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Fiscal Year-End Training
Office of the Comptroller
University Procurement
Office of Research
Office of Planning & Budget
Fiscal Year-End Training
AGENDA◦ Welcome & Introductions◦ Budget◦ Research◦ Procurement◦ Accounting◦ Accounts Payable◦ Payroll
Office of Planning & Budget
Fiscal 2009 Year End Work with Budget Administrators to make
sure that departmental budgets do not fall into a deficit.
Fiscal 2010 New Year Work with Budget Administrators and Sr.
Management to develop unrestricted and restricted budgets for the new fiscal year.
Office of Planning and Budget
What does NSF mean? NSF is an acronym for “Non-Sufficient Funds”.
An account is in NSF when the YTD Activity plus the Encumbrances are greater than the Revised Budget, resulting in a negative remaining balance in General Expense.
Funding Transfer forms can be submitted to the Budget Office to correct NSF condition.
NSF can occur in Personnel Expenses budgets, as well as General Expenses budgets.
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o A cost center that is in NSF causes a delay in processing of invoice/s
o The invoice has to go through the following additional steps instead of being processed and a check generated for the invoice.
1. The data processor keys the invoice in only to have it rejected by the accounting system, then it goes to the batch editor.
2. The batch editor checks to make sure the cost center is in deficit. If it is deficit, the invoice is sent to the A/P Manager.
3. The A/P Manager places the rejected invoice in suspense.
4. Then, the A/P Manager emails the department and notifies the Budget Office of the NSF.
5. Budget contacts the department to fund the deficit.
6. Once the deficit has been funded, Budget notifies A/P that the suspended document can be processed.
7. A/P can then process the invoice and generate a check.
What does NSF cause?
May 29, 2009-Deadline for submitting personnel budget transfers to HRIS
When every position budget is funded, you do not run the risk of having a personnel deficit.
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Personnel Expense Budget
Web*Salary
General Expense Budget Last day to submit routine funding transfer forms
is May 29, 2009 Except to correct an NSF condition.
Drexel: send to Budget Office.
DUCOM: send to Dean’s Office for approval.
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Pooled Budget Drexel uses a pooled-budget method for
checking availability of funds. The Pooled Budget includes most account codes
in General Expense. Exceptions:
Drexel and DUCOM 4251 – Rent Payment – Tenet 7011 - Subcontract Expense < $25,0000 7012 - Subcontract Expense > $25,0000 8010 - Expense Recovery Internal Charges 8011 - Expense Recovery External Charges
DUCOM only 3421 – Insurance Premiums (DUCOM) 3450 - 3459 – Medical Insurance Premiums 4254 – DU/PHEC IC Charge-backs 4255 – Dean’s Tax 4262 – Departmental Overhead
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How to avoid an NSF Be pro-active in managing your account. Clean up encumbrances. Check the remaining balance in General Expense
budget. Watch out for:
Purchasing Card transactions Service Department charges Telrose/Office Depot charges Etc.
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Process for Solving NSF’s: Drexel
Budget Office will continue sending NSF notifications via email.
The e-mail will ask you to provide a source of funds to cover the deficit.
Unrestricted account under your control Designated account, PI Overhead Share
account, DeL program account, Restricted if appropriate
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Process for Solving NSF’s: DREXEL
Please respond promptly to this e-mail!◦ Time is of the essence. NSF’s hold up the
payment of invoices and put the year-end schedule at risk.
◦ Beginning June 1, 2009, if we do not hear from you within two days, we will fund your deficit from the most reasonable source and send an e-mail telling you which account we have used.
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If you think your account will fall into NSF, contact the Dean’s Office.
The Dean’s Office will work with you to find a way to cover your deficit.
Process for Solving NSF’s: DUCOM
Unrestricted Budgets
Designated, Restricted and Capital Budgets
Fiscal Year 2010 Beginning
Unrestricted budgets are annual budgets which begin anew each fiscal year.
