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Purchasing, financial procedure training available

By Vicki Trump, Controller's Office

Spectrum Volume 18 Issue 27 - April 11, 1996

This training is designed specifically for employees who are either new to the university or have new responsibilities that include purchasing or dealing with various financial transactions and records. There are three modules from which employees may select, or they may attend all of the training that is applicable. The modules are described below.

For those interested in attending any of these classes, contact Vicki Trump electronically at userid VTRUMP@vtvm1.cc.vt.edu or call 1-7448. All classes will be held in Personnel Services' training room, first floor, Southgate Center. Registration is limited.

FINANCIAL RECORDS SYSTEM (FRS). CONTENT: Overview of the Controller's Office, prompt pay, internal controls, computer security, managing departmental expenses versus budget, account-number structure, object codes, attributes/transaction codes, FRS screens, standard month-end reports, budget transfers, departmental encumbrances, reconciliation of month-end reports to departmental records. This class should be taken before the Purchasing/Computer Purchasing/Accounting class. NO CHARGE. Offered May 14, 1996, from 1 to 5 p.m.

VIRGINIA TECH FOUNDATION. CONTENT: A detailed description of the day-to-day procedures for the Virginia Tech Foundation (and FRS account numbers beginning with "88xxxx"). Material covered will include: opening/changing VTF FRS accounts; correct procedures for requesting disbursements, depositing funds, (both donations and other income), awarding scholarships/stipends/student awards; prohibited expenditures; how to read VTF quarterly reports; how to transfer funds to various state accounts; transferring funds from one VTF account to another VTF account; which state forms may be used for VTF, and how to log on to Foundation FRS system to inquire about balances and transactions. NO CHARGE. Offered May 28, 1996, from 1 to 5 p.m.

PURCHASING/COMPUTER PURCHASING/ACCOUNTING. CONTENT: Prompt pay, securing forms, contact people, completion of forms (purchase orders, requisitions, change orders, accounting vouchers, speed purchase orders, revenue-refund vouchers, travel, personal moving and relocation, interdepartmental service and printing requests, expenditure transfer, allowable/unallowable charges), and use of object codes. Purchasing guidelines, authority and responsibility, general procurement policies, procurement planning, and acquiring goods, printing and services. Contract administration, support and assistance, requisition processing, university purchasing procedures, surplus property, using Administrative Information Display system, and Central Stores services. Acquisition of computers and computer-related equipment.

The Financial Records System class should be taken prior to enrolling in this class. NO CHARGE. This 16-HOUR training session is offered May 16 from 1-5 p.m., May 17 from 1-5 p.m., May 29 from 8 a.m.-noon, and May 30 from 1-5 p.m.