UNDERSTANDING YOUR STATE ACCOUNTS INTERPRETING …radisson hotel islandia monthly tran - travel 1,059.29 ending balance 15,000.00 7,421.18 ... state university of new york for month

UNDERSTANDING YOUR STATE ACCOUNTSINTERPRETING AES REPORTS

PRESENTED BY THEOFFICE OF

ACCOUNTING

ACTD0013 (10/15) page 1 / 39 www.stonybrook.edu/accounting

PRESENTATION OBJECTIVES

OVERVIEW OF THE MONTHLY AES (Account Expenditure Summary) REPORTSDATA CONTAINED IN REPORTSAVAILABLE DATA ON-LINEADDRESS QUESTIONSCONTACTS


What is an “AES” Report?• Account Expenditure Summary Report

• Provides detail of expense activity in your accounts

• Monthly Report

• Available around the 7th of the month for the prior month

• Request access from your Account Manager – requestspecific accounts

• AES Reports are housed in the E-RAS (ElectronicRecord of Authorized Signatures) online system


ACCOUNT EXPENDITURE SUMMARY

“A E S”

PART I - SUMMARY

PART II - EXPENDITURE DETAIL

PART III - ADD’L DETAILSPURCHASE ORDERSPENDING TRANSACTIONSPAYROLL INFORMATION


XX/XX/XX ACCOUNT EXPENDITURE SUMMARY FOR UNIVERSITY AT STONY BROOK PAGE 1 STATE UNIVERSITY OF NEW YORK FOR MONTH ENDING – XX/XX/XX FISCAL YEAR XXXX-XX INDEX 10285 UNIVERSITY CONTROLLER OTHER ADMINISTRATIVE UNITS UADS310

CAMPUS TITLE: ADMINISTRATIVE OFFICE

00300 STATE PURPOSE (9610) 28050-860000-00 ADMINISTRATIVE OFFICE ACCOUNT OPENED: XX/XX/XX C806000100 INSTITUTIONAL SUPPORT SERVICES 1O5054-3R-XX INSTITUTIONAL SUPPORT SERV ACCOUNT CLOSED: 07 GENERAL ADMINISTRATION 10101 (CMR) ADMINISTRATION

OBJECT OF EXPENDITURE ADJUSTED CURR MONTH TOTAL TOTAL TOTAL UNCOMMITTED % TOTAL CATEGORY ALLOCATION EXPENDITURES EXPENDED ENCUMBERED COMMITTED BALANCE COMMITTED

0000 PERSONAL SERVICE REGULAR 466,897.00 44,970.99 366,711.46 17,021.57 383,733.03 83,163.97 82.19%

2000 PERSONAL SERVICE TEMP 6,308.00 0.00 16,780.50 0.00 16,780.50 10,472.50- 2600 STUDENTS 23,572.00 6,887.58 15,551.63 0.00 15,551.63 8,020.37

SUB-TOTAL TEMPORARY 29,880.00 6,887.58 32,332.13 0.00 32,332.13 2,452.13- 108.20% TOTAL SALARIES & WAGES 496,777.00 51,858.57 399,043.59 17,021.57 416,065.16 80,711.84 83.75%

3000 SUPPLIES & MATERIALS 70,144.00 3,995.89 39,430.45 1,750.00 41,180.45 28,963.55 4000 TRAVEL 15,000.00 1,059.29 7,421.18 0.00 7,421.18 7,578.82 5000 CONTRACTUAL SERVICES 45,000.00 1,014.17 30,337.19 916.50 31,253.69 13,746.31

SUB-TOTAL SUPPLIES & EXPENSE 130,144.00 6,069.35 77,188.82 2,666.50 79,855.32 50,288.68 61.35% 7300 GENERAL EQUIPMENT 0.00 0.00 14,655.05 1,778.80 16,433.85 16,433.85-