DREXEL: The FY2010 Board Approved Budgets will be posted into Web*Finance by June 15.
DUCOM: The FY2010 Board Approved Budgets will be posted by June 15 or after reconciled by the Dean’s Office.
Fiscal Year 2010 Budgets:Unrestricted
FY2010 Budgets:Designated / Restricted
DREXEL: ◦ Cost centers beginning with 13, 15, 17 and 3.◦ The balances in Designated and Restricted
accounts roll-over from one fiscal year to the next.◦ Estimated Budgets posted by June 15, 2009
DUCOM: ◦ They are now treated like unrestricted budgets.
Budgets are based on amount approved during the budget process.
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FY 2010 Budgets: Capital Cost centers beginning with 620XXX
DREXEL Capital Budgets: - Estimated Budgets posted by June 15, 2009
DUCOM Capital Budgets: - Estimated Budgets posted by June 15, 2009
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Because we don’t know what the ending balance will be, we post an estimated budget into the account.
The estimated budget is 90% of the balance on May 31.
After fiscal year 2009 is officially closed:◦ We reverse the estimated balances.◦ We post the actual balances.
What is an Estimated Budget?
E-mail us: [email protected]
Web site: http://www.drexel.edu/depts/compt/budget
Office of Planning and Budget
Research Accounting
Fiscal 2009 Year-End Presentation
Office of Research Year-End Accounting Issues
Stewardship responsibility for sponsored funds:◦ Timely cost transfers◦ Timely salary reallocations◦ Cost transfers and salary reallocations for expenses
occurring during FY09 should be processed in FY09.◦ Review expenditures to ensure accurate accounting.◦ Contact your Program Administrator if you have any
questions.
Office of Research Year-End Accounting Issues
Encumbrances◦ All subcontractor encumbrances will be handled by
your Program Administrator in the Office of Research.
◦ Please follow Comptroller’s Office guidelines for all other encumbrances.
◦ Review your encumbrances for accuracy, e.g., ensure that encumbrances are being reduced when invoices are paid.
◦ Contact your Program Administrator for assistance if your encumbrance seems to be overstated.
Office of Research Year-End Accounting Issues
Personnel Action Form Processing – FY09◦ If the latest salary distribution is not entered
in the Labor Screen of Web*Budget, all salary will revert back to the department as of July 1, 2009.
◦ Using your department’s latest distribution report, enter that information to ensure personnel charged to grants in FY09 will continue to be charged to grants in FY10.
Office of Research Year-End Accounting Issues
Purchase Orders◦ Purchase orders for sponsored project expenditures
> $2,000 must first be sent to your Program Administrator in the Office of Research.
◦ If Purchase Orders are sent to Procurement without going through the Office of Research, they will be returned to you.
Office of Research Year-End Accounting Issues
Establishing New Projects◦ If there is no reason to set up a project that
begins July 1 or later in the old fiscal year, the Office of Research will establish the project in the new year after July 1.
◦ This reduces the possibility of errors related to year-end processing.
Research Accounting Questions?
OFFICE OF RESEARCH COMPLIANCE and ADMINISTRATION (“ORCA”)
WEBSITE: http://www.research.drexel.edu/administration/
University Procurement
Fiscal 2009 Year-End Presentation
Do I have any money left?
◦ No Available Balance (NSF) means you can’t buy anything.
◦ Applies to the PCard, Purchase Requisitions, Check Requests, etc.
Questions To Ask NOW!
What is my Available Balance?
◦ Consider items in transit Upload charges:
PCard, UPS, interdepartmental, copiers, etc. Invoices sent to A/P but not yet keyed or in
suspense due to NSF
Questions to Ask NOW!
Were any of my Requisitions or Purchase Orders paid in full, yet are still listed in Outstanding Encumbrances in Web*Finance?
Questions To Ask NOW!
Encumbrances
◦ Established by University Procurement after receiving a Purchase Requisition from the department
◦ General Encumbrances (established by Accounts Payable)
Questions To Ask NOW!
