Accreditation - Hartnell College!!

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occurrences through its membership in the SWACC and JPA self insurance pools. The college meets this standard. Planning Agenda None. III.D.3.b The institution practices effective oversight of finances, including management of financial aid, grants, externally funded programs, contractual relationships, auxiliary organizations or foundations, and institutional investments and assets. Descriptive Summary The Accounting/Business Office audit processes include allocation of resources to evaluate, improve, and change the various financial systems to meet the needs of the subsidiary organizations and to identify and solve problems before major audit exceptions occur. Process evaluation and improvement are continual. Evaluation and improvement are vital, as resources are limited; thus, efficiency and effectiveness are top priorities. The staff actively participates in hands-on training and maintenance of support documentation as changes are implemented. The financial management systems utilized for the subsidiary organization are modern and efficient. All expenditure are in compliance with State and Federal Guidelines including Code of Federal Regulations, EDGAR, Chancellor’s Office Budget and Accounting Manual, and other restrictions applicable to respective fund sources. The Grants Manager attends trainings on federal and state guidelines for grants and contracts. The <strong>Hartnell</strong> <strong>College</strong> Foundation is guided by its mission and the strategic funding plan. The Foundation reports to the Foundation Board of Directors or the Executive Board at least ten times a year regarding progress toward meeting goals. The Foundation financial procedures and information are regularly reviewed by the Finance, Investment and Audit Committees prior to submission to the Board. These committees include members representing private sector finance, accounting, and investment as well as college financial management staff. (III.D.23, 2012 Foundation Board Minutes) Financial integrity is maintained through audit review and improvement and modeling contracts after college standards. There were no findings in the audits for 2008, 2009, 2010 and 2011. The audit for 2008 and 2009 indicated that certain errors resulting in the net classification of beginning net assets as well as other income were discovered and the 2008 and 2009 financial statement was restated to correct the error. The Foundation utilized Sage MIP Fund Accounting software, an integrated financial management tool, to report on budget, grants, campaigns and donors; operating, endowed Page 19
and restricted funds; and to demonstrate accountability and stewardship expected by auditors and Foundation Board members. The Foundation took steps to ensure that staff and financial resources were available to effectively implement grants. A number of new staff came on board, and in 2007 and 2011 an indirect cost rate was developed for the college. New staff included the Executive Director of Advancement and Development (2006), Grants Manager (2008) and Development Director (2009). Self Evaluation In FY 2008-09, a design was set forth for staffing the Business Office to improve efficiency and provide improved services to the college community. The design was established to improve internal controls, develop a career ladder for existing positions and centralize grants management responsibility. Several lower level administrative positions were collapsed to allow for a higher-level Accountant position to support the Controller. A Grants Manager – reporting to the Controller – was hired July 1, 2008. The grants management team grew during 2008 to include an Accounting Technician, who was reclassified to Accountant in 2011. Another .50 FTE Accounting Assistant was added to the grants team in 2010. In an effort to balance managerial responsibility, the Payroll Specialist was reclassified to Payroll Supervisor and was given supervisorial responsibility of two “Accounts Payable” accounting assistants, a Payroll Technician, two cashiers, and a mailroom clerk. The result of these reorganization efforts was to free up the Controller and Grants Manager to provide more in depth analysis and oversight of finances. The business office has sufficient staff to ensure separation of duties as required by Generally Accepted Accounting Procedures (GAAP). Results of yearly Independent Audits have been most favorable with no major findings. A recent federal monitoring visit (III.D.24, Federal Monitoring Report) from the Employment Development Department resulted in a very favorable review/response. The grants team has improved Personnel Activity reports, as required by Federal Granting agencies. Sub-recipient forms have been updated and are distributed and collected in a more timely manner. The Grants Management team has developed and maintains a central database of grants and contracts overseen by the business office which includes information on cost sharing, reporting deadlines, signature authority, and links different resources for each grant. The college meets this standard. Planning Agenda None. Page 20
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Institutional Self Evaluation - 12-
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Page 251 and 252: Approximately $9.7 million or 21% o
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Accreditation - Hartnell College!!

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