SUB-TOTAL EQUIPMENT 0.00 0.00 14,655.05 1,778.80 16,433.85 16,433.85- TOTAL OTHER THAN PER SERV 130,144.00 6,069.35 91,843.87 4,445.30 96,289.17 33,854.83 73.98%

9200 STOREHOUSE 0.00 200.00 200.00 0.00 200.00 200.00- ****** 9300 TELEPHONE & TELEGRAPH 0.00 500.00 500.00 0.00 500.00 500.00- ****** 9400 MAIL & MESSENGER 0.00 100.00 100.00 0.00 100.00 100.00- ******

TOTAL RECHARGES 0.00 800.00 800.00 0.00 800.00 800.00- ****** ACCT TOTAL W/O RECHARGES 626,921.00 57,927.92 490,887.46 21,466.87 512,354.33 114,566.67 81.73%

ACCOUNT TOTAL 626,921.00 58,727.92 491,687.46 21,466.87 513,154.33 113,766.67 81.85%

************************************************************************************************************************************************* PENDING REGULAR SERVICE 0.00 0.00 0.00 0.00 0.00 0.00 *****

PENDING TEMPORARY SERVICE 0.00 0.00 0.00 0.00 0.00 0.00 *****

PENDING OTHER THAN PER SERV 0.00 0.00 0.00 14,593.75 14,593.75 14,593.75- *****

PENDING RECHARGES 0.00 0.00 0.00 0.00 0.00 0.00 *****

ACCOUNT PENDING BALANCE 626,921.00 58,727.92 491,687.46 36,060.62 524,748.08 99,172.92 84.18%


OBJECT CODES• SFS - State Financial System

List of new codes on web @Accounting/Expenditure/Allocation & Expenditure Objects

• Invalid object codes–3800 Other Supplies–5510 Other Utilities–5885 Other Services–7250/7350 Other Equipment


RETURNING TO OUR AES REPORTS...

Part II - Details

• WE WILL REVIEW:PSR & TS

SUPPLY &EXPENSES


AES PART II - PAYROLL DETAILxx/xx/xx ACCOUNT EXPENDITURE--DETAIL ACTIVITY FOR UNIVERSITY AT STONY BROOK PAGE2 STATE UNIVERSITY OF NEW YORK FOR MONTH ENDING - xxxxxxxxx FISCAL YEAR xxxx-xx INDEX 10286 UNIVERSITY CONTROLLER 28050-860000-00 ADMINISTRATIVE OFFICE UADS320


ADJUSTED TOTAL TOTAL UNCOMMITTED DESCRIPTION OF ACTIVITY ALLOCATION EXPENDED ENCUMBERED BALANCE

TOTAL BALANCE FORWARD AT xx/xx/xx 626,921.00 432,959.54 62,237.79 131,723.67 -------------- -------------- -------------- --------------

***0000 -1999 PERSONAL SERVICE REGULAR BEGINNING BALANCE 466,897.00 321,740.47 59,575.64 85,580.89

-------------- ---------------- -------------- ---------------

PAYROLL PERIOD TRANSACTIONS 0000 xx/xx/xx xx/xx/xx 9,136.40-

1700 xx/xx/xx xx/xx/xx 4,930.48- 1911 xx/xx/xx xx/xx/xx 117.80-

xx/xx/xx xx/xx/xx 16,427.32 PAYROLL PRxx

0000 xx/xx/xx xx/xx/xx 9,136.40- 1700 xx/xx/xx xx/xx/xx 4,930.48- 1911 xx/xx/xx xx/xx/xx 117.80-


0000 xx/xx/xx xx/xx/xx 9,136.40- 1700 xx/xx/xx xx/xx/xx 4,930.48- 1911 xx/xx/xx xx/xx/xx 117.80- 0000 xx/xx/xx xx/xx/xx .03-


