Summary Paper

Herff Jones 4501 W 62nd Street Indianapolis, IN 46268 317.297.3741 Section 1: Description Company History Herff Jones is one of the largest employee-owned companies in the United States. Employee ownership at Herff Jones is working with 4,000 committed and dedicated employee owners. Herff Jones has been a very stable employer for many employees over the years. Herff Jones was founded on January 6, 1920, by Harry Herff and Randall Jones, who were both working in the ring business for another ring employer in Ohio. As operations grew, fine papers, yearbooks, photography, maps and globes, jewelry, and caps and gowns were added to the companys operating units. In 1989, an Employee Stock Ownership Program was organized and provided the initial opportunity for all employees to begin individual ownership of the Company. Since 1995, Herff Jones has been a 100% employee-owned company. Goods/Services Herff Jones provides several products to many of their customers; these products including: class rings and jewelry, yearbooks, photography, educational publishing, motivation and recognition, robes and apparel, maps and globes, sports awards, and most famously caps and gown. They sell these products to:
Schools and Universities Religious Organizations Retailers Judiciary Sports Organizations Frats and Sororities

General Rules/Policies See Attached Pages Employee Benefits Employee benefits for salaried employees include: Dental DPO Employee Stock Ownership A Flexible Spending Account Healthcare, Basic Life, Accidental Death and Dismemberment Long Term Disability Care Optional Supplemental Life Insurance Paid Vacations Personal Accident Insurance Profit Sharing Salaried Long Term Disability Vision Summary Plan Voluntary Term Life Insurance

Organization Chart The attached charts are the organization of the Tax and Credit Departments that I work for: My Supervisor My supervisors name is Amy Harvey. She is the Corporate Credit Manager in the Administration building at Herff Jones. She graduated from the University of Indianapolis with a Bachelors degree in Business Administration/Accounting. From there, she worked for Bank

One in their Mortgage Industries department for 15 years. She was then offered a job at Herff Jones and has been working there for the past 10 years. My Position and Duties My official position at Herff Jones is a Summer Intern in both the Credit and Tax Departments. During the five day week, three days are spent in the credit department and the other two in the tax department. The primary reason for this is because the credit department has a wide variety of tasks for me to do. They include: Refunds-giving people money back for a duplicate payment, overpayment, or merchandise return Yearbook transfers-transferring credits a customer has on account to their payment of the next years yearbook Write-offs-getting rid a balance on a customers account because it is a small balance, it is uncollectible, they were issued a tax credit, or they are a prepaid account. Match Credits and Debits-cleaning up an account that has multiple credits and debits to give them one invoice with a single balance Credit Card Payments and Receipts-filling out paperwork to issue a credit card payment for a customer and sending them the receipt via e-mail, mail, or fax. Looking up checks and their backup- I do this to see if a customer should be issued a refund or if they still owe more money And other various tasks such as: pulling invoices from our file system, W-9 requests, looking up deposits, and finding vendor numbers.

The tasks that the tax department gives me include: Entering journal entries into an Excel spreadsheet for both withholding information and unemployment insurance. Doing the reconciliation for the withholding journal entries. Filing away various tax papers such as mail certifies, withholding and U/I papers, check requests, and HJ Inc and Subs. Tax certificates- take faxes and mail that contain tax exempt certificates, write the customer name and number at the top, highlight and sort into piles. Checks- take a stack of invoices and a stack of checks, sort the invoice and put it with the corresponding check, make sure the amounts are the same, and mail check and invoice in envelope. Skills Learned I have not only learned a wide variety of skills, but also expanded on the knowledge of my current skills. Both my people skills (soft) and financial abilities (hard) have improved greatly over the last four months of me working there. Some of these skills include: Networking-building connections with coworkers so they can help you with something I may not know how to do Communication-being able to communicate well in person and via email in a professional manner that enhances the rate at which work is completed Professionalism- Not only does this include me dressing properly for work; it also includes my ability to successfully conduct business with coworkers. Encrypted CDs- I know how to work with encrypted CDs and how to access the available information on them; in my case, the information Im gathering is checks.

