1. Division of
Business and Finance
2011 – 2012
Annual Report

2. Division of Business & Finance
Mission and Objectives
The mission of the Division of Business and Finance is to
deliver administrative services that are helpful, simple,
accurate, customer focused, and that use the University’s
resources thoughtfully.
The division of Business and Finance supports the teaching,
learning and research mission of the University by
providing a wide range of services.
The division, led by Vice President Michael Thomas, is
responsible for all financial support services, including
auxiliary services; budget management and analysis
services; treasury and grant management services; facilities
and construction management services; financial services;
and property/inventory management services.

3. Division of Business and Finance
AUXILIARY SERVICES

4. Auxiliary Services
Accomplishments in FY 2012
Increased overall net income for Auxiliary Services
from $205,724.71in FY 2011 to $1,978,609.97 in
FY 2012
Implemented first year of shift from Self-Operated
to Outsourced Dining Operation with Aramark
Increased on-campus offerings for students with the
addition of Java City Coffee House, Chick Fil-A,
Pizza Hut and Burger King

5. Auxiliary Services
Accomplishments in FY 2012
Achieved increase in net income in Housing from
$2,064,109.66 in FY 2011 to $3,527,678.45 in FY
2012
Achieved first positive net income in Dining Services
in three years
Increased commissions from bookstore sales from
$286,358.00 in FY 2011 to $331,106.00 in FY
2012

6. Auxiliary Services
COMBINED AUXILIARY SERVICES 2009 2010 2011 2012
General Revenue 664,264.14 982,138.60 991,266.62 2,631,776.50
General Student Fees 230,838.08 84,442.00 94,036.00 90,143.00
Sales & Services 6,555,756.48 6,811,688.15 6,562,399.56 6,658,039.10
Rentals 7,903,273.57 8,696,341.88 8,609,938.04 10,513,314.56
Other Sources 7,813.75 5,965.00 11,561.85 775,494.71
15,361,946.02 16,580,575.63 16,269,202.07 20,668,767.87
Salaries, Wages, & Fringes 4,996,918.82 4,932,858.24 4,350,184.95 3,097,130.84
Travel 27,395.23 10,987.30 13,410.32 25,978.12
Contractual Agreements 1,131,536.54 888,302.85 1,805,232.23 7,734,521.99
Commodities 5,042,698.11 3,919,253.39 4,955,226.78 2,732,035.03
Capital Outlay 69,239.26 21,889.44 102,712.09 91,450.37
Debt Service 770.00 -
Other Expenditures 29,233.44 870,911.16 542,739.19 (46,440.12)
Transfers Out 5,810,185.24 5,827,657.92 4,293,971.80 5,055,481.67
17,107,976.64 16,471,860.30 16,063,477.36 18,690,157.90
Net Income (Loss) (1,746,030.62) 108,715.33 205,724.71 1,978,609.97

7. Auxiliary Services
Dining Service 4 Year Tread
2009 2010 2011 2012
Sales and Services 6,211,939.18 6,526,434.10 6,254,403.47 6,172,581.10
Rentals 250.00 1,200,000.00
Other Sources 356.00 (966.65)
6,211,939.18 6,526,684.10 6,254,759.47 7,371,614.45
2009 2010 2011 2012
Salaries, Wages, & Fringes 2,280,969.71 2,329,174.92 2,144,115.48 70,472.92
Travel 13,308.43 637.80 599.69 457.93
Contractual Agreement 333,126.43 228,853.34 620,925.25 5,995,719.03
Commodities 2,763,792.35 2,485,945.75 2,552,527.09 188,904.12
Capital Outlay 188,161.78 690,451.17 367,585.72 (797,074.33)
Transfer Out 1,820,675.10 1,623,638.02 1,177,309.06 1,177,558.55
Grand Total 7,400,033.80 7,358,701.00 6,863,062.29 6,636,038.22
Net Income(Loss) (1,188,094.62) (832,016.90) (608,302.82) 735,576.23

