This division is considered one of the most important divisions in the Finance Department. Its importance is mainly due to its being in charge of supervising the planning, executing and regulating of students’ revenues from tuition fees, registration fees, internet, admission application fees, graduation fees, etc.
The working staff at the Student Accounting Office is comprised of a Division Director and a number of qualified accountants who use high-tech accounting software and computer systems to work as diligently and as professionally as possible to finish up with financial transactions and regulate them with high accuracy.
The Director supervises all the tasks assigned to his Division. He works on distributing these tasks to his working staff and following up on such tasks to guarantee providing quality services to our students. Because of the Divisons' responsibilities, it is considered to be the division with the most knowledge of and responsibility for students. It is both the first and the last University department to assist students; giving them their registration numbers at the beginning of their time at An-Najah, and finally issuing their quittance certificates upon graduation.
Student Account Division Major tasks:
- Collecting tuition fees and other fees from students.
- Following up on students’ accounts- keeping a record of their registered hours per semester, paid tuition fees/installments, loans and students’ scholarships in the students’ account.
- Following up with the Computer Center on the preparation of students’ registration programs.
- Issuing quittance certificates for graduating, withdrawing, and dismissed students; and collecting graduation fees from graduating students.
- Following up on and dealing with scholarships and loans offered to students.
- Preparing payment vouchers to return credit balances to graduating, withdrawing, and dismissed students.
- Answering and attending to all student inquiries pertaining to their financial matters.
Because of its multifaceted responsibilities, this Department is considered to be the heart of the Financial Department. It is responsible for the accuracy of financial information processes and the accuracy of financial reports from the accounting system.
This Department makes sure that financial data are entered properly and accurately into the computer software; and that the transactions are being sent to the correct accounts with the required amounts and then sent to the cost centers as required.
Making monthly banking settlements is also one of the responsibilities of this department, in addition to making the necessary accounting records, and following up on the accounts of the creditor and debtor; and making sure that all financial dues are being paid on time.
At the end of the fiscal year, this Department makes the year-end financial adjustments in accord with adopted regulations and standards; and prepares the final accounts and extracts the annual financial reports.
In addition to the aforementioned, this Department does many other works such as preparing financial and economic studies at the request of the financial director; submitting periodical financial reports to the University's decision makers; preparing the end-of-service compensation accounts and savings accounts. The latter has to be done in full coordination with the Payroll Department. Finally, this Department oversees and ascertains the correctness and accuracy of students' deposits in the credited banks.
The Payroll Department serves the working staff sector at the University. This Department is responsible for the calculation of University employees' salaries for full-time and part-time staff, university employees' saving accounts, and the compensation given at the end of their employment service.
The Payroll Department does all the financial processes for any emergent conditions occurring in the employee's situation due to family, administrative, and technical allowances; the deduction of work days; the deduction of salary advances, education advances, and savings advances in addition to other types of deductions. All these processes are to be logged into the computer in the program pertaining to the Payroll Department.
The monthly payroll lists are prepared and edited with the cooperation of the Human Recourses Department at the end of each month. After that, all of the payroll lists are sent to the credited banks in order to make the required bank transfers which are necessary for the completion of this transaction. Then, all the payroll records shall be properly logged in and downloaded; and each center shall incur the cost of what pertains to its payroll lists.
At the end of the fiscal year, employees' saving accounts will be prepared along with the contribution of the University, the contribution of the employees, and the value of the profit accrued on each savings account for each employee. In addition, the Payroll Department shall prepare employees' end-of-service-accounts and properly do the log file for such transactions.
The Payroll Department does other types of work, such as: following up on files of people sent abroad or on assignments off campus; the education advances given to them as borrowed money; and following up on files of employees whose services have ceased or finished for the calculation of their financial dues.
The difficult economical conditions that the Palestinian society has experienced and the challenges imposed by the occupation have led to the establishment of a special department to help students cover part of their university tuition through interest-free loans that students can repay after their graduation.
An-Najah took the lead with respect to the implementation of a student loan system. The University began offering those loans to students from its own budget in 1996 and continued until 2001, when the Palestinian Ministry of Education and Higher Education took the responsibility of offering loans to students through the Student Loan Fund at the Ministry.
The Student Loan Department coordinates with the Deanship of Student Affairs, Student Accounting Department, the Computer Center, and the Ministry of Education and Higher Education in order to execute the loan system in the best way possible.
This Department carries out the following duties:
- Provide students with announcements regarding loan application forms through the different available means.
- Receive loan applications and the attached documents from the students and make sure that the applications are completely and appropriately filled. Also, answer the students' questions regarding the completion of application forms.
- Archive the received loan applications and prepare them to be sent to the Ministry.
- Inform the students through the different means regarding the execution of the loans immediately after they are approved by the Ministry.
- Receive reviews and projections by the students regarding the results of the loans and answer any questions that the students raise.
- Execute the loans and have the students sign the corresponding bills.
- Follow up on the transfer of loans to the students' accounts.
- Audit the students' loan accounts and match them to the University's accounts and those of the Ministry of Education and Higher Education.
- Follow up on the collection of loans due to students which were granted to them by the University.
- Prepare clearance forms for the students after auditing their loan accounts and having them sign consent forms to repay the loan.
The Accounts Payable and Payments is an important division due to its multifaceted functions at the University. It audits all University expenses – except payroll – before dispensing money. It receives the different payment orders, audits them, and insures that they comply with all terms of the University administration’s approval; and it ensures the data's accuracy and the completeness of the documents attached to the transaction before the spending process begins.
This division works on completing and finalizing the special expenses of importers and contractors, and the documents of Petty Cash payments from all faculties and departments of the University. In addition, this division is in charge of dispensing money to regular and non-regular teaching staff for their overtime service.
After preparing the Payments Voucher, it is submitted to the Financial Director to be audited and signed in order to finalize the payment process as required.
The Expenses Division makes settlements at the end of the year regarding two types of expenses: outstanding balances of expenses and advance payment, in accordance with the accounting assets worked with, and on producing the annual consumption record for University’s assets.
In consideration of the importance of the documents reaching the Department of Finance and the necessity of providing a system that functions efficiently on retrieving and displaying these documents and their attachments, the Department of Finance implemented an electronic system of secretary and archives.
According to this system, the secretary receives the incoming mail in the Financial Department, and logs it on to a computer database by scanning and giving each document a serial number. Then, she redistributes this mail to Department staff and concerned parties.
The archive employee then inserts all accounting documents and their attachments to the computer by scanning, which makes it easy to display and print when needed. This saves time, effort and speed in finishing the documents.
The archive employee is the person responsible for the safety of preserving these accounting documents, and the only one entitled to release those documents from files and give them to the person requesting them after filling out a special form for that purpose. He is also in charge of returning these accounting documents to the working staff after finishing with them.
Besides the above mentioned, this division has other important tasks, such as: printing letters and correspondences and distributing them to the concerned parties; filing the Department of Finance's incoming correspondence; and issuing follow up reports on employees to ensure that staff members are efficiently and effectively carrying out their assigned tasks.