Fall 2022 COVID-19 CAMPUS-WIDE GUIDELINES

Department Information

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CONTROLLER’S OFFICE

The Controller’s Office (CO) is a unit within the Division of Administration and Finance (DOAF) and provides services in the areas of General Accounting, Capital Assets Accounting, Financial Systems Management, Reporting, and Tax Compliance. The Controller’s Office oversees the college’s general ledger accounting system and manages the monthly, quarterly, and year-end closing of the college’s books. The unit maintains compliance with regulations and accounting standards and serves as a campus resource for training and continuous improvement in business processes and procedures.


The CO also consults with Vice President of Administration and Finance on a wide range of financial activities and is frequently called upon for its expertise in accounting and reporting structures and up-to-date knowledge on financial reporting regulations. As Stillman College expands its growing roster of projects, the unit keeps pace and supports Stillman’s increasingly complex financial accounting and reporting requirements for new enterprises and global engagements.

GENERAL ACCOUNTING AND FINANCIAL REPORTING

It is the CO responsibility to coordinate and direct all financial transactions recorded in the accounting system of Stillman College. This responsibility requires that the General Accounting staff be service oriented relative to the financial needs of all departments on campus while still assuring that all transactions adhere to college policies and procedures, generally accepted accounting principles, and rules established by the authoritative governing bodies.

General Accounting and Financial Reporting is responsible for maintaining the integrity of the college’s accounting records–including the maintenance of ChartFields and Combination Codes, the review of general ledger (GL) activities and the timely closing of accounting periods. In addition, the office processes GL journal entries for cash transfers, inter-departmental transactions and expense corrections and reviews the accuracy of monthly financial reports. The office also coordinates the Stillman’s Annual Financial Report, quarterly reports for the Board of Trustees and other external reports.

BUDGET AND FINANCIAL ANALYSIS

The Controller’s Office administers the annual budget process for the college and provides financial information and analysis to Stillman’s senior leadership. The CO is a reliable resource to individual divisions in planning, preparing, and monitoring budgets, and works with each division to close out its books at the end of the fiscal year. They offer budgeting expertise and help the Stillman community understand proper use and tracking of funds, provide training on the budgeting tools, and educate staff on how the overall institutional budgeting process works

Kaitlyn Kirkpatrick
Controller
Batchelor 102
(205) 247-7845
mkirkpatrick@stillman.edu

GRANT ACCOUNTING

The Grant Accounting team works closely with sponsoring agencies and ensures accurate financial reporting and compliance. The team has a high level of technical expertise, applying its deep knowledge about each sponsor’s specific requirements. The unit maintains good working relationships by ensuring the timely and accurate delivery of reports, knowing that late reports can put future funding at risk. They close out all grants and contracts upon completion. While each sponsor has different reporting requirements, the team works with internal stakeholders to keep all reports in compliance with terms of agreements.

Collecting funds in a timely matter is essential to Stillman’s overall financial strength. Regular on-time payments help manage Stillman’s cash flow effectively. Grant Accounting has systems in place to directly draw down funds from federal agencies, which reduces payment times considerably. They also do more traditional billing and collecting and ensure that funds are credited properly.

Michelle Dumas Grants Accountant Batchelor 102 ( 205)349-4240 ext. 8812 mdumas@stillman.edu Jesse Nash Grants Accountant Batchelor 102 (205) 349-4240 ext. 8967 cnash@stillman.edu
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