MONTHLY TRAN - PS REGULAR 44,970.99 42,554.07- ENDING BALANCE 466,897.00 366,711.46 17,021.57 83,163.97

-------------- -------------- -------------- -------------

PAYCHECK DATE

LIABILITY DATE DISENCUMBERED


AES PART II - PAYROLL DETAILxx/xx/xx ACCOUNT EXPENDITURE--DETAIL ACTIVITY FOR UNIVERSITY AT STONY BROOK PAGE2 STATE UNIVERSITY OF NEW YORK FOR MONTH ENDING - xxxxxxxxx FISCAL YEAR xxxx-xx INDEX 10286 UNIVERSITY CONTROLLER 28050-860000-00 ADMINISTRATIVE OFFICE UADS320



***2600 -2699 PERSONAL SERVICE TEMP BEGINNING BALANCE 29,880.00 25,444.55 4,435.45

-------------- ---------------- -------------- ---------------

PAYROLL PERIOD TRANSACTIONS xx/xx/xx xx/xx/xx 3,443.79

xx/xx/xx xx/xx/xx 3,443.79

PAYROLL PRxx

MONTHLY TRAN - TS REGULAR 6,887.58 ENDING BALANCE 29,880.00 32,332.13 2,452.13-

-------------- -------------- -------------- -------------

NO ENCUMBRANCE

Ex. Students


AES-PART II-OTPS EXPENDITUREACCOUNT EXPENDITURE--DETAIL ACTIVITY FOR STONY BROOK UNIVERSITY PAGE 7 STATE UNIVERSITY OF NEW YORK FOR MONTH ENDING - XXXXXXXXXXXX FISCAL YEAR 20XX-XX INDEX 14887 UNIVERSITY CONTROLLER 28050-860000-00 ADMINISTRATIVE OFFICE UADS320

CAMPUS TITLE: ADMINISTRATIVE OFFICE ADJUSTED TOTAL TOTAL UNCOMMITTED

DESCRIPTION OF ACTIVITY ALLOCATION EXPENDED ENCUMBERED BALANCE ***5000 -5999 CONTRACTUAL SERVICES BEGINNING BALANCE 23.97 3,170.00 3,193.97-

-------------- -------------- -------------- -------------- REASSIGNMENT OF FUNDS 5000 09/19/13 *07/01/13* 0114 UA-3 45,851.00

LEGISLATIVE BUDGET REQUEST 5000 09/23/13 1701 UA-3 250,000.00-

9020 HUMANITIES & SOC. SCIENCES 5000 09/27/13 1701 UA-3 250,000.00

9020 HUMANITIES % SOC. SCIENCES

PURCHASE ORDER AND VOUCHER TRANSACTIONS 5601 09/21/13 *08/15/13* XXXXXXX V 8.67

UNITED PARCEL SERVICE 5136 09/25/13 056005S P V 150.00-

AUTOMATED SIGNATURE TECHNOLOGY 5136 09/25/13 09/09/13 XXXXXXX V 150.00 7.67- 056005S P AUTOMATED SIGNATURE TECH 5601 09/25/13 09/09/13 XXXXXXX V 7.67

056005S P AUTOMATED SIGNATURE TECH 5136 09/28/13 056005S P V 150.00-

AUTOMATED SIGNATURE TECHNOLOGY 5136 09/28/13 09/27/13 XXXXXXX V 150.00 2,795.00-

AUTOMATED SIGNATURE TECH 5136 09/28/13 09/27/13 XXXXXXX V 2,795.00

AUTOMATED SIGNATURE TECH 5601 09/28/13 09/27/13 XXXXXXX V 75.00

AUTOMATED SIGNATURE TECH

JOURNAL TRANSFERS 5290 09/14/13 09/14/13 XXXXXXX JT 805.07

P404245 VZWRLSS IVR VB MONTHLY TRAN - CONTR SVCS 45,851.00 3,991.41 3,102.67- ENDING BALANCE 45,851.00 4,015.38 67.33 41,768.29

