welcome to the year end information session

Year End Information Session

BOSTON COLLEGE

1

Welcome to the Year End Information Session

April 2014


BOSTON COLLEGE

1


BOSTON COLLEGE

2

AgendaCarolyn Donoghue• POs for this year/Requisitions for next year• Pitney Bowes• Important Reminders for Year End

Rita Carlo• Pcard• Reminders

– Online W9 Form/Independent Contractor– Scanning– PeopleSoft 9.1 Upgrade - Vouchers/Expenses

Diane Cronin• HR – Student Hire

Jenny Chinsen• Reports/Inquiries/Queries

• Reminders – Budget Transfers


BOSTON COLLEGE

3

Purchase Orders for this fiscal year

• PO Balance Report – to review remaining encumbrances

• Query – BC_PO_BY_DEPT to review Due Dates


BOSTON COLLEGE

4

New Search Parameters - PO Balance Report


BOSTON COLLEGE

5

BC Reports >> Purchasing >> PO Balances Step by Step can be found at www.bc.edu/financialsystem

http://www.bc.edu/financialsystem


BOSTON COLLEGE

6

Reporting Tools >> Query >> Query Viewer >> BC_PO_BY_DEPT


BOSTON COLLEGE

7

Requisitions for next fiscal year• Due Date – 5/31/15• Agreements – can not cross fiscal years


BOSTON COLLEGE

8

Entering the correct Budget Date to charge next fiscal yearClick Details tab – enter the budget date for next fiscal year – 6/7/14


BOSTON COLLEGE

9

Pitney Bowes Barcode Create in New Budget Year

• Change fiscal year value to 2015

• All chart of account fields are required

• Projects/Grant – enter appropriate project/grant ID

• Fiscal year does not apply to projects/grants

• Must have existing budget in new fiscal year to create barcode

• Copies of barcode accepted


BOSTON COLLEGE

10

Processing in the correct fiscal year• Prepaid Expense

– Expenses paid in FY14 relating to FY15 event or service– Amount over $1,000– Paid from a prepaid expense account 15440– Original invoice to AP, copy of invoice to Mike Quilter, 129 Lake, Rm 428– Copy should include voucher number and chartstring

• Accrued Expense– Expenses for FY14 event or service paid in FY15– Amount over $1,000– Paid from an accrual account 20020– Original invoice to AP, copy of invoice to Mike Quilter, 129 Lake, Rm 428– Copy should include voucher number and chartstring– You must have budget funds available– Accepted payments made to account 20020 until June 20th

• Does not apply to travel expenses – travel advances still processed through Accounts Payable


BOSTON COLLEGE

11

Important Dateswww.bc.edu/offices/controller

• Monthly Supplemental Budget Transfers – Wednesday, April 30th • Dell and Apple orders – Friday, April 25th • Temporary Payroll Budget Transfers – Wednesday, April 23rd • Ricoh orders – Friday, May 16th • Weekly Supplemental Budget Transfers – Friday, May 16th • Pcard budget transfer – Friday, May 23rd – by 3:00pm• Approvals – Friday, May 30th – 12:00pm• Shut Down - Friday, May 30th – 12:00pm• Hand deliver paperwork – Friday, May 30th – 3:00pm• Delivery of goods – by May 31st

http://www.bc.edu/offices/controller


BOSTON COLLEGE

12

Queries

Reporting Tools>>Query>>Query Viewer

– BC_AP_VCHR_NOT_SUBMITTED» Voucher was not submitted

– BC_AP_VCHR_AP_APPR» AP did not receive the paperwork

– BC_AP_VR_SCAN_INFO_FOR_DEPTS» List of vouchers and scanned images


BOSTON COLLEGE

13

Forms available on www.bc.edu/procurement

http://www.bc.edu/procurement


BOSTON COLLEGE

14

Category and Supplier Information


BOSTON COLLEGE

15

Category and Supplier Information


BOSTON COLLEGE

16

Helpful Websites

Controller’s Year End www.bc.edu/yearend

PeopleSoft Financials www.bc.edu/financialsystem

Procurement Services www.bc.edu/procurement

Vendors/Suppliers www.bc.edu/supplier

University Travel Program www.bc.edu/travel

Pcard Information www.bc.edu/pcard

US Bank Access https://access.usbank.com

Human Resources www.bc.edu/hr

Emails

Accounts Payable [email protected]

