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Controller's Office Policy Manual

1. Controller Area Program For ACE Implementation

The A&F Division Achievement, Competence, Excellence Awards (ACE) programs are designed to recognize the extra efforts and high level of service Division employees apply to their jobs. The Controller’s Office supports the award programs and urges its employees to nominate persons when they experience such efforts. The following sections present additional information on each program.

1. Spot Award:

A Spot Award is appropriate when an employee did a particular action that shows initiative above and beyond normal requirements. The nominator should submit to the employee’s supervisor the circumstances, action taken and benefits of the action taken by the employee. Care should be taken to adequately explain and demonstrate the basis for the award to be issued.

Although anyone can recommend a person for the award, the employee’s immediate supervisor is responsible for reviewing the situation and authorizing the Spot Award. Supervisors will review the nomination to ensure that the program’s intent of recognizing employees who do a specific act that is truly outstanding for that particular level of worker and circumstance is met. Supervisors should review the nomination on its own merits. Overall performance or other employee issues should not have a positive or negative impact on issuing Spot Awards.

It is suggested that before informing the employee of the intent to nominate them for an award, the immediate supervisor’s approval be obtained. Supervisors must be responsive to the nominator’s request in a timely manner as one of the most important aspects of the program is immediate recognition of the employee’s action.

The Office/Unit head will actually issue the award. The award will consist of a coffee mug with the campus and ACE program logos. A supply of mugs will be on hand for immediate issuance. The program also provides for a recognition card to be issued to the employee. Other gifts are available for those persons who receive more than one award.

Spot Awards will be announced to all members of the Controller’s area through a special e-mail message. The message will be issued by the Office/Unit head and will identify the reason for the award and the benefit that resulted from the employee’s action. Mention of the award will also be made in any informational document issued by the Controller’s area. Since it is recognized that some employees may not want the award publicized, supervisors should give the employee the opportunity to forego the e-mail and other notifications controlled by the Controller’s area. Persons recognized by the ACE Program will be noted in the A&F Notes publication and have a notation made in their official University personnel file.

 

2. Employee Pride and Customer Service Award:

This award is intended to recognize a person or team for a specific action or service that evidences pride in the delivery of work, and the delivery of service to external or internal customers. The award is presented for recommending, developing, implementing or carrying out an action which benefits the workplace, positively affects productivity/efficiency or demonstrates a high level of customer service and satisfaction. The award may be based upon a specific action taken by the employee or in recognition of the employee’s sustained high level of service and skill.

It is intended that the Division ACE Awards Committee issue the award quarterly. Peers, customers or supervisors throughout the campus can nominate persons to receive the awards. Nominations are submitted directly to the ACE Awards Committee. Nomination forms are available at the Office Reception Desk.

 

3. Employee/Team of the Quarter Award:

This award is issued to recognize employees, either as an individual or team, who consistently exceed their position requirements, exemplify University values, and contribute to the overall success of their Office/Unit, the Controller’s area or the Division of Administration and Finance.

Employees can be nominated for the award by their peers, supervisors, or customers inside or outside of Administration and Finance. Nominations for the award must be submitted to the ACE Awards Committee during the first two and one half months of the quarter (January 1 – March 31, April 1 – June 30, July 1 – September 30, and October 1 – December 31).

The Controller’s area has two representatives on the Division-wide committee and it is expected those two individuals will function independently of the Controller’s area while fulfilling their roles on the Committee.

It is expected that recipients of the Employee/Team of the Quarter Award will be announced to all members of the Controller’s area through a special e-mail message. The message will be issued by the Office/Unit head and will identify the reason for the award and the benefit that resulted from the employee’s or team’s action. Mention of the award will also be made in any informational document issued by the Controller’s area. Again, in view of the belief that some employees may not want the award publicized, supervisors should give the employee the opportunity to forego the e-mail and other notifications controlled by the Controller’s Area. Persons recognized in the ACE Program will be noted in the A&F Notes publication and have a notation made in their official University personnel file.

4. Manager Responsibility:

The A & F ACE Program is designed to recognize the outstanding work done by Division employees. Staff morale and commitment is enhanced when their efforts are rewarded. It is incumbent upon the upper managers of the Controller’s area to ensure that the Program is administered properly to maintain a positive attitude among the supervisors and staff in regard to the Program.

It should also be recognized that the Program should in no way deter supervisors from personally recognizing good and outstanding work done by Office employees.

 

2. Meetings, Committees and University Events

Employees are encouraged to take an active role in campus activities. Participation in University committees and events taking place during work hours require advance approval by the appropriate supervisor. Approvals will be granted based upon workload, office needs, etc.

Participation in a committee as a representative of the Controller’s Office can only be done with supervisor approval.

 

3. Course Work and Conferences

Employees are encouraged to pursue training that will enhance their performance. Requests for reimbursement, tuition waivers, release time and/or scheduled make-up time should be submitted to the person’s immediate supervisor to obtain appropriate approvals. The Controller will give final approval of all requests.

The request should be submitted as far in advance as possible. It is expected that on-campus training opportunities will be used to meet training needs whenever possible before outside providers are considered.

Approvals will be based on a number of factors including items such as unit workload, and work benefit. It is suggested that registration not be made until specifically approved by the Controller in the event approval is not granted.