-------------- -------------- -------------- --------------


AES - PART II - OTPS EXPENDITURESXX/XX/XX ACCOUNT EXPENDITURE--DETAIL ACTIVITY FOR UNIVERSITY AT STONY BROOK PAGE 4 STATE UNIVERSITY OF NEW YORK FOR MONTH ENDING -XXXXX FISCAL YEAR XXXX-XX INDEX 10288 UNIVERSITY CONTROLLER 28050-860000-00 ADMINISTRATIVE OFFICE UADS320



***3000 -3999 SUPPLIES & MATERIALS BEGINNING BALANCE 70,144.00 35,434.56 1,545.65 33,163.79

-------------- -------------- -------------- --------------

PURCHASE ORDER AND VOUCHER TRANSACTIONS

3003 XX/XX/XX XX/XX/XX 6034787 V 135.00 135.00- 509887N P PCF6588 CHRONICLE OF HIGHER EDUC

3100 XX/XX/XX XX/XX/XX 6034787 V 57.00 57.00- 509888N P PCF6590 AAUP

3000 XX/XX/XX XX/XX/XX 6035282 V. 700.00 700.00- 508374N P DORMITORY AUTHORITY

3865 xx/xx/xx x/xx/xx 502958Q P 24.65- DEPENDABLE PROMOTIONS COMPANY

3061 xx/xx/xx xx/xx/xx 6036646 V 371.00 371.00- 509593 P BIG APPLE COMPUTERS

3061 xx/xx/xx xx/xx/xx 6037338 V 178.00 183.00- 510151 P GATEWAY 2000

3003 04/02/13 510695N 60.00 NEW PUBLICATIONS

3000 04/10/13 511163N P 75.00 BOROUGH BANNER & SIGN, INC

3000 04/30/13 04/19/13 6040111 V 50.00 75.00- 511163N P BOROUGH BANNER & SIGN.

3003 04/29/13 04/10/13 6040862 V 60.00 60.00- 510695N P PCF6687 NEW PUBLICATIONS

JOURNAL TRANSFERS

3006 xx/xx/xx xx/xx/xx 0080403 JT 394.00 MISC SUPPLIES OSC 5

3052 xx/xx/xx xx/xx/xx 0187 FM22 74.00 TRANSFER OF FUNDS FOR BINDERS

3850 xx/xx/xx xx/xx/xx 6136 FM22 1,016.35

OTPS


xx/xx/xx ACCOUNT EXPENDITURE--DETAIL ACTIVITY FOR UNIVERSITY AT STONY BROOK PAGE 6 STATE UNIVERSITY OF NEW YORK FOR MONTH ENDING - xxxxxxxxx FISCAL YEAR xxxx-xx INDEX 10290 UNIVERSITY CONTROLLER 28050-860000-00 ADMINISTRATIVE OFFICE UADS320

CAMPUS TITLE ADMINISTRATIVE OFFICE ADJUSTED TOTAL TOTAL UNCOMMITTED

DESCRIPTION OF ACTIVITY ALLOCATION EXPENDED ENCUMBERED BALANCE

***4000 -4999 TRAVEL BEGINNING BALANCE 15,000.00 6,361.89 8,638.11

-------------- -------------- -------------- -------------- PURCHASE ORDER AND VOUCHER TRANSACTIONS

4104 xx/xx/xx xx/xx/xx 6035626 V 191.00 GRAND TOUR LIMOUSINE SER

4300 xx/xx/xx xx/xx/xx 6035606 V 139.50 DOE, J.

4800 xx/xx/xx xx/xx/xx 6036084 V 75.00 508425N P PCF6611 MTA BRIDGES AND TUNNELS

4201 xx/xx/xx xx/xx/xx 6038380 V 97.89 RADISSON HOTEL ISLANDIA

4204 xx/xx/xx xx/xx/xx 6038380 V 555.90 RADISSON HOTEL ISLANDIA

MONTHLY TRAN - TRAVEL 1,059.29 ENDING BALANCE 15,000.00 7,421.18 7,578.82

-------------- -------------- -------------- --------------

***5000 -5999 CONTRACTUAL SERVICES BEGINNING BALANCE 45,000.00 29,323.02 1,116.50 14,560.48


5010 xx/xx/xx xx/xx/xx 6035939 V 89.00 AIRBORNE EXPRESS CORP.