Pcard Questions [email protected]

Procurement Services [email protected]

http://www.bc.edu/yearend


http://www.bc.edu/procurement

http://www.bc.edu/supplier

http://www.bc.edu/travel

http://www.bc.edu/pcard

https://access.usbank.com/

http://www.bc.edu/offices/hr

mailto:[email protected]




BOSTON COLLEGE

17

Rita CarloSenior Accounts Payable Assistant


BOSTON COLLEGE

18

P-card

Requirements for April and May:

• Be proactive by reviewing your p-card balances.– Query for p-card budget low: Reporting tools>query>query viewer.

BC_PCARD_BUDGET_LOW

• Use the cardholder email listing if necessary, to contact all cardholders in the department to inform them of p-card balances or important dates and reminders.

BC_PCARD_HOLDER_EMPL_W_EMAIL

• Review pending orders with vendors to be sure you are billed for, or cancel, any backordered items or they will be on FY14 budget.


BOSTON COLLEGE

19

End of May

• Budget transfers into p-card account must be done by Friday, May 23, 2014 by 3:00 p.m. to be available by May 26, 2014.

Transfers usually hit in one day but may take up to two days to be available to spend.

• Vendors must bill your p-card and send transactions to the bank by

5:00 p.m. on May 31 to hit your FY14 budget.

Remember to place orders with enough time for

delivery by May 31.

• Please do not remove money from your P-card line. You may have pending transactions by other cardholders.


BOSTON COLLEGE

20

Preparing for P-card FY15

• PERMANENT transfers into the p-card account will ensure the P-cards open automatically with funding available on June 3, 2014.

• Review the list of p-card holders in BC Custom Menu to inactivate any cardholders who should no longer have access and to review access levels for current cardholders.

• Inactivate any cards on expired grants or programs.


BOSTON COLLEGE

21

Utilizing US Bank’s Access-on-line

• US Bank’s Access-On-Line program now provides departmental p-card administrators access to more information such as up-to-the-minute account balances and real-time transaction information.

• This access also allows department p-card administrators to check the reasons for the department’s declined transactions.

• If your department would like this new access, please send the name of the designated department p-card administrators and Dept. ID in an e-mail to [email protected]



BOSTON COLLEGE

22

Vendor Information


BOSTON COLLEGE

23

Status of Vendors - Query


BOSTON COLLEGE

24

W9 Form – Online form for vendorsProcurement Services’ website>>Doing Business with BC>>W9


BOSTON COLLEGE

25

Reminder: Independent Contractor Questionnaire part of the online W9 form


BOSTON COLLEGE

26

Vendor/Independent Contractor Questions

Rita Carlo or Matt Dunn

[email protected]



BOSTON COLLEGE

27

Scanning for vouchers

How can you participate?

What you need… - Ricoh- Software – Autostore


BOSTON COLLEGE

28

View the scanned images in PeopleSoft


BOSTON COLLEGE

29

Benefits of Scanning

• Ability to view scanned images in PeopleSoft

• No more running around campus

• No lost paperwork

• Faster - payment process

• Electronically submitted to workflow


BOSTON COLLEGE

30

Don’t Forget - Voucher Submit button


BOSTON COLLEGE

31

Expense Submit, Budget Check, ApproveStep by Step can be found at www.bc.edu/financialsystem

• If a P2B or P3 enters an Expense Report under Employee Self Service, the transaction will be routed to the designated P2A to verify the Chartstring, Budget Check and Approve the expense report. For a list of the designated P1s and P2s for a department, we have developed a query, BC_WF_P1_P2_APPROVER_LIST.

• If a P2A in the department enters an Expense Report, it is now a three-step process to (1) Submit under Employee Self Service and (2) Budget Check and (3) Approve the Expense Report under Travel & Expenses. After submitting the Expense Report, the P2A must navigate to an approval page under Travel and Expenses to Budget Check and Approve



BOSTON COLLEGE

32

Diane CroninForeign Tax Specialist/Timekeeper


BOSTON COLLEGE

33

HR Forms

• Grad Service Stipends• Change Service Stipends• Terminating Grad Students• Grad Non-Service Stipends


BOSTON COLLEGE

34

Helpful Hints

• Always use the first and last day of the month for Grad Stipends

• Process stipends before the first day of a month in order to be paid for the 16th of that month

• Always check your “Approval Status” to make sure it has been processed by HRSC

• Grad Stipends need approval and if applicable

funding and tax specialist approval before it can

be paid


BOSTON COLLEGE

35

HR – GRADUATE SERVICE STIPENDS BC CUSTOM > USE > Graduate Service Stipends

A student needs to work in order to receive this stipend. Click .

