Financial Affairs Financial Affairs TrainingTraining

Budget Budget ManagerManager I I

AgendaAgenda

Budget Manager ResponsibilitiesBudget Manager Responsibilities ChartfieldsChartfields FormsForms Financial ReportsFinancial Reports QuestionsQuestions

Budget ManagerBudget Manager

• Responsible for university fundsResponsible for university funds• Reviews financial reportsReviews financial reports• Requests financial report adjustmentsRequests financial report adjustments• Requests payments and approve Requests payments and approve

transactions regarding:transactions regarding: invoicesinvoices voucher check requestsvoucher check requests employee reimbursementemployee reimbursement journal entry / budget change requestjournal entry / budget change request

• Position management (if applicable)Position management (if applicable)

Budget Manager ComplianceBudget Manager ComplianceDelegation of Authority Delegation of Authority Budget Managers retain accountability for tasks and duties Budget Managers retain accountability for tasks and duties

that are delegated.that are delegated.

Approval AuthorityApproval Authority Prior to signing/authorizing: read it, ask questions, probe for Prior to signing/authorizing: read it, ask questions, probe for

full understanding.full understanding.

Account Reconciliation and OversightAccount Reconciliation and Oversight Monthly review of financial reports for accuracy.Monthly review of financial reports for accuracy. Active participation in monthly reconciliation process - Active participation in monthly reconciliation process - ““two two

sets of eyessets of eyes””.. Document retention, including signatures.Document retention, including signatures.

Special AttentionSpecial Attention ProCard transactionsProCard transactions Employee reimbursementsEmployee reimbursements

Budget Manager Compliance (cont.)Budget Manager Compliance (cont.)

Conflict of InterestConflict of Interest Policy provides requirements and processes for reporting conflicts Policy provides requirements and processes for reporting conflicts

of interest, or the appearance of conflicts.  All employees are of interest, or the appearance of conflicts.  All employees are required to report any conflicts and certain employees, including required to report any conflicts and certain employees, including those in key management positions or authorized to expend those in key management positions or authorized to expend university resources, are required to certify that no conflicts exist.  university resources, are required to certify that no conflicts exist. 

Employees involved with grant funding are required to comply Employees involved with grant funding are required to comply with additional governmental required conflict of interest policies with additional governmental required conflict of interest policies (see OSPR website).(see OSPR website).

For additional information please refer to the Compliance website:For additional information please refer to the Compliance website:http://financialaffairs.depaul.edu/payment/conflict_interest.htm

Labor Management Labor Management Time reporting & approvalTime reporting & approval

• Supervisors approve hoursSupervisors approve hours• Pay periods are in 2 week incrementsPay periods are in 2 week increments

Approval usually occurs in the last four days of the 14 Approval usually occurs in the last four days of the 14 day cycle.day cycle.

Office of Advancement – Office of Advancement – Gift ProcessingGift Processing

Role of Advancement - Gift ProcessingRole of Advancement - Gift Processing• Process organization and individual gifts Process organization and individual gifts

made to the University.made to the University. When you get a charitable gift:When you get a charitable gift:

• Deliver it to the Development Office Deliver it to the Development Office immediatelyimmediately. (e.g. collecting donations). (e.g. collecting donations)

• Applicable policies include: Applicable policies include: Gift Acceptance and Processing policyGift Acceptance and Processing policy Fundraising Events policyFundraising Events policy

ChartfieldsChartfields

““ChartfieldChartfield”” is a PeopleSoft term. is a PeopleSoft term.

Chartfields track financial Chartfields track financial information and identify your area information and identify your area within the university.within the university.

Chartfields are made up of 6 primary Chartfields are made up of 6 primary fields.fields.

Example: 554600-100-123456-PRGRM-IS-500999Example: 554600-100-123456-PRGRM-IS-500999

ChartfieldsChartfields AccountAccount – 6 digit number that identifies – 6 digit number that identifies

transaction as transaction as revenuerevenue or or expenseexpense.. FundFund – 3 digit number assigned to DeptID. – 3 digit number assigned to DeptID. DeptIDDeptID – 6 digit number that identifies – 6 digit number that identifies

your specific location within the university.your specific location within the university. Program (Program (optionaloptional)) – 5 character field – 5 character field

managed by budget manager.managed by budget manager. ClassClass – 2 character field assigned to – 2 character field assigned to

DeptID.DeptID. Project/GrantProject/Grant – unique field used by – unique field used by

certain DeptIDcertain DeptID’’s (Budget Manager III s (Budget Manager III training).training).