8. Auxiliary Services
HOUSING 2009 2010 2011 2012
General Revenue 197,665.76 214,697.75 231,902.69 151,779.34
General Student Fees 230,838.08 84,442.00 94,036.00 90,143.00
Sales & Services 40,900.00 40,480.00 - 147.00
Rentals 7,886,566.26 8,637,947.46 8,552,572.35 9,151,191.56
Other Sources 2,700.00 5,965.00 11,205.85 24,460.00
8,358,670.10 8,983,532.21 8,889,716.89 9,417,720.90
Salaries, Wages, & Fringes 1,453,169.01 1,435,963.32 1,290,006.98 1,332,549.71
Travel 9,123.54 10,513.42 9,385.11 17,526.69
Contractual Agreements 263,602.57 296,213.13 371,830.86 234,922.29
Commodities 1,754,686.14 1,155,177.62 1,962,325.52 1,552,812.69
Capital Outlay 3,744.73 - 17,818.68 28,204.32
Debt Service 770.00
Other Expenditures (153,784.47) 197,721.75 188,389.46 (228,352.45)
Transfers Out 3,747,913.47 4,023,615.67 2,985,850.62 2,952,379.20
7,079,224.99 7,119,204.91 6,825,607.23 5,890,042.45
Net Income (Loss) 1,279,445.11 1,864,327.30 2,064,109.66 3,527,678.45

9. Auxiliary Services
Goals for in FY 2013
Measure customer satisfaction through customer
service feedback cards and automated customer
service surveys
Implement the UPS Parcel and Package service at
Tiger Mail
Establish a student lounge in Heritage Dining
Monitor and achieve a breakeven budget for
Walter Payton Wellness Center
Identify new revenue opportunities through new
auxiliary enterprises

10. Division of Business and Finance
BUDGET AND
FINANCIAL ANALYSIS

11. Budget and Financial Analysis
Accomplishments in FY 2012
 Through good budgetary practices, aided the University in
improving its reserve fund balance by $8,374,401.00

12. Budget and Financial Analysis
Goals for FY 2013
 Measure Customer Satisfaction through Customer Service
feedback cards and automated customer service surveys
 Increase budget review, analysis, and reporting for all funds
 Continue commitment to provide quality customer service
 Allow divisions and departments to utilize Banner system to
conduct budget transfers for all budget lines below salaries
and fringes
 Work with Human Resources to implement automated
Personnel Action Forms (PAFs)
 Work with Human Resources to improve management of
position control

13. Division of Business and Finance
FACILITIES &
CONSTRUCTION
MANAGEMENT

14. Facilities and Construction
Management (FCM)
Accomplishments in FY 2012
Installed LED lights in 50% of all exterior parking
lots and buildings
Incorporated energy efficient systems in new
construction and renovations
Forty percent (40%) of our irrigation system is now
controlled using a state of the art monitoring system
called Maxicom
Improved communications with academic and
auxiliary units through monthly meetings

15. Facilities and Construction
Management (FCM)
Accomplishments in FY 2012
Reduced work order aging to one month or less for
more than 80% of all work orders.
Based on surveys, 90% of the JSU Community
reports that FCM meet or exceeds their
expectations in timeliness of response, quality of
work and effectiveness of communication

16. Facilities and Construction
Management (FCM)
Accomplishments in FY 2012
Based on surveys, 90% of the JSU community
reports access to FCM services is easy and seamless
Exit drills were conducted in all residence halls with
active support and participation from Public Safety
All fire protection equipment maintenance
schedules were increased to enhance performance

17. Facilities and Construction
Management (FCM)
Work Order Completion Report
FY2012, FCM generated a total of 45,950 work orders and closed
a total of 45,072 for a 98.09% annual completion rate.

18. Facilities and Construction
Management (FCM)
Goals for in FY 2013
Measure customer satisfaction through customer
service feedback cards and automated customer
service surveys
Update University Master plan (Phase II)
Promote a sustainable/green behavior internally and
throughout campus
Increase Safety Awareness Programs throughout all
campus facilities

19. Facilities and Construction
Management (FCM)
Goals for in FY 2013
Research and expand Energy Management
Initiatives (Phase II)
Obtain Energy Management Certification
Maximize TMA Materials Module
Automate Vehicle Rental/Fleet Management
Processes
Continue reducing time period for work order
completion
Provide targeted staff development training for FCM
staff

20. Division of Business and Finance
FINANCIAL SERVICES

21. Financial Services
Accomplishments in FY 2012
Based on customer survey feedback cards,
improved overall customer satisfaction
Reduced the amount of bad debt expense by
improving student account receivable collections
Automated the cash receipt process
Completed the A-133 Audit for FY 2011 with no
audit findings