5010 xx/xx/xx xx/xx/xx 6037338 V 5.00 510151 P GATEWAY 2000

5010 xx/xx/xx xx/xx/xx 6037678 V 14.76 AIRBORNE EXPRESS CORP.

5010 04/30/13 04/19/13 6040111 V 25.00 511163N P BOROUGH BANNER & SIGN,

5880 xx/xx/xx xx/xx/xx 6040516 V 200.00 200.00- 5013i3C P XEROX CORP.


xx/xx/xx ACCOUNT EXPENDITURE--DETAIL ACTIVITY FOR UNIVERSITY AT STONY BROOK PAGE 7 STATE UNIVERSITY OF NEW YORK FOR MONTH ENDING - xxxxxxxxxx FISCAL YEAR xxxx-xx INDEX 10291 UNIVERSITY CONTROLLER 28050-860000-00 ADMINISTRATIVE OFFICE UADS320



JOURNAL TRANSFERS

5290 xx/xx/xx xx/xx/xx 1108 FM22 680.41 MISC SERVICES

MONTHLY TRAN - CONTR SVCS 1,014.17 200.00-

ENDING BALANCE 45,000.00 30,337.19 916.50 13,746.31 -------------- -------------- -------------- --------------

***7000 -7999 EQUIPMENT/LIBRARY ACQUISITIONS BEGINNING BALANCE 14,655.05 14,655.05-


7340 XX/XX/XX 511265 P 1,778.80 CIC SYSTEMS. INC.

MONTHLY TRAN - EQUIP/LIB 1,778.80 ENDING BALANCE 14,655.05 1,778.80 16,433.85-

-------------- -------------- -------------- -------------- MONTHLY TRAN – OTPS. 6,069.35 1,783.15

TOTAL MONTHLY DIRECT COST: W/O RECHGS 57,927.92 26,586.24-

TOTAL YTD DIRECT COSTS: W/O RECHGS 130,144.00 91,843.87 4,445.30 33,854.83 -------------- -------------- -------------- --------------

NO ENCUMBRANCE


JT’s by VP Area Example: Web Journals with VP Area in Front

List of VP Areas:01-President03- Provost04-VP for Research05-VP for Brookhaven Affairs10-School of Medicine11-University Hospital12-Long Island Vets Home


Con’t of VP area 14-HSC 15-Administration20-Economic Development25-Student Affairs30-University Advancement35-External Relations50-Utilities-State Purpose Account60-University Wide98-Central Fiscal Fund Mgmnt99-VP Parent Archive


xx/xx/xx ACCOUNT EXPENDITURE--DETAIL ACTIVITY FOR UNIVERSITY AT STONY BROOK PAGE 7 STATE UNIVERSITY OF NEW YORK FOR MONTH ENDING - xxxxxxxxxx FISCAL YEAR xxxx-xx INDEX 10291 UNIVERSITY CONTROLLER 28050-860000-00 ADMINISTRATIVE OFFICE UADS320



9200 – 9299 STOREHOUSE BEGIN BALANCE JOURNAL TRANSFERS 9200 XX/XX/XX XX/XX/XX 0030000 JT 200.00

9300 – 9399 TELEPHONE & TELEGRAPH BEGIN BALANCE

JOURNAL TRANSFERS 9300 XX/XX/XX XX/XX/XX 0100000 JT 500.00

9400 – 9499 MAIL & MESSENGER BEGIN BALANCE JOURNAL TRANSFERS 9400 XX/XX/XX XX/XX/XX 0013000 JT 100.00

------------- MONTHLY TRANS – RECHARGES 800.00 ENDING BALANCE 800.00

-------------- -------------- -------------- --------------

ENDING ACCOUNT BALANCE AT XX/XX/XX 626,921.00 491,687.46 21,466.87 113,766.67 -------------- -------------- -------------- --------------

NO ENCUMBRANCE

RECHARGES


CONTINUING WITH OUR AES ...

