remove financial stewardship and management oversight responsibilities for a department from the department administrator (see Appendix B). Specific actions may vary depending on the support provided by the BSC, but fundamental financial oversight responsibilities remain at the unit level. Department administrators should have current knowledge of the purpose and use of department accounts, the level of risk associated with individual accounts and the related transaction activity, and confidence in the reasonableness of account balances.

The BSC Director plans, organizes, directs and controls all financial services within the BSC. The Director coordinates the delivery of these services to theCustomer Departments. The Director’s primary emphasis is to provide quality service to all Customers and to the University. The Director serves as an interface between the BSC, the Department and Central Administration. The Director regularly leads and participates in re-engineering efforts to improve service delivery.

Each Customer Department is assigned a primary Account Representative within the BSCwho is responsible for the daily operation of this Agreement. This representative willat all times comply with University policy, procedure and audit requirements. S/he will collaborate with Departmental staff to develop a business knowledge of each area so as to ensure appropriate judgment in accomplishing administrative activities, answering technical questions, and ensuring timely and effective attention to service issues pertinent to this agreement.

Each department also has a back-up support team to provide seamless assistance to Customers in case of the absence of the primary support contact.

Contact information for support and back-up teams for Departmentis as follows:

Name / Role / Email address / Phone Number
Pamela Stacey Coil / Director / psc1 / 255-5686
Heather Quick / Assistant Manager / hc224 / 255-4736
XXXXXX / Account Representative / XXXXXX / XXXXXX
Arts & Sciences Business Service Center
134 Goldwin Smith Hall / 255-5686
fax: 255-5633

The Customer Department and theBSCwill agree upon procedures governing the exchange of information, work requests and deliverables. This Agreement will includestandards regarding the timely forwarding of all documents for processing, providing accurate information, procuring goods and services appropriately, and providing the necessary feedback to allow for adjustments that will provide better, more efficient service. The Customer Departments will be proactive in partnering with the BSC and will be responsive to requests.

Special agreements by function, Department, or Department account are attached to this Agreement, as necessary. All Agreements and overall service satisfaction will be reviewed in a joint meeting at least once per year to include the appropriate BSC staff, Customer Department Head and Customer Department Contact. Customer needs and/or service satisfaction survey results will be monitored and may require additional meetings throughout the year.

BSC staff will have full access to all financial information for the Customer Department. BSC staff will be required to sign confidentiality agreements on an annual basis.

By signing this Agreement, the Customer Department delegates authority for the selected transactions to the BSC. The Customer Department will also indicate upon whose authority the BSC may act in an ad hoc fashion, and/or contrary to the terms of this Agreement. Further, the Customer Department will indicate those individuals, or positions, who are authorized to modify this Agreement.

IV.SERVICE AVAILABILITY and RESPONSE STANDARDS

The hours of operations of the BSCare 8:00 am to 4:30 pm, Monday – Friday. BSC staff may be reached at 255-5686, via FAX at 255-5633, or individual e-mail addresses.

The BSCis committed to providing services to our customers within the established turn-around/response standards (see attached). BSC staff will also acknowledge email, telephone or walk-in requests within two business days.

V.PROBLEM RESOLUTION

Both the BSC andDepartment will work together in good faith to achieve and maintain a positive working relationship. Problems, exceptions and performance issues should be noted and reported to the BSC Director for attention and resolution. Department Heads and/or Department Contacts will determine whether reported problems require immediate action or may be deferred until a regular meeting.

VI.PERIODIC REVIEW

The BSCDirector will meet at least annually with each Customer Departments’ Administrative Manager to specifically cover the following items:

Current service performance
Adequacy of current service standards
Issues that may affect the delivery of future services
Affirmation or revision of this Agreement to reflect services provided

The meeting may include other BSC and/or Departmental representatives as determined by the BSC Director or Administrative Manager.

Both the BSC and the Customer Department are urged to approach this Agreement in the spirit of cooperation.

______

DepartmentDirector, College of Arts & Sciences

Manager/Department Head Administrative Service Center

Date______Date ______

VIII.Agreement Modification

The following departmental or program members are authorized to modify this agreement or instruct the BSC to act in a manner contrary to this agreement and/or in an ad hoc fashion.

