financial affairs training
DESCRIPTION
Financial Affairs Training. Budget Manager II. Introduction – P&P. Overview of Chart Fields. Overview of the Financial System. Overview of the Financial Affairs Homepage. Training. Forms. Web Services. Policies & Procedures. Web Services. Eway. ProCard/PVSNet. Propay. Agenda. - PowerPoint PPT PresentationTRANSCRIPT
Financial Affairs TrainingFinancial Affairs Training
Budget Manager IIBudget Manager II
Agenda
• Introduction – P&P.
• Overview of Chart Fields.
• Overview of the Financial System.
• Overview of the Financial Affairs Homepage.– Training.
– Forms.
– Web Services.
• Policies & Procedures.
• Web Services.– Eway.
– ProCard/PVSNet.
– Propay.
Introduction – Procurement Services
• Jeff Bethke, Director.
• Bruce Brown, Intern.
• Emily Cunningham, Intern.
• Rebecca Jahn, Buyer
• Stephen Ham, Buyer.
• Laurie Krauel, Travel Coordinator/Client Service Representative.
Phone: (312) 362-8453
Fax: (312) 362-8440
Introduction – Payment Services
• Cheryl Einsele, Manager.
• Juan Gonzalez, AP Clerk.
• Lavinia Link, AP Clerk.
• Vince Milian, AP Supervisor.
• Gabriela Mora, AP Clerk.
• Vianey Ortega, Intern.• Rhonda Powell, AP
Clerk.• Amal Sekhar, Intern.• Kay Sims, AP Clerk.• Marisol Torres, AP
Clerk.
Phone: (312) 362-8453Fax: (312) 362-8440
Overview of Chart Fields
• A Chart Field is an identifier used by PeopleSoft to classify and allocate financial transactions, and to determine workflow according to budgetary rules.
• There are 6 Chart Fields:– Account Example: 554900
– Fund Example: 100
– Department ID Example: 674100
– Program Example: 00000
– Class Example: IS
– Project Grant Example: 999999
Overview of Chart Fields
• An Account is broken down as follows:– First two digits correspond
to broad categories of transactions.
– Last four digits correspond to types of transactions.
• 40XXXX = Revenue
• 41XXXX = Scholarship
• 50XXXX = Full-time Salary
• 51XXXX = Part-time Faculty Salary
• 52XXXX = Part-time Student Salary
• 53XXXX = Part-time Salary
• 54XXXX = Benefits
• 55XXXX = Expenses*
• 60XXXX = Non-expenses (i.e. Taxes)
* Expense Accounts have corresponding Category Codes used in Propay.
Overview of the Financial System
Pro-Card(PVS Net)
Pro-Card’s Intranet
http://www.procard.com
Corp Express(E-Way)
E-Way’s Intranet
http://www.eway.com
WAS
CampusConnection
W orkstation
Pro-Pay
Mobius
UniversityCommunity
ReportingDatabase
nVision
24hr Refresh
PS Financials
Overview of the Financial Affairs Homepage
• The following items are located on the Financial Affairs Homepage (http://www.depaul.edu/~faffairs):– Training.
– Forms.
– Web Services.
– Directory.
– Links.
Overview of the Financial Affairs Homepage - Training on Class Schedule and Registration to register for
training sessions conducted by Financial Affairs.– Budget Manager I: Financial Reports, WAS & TRS.– Budget Manager II: Procurement & Payment.– Budget Manager III: Grants.– Corporate Express.– Employment/Position Management.– Gifts: Endowments and Discretionary Accounts.– Internal Accounts.– Mobius.– ProCard.– WAS.
Overview of the Financial Affairs Homepage - Training
Overview of the Financial Affairs Homepage - Forms
• The following Forms* are used by Procurement & Payment:– Conflict of Interest.
– Travel Reimbursement.
– Employee Reimbursement.
– Voucher Check Requisition.
* Forms cannot be submitted electronically from the Financial Affairs Homepage.
Overview of the Financial Affairs Homepage - Forms
• Travel Approval Request* is no longer required.
Overview of the Financial Affairs Homepage - Forms
on Travel Reimbursement* to complete the Form used for travel reimbursement.
• Submit properly completed and signed Travel Reimbursement Forms to Laurie Krauel.
• Travel expenses are reimbursed through Accounts Payable; travel reimbursements are not paid through Payroll or Direct Deposit.
* Grant-funded travel expenses require Purchase Orders, regardless of the dollar amount.
Overview of the Financial Affairs Homepage – Travel Reimbursement
Overview of the Financial Affairs Homepage – Travel Reimbursement
Overview of the Financial Affairs Homepage - Forms
on Employee Reimbursement* to complete the Form used for non-travel reimbursement.
• Expenses less than $100.00 can be reimbursed through the Cashier’s Office; expenses greater than $100.00 must be reimbursed through Accounts Payable. Employees are limited to one reimbursement transaction per day at the Cashier’s Office for expenses less than $100.00.
* Never use personal funds for expenditures that would otherwise require Purchase Orders.
