Fiscal Control and Internal Auditing Act (FCIAA) Overview
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1 Fiscal Control and Internal Auditing Act (FCIAA) Overview Copyright University of Illinois Office of Business and Financial Services. All rights reserved. No part of this publication may be reproduced or used in any form or by any means graphic, electronic or mechanical, including photocopying, recording, taping or in information storage and retrieval systems without written permission of University of Illinois OBFS.
2 Agenda 1. Welcome and Introduction 2. What is FCIAA? 3. Online Process 4. Overview of Roles 5. Process Flows 6. Resources 2
3 FCIAA Overview WELCOME AND INTRODUCTION 3
4 Objectives At the end of this session, you will be able to: Describe what FCIAA is List benefits of the online process Identify participant roles in the FCIAA process Explain your process flow for FCIAA Complete your part of the process using the FCIAA application Recognize where to find additional information 4
5 FCIAA Overview WHAT IS FCIAA? 5
6 What is FCIAA? -ah Fiscal Control & Internal Auditing Act Annual process Required by State Each department must complete Ensures effective fiscal/internal controls are in place to protect University resources 6
7 FCIAA Overview ONLINE PROCESS 7
8 Benefits of Online Process Easy to use Ability to track status Streamlined review notifications Uses less paper Forms stored automatically in system 8
9 FCIAA Overview OVERVIEW OF ROLES 9
10 All Roles Roles based on assigned activity: Submitter Approver College/Administrative Group Manager (UIC and UIUC only) College/Administrative Group Approver (UIUC only) Designated Reviewer (System Offices only) Campus Manager University Manager Administrator 10
11 Submitter Actions 1. Monitor for announcement. 2. Log in to FCIAA application: 3. Verify correct Chart/Org is available. 4. Click link under Chart/Org Code. 5. Answer questions appropriately. 6. Complete form. May be saved for completion later or submitted for approval. 7. Monitor for possible return notification. 11
12 Submitter Initiating Form 12
13 Submitter Completing Form 13
14 Submitter Submitting Form 14
15 Approver Actions 1. Monitor for announcement. 2. Monitor for notification of submitted form. 3. Log in to FCIAA application: 4. Verify form submitted for correct Chart/Org. 5. Click link under Chart/Org Code. 6. Review form. 7. Take appropriate action: Approve form Return to Submitter 15
16 Approver Overview 16
17 Approver Approve or Return 17
18 College/Admin. Group Manager UIUC 1. Monitor for notification; note deadlines. 2. Log in to FCIAA application: 3. Click Tracking Report to see form statuses. 4. Click Summary Report for form details. 5. Click link under Chart/College Code. 6. Answer questions appropriately. 7. Complete Summary FCIAA Form. May be saved for completion later 8. Submit completed Summary FCIAA Form for approval. 18
19 College/Admin. Group Manager UIUC Tracking Report and Summary Report 19
20 College/Admin. Group Manager UIUC 20
21 College/Admin. Group Manager UIUC 21
22 College/Admin. Group Approver UIUC 1. Monitor for notification of completed Summary FCIAA Form. 2. Log in to FCIAA application: 3. Click link under Chart/College Code. 4. Review form. 5. Take appropriate action: Approve form Return to Submitter 22
23 College/Admin. Group Approver UIUC 23
24 College/Admin. Group Approver UIUC 24
25 College/Admin. Group Manager UIC 1. Monitor for notification; note deadlines. 2. Log in to FCIAA application: 3. Click Tracking Report to see form statuses. 4. Click Summary Report for form details. 5. Create Memo and obtain approval signature. 6. Click link under Chart/College Code. 7. Upload Memo into FCIAA application. 8. Submit completed Memo. 25
26 College/Admin. Group Manager UIC Tracking Report and Summary Report 26
27 College/Admin. Group Manager UIC 27
28 Designated Reviewer System Offices Reviews form(s) at department level Actions: 1. Log in to FCIAA application: 2. Click link under Chart/Org Code. 3. Review form. 4. Can return form to Submitter, if necessary. 28
29 Designated Reviewer System Offices 29