Click


BOSTON COLLEGE

36

Remember to change the School Year to 2015. Multiple hires can be processed for an individual, but it is not recommended because the PS HR system cannot handle more than one change on the same day. Manual hires have to be done by HRSC. Complete form and click


BOSTON COLLEGE

37

HR - CHANGE SERVICE STIPENDBC CUSTOM > USE > Change Service StipendForm to change an existing Grad Stipend. Enter at least one field value, make sure Current Year = new fiscal year (2015) and click

*The system does allow a user to process more than one change per day, BUT it is not recommended because the system cannot handle multiple transactions per individual per day. It is also helpful if a comment is added in the instructions to HRSC.


BOSTON COLLEGE

38

Enter only the field values that you want to change and click

If changing an Account Code, make sure to use your correct department Account Code.


BOSTON COLLEGE

39

HR – TERMINATE GRAD STUDENT

Navigation: BC CUSTOM > USE > Terminate Grad Student

Form is used to terminate a Grad Student hired and terminated during the same academic year or a Grad Student hired in the summer and terminated in the summer. Otherwise, complete an ECR (paper) termination.

Enter at least one field value and click


BOSTON COLLEGE

40

Enter Termination Date. Use the last day of the month worked. Do not use today’s date.

Click


BOSTON COLLEGE

41

HR – GRAD NON-SERVICE STIPENDBC CUSTOM > USE > Grad Non-Service Stipend

Do not have to work to receive this stipend. Payment is received through Accounts Payable. Remember to change the Current Year to 2015.

Due to semester swap, do not use the months of December and May! Enter September through November or January through April.

The preference is one check issued at the beginning of each semester for the semester.

Click


BOSTON COLLEGE

42

Jenny ChinsenManager, Operations & Budget Analytics


BOSTON COLLEGE

43

Reports

• ACR Setting up a new Run Control ID

• TDR • P.O. Balance Report• Grants

Inquiries• Activity Summary – P.O.• Budget Overview Inquiry• Transactional Detail Inquiry - PG

Queries• BC_KK_ACR_LIM_SLRY (or BC_KK_ACR_RANGE_LIM_SLRY)• BC_KK_ACTUALS_TRNS_DTL_LIM_SLRY• BC_GM_BUD_ACCTD_GRANTS


BOSTON COLLEGE

44

ACR ReportProvides budgeted and expended summary data with balance available.

Navigation: BC Report > Commitment Control > ACR Report Step 1: First time in set up a new Run Control by clicking

Step 2: Enter a Run Control ID name that contains no dashes or spaces (underscores are fine).


BOSTON COLLEGE

45

Step 3: Enter Budget Period, Accounting Period and Department.

Business Unit: EAGLE (will default) Department: xxxxxx

Budget Period: Enter Budget Year i.e. 2015

Account Period – Enter Period i.e. 4 (September)

Fund Code Range – Select ALL or appropriate Fund code (2xx, 6xx or 9xx)

Salary Data will default based on your role.

Step 4: Click


BOSTON COLLEGE

46

Step 5: Select Report format


BOSTON COLLEGE

47

This will open up the ACR Report. Note: Once you open the PDF, you can save it by selecting File > Save As > …


BOSTON COLLEGE

48

TDR ReportProvides detail activity. Contains individual transactional detail for budget transfers, requisitions, purchase orders, vouchers, expense reports and journal entries for standard charges (PCard and BOC).

Navigation: BC Report > Commitment Control >TDR Report –Student Salary

Step 1: Click

Step 2: Click

Step 3: Click the blue hyperlink on the Run Control ID you want to run.


BOSTON COLLEGE

49

Step 4: At a minimum input Budget Period, Account Period and Department. Click

Step 5: Server Name = PSNT. Click


BOSTON COLLEGE

50


BOSTON COLLEGE

51

Grant Reports

For instructions on how to run the below reports, please go to OSP’s website: http://www.bc.edu/research/osp/assistdoc.html.