How do I get my Outstanding Encumbrances closed?◦ Encumbrances are closed when invoiced by the
vendor against the PO or released after the monthly PCard upload.
◦ Encumbrances are not released if payment is made via Check Request or paid with a departmental PCard.
Questions To Ask NOW!
◦ POs over $2,000 – invoice & receiving keyed against the PO. Receiving (Payment Approval Copy of PO)
must be signed and returned to A/P. Or, invoice must be signed.
◦ It won’t be closed if only partially invoiced and/or received. If product/service final invoice is less than the
PO, University Procurement must be notified to close out the PO.
Otherwise, the PO balance will remain open.
Questions To Ask NOW!
POs are contracts and as such, should not be cancelled without consultation with the buyer who placed the order.
Closing Purchase Orders
◦ Closing a legitimate PO to increase one’s Available Balance is not permitted.
◦ Once released, funds will be applied to any outstanding deficits.
Closing POs
If the PO is no longer legitimate:
◦ The requestor e-mails the buyer to close the PO.
◦ The buyer will get a confirmation from the vendor that all invoices have been paid in full.
◦ The buyer cancels the order with the vendor.
Closing POs
◦ Buyer will contact A/P to check for in-process Receiving and/or Invoices.
◦ A/P e-mails Procurement with OK to close the PO.
◦ Procurement closes the PO and e-mails the requestor confirming that the PO was closed.
Closing POs
Which of my Requisitions or Purchase Orders will carry forward (roll) into the new fiscal year?
◦ Any PO that is open after the General Accounting clean-up process.
◦ Subcontracts for Research/Grants/Projects
Questions to Ask NOW!
◦Purchase Orders that roll from FY09 to FY10 are charged to your FY10
budget.
Questions to Ask NOW!
When can I submit my last Capital Equipment/ Furniture Purchase Request?
◦ April 22 is the last day.
◦ Approved requisitions submitted after April 22 will not be keyed before July 1.
◦ Exception: capital equipment/furniture must be delivered, installed and invoiced by June 30
Questions to Ask NOW!
When can I submit my last routine Purchase Request?
◦May 29
◦ Approved requisitions submitted after May 29 will not be keyed before July 1.
◦ Exception: emergency purchases
Questions to Ask NOW!
What about Blanket PO’s?
◦ All Blanket Orders, with the exception of Research Subcontracts, expire on June 30.
◦ Must renew if you need them for FY10.
Questions to Ask NOW!
◦ How can I get a list of my current Blanket Orders?
Procurement issued a list of current Blanket POs showing total invoiced amount.
Review the list to determine which need to be
renewed (if any).
Questions to Ask NOW!
Blanket PO Process
◦ Mark up the list with any changes for the new fiscal year.
◦ The administrator with the proper signature authority must sign next to each Blanket PO to be renewed.
Questions to Ask NOW!
Blanket PO Process
◦ If I don’t want to renew?
Draw a line through the blanket(s) you don’t want renewed, and initial each one.
Return list to us by June 15th.
Questions to Ask NOW!
Did I inventory my office supplies?
◦ June 12 is the last day to order routine office supplies from Telrose/Office Depot.
◦ ONLY emergency purchases will be processed between June 12 and June 30.
Questions to Ask NOW!
Backordered items will not be charged to the current fiscal year, if not delivered by June 30.
If that is not acceptable, cancel the order.
Office Depot and Year End
Do Not use the PCard without available funds.
PCard acts more like a Check/Debit Card than a Credit Card and must be paid in full at the end of each month.
PCard and Year End
Do NOT use the PCard for any purchases beyond June 12.
◦ Vendors must submit charges to card holders before June 30.
◦ Each and every PCard transaction that posts after June 21, but prior to July 1, must be reconciled by Tuesday, July 7.
PCard and Year End
Attempt to buy anything when you don’t have any budget available.
Submit FY09 Purchase Requests after May 29.
Forget to send research-related Purchase Requisitions to your Program Administrator in the Office of Research for their signature.