APPENDIX A: Financial Transaction Responsibility Matrix (The College of Arts and Sciences Business Service Center partners with departments and has customized arrangements for each financial process. This matrix helps provide a clear distinction of who is responsible for what within the process itself.)

Procurement Card Purchases
DEPARTMENT / BSC
Identifies account / Looks for standard unallowables such as alcohol.
Reviews for compliance (prior approval, budgetary, allowability, etc.) – is it a sponsored award, restricted gifts. / Reviews for prohibited procurement card purchases in accordance with University policy and BSC best practices provided by University Controller.
Reviews expenses normally considered indirect (unallowable on sponsored accounts) or Cornell unallowable. If allowed provide detailed justification per DFA guidelines. / BSC reviews for sufficient supporting documentation, requests any missing documentation or clarification/expansion of business purpose if needed. Reviews meal purchases for meal attendees and affiliations, business purpose.
Submits original receipts to BSC with justification and approval for card holder to charge to indicated account. If original receipt is not submitted statement is included detailing reason. / Reviews expenses normally considered indirect (unallowable on sponsored accounts) or Cornell unallowable.
External ORGS- receipt is reviewed for policy (tax must be included or organization’s tax exempt certificate on file in BSC). / Reviews for object code appropriateness. Communicates with department regarding DFA recommendations or suggested changes.
Reviews for duplication with other transactions. / BSC pulls receipt from the PCard Scanning system, attaches receipt and approves transaction in KFS system.
Department scans and attaches receipt in Pcard scanning system, providing detailed justification, account to be charged, meal detail if applicable. Department retains original receipt for 1 year from date of transaction appearing on statement. / BSC reviews receipt in KFS system attached by department and approves transaction after review of receipt, business purpose, account detail and object code.
Department scans and attaches receipt in Pcard scanning system, providing detailed justification, account to be charged, meal detail if applicable. Department sends original receipt to BSC to retain for 1 year from date of transaction appearing on statement. / BSC scans and attaches original receipt to KFS system. BSC retains original document for 1 year after transaction appears in system.
Department scans and attaches receipt directly in KFS system (detailed justification, account to be charged, meal detail is applicable is provided with receipt). Department retains original receipt for 1 year from date of transaction appearing on statement. / If Department retains original receipts BSC will perform a scheduled, random audit of original receipts at least annually. Department will be notified of transaction needed at least 2 weeks prior to BSC representative visit.
eShop
DEPARTMENT / BSC
Department user initiates order, assigns account, and submits request either to department approver for review and account number assignment or directly to vendor if under $500. If over $500 order will route to BSC approverfor review, approval and then route to vendor. / When routed to BSC, review is done for sufficient supporting documentation, requests any missing documentation or clarification/expansion of business purpose if needed. Reviews meal purchases for meal attendees and affiliations, business purpose.
Department is responsible for notifying users when account balance is not sufficient, account is terming. If user is submitting directly to vendor user must be informed of account guidelines and funding agency. / When routed to BSC, review is done for account appropriateness, object code usage, business purpose.
Department performs post audit review of transactions as per policy (esp. sponsored accounts). / BSC reviews vendor invoice to ensure invoicing aligns with purchase. If total invoice differs from original price by 25% or more department will be contacted for approval.
Department identifies charges to be moved and processes
Purchasing – BSC Procurement Card Requests/Purchase Orders
DEPARTMENT / BSC
Prepares appropriate request after determining if BSC PCard, Purchase Order, or Disbursement Voucher is needed (may be in consultation with BSC representative). / Pre-purchase order guidance; provides guidance with bids, policies, independent contractor, insurance requirements, proper purchasing methods.
Identifies account, reviews term date if applicable and account balance to ensure funding. / Reviews for completeness of business purpose and justification if needed; reviews for sufficient supporting documentation, requests missing or expanded documentation. If additional information is required contacts Department.