Part III - Additional Information

PO INFORMATION PENDING

TRANSACTIONS PAYROLL FILLED/VACANT

REPORT


http://images.search.yahoo.com/images/view;_ylt=A0PDoYCQh5lQaC0AMXqJzbkF;_ylu=X3oDMTBlMTQ4cGxyBHNlYwNzcgRzbGsDaW1n?back=http://images.search.yahoo.com/search/images?p=business+clip+art&n=30&ei=utf-8&fr=yfp-t-701-s&tab=organic&ri=292&w=300&h=285&imgurl=www.best-of-web.com/_images_300/Cartoon_Business_Woman_Juggling_Many_Tasks_110404-176323-822042.jpg&rurl=http://www.best-of-web.com/pages/110404-176323-822042.html&size=14.5+KB&name=Cartoon+of+a+Business+Woman+Juggling+Many+Tasks+Clip+Art+Image&p=business+clip+art&oid=b6e683acc92fc609845141fa9449f6dd&fr2=&fr=yfp-t-701-s&tt=Cartoon+of+a+Business+Woman+Juggling+Many+Tasks+Clip+Art+Image&b=271&ni=112&no=292&ts=&tab=organic&sigr=11q0vr1c4&sigb=13gl34jhj&sigi=133jirp3f&.crumb=q4SJTdTyPW9

http://images.search.yahoo.com/images/view;_ylt=A0PDoYCQh5lQaC0AMXqJzbkF;_ylu=X3oDMTBlMTQ4cGxyBHNlYwNzcgRzbGsDaW1n?back=http://images.search.yahoo.com/search/images?p=business+clip+art&n=30&ei=utf-8&fr=yfp-t-701-s&tab=organic&ri=292&w=300&h=285&imgurl=www.best-of-web.com/_images_300/Cartoon_Business_Woman_Juggling_Many_Tasks_110404-176323-822042.jpg&rurl=http://www.best-of-web.com/pages/110404-176323-822042.html&size=14.5+KB&name=Cartoon+of+a+Business+Woman+Juggling+Many+Tasks+Clip+Art+Image&p=business+clip+art&oid=b6e683acc92fc609845141fa9449f6dd&fr2=&fr=yfp-t-701-s&tt=Cartoon+of+a+Business+Woman+Juggling+Many+Tasks+Clip+Art+Image&b=271&ni=112&no=292&ts=&tab=organic&sigr=11q0vr1c4&sigb=13gl34jhj&sigi=133jirp3f&.crumb=q4SJTdTyPW9

AES - PART III - PURCHASE ORDERxx/xx/xx OUTSTANDING PURCHASE ORDERS FOR UNIVERSITY AT STONY BROOK PAGE 9 STATE UNIVERSITY OF NEW YORK FOR MONTH ENDING - xxxxxxxxxxxx FISCAL YEAR xxxx-xx INDEX 10293 UNIVERSITY CONTROLLER 28050-860000-00 ADMINISTRATIVE OFFICE UAP0340


SUB - PUR ORD ENCUMB REQ LINE REQ LAST LIQUIDATION AMOUNT OBJ NUMBER DATE NUMBER NO DATE NO VOUCHER OUTSTANDING VENDOR NAME ITEM DESCRIPTION

3000 - 3099 OFFICE 3000 511156 xx/xx/xx 40455OW 001 xx/xx/xx 1,750.00 WEEKS OFFICE PRODUCTS 11" X B-1/2" THREE (3) R