Things You Shouldn’t Do
Ask for any PCard limit increase during the month of June.
Make any PCard Purchase after June 12.
Ask Procurement to key new fiscal year purchase requisitions before July 1, 2009.
Things You Shouldn’t Do
Ensure that you have enough available funds in your budget to support the purchase.
Ensure Purchase Requisitions are signed by the budget administrator with the authorization to initiate purchases for the dollar amount specified.
Things You Should Do
Ensure that all appropriate documentation is attached when submitting purchase requisitions (e.g., correct number of Quotes, Competitive Bid Exception memo, etc.).
Remember to send research-related Purchase Requisitions to your Program Administrator in the Office of Research for their signature.
Things You Should Do
Questions you can ask us NOW!
E-mail us:◦[email protected]◦[email protected]
Web site: ◦ http://www.drexel.edu/procurement/
University Procurement
General Accounting
Fiscal 2009 Year-End Presentation
Expenses are generally charged in the year of these dates:
Event-Travel Date
Completion Date
Ship Date Contract-Performance Date
Effective Date
Delivery-Receipt Date
Expenses might not be charged in same year as these dates:
Order Date
Date Contract Signed
Date Budgeted
Date Paid/ Advanced
Invoice Date
Date Processed-Recorded
So Which Dates Really Matter?
Example 1: Purchase of Goods
Order Date
May 31
Ship Date
June 23
Invoice Date
June 28
Delivery Date
July 3
Date Paid
July 10
Example 1: Purchase of Goods
Order Date
May 31
Ship Date
June 23
Invoice Date
June 28
Delivery Date
July 3
Date Paid
July 10
Year recorded dependson the terms of the order
F.O.B. Ship Point=F09F.O.B. Destination=F10
Capital Assets
Are greater than $5,000
Consist of tangible property, equipment, software, buildings and sometimes artwork.
Each asset is assigned a custodianIs It Capital or Not Capital?
Federal government and other audits require us to maintain and verify our assets.
We physically inspect a percentage of assets .
Remaining assets are verified through confirmations sent on or before approximately April 15 to asset custodians.
It is vital that we account for assets that are missing, disposed of or not working.
Inspections/confirmations done in May/June.
Capital Asset Inventory
Encumbrances are used to reserve budget for items ordered through University Procurement or, in limited instances, through Accounts Payable (General Encumbrances).
They should be cleared when the items are received and paid.
This occurs automatically if paid against the PO.
Encumbrances often remain open if the invoice is paid by a check request or purchasing card.
Also can remain open if purchase is canceled or only partially received.
Encumbrances
Encumbrances that remain open carry forward into FY10 and reduce available balances.
On or before May 22, we will issue a report showing open encumbrances scheduled to roll to FY10.
General Accounting will make a preliminary determination of those encumbrances that appear they should be closed out.
Excludes research sub-contracts.
To delete FY09 Encumbrances:◦ Before May 22 - Contact University Procurement◦ After May 22 - Contact General Accounting
Encumbrance Cleanup
Accruals are used to record expenses that are incurred in FY09 but have not or will not be invoiced before closing.
If you have not received or submitted an invoice by July 7, please submit documentation to General Accounting to accrue the expense by July 13 or as soon as you are aware of it.
Accruals are not required for single-item transactions under $5,000.
Accruals cannot be made if the expense was not incurred in FY09.
Expense Accruals
Example 2: Accrued Expense
Order Date
May 31
Ship Date
June 12
Invoice Date
August 20
Delivery Date
June 25
Because this invoice is received after the closing date for Accounts
Payable (July 7) it will need tobe accrued back to June 30
since the goods were received before year-end
Prepaid Expenses are used for payments made to a vendor in FY09 for services/goods to be received in FY10.
Prepaid Expenses will not charge the FY09 budget but will be carried forward and charged to the proper period.
Contact General Accounting to properly process a payment as a prepaid expense.
Prepaid Expenses will not be set up unless the expense pertains to a future period.
