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Administrative Support Staff Essentials - eCOACH
University of Utah • Division of Human Resources • Training & Development
1
Administrative Support Staff Essentials
eCOACH
Administrative Support Staff Essentials - eCOACH
University of Utah • Division of Human Resources • Training & Development
2
TABLE OF CONTENTS
eCoach is a handout that is designed to answer your questions, guide you to
the right resources, and help you to smoothly transition into your new
support position. We understand that the demands of your job are complex,
multifaceted, and often bewildering. We hope that this eCOACH document
will help.
FOUR IMPORTANT ON-LINE RESOURCES ............................ 3
CHARTFIELD ............................................................................... 8
HUMAN RESOURCES - The Administrative Support Toolkit. ... 4
FINANCIAL AND BUSINESS SERVICES INFORMATION ..... 6
CAMPUS INFORMATION SYSTEM (CIS) .............................. 12
REQUIRED FORMS AND TRAINING ..................................... 13
OTHER TRAINING SITES......................................................... 14
DEFINITIONS ............................................................................. 15
COMMONLY USED EXPENSE “ACCOUNTS” ...................... 17
Let us know how we are doing. If you have any feedback or thoughts
contact Training and Development at 585-2300
Administrative Support Staff Essentials - eCOACH
University of Utah • Division of Human Resources • Training & Development
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As a new Administrative Assistant or Payroll Reporter you will
want to first familiarize yourself with your office and the existing
policies and procedures for your department. You will want to
review current files, documents, and learn existing processes for
working with the employees in your department.
FOUR IMPORTANT ON-LINE RESOURCES for you will be:
1. University of Utah Home Page – www.utah.edu
University of Utah A-Z index
Map of University Campus and Research Park
Directory
2. Human Resources Administrative Support Toolkit – One stop shop and a one
page resource for most needed links. (be sure to bookmark)
3. Financial and Business Services (FBS) - CAMPUS/HOSPITAL AND CLINICS
4. Campus Information System (CIS) – a secured site that requires a login that
allows you to access your confidential personal information and important
information for your job.
Administrative Support Staff Essentials - eCOACH
University of Utah • Division of Human Resources • Training & Development
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HUMAN RESOURCES
These are the HR resources that administrative support personnel
most commonly use as well as access to other pertinent sites and
information. This is a one-stop resource for you to help you find
what you need when you need it. This page reviews some of that
information.
HR Service Teams – your HR professionals are ready to answer your questions.
Using your “Just for You” record your HR team.
ePAF (Electronic Personnel Action Form) - ePAF is used whenever an
employee has an employment status change, unpaid LOA, paid LOA, return
LOA, Distribution change, FTE change, pay adjustment, data correction, or
personal and emergency contact information change or update.
eI-9 - A new electronic form, " eI-9" has been added to ePAF. Payroll
Reporters and anyone who needs access to initiate eI-9's must attend an eI-9
training session.
You must take an ePAF Training before being granted access. Contact your HR
representative to schedule that.
Payroll and Kronos - Payroll reporters must fill out the supervisor access form
and fax it to 585-3030. You will have access the next pay period. Please
contact your Payroll Representative to schedule time for the training.
Posting a job and hiring processes - In addition to the stepwise process in the
above link, you will need to know policies and the helpful resources. For that
information, click on: “Job Classification and Reclassification: Guidelines and
Tools.”
New employee orientation - There are 4 new employee orientations depending
on the job classification:
Administrative Support Staff Essentials - eCOACH
University of Utah • Division of Human Resources • Training & Development
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Campus New Employee Orientation (staff)
Health Sciences New Employee Orientation
Hospital and Clinics New Employee Orientation (staff)
Faculty, Post Doctoral Fellows and Academic Staff Orientation
Learning Management System (hospital employees only) – This is the
education and computer assisted training website for the University of Utah.
For training contact Training and Development 585-2300 or email
D-JOBS (Department Job Summary) - D-JOBS is a feature available through
CIS that allows departments to check current and historical information for
employees, update personal information, designate chartfields for employee
salaries.
Log in to CIS
Select Employee Tab
Scroll to Human Resource Management
Click on Department Job Summary (D-JOBS)
Staff Holiday Schedule
Forms – all human resource forms are listed here for easy access.
