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Who Does What in the DELTA Business Office?

Who is my first contact in the Business Office for personnel, accounting, and budgetary items?

Christine Glynn Hare, Assistant Vice Provost For Finance and Business

Phone: 513-1281

  • Direct the Finance & Business department within DELTA establishing long-term goals for the efficient and effective operation of the department and supervising Finance & Business employees.
  • Serve as a member of the DELTA Senior Management Team participating in strategic planning and operational decisions in support of the division’s philosophy, mission, and vision.
  • Establish and direct business practices in DELTA related to human resources, budgets, and accounting of financial resources.
  • Provide expertise in budgetary planning including responsibility for budget analysis and forecasts.
  • Provide oversight of all DELTA budgets and budgetary processes including allocations internal and external to DELTA.
  • Direct budgetary and accounting functions within DELTA ensuring effective internal controls and compliance to policies and procedures, analyzing and maintaining statistical data, supervising the reconciliation of receipts and expenditures, approving requisitions, serving as liaison with the University Budget Office and other accounting-related offices, directing the fiscal year closeout, and providing oversight of funds including academic and distance education state-appropriated funds, sales and services center receipts, trust funds, contracts and grants, ETF funds, and gift funds at the division level.
  • Prepare, interpret, and analyze budgetary and human resource-related reports and information including, but not limited to, aspects of compact planning, budget reduction plans, ETF reports, and budget flexibility reports for the division.
  • Direct human resource functions in DELTA providing expertise in strategic planning and organizational changes, ensuring compliance with policies and procedures, serving as the Affirmative Action Officer, providing oversight of the creation and recruitment of EPA and SPA positions, approving monthly Compensating Control Reports, and serving as the liaison with Human Resource in regards to performance concerns or disciplinary procedures.
  • Ensure salary equity within division, monitoring Career Banding increases, directing Legislative increases, and establishing procedures within the division for salary adjustments.
  • Provide financial and procedural oversight of supplemental payments to distance education flexible access instructors throughout the university.
  • Facilitate the establishment and approval of SOPs in DELTA and monitor the notification of employees and other interested parties throughout the university.
  • Represent the Vice Provost and DELTA at university and other meetings as appropriate
  • Oversee the development and maintenance of the Finance & Business departmental webpages.
  • Reconcile all financial projects within division (state-appropriated, sales & service, trust, discretionary funds, and grant funds). Prepare and distribute monthly project statements via file management system to project authorizers.
  • Prepare and submit personnel-related reports upon request, including Vacant Position Reports.

Brenda Conover, Accounting Technician

Phone: 513-7538

  • Serve as 2nd in charge of the Finance & Business department assisting with the establishment of long-range goals and objectives, working closely with and directly for the Assistant Vice Provost regarding accounting and budgetary matters. Supervise Administrative Support Specialist – Journey.
  • Manage daily purchasing and accounts payable processes within the division, ensuring compliance with State and University policies & procedures. Supervise the Administrative Support Specialist (Journey level) in the processing of vouchers, travel reimbursements, personal reimbursements, IDTs, and journal vouchers and approve all of these actions at the division (college level) in PS Financials. Serve as point of contact for all purchasing $5,000 and over, ensure compliance to purchasing guidelines, initiate requisitions in PS Financials, monitor bid process or single-source requests, verify appropriate encumbrance in Wolf reports, ensure payment of vendors, and removal of encumbrances in Wolf reports. Serve as resource for DELTA employees and liaison with Contract Management.
  • Reconcile revenue, expenditures, and payroll payments in project statements monthly, research questions from project authorizers regarding expenditures or revenue. Direct the Administrative Support Specialist (Journey level) to initiate JVs as a corrective measure. Manage fiscal year close-out under the direction of the Assistant Vice Provost.
  • Monitor budgets, processing internal budget revisions as needed for operating and salary projects in DELTA. Initiate external budget revisions as requested allocating funds to departments or colleges outside of DELTA. This includes DE Flexible Access funds, program development funds, established DE program allocations, IDEA grant funds, and other transfers at the request of project authorizers. Maintain accounting of all revisions for reporting purposes.
  • Serve as liaison with Contract and Grants in regards to grant funding. Initiate Contracts & Grants forms upon notification of receipt of grant funds, ensure compliance with spending guidelines, and facilitate closing of grants. Ensure that the VCS service center is in compliance with Contracts and Grants policies. Work with Contracts and Grants and Manager of VCS to develop annual VCS service center rates and submit completed rate proposal to Assistant Vice Provost.
  • Prepare and submit financial-related reports including, but not limited to, Accounts Receivables Aging Report, Fee Summary, Personal Services Contracts Report, Rate Cards, Outstanding Invoices Reports.
  • Attend and participate in meetings related to job responsibilities. This includes, but is not limited to, Finance & Business department meetings, DELTA staff meetings, UBO meetings (with Assistant Vice Provost), training sessions, and focus groups. Serve, as appropriate, on committees within DELTA and throughout University.
  • Issue and keep an accurate record of Fobs, keys, and parking permits ensuring compliance with established parking procedures and serve as the liaison with Craig Davis management for parking.
  • Work closely with Distance Education department to prepare documentation, gain approval, and process supplement payments for the instruction of distance education courses and reconcile supplemental payments monthly.
  • Serve as point of contact for all purchases less than $5,000. Maintain a thorough understanding of and ensure compliance to spending guidelines. Provide instructions and forms for voucher purchases, travel reimbursements, and personal reimbursements. Review purchases for appropriate project authorization. Issue voucher numbers for small purchases twice a week and upon emergency situations. Process vouchers in PS Financials at least twice weekly (entire process from stamping invoices all the way through verifying payment). Resolve payment questions or discrepancies with vendors. Provide travel guidelines to Hiring Officials for interviewees. Serve as liaison with PCard program and MarketPlace, establishing new cards/accounts upon request, providing instructions, monitoring expenditures in compliance with purchasing guidelines, obtaining receipts, reconciling to correct project and account code each month, printing, obtaining signatures, submitting PCard statements in accordance with the PCard schedule, and filing all documentation in accordance with University and State policies. Send PCard, MarketPlace, and voucher reminder instructions to all project authorizers annually. Enter IDTs and journal vouchers in PS Financial upon request of Accounting Technician.
  • Place telecommunication orders upon request, maintain monthly phone logs, and keep current spreadsheet of all possible charges with project IDs. Submit Motor Pool orders upon request. Obtain and provide vehicle mileage information to Motor Fleet. Obtain WolfCopy cards upon request and maintain spreadsheet of cards with project IDs. Verify appropriate payment of telecommunications, Motor Pool, Motor Fleet, and WolfCopy charges and initiate JVs as necessary.
  • Manage daily account receivables functions within division including supervision of the receipt of cash and checks, completing deposit slips and making deposits, and maintaining a record of deposits for all DELTA projects in accordance with university receipt guidelines. Initiate VCS billing and any other internal and external billing for DELTA. Work closely with Accounts Receivable in reviewing Accounts Receivable Aging Reports.