Reviews for duplication of other transactions. / Identifies account, reviews term date if applicable and account balance to ensure funding.
Reviews purchase for account allowability, business purpose and justification if needed, if required prepares sole source justification and obtains quote for orders totally more than $5,000. Reviews University purchasing guidelines to determine required documentation. / Reviews for University policy and procedure. Works with central University offices such as Procurement Services, Risk Management, Council’s Office.
Reviews open purchase orders, purchase orders requiring receiving by department. / Processes Vendor Requests submitted by Departments.
For BSC PCard requests, when requesting payment for Caterer’s on Risk Management’s Caterer’s list, Department fills out the Caterer Contract form and submits to BSC. / For urgent purchases works with vendors to obtain information/documentation: pricing, W-9, new vendor forms, insurance information.
Initiates requisition, scan and attach quote, retain original documentation for 1 year. To BSC for review and approval. / Assists Departments with payment information (check number, check copies, replacement checks/voids).
BSC initiates requisition, attaches quote, approves document. FYI to requestor.
Disbursement Vouchers – Wire Transfers
DEPARTMENT / BSC
Verifies account, reviews payment for award compliance (budgetary, allowability, etc.) / Pre-purchase order guidance; provides guidance with bids, policies, independent contractor, insurance requirements, proper purchasing methods.
Reviews expense to determine if disbursement voucher is appropriate method of payment (may be in consultation with BSC representative). / Reviews for completeness of business purpose and if needed, justification; reviews for sufficient supporting documentation, requests missing or expanded documentation, arithmetic. If additional information is required contacts Department.
Provides business purpose and justification of purchase. / Reviews for University policy and procedure.
Search KFS system to determine if Vendor request is required-submits vendor request with W9 to BSC (by fax or drop box—do not e-mail). / Reviews meals purchases for meal attendees and affiliations. Looks for standard unallowables such as alcohol.
Initiates disbursement voucher, scan and attach invoice, retain original documentation for 1 year. / BSC initiates disbursement voucher, approves document. FYI to requestor.
SUBCONTRACT PAYMENTS:
Receives monthly/quarterly/etc. invoices from Subcontractor, reviews for appropriates as defined by subcontract budget, obtains PI documented (by e-mail or signed approval statement on invoice) approval. Verifies totals. / If Department retains original receipts BSC will perform a scheduled, random audit of original receipts annually. Department will be notified of transaction needed at least 2 weeks prior to BSC representative visit.
Ensures that the following is included on invoice: Billing period; Contract #; Certification; if final invoice must contain “FINAL”.
Verifies account, reviews payment for award compliance (budgetary, allowability, etc.)
Initiates disbursement voucher, scan and attach approved invoice, retain original documentation for 1 year.
Travel Reimbursements – Travel Advances
DEPARTMENT / BSC
Verifies account, reviews for award compliance (budgetary, allowability, trip is within budget period) / Reviews for completeness of business purpose and if needed, justification; reviews for sufficient supporting documentation, requests missing or expanded documentation, arithmetic. If additional information is required contacts Department.
Reviews for duplication with other transactions. / Reviews meals purchases for meal attendees and affiliations. Looks for standard unallowables such as alcohol.
Submits organized receipts, account information, business purpose, dates of trip, completed and signed travel reimbursement form or travel advance form, if applicable, to BSC to prepare. / Reviews for University policy and procedure on business expenses.
Creates trip in Trip system, scans and attaches documentation to trip and creates a disbursement voucher in KFS system (includes business purpose as appropriate to account being charged). / Reviews currency conversion if foreign trip, reviews for personal travel, reviews trip dates, proper per diem.
Initiates disbursement voucher, scan and attach invoice, retain original documentation for 1 year. / If required, communicates with traveler on travel policy and assists in organizing receipts.
Prepares trip in Trip System, disbursement voucher in KFS System. Retains original receipts and documentation for 1 year.
If Department retains original receipts BSC will perform a scheduled, random audit of original receipts annually. Department will be notified of transaction needed at least 2 weeks prior to BSC representative visit.