Prepaid Expenses
Example 3: Prepaid Expense
Travel Reservations Booked
May 15
Travel Advance issued by Accounts Payable
June 28
Travel Date
July 15
Check Paid for Hotel/Airline/Conference fee,etc for deposit.
May 17
Expense report submitted by
traveler
July 31
Because the travel datedoes not occur until after
June 30, the paymentsmade prior to June 30th
should be recorded as prepaid
This travel advanceShould also be recorded
as prepaid.
As with expenses, revenues must also be recorded in the proper year.
We generally follow the “Matching Concept” of revenues to expenses.
The matching concept is applicable when we have a obligation to provide a service before the revenue is earned.
It is generally not applicable for gifts. There are, however, a few exceptions.
Deferred/Accrued Revenue
Example 4a: Deferred Revenue
Department makes plan to host golf tournament
May 1
Registration Fees collected from participants
May-Jun
Check paid to Golf course for deposit
May 17
Golf Tournament Event
July 31
Deferred Revenue
Prepaid Expense
Example 4b: Accrued Revenue
Department negotiates agreement with Company XYZ to conduct test and submit results
May 1
Revenue Billed/Collected from XYZ Company for test results.
Aug 8
Check paid to vendor for testing supplies
July 17
Labortory work completed and
results sent to XYZ Company
June 15th
Accrued Revenue
Accrued Expense
All corrections for FY09 transactions must be submitted to General Accounting by July 13, 2009.
Budget Administrators must submit the proper supporting documentation with the Transaction Correction Form.
Need to be clear as to which year is being corrected.
Transaction Corrections are subject to Signature Authority guidelines and budget availability before processing.
Please refer to the Comptroller’s web page for the current Transaction Correction Forms.
Transaction Corrections
Budget/Funding Transfer Forms are used to move balances from one cost center to another.
They are not used for transaction corrections.
Certain restrictions may apply for transfers between two different fund types.
Generally, transfers between unrestricted, designated and restricted funds are prohibited.
Funding Transfers
START NOW
Review work areas to ensure that all invoices and paperwork are submitted by the closing dates.
Review open purchase commitments (encumbrances) via Web*Finance.
Ensure expenses that have not been or will not be invoiced by the current timeline are accrued.
Likewise, make sure that any prepaid expenses are deferred to future periods.
Review the Comptroller’s Office web page for timelines, latest news, and contact information.
http://www.drexel.edu/depts/compt
Things to Do to Get Ready!
General Accounting Questions?Website: http://www.drexel.edu/depts/compt/accounting/
Email: [email protected]
Phone:(215) 895-1729
FAX: (215) 895-1426
Accounts Payable
Fiscal 2009 Year-End Presentation
Year End Accounts Payable Deadline Dates
Invoices for fiscal year 2009 activity must be sent to the Accounts
Payable Department on an ongoing basis.
Year End Accounts Payable Deadline Dates, cont.
June 30, 2009 – last day of the fiscal year and the last check run for FY2009
July 7, 2009 - all fiscal year 2009 items must be received in the Accounts Payable Office no later than 5:00 PM.
What should I be doing now?1. Process all check requests, purchase order invoices,
signed payment approval forms and expense reports daily; and forward them to Accounts Payable.
2. Review all open encumbrances to ensure you have been invoiced for all goods received and services performed in fiscal 2009.
Remember, all fiscal year 2009 purchase orders not paid or closed will roll into fiscal year 2010 and will encumber your 2010 budget.
What should I be doing now? 3. If you have not been invoiced by your
vendor, contact them immediately for an invoice.
4. Review Web*Finance to ensure that invoices, check requests, payment approval forms and expense reports sent to Accounts Payable have been received and processed.
What should I be doing now?5. Items that need to be paid prior to July 1, 2009 for goods
and services received after July 1, 2009 will be processed as a prepaid expense. Please write the appropriate fiscal year on the check request prior to submission to Accounts Payable.