Alexis Simison, Human Resources Specialist

Phone: 515-8538

  • Serve as member of Finance & Business team assisting with the establishment of long-range goals and objectives and working closely with and directly for the Assistant Vice Provost regarding personnel matters.
  • Serve as Personnel Representative for DELTA and manage daily personnel processes ensuring compliance with policies & procedures. Enter PS-Human Resources actions for permanent employees, review and forward documentation to Human Resources, and provide documentation to Assistant Vice Provost for Compensating Control Reports. Provide instructions and ensure completion of Annual Conflict of Interest and External Professional Activity for Pay processes for EPA employees. Serve as resource for Secondary and Dual Employment. Manage SPA work plans, interim appraisals, final appraisals, and probationary appraisals. Facilitate EPA Activity Report & Performance Reviews and EPA Development Plans. Relay performance concerns to Assistant Vice Provost. Maintain personnel filing system for permanent employees and positions ensuring compliance with university personnel records retention.
  • Facilitate the creation of new EPA and SPA positions, recruitments, title changes, reclassification, and salary adjustments. Attend Search Committee orientations for all recruitments. Inprocess and outprocess permanent employees. Facilitate the nomination, selection, and awarding of Pride of the WolfPack awards in DELTA. Update Pride of the WolfPack plaque and keep documentation of nominees. Coordinate SPA service awards and plan an appropriate function to recognize recipients. Ensure employees are aware of award opportunities and recommend opportunities to recognize employees.
  • Work with DELTA employees, supervisors, and appropriate university offices to ensure awareness of accident reporting policies and procedures for seeking medical attention. Coordinate the reporting process and ensure employees work with the appropriate university offices for workers compensation issues.
  • Provide oversight of temporary employment processes and serve as dotted-line supervisor of Administrative Support Specialist – Journey.
  • Attend and participate in meetings related to job responsibilities. This includes, but is not limited to, Finance & Business department meetings, DELTA staff meetings, Personnel Connections meetings (with Assistant Vice Provost), training sessions, and focus groups. Serve, as appropriate, on committees within DELTA and throughout University.
  • Provide thorough instructions and forms for all aspects of temporary employment. Interpret and explain policies and procedures to supervisors and employees. Facilitate hiring of employees ensuring compliance with employment policies. Monitor length of temporary assignments ensuring adherence to state and university policies. Serve as liaison for work study hires. Process temporary employment HR actions, review supporting documentation, and forward documentation to Human Resources. Collect biweekly timesheets and entering biweekly hours. Resolve payment issues. File all documentation in accordance with University and State policies.
  • Maintain F&B department webpages. Monitor pages on a weekly basis to ensure links are active and operations. Serve on DELTA committees related to webpages. Make changes as requested by Assistant Vice Provost.
  • Serve as Leave Coordinator for DELTA. Maintain knowledge of leave policies and procedures. Provide instructions to employees serve as liaison with Human Resources and monitor leave including, but not limited to, Shared Leave, Adverse Weather leave, Family Medical Leave, and Family Illness Leave. Review “subject” timesheets and ensure consistency with the Leave Program. Coordinate leave reports. Monitor shift premium pay and holiday pay and communicate with employee, supervisor, and Accounting Technician to ensure any relevant payments are made accurately and timely. Monitor overtime for subject employees to ensure time is taken within one year of date earned.