AccountAccount RevenueRevenue

• 40XXXX = Revenue40XXXX = Revenue• 41XXXX = Scholarship41XXXX = Scholarship

ExpenseExpense• 50XXXX - 53XXXX = Salary 50XXXX - 53XXXX = Salary • 54XXXX = Benefits54XXXX = Benefits• 55XXXX = Departmental Expense55XXXX = Departmental Expense• 60XXXX = Non Departmental Expense60XXXX = Non Departmental Expense

Also refer to “List of Commonly Used PeopleSoft Financial Also refer to “List of Commonly Used PeopleSoft Financial Account Codes” & “Commonly Used Salary Accounts” Account Codes” & “Commonly Used Salary Accounts” handouts.handouts.

Financial AffairsFinancial Affairs

Financial Affairs website is located at:Financial Affairs website is located at:

http://financialaffairs.depaul.edu/

• Training InformationTraining Information• Staff DirectoryStaff Directory• FormsForms• DePaul Financial InformationDePaul Financial Information

Commonly used forms Commonly used forms

Budget Change Form– used to increase or – used to increase or decrease departmental/salary budgets.decrease departmental/salary budgets.

Journal Entry Request – used to reclassify – used to reclassify transactions between DeptIDtransactions between DeptID’’s.s.

General Reimbursement – used to reimburse – used to reimburse employees for expenditures.employees for expenditures.

Voucher Check Request – typically used to pay for – typically used to pay for items with no invoice (non-employees).items with no invoice (non-employees).• Employees = PayrollEmployees = Payroll• Non-Employees = Voucher Check (i.e. Guest Non-Employees = Voucher Check (i.e. Guest

Speaker that did not submit an invoice).Speaker that did not submit an invoice).

Salary & related labor formsSalary & related labor forms

Salary Reallocation RequestSalary Reallocation Request - - Move salary/benefits expenses from one Move salary/benefits expenses from one department/account to another (transactions that already took place).department/account to another (transactions that already took place).

Distribution Change RequestDistribution Change Request – Set up future salary costs to be paid from – Set up future salary costs to be paid from new or proper department/ account.new or proper department/ account.

Position Data RequestPosition Data Request - Electronic distribution of a form for workforce - Electronic distribution of a form for workforce related changes such as creating new positions, position re-grades, and related changes such as creating new positions, position re-grades, and position modifications (i.e. department changes). (Go to Campus position modifications (i.e. department changes). (Go to Campus Connect>Main Menu>Manager Self Service>Position Data Request)Connect>Main Menu>Manager Self Service>Position Data Request)

Student Employment Action Form (SEAF)Student Employment Action Form (SEAF) – Request for Student Assistance – Request for Student Assistance through the Career Center.through the Career Center.

For other related forms visit: For other related forms visit: http://financialaffairs.depaul.edu/forms/index.htmhttp://financialaffairs.depaul.edu/forms/index.htm

Financial Reports OverviewFinancial Reports Overview

Accounting Periods/Dates:Accounting Periods/Dates:• DePaul Fiscal Year - 7/01/XX through 6/30/XX. DePaul Fiscal Year - 7/01/XX through 6/30/XX. • Financial reports for month-end close are Financial reports for month-end close are

generally available on the 6generally available on the 6thth business day of business day of the following month.the following month.

Reconciliation Period:Reconciliation Period:• Any requests for changes to these financial Any requests for changes to these financial

reports must be submitted within 2 weeks of reports must be submitted within 2 weeks of this date. this date.

Also refer to “Reconciliation Steps” handout.Also refer to “Reconciliation Steps” handout.

Accessing Financial ReportsAccessing Financial Reports

PeopleSoft and report access is PeopleSoft and report access is delegated downward:delegated downward:

EVP/ ProvostEVP/ Provost

VP/ DeanVP/ Dean

AVP/ Director AVP/ Director

Budget ManagerBudget Manager

Budget Managers can delegate Budget Managers can delegate additional access but are additional access but are responsible for periodic reviews of responsible for periodic reviews of this delegated access. this delegated access.

Additional ReportsAdditional Reports

GFTACTIVITYGFTACTIVITY HR_CUREMPHR_CUREMP HR_CURPOSHR_CURPOS LBR/RPT (Salary Cost Status Report)LBR/RPT (Salary Cost Status Report) LBR/POS (Labor Distribution Report)LBR/POS (Labor Distribution Report) SCHOLRSHPSCHOLRSHP VAC_SICKVAC_SICK TELECOMTELECOM

Questions?Questions?

Additional TrainingAdditional Training

Budget Manager II (AP/Procurement)Budget Manager II (AP/Procurement)• VendorsVendors• Invoice paymentInvoice payment• SAHR overviewSAHR overview

Internal and External Grant TrainingInternal and External Grant Training• DeptIDDeptID’’s operating with Project/Grants operating with Project/Grant

http://financialaffairs.depaul.edu/training/index.htmhttp://financialaffairs.depaul.edu/training/index.htm Classroom TrainingClassroom Training Online TrainingOnline Training Presentations, Handouts, GuidesPresentations, Handouts, Guides

Last Updated August 2013Last Updated August 2013