6. Forward recurring check requests to Accounts Payable by June 12 for fiscal year 2010 activity.
7. Forward recurring requests to purchase to Procurement by June 12 for fiscal year 2010 activity.
What should I be doing now?
8. If you have an order for goods and services received prior to June 30 and you will not have an invoice by July 7, please forward a request for an accrual to General Accounting.
Please be aware that the minimal amount per item for accrued expenses is $5,000.
What do I do if I have items (invoice, check requests, expensereports) and no available balance in my fund?
MOST IMPORTANT - DO NOT HOLD INVOICES!
DO THE FOLLOWING:
1. Check your other cost centers where budget is available.
If you have no other options please contact:
Drexel University College of Medicine – the Dean’s Finance Group (Mike Leith, Lou Meindl, Jeff Eberly).
Drexel University – the Office of Planning and Budget (Mary Cahill, Adria Colquitt, Susan Medina,)
NSF Issues
NSF Issues, cont. What happens if my fund becomes NSF while the
item is in Accounts Payable?
› The transaction will be enter into the system, but a check will not be issued. The item will appear in Web*Finance as a suspended document until the NSF is resolved.
NSF Issues, cont.How do I resolve suspended items sent to Accounts Payable?
› Check other cost centers where budget is available, and
› Provide another fund/org to the Accounts Payable Manager so the transaction can be processed.
› Accounts Payable requires written notification for any fund/org changes from an authorized signer on the cost center.
Accounts Payable Payment Inquiries
Payments will appear in Web*Finance. If you do nothave access to Web*Finance, contact yourDepartment Administrator.
What if I do not see my item in Web Finance?
◦ Prepaid expenses will not appear in your Web*Finance budget for fiscal year 2009. They will appear as an expense, in Web*Finance charged to 2010. The transaction type will be a journal entry (JE).
◦ Contact your Accounts Payable Representative. Please remember that properly prepared, documented, and approved items can be seen in Web Finance within 7 business days after receipt in Accounts Payable.
Accounts PayablePayment Inquiries
What if I see the item in Web*Finance but no check has been issued?
◦ The University’s payment terms for most vendors are 45 days. Your payment will be issued 45 days from the invoice date in the next check run.
APRIL 1 MAY 18
Check runs are every Monday and Wednesday.
For past due invoices submitted to Accounts Payable, checks are issued 3 business days after entering into the system.
Past due invoices jeopardize vendor relationships andaffect the purchasing power of the entire University.
Checks are not issued from accruals but only from ORIGINAL invoices submitted to Accounts Payable.
Checks issued after June 30 for fiscal 2009 transactions will be dated on or after July 1 and will appear in fiscal 2009 Web*Finance.
Accounts PayablePayment Inquiries
Reminders - April 2009 to June 2009
Send all items to Accounts Payable daily.
Review all open encumbrances and ensure the payment has been processed.
Resolve all outstanding problems for invoices, check requests, payment approval forms and travel expense reports.
It is the responsibility of the department to ensurethat all items sent to Accounts Payable have beenresolved and recorded in Web*Finance.
Reminders - June 12, 2009
All FY2010 recurring payment requests must be sent to Accounts Payable on a Check Request Form.
All FY2010 recurring requests to purchase must be sent to Procurement. Once completed, they will forward the recurring purchase order to Accounts Payable.
Reminders - July 7, 2009
Last day for Accounts Payable to receive documents for processing in fiscal year 2009.
If you get an invoice after July 7 for goods or services received on or before June 30, DO NOT HOLD IT OR PROCESS IT IN FISCAL 2010. Call your Accounts Payable Representative immediately.
Reminders -July 7, 2009, cont.
Remember…….If a 2009 charge is recorded in 2010, the auditors will find it.
Fiscal 2009 transactions must be recorded even if they are late. Late transactions will make our General Accounting team burn the midnight oil to prepare financial statements for our Board of Trustees on time.
Please, let’s work together to identify all 2009 charges before the auditors do.
