Financial Affairs Training Budget Manager II. Agenda Introduction – P&P. Overview of Chart Fields. Overview of the Financial System. Overview of the Financial.

Financial Affairs TrainingFinancial Affairs Training

Budget Manager IIBudget Manager II

Agenda

• Introduction – P&P.

• Overview of Chart Fields.

• Overview of the Financial System.

• Overview of the Financial Affairs Homepage.– Training.

– Forms.

– Web Services.

• Policies & Procedures.

• Web Services.– Eway.

– ProCard/PVSNet.

– Propay.

Introduction – Procurement Services

• Jeff Bethke, Director.

• Bruce Brown, Intern.

• Emily Cunningham, Intern.

• Rebecca Jahn, Buyer

• Stephen Ham, Buyer.

• Laurie Krauel, Travel Coordinator/Client Service Representative.

Phone: (312) 362-8453

Fax: (312) 362-8440

Introduction – Payment Services

• Cheryl Einsele, Manager.

• Juan Gonzalez, AP Clerk.

• Lavinia Link, AP Clerk.

• Vince Milian, AP Supervisor.

• Gabriela Mora, AP Clerk.

• Vianey Ortega, Intern.• Rhonda Powell, AP

Clerk.• Amal Sekhar, Intern.• Kay Sims, AP Clerk.• Marisol Torres, AP

Clerk.

Phone: (312) 362-8453Fax: (312) 362-8440

Overview of Chart Fields

• A Chart Field is an identifier used by PeopleSoft to classify and allocate financial transactions, and to determine workflow according to budgetary rules.

• There are 6 Chart Fields:– Account Example: 554900

– Fund Example: 100

– Department ID Example: 674100

– Program Example: 00000

– Class Example: IS

– Project Grant Example: 999999

Overview of Chart Fields

• An Account is broken down as follows:– First two digits correspond

to broad categories of transactions.

– Last four digits correspond to types of transactions.

• 40XXXX = Revenue

• 41XXXX = Scholarship

• 50XXXX = Full-time Salary

• 51XXXX = Part-time Faculty Salary

• 52XXXX = Part-time Student Salary

• 53XXXX = Part-time Salary

• 54XXXX = Benefits

• 55XXXX = Expenses*

• 60XXXX = Non-expenses (i.e. Taxes)

* Expense Accounts have corresponding Category Codes used in Propay.

Overview of the Financial System

Pro-Card(PVS Net)

Pro-Card’s Intranet

http://www.procard.com

Corp Express(E-Way)

E-Way’s Intranet

http://www.eway.com

WAS

CampusConnection

W orkstation

Pro-Pay

Mobius

UniversityCommunity

ReportingDatabase

nVision

24hr Refresh

PS Financials

Overview of the Financial Affairs Homepage

• The following items are located on the Financial Affairs Homepage (http://www.depaul.edu/~faffairs):– Training.

– Forms.

– Web Services.

– Directory.

– Links.

Overview of the Financial Affairs Homepage - Training on Class Schedule and Registration to register for

training sessions conducted by Financial Affairs.– Budget Manager I: Financial Reports, WAS & TRS.– Budget Manager II: Procurement & Payment.– Budget Manager III: Grants.– Corporate Express.– Employment/Position Management.– Gifts: Endowments and Discretionary Accounts.– Internal Accounts.– Mobius.– ProCard.– WAS.

Overview of the Financial Affairs Homepage - Training

Overview of the Financial Affairs Homepage - Forms

• The following Forms* are used by Procurement & Payment:– Conflict of Interest.

– Travel Reimbursement.

– Employee Reimbursement.

– Voucher Check Requisition.

* Forms cannot be submitted electronically from the Financial Affairs Homepage.

Overview of the Financial Affairs Homepage - Forms

• Travel Approval Request* is no longer required.

Overview of the Financial Affairs Homepage - Forms

on Travel Reimbursement* to complete the Form used for travel reimbursement.

• Submit properly completed and signed Travel Reimbursement Forms to Laurie Krauel.

• Travel expenses are reimbursed through Accounts Payable; travel reimbursements are not paid through Payroll or Direct Deposit.

* Grant-funded travel expenses require Purchase Orders, regardless of the dollar amount.

Overview of the Financial Affairs Homepage – Travel Reimbursement

Overview of the Financial Affairs Homepage – Travel Reimbursement

Overview of the Financial Affairs Homepage - Forms

on Employee Reimbursement* to complete the Form used for non-travel reimbursement.

• Expenses less than $100.00 can be reimbursed through the Cashier’s Office; expenses greater than $100.00 must be reimbursed through Accounts Payable. Employees are limited to one reimbursement transaction per day at the Cashier’s Office for expenses less than $100.00.

* Never use personal funds for expenditures that would otherwise require Purchase Orders.

Overview of the Financial Affairs Homepage – Employee Reimbursement

Overview of the Financial Affairs Homepage – Employee Reimbursement

Overview of the Financial Affairs Homepage - Forms

on Voucher Check Request* to complete the Form used for payment of all other expenses.