It is important that the benefits identified in the course or conference be adapted into the work environment. Therefore, persons released for training or conference work or for which the campus will pay the costs will provide the following to their supervisor and the Controller:

1. Evaluation of training program or conference
2. Specific items etc. learned at the program or conference
3. How the information etc, learned at the program or conference will be used to improve themselves and/or their work performance
4. A follow-up memorandum three months after completion of the program or conference describing the benefit of implementing the items learned at the program or conference.
   

4. Parking Permit

Temporary parking permits are available for Lot 40 to be used by visitors/guests/employees of the Amherst Controller’s Office.

The permit is valid for one day and is for a specific parking lot. All information must be completely filled out in ink on the day of issue. Any alteration will void the permit and subject the bearer to penalties, including ticket and towing charges. The permit must be displayed on the driver’s side of the dashboard and be completely visible.

Permits are not to be used by employees in place of regular parking permits for convenience of closer parking during a regular work day.

A mobile parking permit, which allows for parking in any lot, is available for official office use. The permit requires that it be used in a registered vehicle. The permit is held in the reception area and will be issued only with Assistant Controller approval.

5. Mail Procedure

All mail received for the Controller’s Office is date stamped and routed by the Controller’s Office reception area mail clerk. Any other mail received is returned to the outgoing campus mail bin.

The only mail that is sorted and opened by the mail clerk is mail addressed to "Accounting Department," "Controller’s Office" or "Accounts Payable" with no individual referenced.

Mail that is addressed to an individual is routed to the proper person through mail slots in the mail distribution area. The person addressed or the clerk in that particular section will date-stamp this mail. Any mail that is received and date-stamped by the Controller’s Office and must be returned to the sender for any reason will be date-stamped again when it is received back the second time.

All mail opened by the mail clerk is then sorted into the following groups, stamped, and distributed.

 

To Be Stamped:

Disbursement Vouchers

-Travel (look for DP or T. . . in P.O. # column plus attached travel expense voucher

--Alice Labonte, back of white

-Others --list #2, back of white

Signed Purchase Orders and Change Forms --list #1, front

Recharges (all kinds) --list #1, back of white

Travel Authorizations

-No account number or "TRIP" --Alice Labonte, front

-Others --list #1, front

Travel Amendments --Alice Labonte, front

Accounting Input Forms --list #1, back of white

Payment Voucher Input Forms --list #1, back of pink

Request for New Account --Joanne Wheeler, front

OGCA Folders (Red and Blue ) --Joanne Wheeler, front of sheet in left pocket

Unsigned Purchase Orders and Change Forms --Procurement, except newspaper advertising which may be stamped unsigned, list #1

All Checks --Georgene

Invoices --Look for P.O. number. If it begins with a Y or M, give to Accounts Payable. If not, look for department address (NOT Receiving Room or Campus Distribution) and send out. If no address, leave for Georgene.

Statements/Overdue Notices --Leave for Georgene

Batch Transmittals --

Batch Controls --Norm Gousy

Monthly Cash Variance/Cash Handling Reports --

Filled out W-9 Forms or Vendor Address Changes --

Signature Authorizations --Jayne Krause

Insurance Co./Bank Statements --Treasurer’s Office, Venture Way

"Returned to sender" Mail --Open, give with envelope to whoever was sending it out.

QUESTIONS OR IMPORTANT-LOOKING ITEMS, SHOULD BE REFERRED TO THE RECEPTION AREA.

 

6. Microfiche Distribution

The Office receives microfiche copies of monthly FRS accounting reports. The microfiche reports provide information needed by the office for various inquiries and data retrieval. The people holding the microfiche records are responsible for their security and ensuring access to the information is provided only to persons having appropriate authority to view the data.

Betty Tedford	Full set of Amherst Campus Boston Worcester Central FBM092
Joanne Wheeler	Full set of Amherst Campus
Norman Gousy	Full set of Amherst Campus FBM097
	Full set of Amherst Campus FBM061 sorted & non-sorted FBM095 FBM096 FBM097 FBM0124
Budget	Full set of Amherst Campus FBM061 GL sorted & sub-ledger sorted FBM095 FBM096 FBM097 FBM0124

7. Telephone Procedures

The Controller’s Office receives innumerable calls daily from campus and non-campus people. The calls coming into the office are for various reasons and each call that is received is some type of inquiry or request and is important to the caller and the office. Every call that comes in should be handled promptly, courteously and efficiently.

When a call is answered, the operator should

• Immediately identify themselves.
• Specify the Controller’s Office and ask "May I help you?"
• After hearing the person’s request, say "One moment please". 
• Transfer the call by depressing the park or access button and dialing the person or section the call is being forwarded to, then press transfer.
• If the person requested is not in, ask the caller if someone else can help them or if they would like to leave a message.
• If the caller wants to leave a message, fully complete a telephone message form:

1. full name of the caller
2. company or department they represent
3. return telephone number
4. date and time the call was received
5. initial the form – it is important to initial the form because the person being called may have a question regarding the message.
6. Place the message in the correct space in the telephone message center located in the reception area

Certain calls should be screened, such as those coming in for the Controller, Associate Controller, or the Assistant Controllers. These persons will want to know who is calling and what the call is in reference to. In many cases, the accountant or one of the clerks in the department can handle the call. A call can be screened by asking "May I tell him/her who is calling and what the call is in reference to?"

In some cases, before transferring a call to an accountant, you must first get more information, such as an account number. These numbers will help you determine to which accountant or clerk to transfer the call.

Some of the common questions or requests that occur and how the call should be handled follow: