Publishing of SSC Procedures as of 1/18/21

To: Management Council Members, VPs of Finance, and Business Managers

From: Shared Services Center

Area: Customer Engagement

Reason: Publishing of SSC Procedures as of 1/18/21

Date: January 18, 2021

The Content Development Program, approved by Executive Council, is one of SSC’s major initiatives and will help to establish and formalize standard procedures for each service line. Standard procedures are a resource that will strengthen consistency and compliance. We are excited to continue publishing documents on the SSC website as they are approved by the respective governance council. To access the documents, click the Procedures tab and enter your VCCS login credentials. To ensure the procedures are easy to locate, we’ve categorized them by service line as well as listing the Procedure name and number, if applicable. Please take some time to visit the Policies and Procedures page and become familiar with the growing list of resources.

The following Shared Services Center (SSC) procedures have been published:

Accounts Payable

Reconciliation

  • Reconcile, where appropriate, all internally prepared accounting records and other accounting data to reports produced by Cardinal. Reconciliation includes posting adjustments to Cardinal so that it is accurate to the level of detail prescribed in CAPP Topic 20905 and agrees to the reconciled balance.

Approvals and Overrides

  • Verify all vouchers ready to post to Cardinal are verified, exceptions are reviewed, cleared, and posted at the end of the day. This is performed daily.
  • Any vouchers with exceptions that are not accurate are not approved and they are returned to the voucher owner for research and corrections.

Supplier Maintenance

  • In general, the Accounts Payable department proceeds with payment on invoices submitted to its Intake Department. In exceptions, some invoices will be rejected during the vouchering process due to supplier failure for one of a variety of reasons. This process exists to determine the reason for the failure and seeks to remedy the issue for the supplier for the current invoice and for all invoices going forward.

After initial publication, the procedures will be reviewed and republished annually to ensure they are up-to-date. More frequent updates will also be made when changes are required.

Please share this resource with appropriate personnel on your campus. If you have any questions related to Content Development, please reach out to the Shared Services Customer Engagement Team at 877-340-5577 or help.