Administrative Support Staff Essentials - eCOACH
University of Utah • Division of Human Resources • Training & Development
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FINANCIAL AND BUSINESS SERVICES INFORMATION
Financial and Business Services (FBS)
FBS provides a variety of financial, business, accounting and
support services to internal and external constituencies – in support
of the overall mission of the University. FBS operates as a collection
of departments totaling over 150 people within the VP for
Administrative Services division.
• University Procurement Policy – know your legal and ethical
standards for purchasing.
• Ordering supplies – resource for vendors
• General Journal Entry - to allocate funds to another
department.
• Personal Activity Report System –determining costs applicable
to grants and contracts.
Administrative Support Staff Essentials - eCOACH
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Purchasing
Making a Purchase – Quick Guide
Departments currently have many options available for purchasing
small dollar items (i.e., less than $5,000). These include purchasing
cards, limited purchase orders (LPO), limited purchase checks
(LPC) and Check requests. Campus Orders may be used for on-
campus purchases. Reimbursements can be made through Check
Requests. A comparison of the various procurement methods, may
be found at: Quick Guide for Making Purchases.
Part of your purchasing responsibility includes compliance with the
University's policies governing Small, Minority, and Woman-owned
Businesses (See University Policy & Procedures 3-100:IV.D.4).
Most purchases require a Chartfield.
Administrative Support Staff Essentials - eCOACH
University of Utah • Division of Human Resources • Training & Development
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CHARTFIELDS
Log in to CIS, Select Employee Tab, Find Financial & Business Services,
Scroll to Resources and Information, Click on Chartfields
A chartfield is a sequence of identifying numbers that allows the University
to track your specific purchases and financial allocations.
BU(2)
ORG(5)
FUND(4)
ACTIVITY(5)
PROJECT(8)
ACCOUNT(4)
A/U
YEAR(4)
XX
XXXXX
XXXX
XXXXX
XXXXXXXX
XXXXX
XXXX
BU – Business Unit
01 - University of Utah
02 - University Hospital
03 - University Neuro Institute
04 - U of U Research Foundation
05 - U OF U Health Network
ORG – Organization ID (also referred to as Department ID)
FUND – Specified monies for the University.
ACTIVITY – designated non-research monies for a specific department or
organization
PROJECT - designated research monies for a specific department or
organization
ACCOUNT - Specific description of expenditure with numeric code
A/U - ALLOWABLE/UNALLOWABLE (BU 1 only)
Expenses that are not allowed for reimbursement by the Federal
Government should be designated with a 0.
YEAR - fiscal year that spans from July 1 – June 30. July 1, 2008 was the
first day of fiscal year 2009.
Location Code (also delivery code) –numeric designation for a building.
Log in to CIS, Find Financial & Business Services, Select Employee Tab,
Scroll to Resources and Information, Click on Location Codes
Administrative Support Staff Essentials - eCOACH
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Specific Purchase Processes:
Payment Request – Use the on-line form when reimbursement
is due an individual or vendor or when paying for services
rendered or goods received. Hints for filling out a payment request.
Purchase Cards (FAQs) – The University offers a MasterCard
for procuring small-dollar items that would normally be
purchased using other paper-based methods. Each user has an
amount limit for a single purchase and a monthly amount limit.
Check FAQs for what can be purchased. All cardholders and
reallocators must obtain training prior to using the card.
In many cases the card can be used in lieu of a Limited
Purchase Order (LPO), Limited Purchase Check (LPC), and
some Campus Orders. Purchasing Card Application can be
found here. If you use multiple activities you must take
Purchasing Card Reallocator training.
Campus Orders (Hints for filling out a campus order) – to obtain
the hard copy forms (currently not available on-line) call
Accounts Payable at 581-6976. The forms can be picked up at
145 Park Building or mailed to you. Services may be requested
from campus service agencies by submitting a Campus Order
directly to the appropriate agency. Campus Orders may not be
used for transactions under $1.00.
Administrative Support Staff Essentials - eCOACH
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Limited Purchase Checks - The Limited Purchase Check may
be used by the department for small purchases up to the limit
printed on the face of the check (less than $1,000). These
checks are prepared by the ordering department and are
delivered (or mailed) to the vendor without preparing a
requisition or obtaining approval of the Purchasing
Department. For additional information see the User's Guide. Hints for using a Limited Purchase Check
Limited Purchase Orders (Hints for filling out the Limited
Purchase Order) - to obtain the hard copy forms complete a
limited purchase order agreement (the forms function like a
purchase agreement) and take the form to Accounts Payable in
145 Park Building. Request only the number of LPO forms
you will use in a six month period. You will give this form to a
vendor or client who will then submit an invoice with the LPO
number directly to accounts payable for payment. Any
questions, call Accounts Payable at 581-6976.
