Financial Affairs Training

1. Financial Affairs Training Budget Manager I

2. Agenda • Budget Manager Responsibilities • Chartfields • Forms • Financial Reports • Questions

3. Budget Manager • Responsible for university funds • Reviews financial reports • Requests financial report adjustments • Requests payments and approve transactions regarding: • invoices • voucher check requests • employee reimbursement • journal entry / budget change request • Position management (if applicable)

4. Budget Manager Compliance Delegation of Authority • Budget Managers retain accountability for tasks and duties that are delegated. Approval Authority • Prior to signing/authorizing: read it, ask questions, probe for full understanding. Account Reconciliation and Oversight • Monthly review of financial reports for accuracy. • Active participation in monthly reconciliation process - “two sets of eyes”. • Document retention, including signatures. Special Attention • ProCard transactions • Employee reimbursements

5. Budget Manager Compliance (cont.) Conflict of Interest Policy provides requirements and processes for reporting conflicts of interest, or the appearance of conflicts.  All employees are required to report any conflicts and certain employees, including those in key management positions or authorized to expend university resources, are required to certify that no conflicts exist.  Employees involved with grant funding are required to comply with additional governmental required conflict of interest policies (see OSPR website). For additional information please refer to the Compliance website: http://financialaffairs.depaul.edu/payment/conflict_interest.htm

6. Labor Management • Time reporting & approval • Supervisors approve hours • Pay periods are in 2 week increments • Approval usually occurs in the last four days of the 14 day cycle.

7. Office of Advancement – Gift Processing • Role of Advancement - Gift Processing • Process organization and individual gifts made to the University. • When you get a charitable gift: • Deliver it to the Development Office immediately. (e.g. collecting donations) • Applicable policies include: • Gift Acceptance and Processing policy • Fundraising Events policy

8. Chartfields • “Chartfield” is a PeopleSoft term. • Chartfields track financial information and identify your area within the university. • Chartfields are made up of 6 primary fields. • Example: 554600-100-123456-PRGRM-IS-500999

9. Chartfields • Account – 6 digit number that identifies transaction as revenue or expense. • Fund – 3 digit number assigned to DeptID. • DeptID – 6 digit number that identifies your specific location within the university. • Program (optional) – 5 character field managed by budget manager. • Class – 2 character field assigned to DeptID. • Project/Grant – unique field used by certain DeptID’s (Budget Manager III training).

10. Account • Revenue • 40XXXX = Revenue • 41XXXX = Scholarship • Expense • 50XXXX - 53XXXX = Salary • 54XXXX = Benefits • 55XXXX = Departmental Expense • 60XXXX = Non Departmental Expense • Also refer to “List of Commonly Used PeopleSoft Financial Account Codes” & “Commonly Used Salary Accounts” handouts.

11. Financial Affairs • Financial Affairs website is located at: http://financialaffairs.depaul.edu/ • Training Information • Staff Directory • Forms • DePaul Financial Information

12. Commonly used forms • Budget Change Form– used to increase or decrease departmental/salary budgets. • Journal Entry Request– used to reclassify transactions between DeptID’s. • General Reimbursement– used to reimburse employees for expenditures. • Voucher Check Request– typically used to pay for items with no invoice(non-employees). • Employees = Payroll • Non-Employees = Voucher Check (i.e. Guest Speaker that did not submit an invoice).

13. Salary & related labor forms • Salary Reallocation Request- Move salary/benefits expenses from one department/account to another (transactions that already took place). • Distribution Change Request– Set up future salary costs to be paid from new or proper department/ account. • Position Data Request - Electronic distribution of a form for workforce related changes such as creating new positions, position re-grades, and position modifications (i.e. department changes). (Go to Campus Connect>Main Menu>Manager Self Service>Position Data Request) • Student Employment Action Form (SEAF) – Request for Student Assistance through the Career Center. • For other related forms visit: http://financialaffairs.depaul.edu/forms/index.htm

14. Financial Reports Overview • Accounting Periods/Dates: • DePaul Fiscal Year - 7/01/XX through 6/30/XX. • Financial reports for month-end close are generally available on the 6th business day of the following month. • Reconciliation Period: • Any requests for changes to these financial reports must be submitted within 2 weeks of this date. • Also refer to “Reconciliation Steps” handout.

15. Accessing Financial Reports Step 2: Enter your DeptID • PeopleSoft and report access is delegated downward: EVP/ Provost VP/ Dean AVP/ Director Budget Manager • Budget Managers can delegate additional access but are responsible for periodic reviews of this delegated access. Step 1: Select FY and Month End to view

16. Additional Reports • GFTACTIVITY • HR_CUREMP • HR_CURPOS • LBR/RPT (Salary Cost Status Report) • LBR/POS (Labor Distribution Report) • SCHOLRSHP • VAC_SICK • TELECOM

17. Questions?

18. Additional Training • Budget Manager II (AP/Procurement) • Vendors • Invoice payment • SAHR overview • Internal and External Grant Training • DeptID’s operating with Project/Grant http://financialaffairs.depaul.edu/training/index.htm • Classroom Training • Online Training • Presentations, Handouts, Guides