• The Voucher Check Request Form is used to pay vendors; an employee must use either a Travel Reimbursement or Employee Reimbursement Form.

* Voucher Check Request Forms do not need to be used in conjunction with invoices; submit invoices directly to Accounts Payable.

Overview of the Financial Affairs Homepage – Voucher Check Request

Overview of the Financial Affairs Homepage – Voucher Check Request

Overview of the Financial Affairs Homepage - Forms

• Other forms include:– Budgeting Forms.

• Budget Change Request.• Position Budget Change.• Capital Budget.• Student Org Account Reg.

– Asset Disposal/Retirement.

– Payroll Forms.• Direct Deposit Change.• IRS Tax Forms.

– 2002: W-4 Federal.– 2002: W-4 Illinois.

– Authorization Forms.• Authorized Signature.

• Proxy Designation.

– Student Accounts.• Fin. Aid Award

Authorization.

• Scholarship Award Guidelines.

Overview of the Financial Affairs Homepage – Web Services

• Web Services include:– Financial Planning.

• Academic Supplemental Reporting.

– Payroll.• Time Record System.

• Payroll Paystubs.

• Payroll Calendar.

• Direct Deposit Request.

– Procurement.• Procurement Forms.

• CDW Computing Supplies.

• Federal Express.

• Corporate Express.

• ProCard.

– Financial Systems.• Financial Systems

Training.

• Web Authorization.

Overview of the Financial Affairs Homepage – Web Services

• Web Services (continued):– Student Accounts.

– Treasurer’s Office.• PC Loan Program.

– Internal Audit.• Policy & Procedures

Manual.

Overview of the Financial Affairs Homepage – Directory

• The following Directories are provided:– Accounts Payable.

– Controller’s Office.• General Accounting.

• Asset Accounting.

• Restricted Accounting.

• Gift Accounting.

– Financial Planning.

– Financial Systems.

– Internal Audit.

– Student Financial Accounts.

• Accounts Receivable.

• Collections.

• Payment Center Loop.

• Payment Center LPC.

– Treasurer’s Office.

– Payroll.

– Procurement.

– VP Financial Affairs.

Policies & Procedures

• Contracts & Agreements.

• Credit Cards.

• Leases.

• Office Supplies.

• Purchase Orders.

• Travel.

Policies & Procedures - Contracts

• Officers of DePaul University, or their specific designees, are generally authorized to execute contracts & agreements within their respective areas of competency and responsibility.

• The Office of the General Counsel must approve contracts & agreements that exceed $10,000.00; original copies are retained by the Office of the General Counsel.

• In most cases, Purchase Orders are issued in conjunction with contracts & agreements that exceed $500.00.

Policies & Procedures – Credit Cards

• ProCards are issued by Bank One to facilitate small dollar transactions.

• The University pays ProCard balances every Friday.

• Transaction limits are strictly enforced.

• Transactions can be allocated/reviewed daily through PVSNet.

• Transactions are imported into the General Ledger once per month.

• Resolve errors/disputes with the vendor and Bank One; report lost cards to Bank One @ 800-361-6056, ext. 7540.

Policies & Procedures – Credit Cards

• Employees may apply for American Express cards; credit is based on individual merit and employees are responsible for paying balances.

• American Express cards may be used for transactions that are prohibited on the ProCard, such as travel.

• Eligible transactions are reimbursed through Accounts Payable; use the Employee Reimbursement Form.

• American Express cards are considered personal funds; never use the American Express card for expenditures that would otherwise require Purchase Orders.

Policies & Procedures – Leases

• Leases must go through an extensive review process prior to execution; the review order is as follows:– Treasurer’s Office.– Controller’s Office and the

Office of the General Counsel.

– Vice President for Financial Affairs; all leases must be executed by only the Vice President for Financial Affairs.

• Requisitioning can proceed upon approval by the Vice President for Financial Affairs.

• Forward improperly executed leases to the Controller’s Office.

Policies & Procedures – Office Supplies

• Office Supplies can be ordered through Corporate Express, a preferred vendor for Office Supplies; contact Procurement & Payment to receive an Eway Sign-up Form; orders are imported into the General Ledger once per month.

• Corporate Express is not a preferred vendor for furniture and IT equipment; contact Procurement & Payment regarding preferred vendors for such expenditures.

• Orders that exceed $500.00 are automatically routed to Procurement & Payment for review and approval.

Policies & Procedures – Purchase Orders

• Expenditures greater than $500.00 require a Purchase Order; exceptions include:– Legal Services.

– Registrations.

– Subscriptions.

– Travel not funded by a grant.

• Written quotations should be obtained for the following:– Contracted Services.

– IT Equipment.

– Expenditures greater than $5,000.00.

• Official copies of Purchase Orders are provided by Procurement & Payment.

Policies & Procedures – Travel

• Travel arrangements can be made through American Express Travel, a preferred vendor for travel; contact the travel agency @ (312) 260-3946.

• $100 Travel Advances can be charged to American Express Cards at the Cashier’s Office.