NOTE: Purchases for more than $1,000 use a Limited Purchase
Order or a Check request. Purchases exceeding $5,000 (including
freight charges) require the use of a requisition which is processed
through the Purchasing Department.
See the Procurement to Pay presentation for more information.
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FBS TRAINING - Your first six months recommended training
Accounts Payable Deposits – Online Forms Endowment Income Internal Controls Intro to FBS for New Hires Non Resident Alien Payments Procurement Basics Purchasing Card Training Purchasing Card Reallocator Training RATS Certification Tax Overview Tuition Authorization Unrelated Business Income Tax
Administrative Support Staff Essentials - eCOACH
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CAMPUS INFORMATION SYSTEM (CIS)
Your Employee Section of the CIS will also be a key resource giving
you access to many of the forms you will use on a regular basis. You
can customize this page for easier access to the forms you need by
selecting content (for content management) or Layout (to change the
order of the information).
Personalize>> Content Layout
SOME KEY LINKS
Financial and Business Services
Forms – all the FBS forms you need are here.
Management reports
General Journal Entries (located in FBS forms)
Chartfields
Employee Resources
Kronos – tracks employees time and payroll processes
Job Postings – log in to view openings for U Employees only
Human Resources Management
Payroll, Taxes and Salary
Benefits Information
FYSC – Financial Year Salary Calculation end of year process
D-Jobs – distribution tracking and management
Payroll Reporters
Human Resource Information Library (HRIL) – a report
application that allows you to run general reports on: emails, EBT
(earnings, benefits, and taxes), job details, birthdays, department
turnovers, job openings. You can only access the information you
have been granted access to see.
Facility Operations
Customer Requests
Administrative Support Staff Essentials - eCOACH
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REQUIRED FORMS AND TRAINING
Many forms and processes you use will require security access. Ask
your supervisor what you will need access to and then fill out the
appropriate security and access forms.
REQUIRES ACCESS APPROVAL
FYSC
D-Jobs
ePAF
HRIL
LMS
(you must log in to CIS)
CIS
Employee tab
Employee Resources
Forms
Pan Forms
Pan/HRIL/FYSC online security authorization form
Must check PAN WEB for D-JOBS
Management Reports
KRONOS reporter - supervisor access form fax it to 585-3030
P-Card Reallocator
Purchasing Card Application fill out prior to training
REQUIRED TRAINING
ePAF ePAF & eI-9 Training
Kronos Kronos Training for Campus and Hospital
LMS Call Hospital HRIT 581-6500 option 5
Travel Accounting Travel Accounting
Purchase Card P-Card Training
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OTHER TRAINING SITES
Human Resources Training and Development – provides professional
learning opportunities for University of Utah employees through
workshops, programs and resources.
Research Administration Training Series (RATS) - The Office of the
Vice President for Research offers several continuing education and
training opportunities designed to support, develop and maintain a
standardized body of knowledge and best practice methodology for all
research personnel at the University of Utah. The curriculum includes
traditional classes and lectures, interactive workshops, online
instruction and educational resources provided to ensure compliance
with federal regulations and to enhance the overall productivity of
researchers.
Marriot Library - The Education Services Division helps students,
faculty, members of the university and local communities to develop
information literacy and technology skills.
Eccles Library – classes for both applications and information literacy
is available.
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DEFINITIONS
ABA – Annual Base Amount – the amount someone would be paid, based on
their current compensation if they worked 12 months and were 1.0 FTE.
Account - Specific description of expenditure with numeric tracking
Activity (non-research funds) - designated monies that a department has
access to and a department can have several activities.
CIS –Campus Information System (CIS). Students, faculty, and staff can
sign in once to access resources from Student Services (grades, schedules,
registration, DARS) to Payroll, Human Resources, and Financial Systems.
Chartfield – the numeric identification for a department in terms of
allocating and tracking funding, payments, and other business processes. It
consists of a Business Unit (BU), Organization ID, Activity or Project, and
Fund.
Comp Rate – The amount that an employee is compensated.