Deposits
DEPARTMENT / BSC
CASH: / CASH:
Prepares deposit form & Advance deposit edoc in KFS system. / No Role
Schedules pickup with Armored Car Service (contact Cash Management) or delivers bank bag with cash and deposit form noting edoc directly to Day Hall Cashier/Tompkins Trust Company. / Prepares deposit form and Advance deposit edoc. Delivers bank bag with cash and deposit form noting edoc directly to Day Hall Cashier.
Ensures cash handling processes are in place in accordance with University policy (contact BSC representative for guidance if needed).
Reviews for duplication with other transactions.
CHECKS: / CHECKS:
Verifies the check belongs/benefits the Department. / No role.
Endorses check prior to submission to BSC. / Receives check, prepares deposit form and Advance Deposit edoc. Deposits check through Remote Capture System.
Indicates the deposit account on the back of the check within the designated area for endorsing. Delivers to BSC for deposit in locked bag. / Retains check per policy / destroys check per policy.
Receives check, prepares deposit form and Advance Deposit edoc. Delivers directly to Day Hall in locked bag or processes through Remote Capture System.
Retains check per policy / destroys check per policy.
GIFT CHECKS: / GIFT CHECKS:
Department sends letter of acknowledgement to Donor. (Note, all gifts are acknowledged by Alumni Affairs/Gift Records) / No role.
Endorse check "For Deposit Only to Cornell University"; Complete a Gift Information Form. Place source documentation (check/note/other) with the completedGiftInformation Form (one per check) inside the original envelope, and place the envelope inside a special business reply envelope, supplied by Advancement Services (contact Tonya Reynolds). Mail to Bank of New York Mellon:
BNY Mellon Lockbox 223623
CU Lockbox
Pittsburgh, PA 15253-9876 / Provides Department with gift form and envelope to mail to BNY Mellon Lockbox.
Note: If you receive cash gifts from donors, do not send the gift to the new lockbox at Bank of New York Mellon. DO NOT SEND CASH through U.S. or campus mail. Cash gifts coming to your department must be deposited at the Tompkins Trust Company bank. Contact Advancement Services for instructions.
Sends copies as needed to Corporate and Foundation Relations.
Receiving (Invoices)
DEPARTMENT / BSC
Answers BSC inquiries prior to transaction being released to account: Review normally indirect costs, budget questions, accounts questions. / BSC reviews and approves invoices submitted for approval and payment.
Department provides approval or provides alternative accounts to charge (BSC initiates contact). / For purchase orders $5,000 and over BSC obtains approval from end user to release and approve payment.
Department identifies invoice discrepancies and working with end users and vendors as needed. / For purchase orders $5,000 and over BSC approves payment based on information provided by department in KFS.
Department enters receiving in KFS system, attaches scan of packing list to purchase order. / BSC works with Invoice Processing and Procurement Services to expedite payments as needed.
Department adds notes to purchase order providing BSC information that items have been received and order is OK to pay.
Direct Charges: Statler Hotel, Cornell Campus Store, CIT, Chem Stock Room, LASSP, Job Cost Invoices
DEPARTMENT / BSC
Department obtains receipts from initiator of charge, reviews charge and verifies user initiating charge. Reviews for business purpose, object code, Federal and CU unallowables. / BSC returns direct charge backup to department if received in the BSC.
Department reviews and follows up with PI when needed. / BSC retains backup/original direct charge documentation (department sends to BSC).
Department retains backup/original direct charge documentation (Note: It is helpful to retain original documentation on sponsored accounts until award/account is closed.)
KFS edocs: Distribution of Income & Expense, General Error Correction, Internal Billing, Pre-Encumbrances, Transfer of Funds
DEPARTMENT / BSC
Department identifies needs for transactions, initiates edoc, scans and attaches backup documentation (except for sensitive information—user should either mask sensitive information prior to scanning or note on the edoc that documentation not attached due to sensitive information, then drop box the documents to the BSC representative. / BSC reviews transaction for allowability, object codes, business purpose and justification. Late cost transfers require specific information—request template from your BSC representative if needed.

The BSC strives to attain a 2-day turn-around on requests. Once the transaction has been completed by the BSC, additional time is needed for handling by other areas within the Division of Financial Affairs. This time may extend up to 10 business days.