PeopleSoft- The main directory Herff Jones uses to conduct all business; I have mastered navigating this system to easily complete the tasks given to me. This includes both Finance Production and our Human Resources Service; HRS consists of time card entry and payroll information.

Microsoft Outlook- Since I am accustomed to checking my email online with yahoo at home, the workplace allowed me to understand how to use Microsoft Outlook and the correct way of sending emails to both coworkers and customers.

How Math, Language Arts, and Technology Are Used In the world we live in today, almost all jobs require some form of math, language arts, and technology. It is essential to know how these things are used in your specific job. Listed below are the ways I use these academic skills with my job: Math: Obviously, I need to know the basic knowledge of addition and subtraction. Ex: adding up the balance of credits on an account to be able to issue one refund instead of multiple refunds. General knowledge of debits and credits. Ex: When writing off a small balance, I need to know whether the account needs to be debited or credit in the memorandum I fill out. Language Arts: Writing in a professional way. Ex: when issuing refunds, I must provide a descriptive reason for why the customer is receiving the refund.

Being clear and descriptive when documenting PeopleSoft. Ex: When transferring a balance from one account to another, I must be specific for both accounts as to what error occurred and why the balance is being moved from account to another.

Technology: I use a computer every day to process almost all of the tasks given to me. On the computer, there are several filing systems to access invoices and memos. There is a program that allows us to access all customer information. And finally, PeopleSoft is the software we use to process all transactions and view balances. Other technology that I use is a calculator, printer/copier/scanner/fax machine, and the key card system to gain access to the building. Special Projects In the short time that I have been working at Herff Jones, I have been given a variety of projects or special tasks that they have asked me to complete. For both departments, these projects include: Sending customer files to Commercial Collections Corporation Yearbook Payments-Checking customer balance to see if they still owe for the 2011 yearbook so that way Herff Jones doesnt send out their yearbook until they have paid Posting email into customer accounts-copy & paste emails into several account conversations so that way if any person who accesses their account, knows that their representative is liable for their balance owed. Federal Tax Returns-Make copies of returns and put together a package of information to send out to the states.

Create spreadsheet and letter to tell customers that they should send their checks to a different Herff Jones location.

List of Equipment/Software/Tools Since I work in the administration building, there are several things that I have access to. To begin with, we have several systems and software that I use on the computer. These include: Alva-software to access Scholastic invoices (jewelry, rings, medals) New CAPS-software to access Cap and Gown invoices IOLA and FP Oracle-software to access Fine Paper invoices YBS-software to access Yearbook invoices PeopleSoft-program used to accomplish almost any daily tasks assigned Corp Customer Master- Program used to access any and all customer information Interaction Client- Program used for all phones. Allows employees to transfer customer calls to the person they are trying to contact. Tools: Computer, calculator, printer, copier, scanner, fax machine, files cabinets, and key card access system. Vocabulary Words These are a few of the financial terms that I need to know to complete my tasks: Invoice- a letter that has customer name and number on it, what the customer bought, the quantity of what they bought, how much each item cost, and the total amount owed. Deposits-money we receive from customers Internet Explorer, Microsoft Outlook, Word, and Excel

Write-off- the act of getting rid a customers balance on an invoice Refund-Issuing customer money for a credit that they have on their account Withholding- A certain amount of money a business must withhold to pay to the federal government

Unemployment Insurance- temporary income for eligible workers who become unemployed through no fault of their own

Credits/Debits- describes the amount of an invoice. If the invoice has a debit balance, the customer owes money to the vendor. If the invoice has a credit balance, the vendor owes money to the customer.

Customer- Any person or company that buys goods or services from another person or company

Vendor- Any person or company that sells goods or services to another person or company

Memorandum-a form on which a brief message is written describing the transaction

Credit Card receipt-the receipt that is given to the customer after they buy a good/service on account with a credit card.