D-JOBS - Employees are paid from monies that are either called Activities
or Projects. An employee can be paid entirely from one Activities or Project
or from many.
Delivery Code – Also the Location Code. This is a numeric designation for
a building. This is used for campus deliveries and orders.
Distribution – an employee can have several sources of monies (Activities
or Projects) that cover his/her salary. For example, a professor may be paid
from two different departments, an NIH grant, and gift from a donor. The
distribution would identify what percentage of the salary is paid from which
monies (Activities or Projects).
Employee ID – a numeric assigned identification that always starts with two
leading zeros and designates each employee.
eI-9 – this electronic process is to document that each new employee is
authorized to work in the United States
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ePAF – the electronic process for personnel action forms.
F&A – Facilities and Administration costs that are figured into research
expenditures
Fiscal Year – The 12 month period that budgets and payroll are based on. It
is July 1st to June 30th of any given year.
FTE – Full Time Equivalent
Fund – these are the designated source of the funding for Activities and
Projects – whether a gift, state appropriations, payment for services
performed, etc.
FYSC – Fiscal Year Salary Change is an end of Fiscal Year process that
each department must complete verifying each employee’s salary, FTE,
employment status, and Distribution.
Indirect Costs – The expenses that are charged against a grant or gift for use
of building, lights and other uses of University resources that are not directly
accounted for in grant costs.
KRONOS – the application for tracking employees pay periods and time
worked.
LMS – Learning Management System. This is the online system used by the
Hospital to provide online training to its staff.
Location Code – Also Delivery Code. This is the numeric designation for a
building. This is used for campus deliveries and orders.
Org ID – the identifying number for a specific department.
PeopleSoft - a human resource management systems (HRMS) and Student
Administration software.
Project (research funds) - designated monies that a department has access to
and a department can have several projects.
uNID – it is the Employee ID that starts with a u and one zero instead of the
two leading zeros.
Example: Employee ID - 00111111 becomes uNID - u0111111
Administrative Support Staff Essentials - eCOACH
University of Utah • Division of Human Resources • Training & Development
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COMMONLY USED EXPENSE “ACCOUNTS” (The last five digits of a chartfield)
Found on Campus Information System
Begin
End Description Short Description
60000 60019 TRAVEL –DOMESTIC, OUT OF STATE TRV –DOM OS
60100 60119 TRAVEL-DOMENSTIC, IN-STATE TRV –DOM IS
60200 60215 TRAVEL FOREIGN TRV FORGN
60300 60306 TRAVEL PARTICIPANT SUPPORT TRV PAT
60400 60406 TRAVEL NONUNIVERSITY TRV NONUNI
61000 61021 EQUIPMENT OVER $5,000 EQUIP> $5,000
61100 61119 FABRICATED EQUIPMENT FAB EQUIP
61200 61200 EQUIPMENT TRANSFERS EQUIP TRF
61300 61303 EQUIPMENT CREDITS EQUIP CRED
61310 61310 EQUIPMENT TRADE-IN EQUIP TRAD
61390 61390 AGENCY DEFINED EQUP <$5,000 AGCY EQUP
61400 61419 EQUIP INSURABLE $1,000-$4,900 EQUIP INSUR
62000 62017 COST OF GOODS SOLD CGS
62100 62121 CONSULTANTS/INDEP CONTRACTORS CONS/INDEP
62200 62206 ROYALTIES ROYALTIES
62300 62305 PARTICIPANT SUPPORT PART SUPRT
62400 62443 OPERATIONAL SUPPLIES OPER SUP
62500 62528 OFFICE SUPPLIES OFFICE SUP
62600 62644 LAB AND TECHNICAL SUPPLIES LAB SUP
62700 62725 COMPUTER SERVICES COMP SERV
62800 62834 SUBCONTRACTS UNDER $25,000 SUB<$25,000