Overview of the Financial Affairs Homepage – Employee Reimbursement
Overview of the Financial Affairs Homepage – Employee Reimbursement
Overview of the Financial Affairs Homepage - Forms
on Voucher Check Request* to complete the Form used for payment of all other expenses.
• The Voucher Check Request Form is used to pay vendors; an employee must use either a Travel Reimbursement or Employee Reimbursement Form.
* Voucher Check Request Forms do not need to be used in conjunction with invoices; submit invoices directly to Accounts Payable.
Overview of the Financial Affairs Homepage – Voucher Check Request
Overview of the Financial Affairs Homepage – Voucher Check Request
Overview of the Financial Affairs Homepage - Forms
• Other forms include:– Budgeting Forms.
• Budget Change Request.• Position Budget Change.• Capital Budget.• Student Org Account Reg.
– Asset Disposal/Retirement.
– Payroll Forms.• Direct Deposit Change.• IRS Tax Forms.
– 2002: W-4 Federal.– 2002: W-4 Illinois.
– Authorization Forms.• Authorized Signature.
• Proxy Designation.
– Student Accounts.• Fin. Aid Award
Authorization.
• Scholarship Award Guidelines.
Overview of the Financial Affairs Homepage – Web Services
• Web Services include:– Financial Planning.
• Academic Supplemental Reporting.
– Payroll.• Time Record System.
• Payroll Paystubs.
• Payroll Calendar.
• Direct Deposit Request.
– Procurement.• Procurement Forms.
• CDW Computing Supplies.
• Federal Express.
• Corporate Express.
• ProCard.
– Financial Systems.• Financial Systems
Training.
• Web Authorization.
Overview of the Financial Affairs Homepage – Web Services
• Web Services (continued):– Student Accounts.
– Treasurer’s Office.• PC Loan Program.
– Internal Audit.• Policy & Procedures
Manual.
Overview of the Financial Affairs Homepage – Directory
• The following Directories are provided:– Accounts Payable.
– Controller’s Office.• General Accounting.
• Asset Accounting.
• Restricted Accounting.
• Gift Accounting.
– Financial Planning.
– Financial Systems.
– Internal Audit.
– Student Financial Accounts.
• Accounts Receivable.
• Collections.
• Payment Center Loop.
• Payment Center LPC.
– Treasurer’s Office.
– Payroll.
– Procurement.
– VP Financial Affairs.
Policies & Procedures
• Contracts & Agreements.
• Credit Cards.
• Leases.
• Office Supplies.
• Purchase Orders.
• Travel.
Policies & Procedures - Contracts
• Officers of DePaul University, or their specific designees, are generally authorized to execute contracts & agreements within their respective areas of competency and responsibility.
• The Office of the General Counsel must approve contracts & agreements that exceed $10,000.00; original copies are retained by the Office of the General Counsel.
• In most cases, Purchase Orders are issued in conjunction with contracts & agreements that exceed $500.00.
Policies & Procedures – Credit Cards
• ProCards are issued by Bank One to facilitate small dollar transactions.
• The University pays ProCard balances every Friday.
• Transaction limits are strictly enforced.
• Transactions can be allocated/reviewed daily through PVSNet.
• Transactions are imported into the General Ledger once per month.
• Resolve errors/disputes with the vendor and Bank One; report lost cards to Bank One @ 800-361-6056, ext. 7540.
Policies & Procedures – Credit Cards
• Employees may apply for American Express cards; credit is based on individual merit and employees are responsible for paying balances.
• American Express cards may be used for transactions that are prohibited on the ProCard, such as travel.
• Eligible transactions are reimbursed through Accounts Payable; use the Employee Reimbursement Form.
• American Express cards are considered personal funds; never use the American Express card for expenditures that would otherwise require Purchase Orders.
Policies & Procedures – Leases
• Leases must go through an extensive review process prior to execution; the review order is as follows:– Treasurer’s Office.– Controller’s Office and the
Office of the General Counsel.
– Vice President for Financial Affairs; all leases must be executed by only the Vice President for Financial Affairs.
• Requisitioning can proceed upon approval by the Vice President for Financial Affairs.
• Forward improperly executed leases to the Controller’s Office.
Policies & Procedures – Office Supplies
• Office Supplies can be ordered through Corporate Express, a preferred vendor for Office Supplies; contact Procurement & Payment to receive an Eway Sign-up Form; orders are imported into the General Ledger once per month.
• Corporate Express is not a preferred vendor for furniture and IT equipment; contact Procurement & Payment regarding preferred vendors for such expenditures.
• Orders that exceed $500.00 are automatically routed to Procurement & Payment for review and approval.
Policies & Procedures – Purchase Orders
• Expenditures greater than $500.00 require a Purchase Order; exceptions include:– Legal Services.
– Registrations.
– Subscriptions.
– Travel not funded by a grant.
• Written quotations should be obtained for the following:– Contracted Services.
– IT Equipment.
– Expenditures greater than $5,000.00.
• Official copies of Purchase Orders are provided by Procurement & Payment.
Policies & Procedures – Travel
• Travel arrangements can be made through American Express Travel, a preferred vendor for travel; contact the travel agency @ (312) 260-3946.
• $100 Travel Advances can be charged to American Express Cards at the Cashier’s Office.