• Grant Balance Available Summary Report - A timely formatted summary balance available report with subtotals and totals.

• Grant Online ACR - Provides budgeted and expended summary data with balance available.

• Grant Online TDR - Provides detail activity. It contains individual transactional detail for the budget transfers, requisitions, purchase orders, vouchers, expense reports, salary encumbrances, salary actuals, and journal entries for standard charges (PCard, Pitney Bowes, BOC) and allocations (Fringe Benefits, Plant Maintenance, F&A)

http://www.bc.edu/research/osp/assistdoc.html

http://www.bc.edu/research/meta-elements/pdf/Grant_Balance_Summary_Report_Instructions.pdf

http://www.bc.edu/research/meta-elements/pdf/GRANTS_ACR_INSTRUCTIONS.pdf

http://www.bc.edu/research/meta-elements/pdf/GRANTS_ACR_INSTRUCTIONS.pdf


BOSTON COLLEGE

52

Navigation: Purchasing > Purchase Orders > Review P.O. Info > Activity Summary

Step 1: Type in the Purchase Order and/or Vendor ID and click

Purchase Order Activity Summary Inquiry

Step 2: Click on the blue hyperlink for Purchase Order you would like to see.


BOSTON COLLEGE

53

Step 3: Click on blue hyperlink for full Item Description.

Step 4: Click on Invoice (blue hyperlink) at bottom for Voucher information.

NOTE: If there is more than one line on the P.O., click on each individual line item.


BOSTON COLLEGE

54

Budget Overview The purpose of this inquiry is to provide information about each transaction that makes up a total amount budgeted, pre-encumbered, encumbered and expensed to an account.

Step by Step Guide: https://www.bc.edu/content/bc/bcres/bcfinancials/reports.html

Navigation: Commitment Control > Review Budget Activities > Budgets Overview

Step 1: First time in set up a new Search Criteria by clicking

Step 2: Enter an Inquiry Name that contains no dashes or spaces (underscores are fine).

Step 3: Click


BOSTON COLLEGE

55


BOSTON COLLEGE

56


BOSTON COLLEGE

57

Transaction Detail Inquiry Navigation: BC Report > Commitment Control > TDI - PGStep 1: Enter appropriate values, PC Business Unit = GRANT


BOSTON COLLEGE

58

Navigation: Reporting Tools > Query > Query Viewer > BC_KK_ACR_RANGE_LIM_SLRYYou must enter values in the following fields: Budget Period, Account (begin range) and Account (end range). You can use the %, which is

a wildcard that will bring back results for all Departments and Funds.


BOSTON COLLEGE

59

Navigation: Reporting Tools > Query > Query Viewer > BC_KK_ACR_LIM_SLRYYou must enter values in the following fields: Department, Fund Code, Fund Source, Program Code, Property and Budget Period. You

can use the %, which is a wildcard that will bring back results for all Functions and Accounts.


BOSTON COLLEGE

60

Navigation: Reporting Tools > Query > Query Viewer > BC_GM_BUD_ACCTD_GRANTS

You must enter values in the following fields: Department, Fund Code, Fund Source, Program Code, Function, Property, Account and Project/Grant. You can use the %, which is a wildcard for all fields and just enter the Project ID.


BOSTON COLLEGE

61

Reminders

• Budget Transfers Personalize Budget Lines New Fiscal Year – Change Journal Date to first day of the Fiscal Year

• Queries and Reports Keep you search criteria simple Inquires are timing out – Report this to FMS ([email protected])



BOSTON COLLEGE

62

Helpful Hints

To save your query click Add to Favorites located in the far right in the search results

To do additional research without losing your results click on New Window located in the top

right corner below worklist .

To save your chartstring information to avoid entering each time, click Save Search Criteria.


BOSTON COLLEGE

63

Happy Fiscal Year End!www.bc.edu/offices/controller

Approvals – Friday, May 30th – 12:00pm

Shut Down – Friday, May 30th – 12:00pm

Hand deliver paperwork – Friday, May 30th – 3:00pm

*Remember – be aware of vacation schedules for approvals

http://www.bc.edu/offices/controller

welcome to the year end information session

Documents

new budget year

new fiscal year

fiscal year value

fiscal year po balance

existing budget

correct budget date

paperwork bc

fiscal yeardue date