62900 62934 SUBCONTRACTS OVER $25,000 SUB> $25,000
63000 63029 PRINTING AND PHOTOCOPYING PRINTING
63100 63107 PUBLISHING/PAGE CHARGES PUBLISHING
63200 63219 TELEPHONE EQUIPMENT TEL- EQUIP
63300 63319 TELEPHONE INSTALLMENT/REPAIRS TEL-INSTAL
63400 63419 TELEPHONE LONG DIST/WATS TEL LONG D
63500 63519 TELEPHONE MISC TEL MISC
63600 63619 POSTAGE EXPENSE POSTAGE
63700 63719 SHIPPING FREIGHT SHIPPING
63800 63819 UNCOLLECTABLE RECEIVABLES UNCOL REC
Administrative Support Staff Essentials - eCOACH
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63850 63850 UNCOLLECTABLE RECEIVABLE: INT UN REC: INT
63900 63919 MOVING EXPENSES MOVING
64000 64019 SERVICES CHARGES/FEES SERV CHARG
64100 64103 CASH VARIATIONS CASH VARY
64200 64209 ADVERTISING ADVERTISE
64300 64319 UNIVERSITY SERVICES U SERVICES
64400 64409 INTEREST INTEREST
64500 64522 UNIVERSITY/ALUMNI RELATIONS U RELATION
64600 64611 MEMBERSHIP DUES IN ASSOC. MEM DUES
64700 64713 PROFESSIONAL DEVELOPMENT PROF DEVLP
64800 64803 UTILITIES - ELECTRICITY UTIL- ELEC
64809 64809 UTIL- ELECTRICITY CONTRA UTIL- ELEC
64900 64901 UTILITIES – HEAT AND STEAM UTIL-HEAT
64909 64909 UTIL – HEAT AND STEAM CONTRA UTIL-HEAT
65000 65002 UTILITIES – WATER AND SEWER UTIL-WATER
65009 65009 UTIL – WATER AND SEWER CONTRA UTIL-WATER
65100 65101 UTILITIES – NATURAL GAS UTIL-GAS
65109 65109 UTIL – NATURAL GAS CONTRA UTIL-GAS
65200 65201 UTILITIES – OTHER UTIL – OTHER
65209 65209 UTIL – OTHER CONTRA UTIL – OTHER
65300 65325 REPAIRS AND MAINTENANCE REPAIRS & M
65400 65404 EQUIPMENT RENTAL EQUIP RENT
65500 65503 SPACE RENTAL SPACE RENT
65600 65619 VEHICLE RENT (NOT FOR C&G USE) VEHICLE RE
65700 65719 OTHER RENTALS OTHER RENT
65800 65812 INSURANCE INSURANCE
65900 65929 BUSINESS MEALS/ENTERTAINMENT BUS M&E
66000 66007 EMPLOYEE MORALE EMP MORALE
66100 66119 VEHICLE EXPENSE VEHICLE EX
66200 66219 ANIMAL SERVICES ANIMAL SRV
66300 66332 OTHER SERVICES OTHER SERV
66400 66410 LICENSING FEES LICENSING
66500 66506 PATIENT CARE PAT CARE
66600 66605 TUITION WAIVERS TUI WAIVER
66700 66703 TUITION PAYMENTS TUI PYMNT
66800 66832 AWARDS/HONORARIUMS AWARD/HON
66900 66902 SCHOLARSHIPS/FELLOWSHIPS SCHOLR/FEL
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67000 67022 BOOKS/SUBSCRIPTIONS BOOKS
67100 67102 DEPRECIATION DEPREC
67200 67203 G&A CENTRAL ADMIN G&A CEN
67300 67302 G&A – AUXILIARY ADMIN G&A – AUX
67400 67409 MAN TRF OUT-LOAN FUND MAN T OUT
67410 67419 MAN TRF OUT-GENERAL FUND MAN T OUT
67420 67429 MAN TRF OUT-DESIG,AUX OR HOSP MAN T OUT
67450 67459 MAN TRF OUT-CONTRACTS & GRANTS MAN T OUT
67460 67469 MAN TRF OUT-RESTRICTED FUND MAN T OUT
67470 67479 MAN TRF OUT-PLANT FUND MAN T OUT
67480 67489 MAN TRF OUT-ENDOWMENT FUND MAN T OUT
67490 67499 MAN TRF OUT-UNI MAN T OUT
67500 67509 NONMAN TRF OUT-LOAN FUND NMAN T OUT
67510 67519 NONMAN TRF OUT-GENERAL FUND NMAN T OUT
67520 67529 NONMAN TRF OUT -DESIG,AUX OR HOSP NMAN T OUT
67550 67559 NONMAN TRF OUT -CONTRACTS & GRANTS NMAN T OUT
67560 67569 NONMAN TRF OUT -RESTRICTED FUND NMAN T OUT
67570 67579 NONMAN TRF OUT -PLANT FUND NMAN T OUT
67580 67589 NONMAN TRF OUT -ENDOWMENT FUND NMAN T OUT
67590 67599 NONMAN TRF OUT -UNI NMAN T OUT
68700 68700 VENDOR DISCOUNTS VEN DISCNT
68800 68809 PRINCIPAL PAYMENTS PRIN PAY
68900 68936 EXPENDITURE RECOVERIES EXP RECOV
79000 79004 CONSTRUCTION - CAPITAL CNSTR-CAP
79009 79009 CONSTRUCTION ASSET ADDITIONS CONSTR ADD
79100 79108 CONSTRUCTION – NON CAPITAL CNSTR-NOCP
79201 79201 FIXED ASSET RETIREMENTS ASSET RETI
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Appendix: Reading & Understanding Management Reports
Management Reports General
Browser Recommendations – Internet Explorer is the preferred browser
Definitions:
o Criteria Page – Initial page used to select the Accounting Period,
Chartfield and Report desired.