Web Services
• Eway (http://www.eway.com).– Proprietary web service owned and operated by Corporate
Express.– A custom site is administered by Procurement & Payment.– Contact Procurement & Payment for an Eway Sign-up Form.
• ProCard/PVSNet (https://pvsnet.procard.com).– Proprietary web service owned and operated by ProCard.– A custom site is administered by Procurement & Payment.– Contact Procurement & Payment for access to PVSNet.
• Propay (https://campusconnect.depaul.edu/signon.asp).– Accessed through Campus Connect.– Authorization is delegated through WAS.
Web Services - Propay
on a Panel Button to navigate through the web site.– Create a New Requisition.
– Requisition History.
– Purchase Order Status.
– Department Payment Status.
– Invoices Awaiting Action.
Web Services - Propay
Web Services – PropayCreate a New Requisition
• Create a New Requisition.– Step 1 – Order Contact Information.– Step 2 – Vendor Information.
• Enter the first word of the vendor’s name only; enter last name only for people; Procurement & Payment verifies all suggested vendors.
– Step 3 – Chart Field & Item Information.• Allocate by Percentage.• Allocate by Line Item.• Provide full, detailed descriptions and classify according to expense
type.
– Step 4 – Comments.• Choose Standard Comments or enter Vendor/Purchasing Comments.• Submit the tracer.
Web Services – PropayCreate a New Requisition
• Errors.– Budget Not Found: Choose Leave-As-Is, contact the Controller’s
Office to activate the selected Account Number and corresponding Category Code, and then resubmit, OR choose Modify and choose another Category Code, and then resubmit.
– Configuration Error: Procurement & Payment is automatically notified by the site and will resolve the error.
– Insufficient Budget: Choose Leave-As-Is, contact the Controller’s Office to transfer funds, and then resubmit, OR choose Modify and choose another budget, and then resubmit.
Web Services – PropayCreate a New Requisition Step 1
Web Services – PropayCreate a New Requisition Step 2
Web Services – PropayCreate a New Requisition Step 2
Web Services – PropayCreate a New Requisition Step 2
Web Services – PropayCreate a New Requisition Step 3
Web Services – PropayCreate a New Requisition Step 3a
Web Services – PropayCreate a New Requisition Step 3b
Web Services – PropayCreate a New Requisition Step 3
Web Services – PropayCreate a New Requisition Step 3
Web Services – PropayCreate a New Requisition Step 3
Web Services – PropayCreate a New Requisition Step 4
Web Services – PropayCreate a New Requisition Step 4
Web Services – PropayCreate a New Requisition Results
Web Services – PropayRequisition History
• Requisition History.– Enter Search Criteria.
• Edit/Resubmit a tracer if the status is Saved Complete, Saved Incomplete or Rejected.
• Create a copy of a tracer if the status is Cancelled.
– Status is Accepted: Implies that the tracer has passed Budget Checking and has sourced to a requisition; the requisition is routed to Procurement & Payment for review and approval.
– Status is Budget Not Checked: Usually occurs when a Configuration Error is encountered; the tracer can be edited/resubmitted.
Web Services – PropayRequisition History
Web Services – PropayPurchase Order Status
• Purchase Order Status.– Enter Search Criteria.
• The Purchase Order Number is displayed next to the Requisition Number the following business day after the Requisition has been approved.
– PO Status is Pending: The Requisition has not been approved.
– PO Status is Denied: The Requisition has been denied.
– PO Status is PO Issued: The Requisition has been dispatched (printed) and provided to the vendor; Accounts Payable cannot process payment until the Purchase Order has been dispatched.
– PO Status is Complete: Payment has been remitted.
Web Services – PropayPurchase Order Status
Web Services – PropayDepartment Payment Status
• Department Payment Status.– Enter Search Criteria.
• All payments issued through Accounts Payable will appear in the search results.
– Payment Status is Paid: A check has been issued and the check number and check date will appear.
– Payment Status is Scheduled: Payment has been queued into the appropriate check run.
Web Services – PropayDepartment Payment Status
Web Services – PropayDepartment Payment Status
Web Services – PropayInvoices Awaiting Action
• Invoices Awaiting Action.– Enter Search Criteria.
• Select an invoice to View/Process.
• Choose an Action to Take.
– Accounts Payable is automatically notified of instances in which an invoice is not approved; provide comments that will help Accounts Payable resolve errors/disputes with the vendor.
– Accounts Payable will periodically notify departments of invoices that are Awaiting Action.
Web Services – PropayInvoices Awaiting Action
Web Services – PropayInvoices Awaiting Action
Web Services – PropayInvoices Awaiting Action
Frequently Asked Questions (FAQs)
• When do I need to request a Purchase Order?– Order exceeds $500.00; grant-related travel; and/or the vendor
requests a purchase order.
• Why do I still see a Pre-encumbrance on Mobius?– The Requisition has not sourced to a Purchase Order. Contact
Procurement Services to investigate.
• How do I modify or cancel a Requisition or Purchase Order?– Requisitions and Purchase Orders can only be modified or
cancelled by Procurement Services; contact Procurement Services to request a Change Order.