Number: 
03-100-021
Type: 
Other
Policy Steward: 
Fiscal Policy Officer
Format Updated: 
DONE
University Policy & Standards Converted: 
DONE
Status: 
Current
Revision Date: 
Thursday, February 1, 2024

Printable Version

 

Fiscal Policy Officer (FPO)

The individual responsible for administrative oversight and management of the Controller's Unit Policy Program (CUPP). As coordinator of all administrative actions for the CUPP, the FPO has the following responsibilities:

  • Developing and maintaining effective and maintaining effective and efficient process, guidelines, website content and other resources related to the CUPP.
  • Processing all policy requests received from Policy Stewards/Delegates, Financial Strategic Services, the Associate Vice President for Finance & Controller (AVPFC) and/or the university community.
  • Working with the appropriate Policy Steward/Delegate to draft new policy or revise current policy, identify related resources and evaluate training needs.
  • Assessing how policy changes could impact university operations, budget and non-compliance risk within evolving regulatory environments.
  • Identifying the appropriate campus stakeholders and soliciting feedback regarding policy matters under consideration.
  • Ensuring that all updates, recommendations and editorial style are fully reviewed and approved by the Policy Steward before finalizing and implementing any policy.
  • Communicating information and monitoring the outcomes following implementation of new or revised policy and related resources.
  • Identifying, evaluating and addressing policy issues and concerns.
  • Promoting open and transparent communication to the pertinent audience(s).
  • Developing and implementing compliance and training program for CU policy.

 

Policy Stewards/Delegates

Policy Steward (Steward):  The individual who oversees all functions of a particular business process within the Controller's Unit (CU) and is ultimately responsible for policy associated with those functions. The positions responsible for assuming this role include the following:

  • Director of Business Services (Revenue, Receivables and Payroll)
  • Director of Vendor Payment Strategies (Expenses, Payables and Travel)
  • Director of Financial Accounting & Reporting (Accounting, Reporting, Fixed Assets and Chart Maintenance)
  • Director of Treasury (Internal Bank, Cash Management, Investments and Debt)
  • Director of Financial Strategic Services (Financial Assistance for Operational Units)

Policy Delegate (Delegate):  The content expert delegated by the Policy Steward to manage specific policies. The positions responsible for assuming this role include the following:

  • Assistant Director of Payroll
  • Student Billing Manager
  • Accounts Receivable Manager
  • Accounts Payable Manager
  • Travel & Expense Manager
  • Manager of Analytical Operations
  • Manager of Cashiers
  • Financial Strategic Partners

The Steward (or Delegate) will be directly and actively involved in the development, maintenance, training and monitoring of policy.  These individuals will work closely with the FPO to ensure that the integrity of the CUPP is consistently managed, including the following responsibilities:

  • Supporting the development and maintenance of policies and responsible for the oversight of those policies under their purview.
  • Monitoring current policy and making recommendations to update or retire as needed.
  • Working with the FPO to draft new or revised policy drafts in a standard format, identify related resources and evaluate training needs.
  • Developing appropriate training and related resources, including FAQs and definitions.
  • Assessing how policy changes could impact university operations, budget and non-compliance risk within evolving regulatory environments.
  • Contributing to the identification of stakeholders and solicitation of feedback.
  • Participating in review of policy drafts, feedback and recommendations.
  • Assisting in the dissemination of new or revised policy and related resources.
  • Identifying issues related to policy compliance.
  • Responding to policy inquiries and requests for policy interpretations.
  • Serving as a liaison with policy users to promote open and transparent communication.

Although the Stewards may not be directly involved in the full process related to new or revised policy that they have delegated to one of their managers, they will be included in the final review and approval of all policies under their purview.

 

controller's unit policy committee (committee)

The committee is charged with supporting the development and maintenance of CU policy. Using a process that solicits and incorporates stakeholder input, the Committee will provide feedback to the Associate Vice President for Finance & Controller (AVPFC) and the Policy Stewards in alignment with OSU’s values, university policies and standards and the Division of Finance & Administration’s guiding principles.

Committee members will be selected from units across the university based on their subject matter expertise and understanding of policy.  The Committee will meet regularly to evaluate policy under revision or development. The Committee will evaluate policy through a diversity, equity and inclusion lens.

Committee members will serve in an advisory role and assist the FPO by supporting effective and efficient processes related to the development and maintenance of the CUPP:

  • Assessing how policy changes could impact university operations, budget and non-compliance risk within evolving regulatory environments.
  • Contributing to the identification of stakeholders and solicitation of feedback. Participating in review of policy drafts, feedback, recommendations and related resources.
  • Providing feedback regarding issues related to fiscal policy compliance.

 

STAKEHOLDERS

In accordance with the CUPP, appropriate stakeholders are identified and solicited for feedback on each policy under review.  In addition, all members of the university will have an opportunity to provide feedback on any major policy updates.  Comments and recommendations are taken into consideration as a policy is updated and often used to develop related resources, including FAQs.

To promote open and transparent communication, the following stakeholders are regularly informed of policy activities and invited to provide input:

  • Associate Vice President for Finance & Controller (AVPFC)
  • Controller’s Unit Leadership Team
  • Financial Strategic Services (FSS)
  • Budget and Resource Planning
  • DFA Information Technology
  • Division of Student Affairs
  • Office of Audit, Risk and Compliance
  • Office of General Counsel
  • OSU Academic Colleges
  • OSU Cascades Business Office
  • OSU Extension Service
  • Research Office
  • University Human Resources
  • University Policy and Standards Program Specialist

Other Stakeholders (for consideration):