o Criteria Frame – Criteria information at the top of every report page. You
cannot change between Activity and Project reports in the frame. You
must return to the Criteria Page to switch between Activity and Project
reports.
o Report Area – Area below the Criteria Frame that displays requested report
information.
o Header Links (red) – Opens a new window to provide additional
information pertinent to the data selected.
o Report Area Links (blue) - Drills down to additional financial transaction
detail.
o Hover Links (green) – Information provided by just placing the mouse
pointer on the link. Information will be displayed for a few seconds, then
disappear.
Printing Browser Results:
o Page Orientation
Is set by you in your browser. For best results, we recommend
setting the page orientation to “landscape”.
o Print just the Report Area
Click somewhere in the Report Area and hit the print button.
o Print shaded lines
Internet Explorer - In the Tools menu, click on Internet Options,
Advanced tab, then scroll down to “Printing-Print background colors
and images” and check the box.
Netscape - In Page Setup, check the box labeled Print Background.
“To Excel” Button:
o MUST run the report before sending the data to Excel.
o Populates an Excel spreadsheet with the data shown in the Report Area.
Administrative Support Staff Essentials - eCOACH
University of Utah • Division of Human Resources • Training & Development
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Criteria Page and Frame
Month Criteria Default - The Month criteria defaults to the current month unless
the previous month has not been closed, in which case the previous month is the
default.
Report Periods:
Summary of Revenue & Expense
o Activities, Funds and OrgIDs - Fiscal year through end of month
specified.
o Projects - Fiscal year through end of month specified and beginning of
Project through end of month specified.
Balance Sheet - as of the end of the month specified.
Journal Detail - for the month specified.
Encumbrance Summary* - as of the end of the current month.
Funds Available*- as of the end of the current month.
* Regardless of the month selected, the report will be run as of the current month
Summary of Revenue and Expense
Report Column Definitions:
o Activities:
Budget -shows the total current budget which includes the original budget
and any revisions to the budget during the year.
Month Rev/Exp - shows the total revenue, expenses and/or transfers for the
Accounting Period specified.
FYTD Rev/Exp - shows the total revenue, expenses and/or transfers for the
fiscal year of the Accounting Period specified.
Encumbered- shows the remaining balance of encumbrances (purchase
orders and payroll) as of the Accounting Period specified.
Budget Balance - shows the balance of Budget less FYTD Rev/Exp and
Encumbered amounts.
Budget Less Rev/Exp - shows the balance of Budget less FYTD Rev/Exp.
o Projects:
Budget- shows the total current budget which includes the original budget
and any revisions to the budget.
Month Rev/Exp - shows the total revenue, expenses and/or transfers for the
Accounting Period specified.
FYTD Rev/Exp - shows the total revenue, expenses and/or transfers
Administrative Support Staff Essentials - eCOACH
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through the fiscal year of the Accounting Period specified.
PTD Rev/Exp - shows the total revenue, expenses and/or transfers since the
beginning of the Project through the Accounting Period specified.
Encumbered - shows the remaining balance of encumbrances (purchase
orders and payroll) as of the Accounting Period specified.
Budget Balance - shows the balance of Budget less PTD Rev/Exp and
Encumbered amounts.
Budget Less Rev/Exp - shows the balance of Budget less PTD Rev/Exp
o OrgIDs:
Budget - shows the total current budget which includes the original budget
and any revisions to the budget during the year.
Month Rev/Exp - shows the total revenue, expenses and/or transfers for the
Accounting Period specified.