3000 - 3099 SUBTOTAL 1,750.00

5800 - 5899 OTHER CONTRACT SERVICES 5806 C000711 xx/xx/xx 000711C 214 xx/xx/xx 122 6033387 516.50 G & L INSTALL, INC. NOT AVAILABLE 5880 501313C xx/xx/xx 029841W 001 xx/xx/xx 9 6040516 400.00 XEROX CORP. MAINTENANCE AGREEMENT

5800 - 5899 SUBTOTAL 916.50

7300 - 7399 ADDITIONAL EQUIPMENT 7340 511265 xx/xx/xx 025742W 001 xx/xx/xx 1,778.80 CIC SYSTEMS, INC.HP-C3141A HP LASERJET

7300 - 7399 SUBTOTAL 1,778.80

ACCOUNT OUTSTANDING BALANCE*** 4,445.30


Xx/xx/xx PENDING ITEMS FOR UNIVERSITY AT STONY BROOK PAGE 8 STATE UNIVERSITY OF NEW YORK FOR MONTH ENDING - xxxxxxx xxxx FISCAL YEAR xxxx-xx INDEX 10292 UNIVERSITY CONTROLLER 28050-860000-00 ADMINISTRATIVE OFFICE UADS325


PENDING/ADJUSTED TOTAL TOTAL UNCOMMITTED DESCRIPTION - PENDING ACTIVITY ALLOCATION EXPENDED ENCUM BALANCE

ACCT ENDING-BAL-FORWARD xx/xx 626,921.00 491,687.46 21,466.87 113,766.67

***5000 -5999 CONTRACTUAL SERVICES

PENDING PURCHASE ORDERS AND VOUCHERS 5806 xx/xx/xx 980051 P G & L INSTALLATIONS, INC. 3,904.25 5806 xx/xx/xx 980052 P G & L INSTALLATIONS, INC. 516.50

***7000 -7999 EQUIPMENT/LIBRARY ACQUISI

PENDING PURCHASE ORDERS AND VOUCHERS 7340 xx/xx/xx 262054W R GCS COMPUTERS, INC 6,243.00 7340 xx/xx/xx 262055W R BOX HILL SYSTEMS CORP 3,930.00

PENDING TRAN - OTHER THAN PS 14,593.75

TOTAL PENDING DIRECT COST TRAN 14,593.75

ACCT PENDING - BALANCE xx/xx/xx 626,921.00 491,16887.46 36,060.62 99,172.92

encumbered


xx/xx/xx REGULAR PAYROLL SUPPLEMENTAL LISTING FOR UNIVERSITY AT STONY BROOK PAGE 10 STATE UNIVERSITY OF NEW YORK FOR MONTH ENDING - xxxx xx, xxxx FISCAL YEAR xxxx-xx INDEX 10294 UNIVERSITY CONTROLLER 28050-860000-00 ADMINISTRATIVE OFFICE UAPS420


OBJECT OF LINE PAY PROCESS GROSS ANNUAL EXPENDITURE ITEM SOC-SEC NUM NAME AND TITLE PER DATE FTE PAID SALARY

0000 - 0399 ADMINISTRATIVE

0000 20000 xxx-xx-6789 JUDY SMITH xxxx/xx/xx 1.00 2,988.76 77,922.00 SR STAFF ASSOC

0000 20001 xxx-xx-4321 JOHN DOE xx xx/xx/xx 1.00 2,257.05 58,845.00 STAFF ASSOC

0000 20006 xxx-xx-9870 MARY JOHNSON xx xx/xx/xx 1.00 2,455.98 64,031.00 SR STAFF ASSOC

0000 - 0399 SUBTOTAL 7,701.79 1700 - 1899 CLERICAL

1700 20002 xxx-xx-8945 MARY JONES xx xx/xx/xx 1.00 1,645.78 42,908.00 SECRETARY I