30 Campus Manager/University Manager Location Urbana- Champaign Campus Manager Actions Reviews consolidated FCIAA forms within system. Option to return consolidated form to College/Administrative Group Manager. Completes university-level memo outside of system. Chicago Reviews college-level FCIAA Memos within system. Completes university-level memo outside of system. Springfield, System Offices Reviews FCIAA forms within system. Has option to return to submitter. Completes memo outside of system. University Manager Actions Reviews all FCIAA forms and memos. Provides summary information and recommendations for consideration by President, for required reporting to the State of Illinois. 30
31 Administrator Each university, plus System Offices, has Administrator Responsibilities: Enter deadlines in FCIAA application Initiate system s Generate reminder s Answer questions Close forms when process completed for FY 31
32 Managing Users Applies to these roles: College/Administrative Group Manager (UIC, UIUC only) Campus Manager University Manager Administrator Ensures that roles belong to appropriate person Role Review notification Should be completed pre-certification process Check Managing Users in FCIAA job aid for more information 32
33 FCIAA Overview PROCESS FLOWS 33
34 Process Flow - UIUC Administrator Submitter Initiates s to FCIAA application users Receives , completes and submits form Approver College/Admin. Group Manager Reviews form for approval or rejects Reviews all departmental forms and may return to Submitter, if needed Completes and submits consolidated form within application College/Admin. Approver Campus Manager University Manager Reviews consolidated forms for approval or rejection Reviews consolidated forms and may return to Submitter, if needed Reviews forms for all Charts and may return to Submitter, if needed Final reviews by Provost/Chancellor s offices and OBFS AVP occur outside of application. 34
35 Process Flow - UIC Administrator Initiates s to FCIAA application users Submitter Receives , completes and submits form Approver College/Admin. Group Manager Reviews form for approval or rejects Reviews departmental forms within application, and may return to Submitter, if needed Creates and uploads signed FCIAA memo into system Campus Manager Reviews FCIAA memos University Manager Reviews forms for all Charts and may return to Submitter, if needed Final reviews by Provost/Chancellor s offices and OBFS EAVP occur outside of application. 35
36 Process Flow - UIS Administrator Initiates s to FCIAA application users Submitter Receives , completes and submits form Approver Campus Manager Reviews form for approval or rejects Reviews forms, can return to Submitter if needed University Manager Reviews forms for all Charts and may return to Submitter, if needed Final reviews by Provost/ Chancellor s offices and OBFS Director occur outside of application. 36
37 Process Flow System Offices Administrator Initiates s to FCIAA application users Submitter Receives , completes and submits form Approver Designated Reviewer Campus Manager Reviews form for approval or rejects Reviews form(s), can return to Submitter, if needed Reviews forms, can return to Submitter, if needed University Manager Reviews forms for all Charts and may return to Submitter, if needed Final reviews by SAVP, CFO, Exec Director of University Audits, and President occur outside of application. Final certification letter, including results for entire University, sent to State Auditor General. 37
38 FCIAA Overview RESOURCES 38
39 OBFS > Accounting and Financial Reporting > FCIAA 39
40 fiscal-control-internal-auditing-act-certification/ OBFS > Accounting and Financial Reporting > FCIAA > Fiscal Control and Internal Auditing Act Certification 40
41 OBFS > Training Center > Job Aids & Training Materials > Accounting & Financial Reporting > FCIAA 41
42 Summary You should now be able to: Describe what FCIAA is List benefits of the online process Identify participant roles in the FCIAA process Explain your process flow for FCIAA Complete your part of the process using the FCIAA application Recognize where to find additional information 42
43 Questions? Jason Bane Mike Godsell Technical Support Service Desk Request Form 43
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