FYTD Rev/Exp - shows the total revenue, expenses and/or transfers for the
fiscal year through the Accounting Period specified.
Budget Balance - shows the balance of Budget less FYTD Rev/Exp.
Month Rev/Exp - will take you to the Journal Detail report showing the detail for
just the Account specified. Notice that the Criteria Frame now shows that the
report is Journal Detail. Clicking on the “Run Report” button at this point will
produce the Journal Detail report for all Accounts for the Activity, Project or
OrgID and Accounting Period specified in the Criteria Frame.
FYTD Rev/Exp - clicking on this link will take you to the Transaction Detail
Search for Journals, Search Criteria Page. The appropriate Chartfields
(Business Unit, OrgID, Fund, Activity, Project, and Account), Fiscal Year
Begin Date and the appropriate Accounting Period End Date criteria will be filled
in for you. All you need to do is click on the “Display on Screen” button, at the
bottom of that page, to see all journal lines for that Chartfield combination for
the fiscal year. If you wish, you can further filter your search as needed before
clicking the “Display on Screen” button.
Encumbered- will take you to the Encumbrance Summary report showing the
encumbrance detail for just the Account specified. Notice that the Criteria Frame
now shows that the report is Encumbrance Summary. Clicking on the “Run
Report” button at this point will produce the Encumbrance Summary report for all
Accounts for the Activity or Project and the Current Month which is now
specified in the Criteria Frame.
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Balance Sheet
Report Column Definitions:
o Beginning Balance - shows the balance as of the beginning of the
Accounting Period specified.
o Changes- shows the total changes for the Accounting Period specified.
o Ending Balance - shows the balance as of the end of the Accounting Period
specified.
Report Area Links
o Changes Column - will take you to the Journal Detail report showing the
detail for just the Account specified. Notice that the Criteria Frame now
shows that the report is Journal Detail. Clicking on the “Run Report”
button at this point will produce the Journal Detail report for all Accounts
for the Activity, Project or OrgID and Accounting Period specified in the
Criteria Frame.
o Accounts 10500 and 30000 - no links are provided for these Accounts
because the amounts are calculated by the programs, not by a summation of
journals.
Journal Detail
This report shows all journals posted for the Accounting Period specified.
If this report was generated by clicking on a link in the Summary of Revenue &
Expense or Balance Sheet, only the detail for the Account specified will be
shown. Clicking on the “Run Report” button at this point will produce the
Journal Detail Report for all Accounts for the Activity, Project or OrgID and
Accounting Period specified in the Criteria Frame.
Some additional links are available to provide more detailed information of
certain transactions.
o Line Reference Links - if the value in the line reference field is either a
voucher or a purchase order, clicking on that link will take you to either
the Voucher Summary Information or Purchase Order Information
Detail page within Voucher Lookup or PO Lookup, respectively.
o Journal ID Links - clicking on this link will take you to the Transaction
Detail Search for Journals, Search Criteria Page. The “All” selected
on Business Units, Journal Date and Journal ID criteria will be filled in
for you. All you need to do is click on the “Display on Screen” button, at
the bottom of that page, to see all lines for that journal. If you wish, you
can further filter your search as needed before clicking the “Display on
Screen” button.
Administrative Support Staff Essentials - eCOACH
University of Utah • Division of Human Resources • Training & Development
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o Actual Amount Link - clicking on this link will open a window and display
the detail from the Student Financial System for the summarized amount
shown
o View Documents (the spyglass) - Support documentation has been scanned
and if available a spyglass will appear on the journal line. If the
document is not available, a form appears on the Document Not Found
screen that will submit that information to Accounts Payable.
Journal ID Reference
Encumbrance Summary
This report is only available for the current month.
This report shows the status of all open encumbrances as of the current date.
Links are provided in the Reference column to nonpersonal services purchase orders.
Clicking on that link will take you to Purchase Order Information Detail page within
PO Lookup.