22. Financial Services
Education and General 3 Year Trend for Revenue
Sources of Funding (Actual) FY 2010 FY 2011 FY 2012
Tuition $47,086,283 $55,207,349 $56,802,734
State Appropriations 45,262,424 $42,449,568 $48,417,788
Federal Appropriations 0 $ - $0
Local Appropriations 0 $ - $0
Federal Grants and Contracts (ARRA) 0 $5,185,457 $0
State Grants and Contracts (SFSF) 2,814,346 $ - $0
Sales and Services 1,066,877 $1,531,111 $1,272,143
Auxiliary 0 $ - $0
Other Sources 3,692,759 $1,544,513 $1,163,455
Transfers In $0
Total Sources of Funding $99,922,689 $105,917,998 $107,656,119
Uses of Funding (by Account Type)
Salaries, Wages and Fringe Benefits $69,275,269 $64,734,038 $66,110,338
Travel 855,344 $1,474,503 $1,168,252
Contractual Services 20,482,703 $20,791,779 $23,040,729
Commodities 6,583,373 $5,839,324 $8,226,857
Capital Outlay - Non Equipment 768,323 $226,404 ($28,337)
Capital Outlay - Equipment 703,541 $1,102,190 $748,594
Transfers Out 1,241,033 $816,589 $15,285
Total Uses of Funding $99,909,585 $94,984,826 $99,281,718
Uses of Funding (by Program)
Instruction $38,512,513 $38,318,245 $39,755,333
Research 925,973 $928,376 $863,550
Public Service 1,047,929 $508,599 $616,663
Academic Support 8,524,281 $7,978,768 $7,255,780
Student Services 12,896,048 $12,236,227 $10,772,041
Institutional Support 15,674,634 $13,579,912 $14,961,914
O & M of Plant 10,519,546 $9,432,218 $11,594,295
Scholarships & Fellowships 11,808,546 $12,002,138 $13,462,143
Transfers Out 117 $344 $0
Total Uses of Funding $99,909,585 $94,984,826 $99,281,718
Net Effect - all Operations $13,104 $10,933,172 $8,374,401

23. Financial Services

24. Financial Services
Goals for in FY 2013
Measure customer satisfaction through Customer
Service Feedback Cards and automated customer
service surveys
Implement the use of the Fixed Assets Module in
Banner
Increase the vendor direct deposit population
Implement automated installment payment plan for
student balances
Implement automated Travel and Expense Module
in Banner

25. Division of Business and Finance
GRANTS &
CONTRACTS

26. Grants & Contracts
Accomplishments in FY 2012
Established a tracking system to insure the
billing/invoicing process was current
Maintained a monthly billing rate of better than
98% and a reimbursement rate of at least 96% at
year end
96%
4%

27. Grants & Contracts
Cash receipts - $75,044,171.41

28. Grants & Contracts
Goals for in FY 2013
Automate the billing/invoicing function for Grants
and Contracts
Use Banner Finance System for monitoring and
reporting purposes
Increase statistical reporting and trend analysis for
performance metrics monitoring
Improve staff performance through targeted
professional development activities

29. Division of Business and Finance
INVENTORY/
PROPERTY
MANAGEMENT

30. Inventory and Property
Management
Accomplishments in FY 2012
Completed a successful audit by the State Auditor’s
Office
Maintained a 72 hours delivery rate for all items
received in the Central Warehouse
Initiated a Clean Up Audit of all University assets
with 96% audited at June 30, 2012

31. Inventory/Property Management
Spring Clean-up Audit Results
Total Fixed Assets at start of audit 19,296
Total Assets Audited 18,208
Assets not audited at June 30, 2012 1,088

32. Inventory/Property Management
Goals for in FY 2013
Reduce delivery rate for items received in the
Central Warehouse from 72 hours to 48 hours
Purchase automated system for receiving and
tracking deliveries
Use hand held scanners to conduct inventory audits
Conduct 10% asset audits each month
Implement the Fixed Assets Module in Banner

33. Division of Business and Finance
PUBLIC SAFETY

34. Public Safety
Accomplishments in FY 2012
Increased the number of full-time officers by three
positions
Reduced the number of contracted officers by more
than 50%
Implemented 24/7 video surveillance monitoring
system
Updated the Campus Safety and Security
Operational Plan

