Controller
Fiscal Responsibilities of Account Directors
An Account Director is defined as anyone who is in control of a University account from which University expenditures are made. This includes, but is not limited to, Divisional Administrators, Department Chairs and Department Supervisors, DCGA Organization Treasurers, and Recipients of external or internal grants.
Account Directors will receive reports within two weeks of each month-end on the status of their accounts.
- Budget Status Report: This report summarizes revenue and expense activity as of a specific date. It includes columns for budget, year-to-date or project-to-date activity, open encumbrances (purchase orders and requisitions) and remaining budget available. Also included is any unspent or overspent funds carried forward from the prior year on accounts such as endowments, gifts and outside agencies.
- Detail Transaction Report: This report lists all individual revenue and expense transactions for an account for the reporting period.
- General Ledger Activity Report: This report lists beginning balance, detail transactions and ending balance of asset and liability accounts for the reporting period.
It is the responsibility of the Account Director to review these reports and to control spending on all accounts. If an account becomes overspent (actual expenses are greater than budgeted expenses), the Account Director will need to transfer budget from another account before further transactions can be made against the overspent account. Simply complete the Budget Transfer Form [xls] and forward it to the Controller's Office.
An electronic copy of this form is available in the Campus "S" drive (S:\Departments\Controller\Resources\for Campus Employees\Accounting Forms).
Other responsibilities of the Account Director include:
- Approve all documents initiating an encumbrance or expenditure against accounts controlled. This includes Purchase Requisitions, Invoices, Requests for Payment, Journal Entries, Budget Transfers and any other similar documents.
- Submit budget requests for the ensuing academic year each fall, at the Controller's request. Final approved budgets are mailed to Account Directors in May of each year.
On-line, real-time viewing of accounts is available to all faculty and staff using either a PC or Mac. Your request for this access should be addressed to the Controller, who will schedule a training time once the appropriate security is established. There is also the capability of processing your Purchase Requisitions on-line.