Web Services

• Eway (http://www.eway.com).– Proprietary web service owned and operated by Corporate

Express.– A custom site is administered by Procurement & Payment.– Contact Procurement & Payment for an Eway Sign-up Form.

• ProCard/PVSNet (https://pvsnet.procard.com).– Proprietary web service owned and operated by ProCard.– A custom site is administered by Procurement & Payment.– Contact Procurement & Payment for access to PVSNet.

• Propay (https://campusconnect.depaul.edu/signon.asp).– Accessed through Campus Connect.– Authorization is delegated through WAS.

Web Services - Propay

on a Panel Button to navigate through the web site.– Create a New Requisition.

– Requisition History.

– Purchase Order Status.

– Department Payment Status.

– Invoices Awaiting Action.

Web Services - Propay

Web Services – PropayCreate a New Requisition

• Create a New Requisition.– Step 1 – Order Contact Information.– Step 2 – Vendor Information.

• Enter the first word of the vendor’s name only; enter last name only for people; Procurement & Payment verifies all suggested vendors.

– Step 3 – Chart Field & Item Information.• Allocate by Percentage.• Allocate by Line Item.• Provide full, detailed descriptions and classify according to expense

type.

– Step 4 – Comments.• Choose Standard Comments or enter Vendor/Purchasing Comments.• Submit the tracer.

Web Services – PropayCreate a New Requisition

• Errors.– Budget Not Found: Choose Leave-As-Is, contact the Controller’s

Office to activate the selected Account Number and corresponding Category Code, and then resubmit, OR choose Modify and choose another Category Code, and then resubmit.

– Configuration Error: Procurement & Payment is automatically notified by the site and will resolve the error.

– Insufficient Budget: Choose Leave-As-Is, contact the Controller’s Office to transfer funds, and then resubmit, OR choose Modify and choose another budget, and then resubmit.

Web Services – PropayCreate a New Requisition Step 1

Web Services – PropayCreate a New Requisition Step 2

Web Services – PropayCreate a New Requisition Step 2

Web Services – PropayCreate a New Requisition Step 2

Web Services – PropayCreate a New Requisition Step 3

Web Services – PropayCreate a New Requisition Step 3a

Web Services – PropayCreate a New Requisition Step 3b

Web Services – PropayCreate a New Requisition Step 3

Web Services – PropayCreate a New Requisition Step 3

Web Services – PropayCreate a New Requisition Step 3

Web Services – PropayCreate a New Requisition Step 4

Web Services – PropayCreate a New Requisition Step 4

Web Services – PropayCreate a New Requisition Results

Web Services – PropayRequisition History

• Requisition History.– Enter Search Criteria.

• Edit/Resubmit a tracer if the status is Saved Complete, Saved Incomplete or Rejected.

• Create a copy of a tracer if the status is Cancelled.

– Status is Accepted: Implies that the tracer has passed Budget Checking and has sourced to a requisition; the requisition is routed to Procurement & Payment for review and approval.

– Status is Budget Not Checked: Usually occurs when a Configuration Error is encountered; the tracer can be edited/resubmitted.

Web Services – PropayRequisition History

Web Services – PropayPurchase Order Status

• Purchase Order Status.– Enter Search Criteria.

• The Purchase Order Number is displayed next to the Requisition Number the following business day after the Requisition has been approved.

– PO Status is Pending: The Requisition has not been approved.

– PO Status is Denied: The Requisition has been denied.

– PO Status is PO Issued: The Requisition has been dispatched (printed) and provided to the vendor; Accounts Payable cannot process payment until the Purchase Order has been dispatched.

– PO Status is Complete: Payment has been remitted.

Web Services – PropayPurchase Order Status

Web Services – PropayDepartment Payment Status

• Department Payment Status.– Enter Search Criteria.

• All payments issued through Accounts Payable will appear in the search results.

– Payment Status is Paid: A check has been issued and the check number and check date will appear.

– Payment Status is Scheduled: Payment has been queued into the appropriate check run.

Web Services – PropayDepartment Payment Status

Web Services – PropayDepartment Payment Status

Web Services – PropayInvoices Awaiting Action

• Invoices Awaiting Action.– Enter Search Criteria.

• Select an invoice to View/Process.

• Choose an Action to Take.

– Accounts Payable is automatically notified of instances in which an invoice is not approved; provide comments that will help Accounts Payable resolve errors/disputes with the vendor.

– Accounts Payable will periodically notify departments of invoices that are Awaiting Action.

Web Services – PropayInvoices Awaiting Action

Web Services – PropayInvoices Awaiting Action

Web Services – PropayInvoices Awaiting Action

Frequently Asked Questions (FAQs)

• When do I need to request a Purchase Order?– Order exceeds $500.00; grant-related travel; and/or the vendor

requests a purchase order.

• Why do I still see a Pre-encumbrance on Mobius?– The Requisition has not sourced to a Purchase Order. Contact

Procurement Services to investigate.

• How do I modify or cancel a Requisition or Purchase Order?– Requisitions and Purchase Orders can only be modified or

cancelled by Procurement Services; contact Procurement Services to request a Change Order.