Links are provided in the Close Date / Action column to allow you to submit requests to
close purchase orders.
o Close PO Link (blue) – clicking on this link will allow you to confirm and
submit your request to close the corresponding purchase orders.
o Close PO In Process Link (blue) – clicking on this link will display who
requested the purchase order closure and allow you to cancel the purchase
order closure request.
o Close PO Pending Alert (red) – the corresponding purchase order has been
approved for closure during the next closure process.
o PO has Active Vouchers Alert (red) – the corresponding purchase order cannot
currently be closed due to pending payments. Questions referencing Scholarship
& Fellowship purchase orders should be directed to Grants & Contracts
Accounting, contact information. Payment questions referencing other
purchase orders should be directed to Accounts Payable, contact information.
o PO On Hold Alert (red) – the corresponding purchase order cannot currently be
closed due to being on hold. Questions referencing Scholarship & Fellowship
purchase orders should be directed to Grants & Contracts Accounting,
contact information. Questions referencing other general purchase orders
should be directed to Purchasing, contact information.
Re-running the encumbrance report will refresh the links and alerts to their most current
values.
Caution should be exercised. Once a purchase order has been requested to be closed;
only a brief period is available to request the closure to be canceled, if necessary. Once
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University of Utah • Division of Human Resources • Training & Development
25
a purchase order is closed, it cannot be re-opened. Please contact Purchasing, contact
information, with questions.
Monthly Budget Variance Report
This report is for Activities and BU02 OrgIDs. It is not for Grant and Contract Projects. The
report shows budget, actual revenue and expense, and the budget variance for both the current
month and year-to-date.
Funds Available
This report is provided only for Activities in Business Unit 01.
Regardless of the Accounting Period selected in either the Criteria Page or the Criteria
Frame, the report data will always be as of the current month (the date the report is run).
This report indicates the Cash available to spend, not the Fund Balance.
The “Smiley” face indicates a positive cash balance.
The “Frowny” face indicates a negative cash balance.
Payroll Earnings, Benefits and Taxes
This report show earnings and benefits for Activities and Projects. This report is available
monthly or year to date.
Ebt Extra Criteria
This report shows earnings and benefits by Account or emplID. It is accessed by clicking on
the date range in the tile of the Payroll Earnings, Benefits and Taxes report.
Journal ID Reference
Transaction Detail Search - Journals - Identification Parameters
Allowable/Unallowable
Web Quick Tips - Management Reports Obscure Hyperlinks (just click it) - This
answers the following questions:
o How do I find all transactions posted to an account in a project?
o How do I see the attributes associated with a Project?
o How do I create a Payroll Earnings, Benefits, and Taxes report for any Date
Range in a Project?
o How do I see the payroll detail of a Payroll Encumbrance?
o How do I see the student financials detail behind an Income Accounting Journal?
o How do I see the Chartfield detail behind a Journal Entry?
University of Utah • Division of Human Resources • Training & Development
26
JUST FOR YOU (Information For You To Have At Your Fingertips) Find your HR Reps HERE
HR Service Team
Human Resources Consultant:_________________________________
Workforce Evaluation - Performance Management - Employee Concerns
Staff Development - Reward & Recognition
Human Resources Representative:______________________________
All ePAF Issues - ePAF Training - Job Posting - Background Checks
New Hire Salary Calc., Paperwork, Employee Orientation, New Classification
Operations/ Leave Representatives:_____________________________
Family Medical Leave (FMLA) - Medical Leave of Absence, Military Leave
of Absence, Personal Leave of Absence - Workers Compensation
Human Resource Recruiter:____________________________________
Target specific recruitment efforts and recruitment channels
Develop solutions for chronic recruitment challenges
Brainstorm and implement department recruiting ideas
Contact for staffing agencies and recruitment solicitations
Questions - position reclassifications, grades and salary ranges, job descriptions
Compensation Analyst:________________________________________
Employee Relations:_________________________________________ For consultation on employment rights, grievance processes, policies and
procedures, disciplinary action, performance management, other workplace
issues.
Human Resources General Line – 581-2300
OEO/AA – 581-8365
Benefits – 581-7447
Training and Development – 585-2300
Payroll Resource :_________________________________________
HIPAA Privacy Team - 587-9241
Financial Resource:________________________________________
CIS, Select Employee Tab, Scroll to Reports, select management reports.
Enter information, click “run report.” Your financial resource will be
listed at the bottom of the report.
Location/Delivery Code:______________________________________
University Campus Helpdesk: 581-4000
Problems with uNIDS, password, computers, telephones, general tech
support, DSL
Software Information: 801-585-0675 www.osl.utah.edu
If you know the activity – you can find everything else in “Quick Chartfield”
Validation on the CIS website
BU ORG FUND ACTIVITIES PROJECT