35. Public Safety
Goals for in FY 2013
Provide targeted professional development to insure
a skilled and competent Police Department
Place signage around campus noting that the
campus is monitored by 24 hour video surveillance
Combine under Public Safety all safety and
emergency functions such as risk management,
emergency management and safety
Update where necessary the Campus Emergency
Operations Plan

36. Division of Business and Finance
PURCHASING &
TRAVEL

37. Purchasing & Travel
Accomplishments in FY 2012
Updated Travel procedures to reduce time required
to process approval and reimbursement documents
Started the process of updating the vendor
database to better track minority participation
Conducted Minority Vendor Open House to
highlight the University’s focus on increasing
minority participation

38. Purchasing & Travel
Goals for in FY 2013
Improve customer satisfaction by monitoring
timeliness of internal processing through
establishment of performance metrics
Implement the Travel and Expense Module
Increase minority participation by 10% over
previous year
Improve staff skill sets by targeted professional
development

39. Division of Business and Finance
RISK MANAGEMENT

40. Risk Management
Accomplishments in FY 2012
Installed wheelchairs, evacuation chairs, and
defibrillators in all applicable buildings
Provided training in CPR, Defensive Driving, and
General Safety
Worked with state troopers to monitor Motor
Vehicle Reports (MVR) for regular drivers of JSU
vehicles
Monitored grounds and facilities in conjunction with
IHL personnel to identify and reduce safety risks

41. Risk Management
Goals for in FY 2013
Work with State Troopers to review MVR’s on all
approved JSU drivers
Establish performance metrics to document
timeliness of addressing safety concerns
Assist other departments with inspection of
university buildings and grounds

42. Division of Business and Finance
TREASURY

43. Treasury
Accomplishments in FY 2012
Increased the University’s cash flow by almost
$10.5M
Monitored university bank accounts to reduce
threats associated with fraudulent check writing

44. Treasury
FY12 FY12 FY11
CASH INFLOWS: PROJECTED ACTUAL ACTUAL
TOTAL TOTAL TOTAL
GENERAL FUND $31,052,760 $30,810,262 $27,226,224
EDUCATION ENHANCEMENT $4,344,167 $4,215,303 $3,521,988
ECONOMIC DEVELOPMENT $500,000 $488,958 $485,433
E-CENTER $550,000 $488,958 $485,433
URBAN RESEARCH CENTER $495,734 $495,734 $497,481
AYERS $11,500,000 $13,443,429 $7,936,386
AYERS INTEREST $516,031 $120,335 $226,131
ARRA FUNDS $0 $1,217,047 $3,386,226
TUITION AND FEES $9,971,441 $11,949,974 $9,763,009
STUDENT LOANS $76,500,599 $84,522,339 $77,772,455
FEDERAL FUNDS $72,830,128 $78,639,942 $84,566,745
OTHER RECEIPTS $10,214,500 $10,543,112 $9,855,203
INTEREST INCOME $163,370 $252,022 $175,373
TOTAL CASH INFLOWS $218,638,731 $237,187,416 $225,898,088

45. Treasury
FY12 FY12 FY11
CASH OUTFLOWS: PROJECTED ACTUAL ACTUAL
TOTAL TOTAL TOTAL
EMPLOYEE PAYROLL $47,068,275 $46,736,586 $46,947,277
EMPLOYEE LIABILITIES $33,025,783 $34,460,735 $34,370,973
STUDENT PAYROLL $5,087,090 $5,372,741 $5,109,570
STUDENT LIABILITIES $156,807 $194,009 $145,057
VENDOR DISBURSEMENTS $61,086,739 $73,504,598 $63,471,347
STUDENT DISBURSEMENTS $49,601,725 $53,181,035 $58,109,653
DEBT SERVICE $4,559,348 $4,433,330 $6,220,959
SUPERCARD DISBURSEMENTS** $7,811,576 $7,082,918 $0
OTHER ITEMS* $1,244,109 $424,878 $10,306,338
TOTAL CASH OUTFLOWS $209,641,452 $225,390,831 $224,681,174
NET CASHFLOW FROM OPERATIONS $8,997,279 $11,796,585 $1,216,914
ENDING CASH BALANCE $21,706,736 $13,355,618 $17,559,033

46. Treasury
Goals for in FY 2013
Increase the value of the University’s investment
portfolio by 6%
Increase or maintain University’s cash flow
Maintain or grow University’s reserves
Provide targeted professional development to
increase staff expertise

47. End