◦ Email: [email protected]◦ Website: www.drexel.edu/depts/compt/ap◦ Contact information:
Check requests/expense reports and questions Wendy Epps- Drexel University
Phone: 215-895-1852 Email: [email protected]
Carolyn Dingle – College of Medicine, College of Nursing, School of Public Health Phone: 215-895-1280 Email: [email protected]
Purchase Orders, Direct Pay Invoices and Purchase Order Payment Approval Forms
o Art Devera ●Phone: 215-895-1286 ●Email: [email protected]
Contacts
Payroll
Fiscal 2009 Year-End Presentation
Payroll and Fiscal Year End Salary expenses must be charged to the fiscal
year in which the employee performs services. Contractual obligations, such as a severance
agreement, must be fully expensed in the fiscal year in which the contract is signed.◦ If paid out at a later date, the expense is
carried as a liability (payable) on the balance sheet.
Accrued/unused vacation time is also carried as a liability on the balance sheet.◦ Payable to the employee upon termination.◦ Time off balances must be accurate for the
liability to be accurate.
Payroll and Fiscal Year End Payroll expenses are automatically allocated into
each fiscal year based on the payroll calendar.◦ Available in the Payroll section of the
Comptroller’s web page www.drexel.edu/depts/compt.
It is important to make sure that all deadlines are met so that all expenses are allocated to the proper fiscal year.
Mostly all Payroll and HRIS deadlines at fiscal year end are the same as any other bi-weekly or monthly pay period.
DeadlinesPersonnel Action Forms oNew hires, terminations, job changes,
reappointmentsMonthly Employees Due June 10, 2009 for FY 2009
(June 30, 2009 pay date) Due July 10, 2009 for FY 2010
(July 31, 2009 pay date)oBi-weekly Employees
DUPROD – Drexel University Due June 30, 2009 for FY 2009 and FY 2010
(July 10, 2009 pay date) MCPROD – DU College of Medicine Due July 7, 2009 for FY 2009 and FY 2010
(July 17, 2009 pay date)
Deadlines Supplemental Pays
◦ Due to HR by June 10, 2009 for FY 2009◦ Due to HR by July 10, 2009 for FY 2010
Late FY 2009 items less than $5,000 will not be accrued
Time Reporting◦ DUPROD (Drexel University)
Monthly - FY 2009 Exempt Leave Reports due June 20, 2009
Bi-weekly - Web*Time Entry due July 2, 2009 for July 10, 2009 pay date (automatic cutoff at 10:00AM on Monday, July 6, 2009
◦ MCPROD (College of Medicine) Monthly due June 19, 2009 for June 30, 2009 pay date Bi-weekly due July 10, 2009 for July 17, 2009 pay date
How to Prepare Review Web*Salary
◦ Salary Deficits (Fiscal Position Summary)◦ Reappointments (Departmental Roster)
Positions with job end dates of June 30, 2009 Administrative Supplements-some Fiscal year appointments-all Work-Study Students-all Student Employees-all
Salary Deficits◦ Budget Transfer Form to HRIS by May 29, 2009
How to Prepare Reappointments
◦Administrative Supplements and fiscal year appointments PAF to HR by July 10, 2009
◦Work Study Confirm student has received an award Reappoint position
Instructions available on Financial Aid website www.drexel.edu/financialaid
◦Student Employees Reappoint using e-PAF
Instructions available in HRIS website www.drexel.edu/hris
How to Prepare Time off balances
◦ Submit all time reports on time.◦ Submit Payroll Resolution Forms for any
corrections/changes by June 30, 2009. Current or prior pay periods.
◦ Personal time must be used by June 30, 2009. Unused personal time is lost. New allotment available on July 1, 2009.
◦ Review available time in Web*Salary Leave Balance page.
Payroll Questions?
Website: http://www.drexel.edu/depts/compt/payroll/
Email: [email protected].
Phone:(215) 895-2885
FAX: (215) 895-1615 and (215) 895-1753