Core Office Duties

√  Review department coding of financial transactions

√  Use the Banner/MyReports systems to monitor funds and projects at an institutional level

√  Monitoring General Ledger accounts for accuracy or reasonableness

√  Monitor funds so that assets meet or exceed liabilities (avoid deficit net asset balances)

√  Review financial activity (revenue and expense accounts) for accuracy or reasonableness, awareness and planning

√  Ensure departments use resources prudently in fulfillment of department mission and in compliance with University policies and guidelines

√  Ensure departments use the appropriate University process for ordering, receiving and paying for goods and services

√  Establish responsibilities so internal controls are strong

√  Ensure all goods and services are received and acceptable before payment

√  Pay invoices accurately and timely

√  Establish procedures so all vendor early payment discounts are used and no late payments are made

√  Retain invoices and other supporting documentation in accordance with UNM’s Records Retention requirements

√  Prepare realistic budgets annually

√  Revise budgets as necessary

√  Preparation, review and approval of Travel Expense Vouchers to reimburse employee travel expenses with appropriate supporting documentation. Verify the propriety of the trip, most prudent method of travel, document justifications

√  Departments need to be available to answer any questions as a result of audits by any Accounting Office, Budget Office, and Office of the State Auditor, Legislative Finance Committee Auditor, Internal Audit, or by other external private, state or federal auditors.   It is the responsibility of departments to cooperate with these audits and provide any information requested as timely as possible. 

√  Ensure that proper University procedures are followed for the acquisition of property, equipment, supplies, etc.

√  Manage capital equipment inventory making sure accounting records are updated on a timely basis and making sure equipment resources are appropriately managed 

√  Report equipment deletions and transfers timely to the Accounting Office, so records are updated

√  Report stolen items to University Police

√  Turn surplus items over to the University Services Office, for use by another department or public auction

√  Prohibit the personal use of university equipment

√  Ensure the department’s annual inventory of equipment items (required by state law) is completed by the requested deadlines

√  Take advantage of the UNM’s state sales tax exemption on all purchases, as appropriate