1700 20003 xxx-xx-3456 ROBERT BROWN xx xx/xx/xx 1.00 1,645.78 42,908.00 SECRETARY I

1700 20004 xxx-xx-3030 SUSAN TAYLOR xx xx/xx/xx 1.00 1,367.09 35,642.00 CLERK 2

1700 20005 xxx-xx-2198 EMILY ROBERTS xx xx/xx/xx 1.00 1,645.78 42,908.00 SECRETARY 1

1700 - 0899 SUBTOTAL 6,304.43

1900 - 1998 OTHER

1911 20002 xxx-xx-8945 MARY JONES xx xx/xx/x 1.00 42.19 42,908.00 SECRETARY I

1911 20003 xxx-xx-3456 ROBERT BROWN xx xx/xx/xx .75 42.19 42,908.00 SECRETARY I

1911 20004 xxx-xx-3030 SUSAN TAYLOR xx xx/xx/xx 1.00 42.19 35,642.00 CLERK 2

1911 20005 xxx-xx-2198 EMILY ROBERTS xx xx/xx/xx .25 42.19 42,908.00 SECRETARY 1

1948 20004 xxx-xx-3030 SUSAN TAYLOR xx xx/xx/xx 1.00 42.60 35,642.00 CLERK 2

1900 - 1998 SUBTOTAL 211.36

PAY PERIOD SUBTOTAL 14,217.58

WHOOPS! GOTTA CALL HR!


xx/xx/xx TEMPORARY SERVICE SUPPLEMENTAL LISTING FOR UNIVERSITY AT STONY BROOK PAGE 11 STATE UNIVERSITY OF NEW YORK FOR MONTH ENDING - xxxx xx, xxxx FISCAL YEAR xxxx-xx INDEX 10298 UNIVERSITY CONTROLLER 28050-860000-00 ADMINISTRATIVE OFFICE UAPS420


OBJECT OF LINE PAY PROCESS TOTAL SALARY PAY EXPENDITURE ITEM SOC-SEC NUM NAME PER DATE GROSS RATE BASIS

2600 -2698 STUDENTS

2698 90000 xxx-xx-3333 PAUL LEVINE xxGA xx/xx/xx 2,295.86 438 BIW

2600 -2698 SUBTOTAL 2,295.86


2699 -2699 STUDENT ASSISTANCE

2699 36000 xxx-xx-8888 MICHAEL DAVIS xxI xx/xx/xx 1,300.00 4 HRY 2699 36001 xxx-xx-5454 JAMES WILLIAMS xxI xx/xx/xx 1,295.86 4 HRY 2699 50000 xxx-xx-1212 LINDA CAMPBELL xx1 xx/xx/xx 1,995.86 4 HRY

2699 -2699 SUBTOTAL 4,591.72


TEMPORARY SERVICE TOTAL 6,887.58


xx/xx/xx FILLED/VACANT FOR UNIVERSITY AT STONY BROOK PAGE 12 STATE UNIVERSITY OF NEW YORK FOR MONTH ENDING - xxxx xx, xxxx FISCAL YEAR xxxx-xx INDEX 10299 UNIVERSITY CONTROLLER 28050-860000-00 ADMINISTRATIVE OFFICE UAFV485N


LINE NAME ACT ORIGAPPT CONSEC CAMP APPT LAST CK PT. PERCENT ANNUAL SALARY TOTAL TOTAL SSN CD SEX SUNY APPT DATE DATE DATE DIST. FTE DIST. SALARY EXPENDED ENCUMBRANCE

PERSONAL SERVICE REGULAR (FILLED)

20000 SMITH, JUDY 1.00 77,922.00 70349.24 2,036.38 xxx-xx-6789 1 F 08/01/92 08/01/92 08/01/92 xx/xx/xx 1.00 77,922.00

20001 DOE, JOHN 1.00 58,845.00 53,047.66 3,797.34 xxx-xx-4321 1 M 05/17/65 05/17/65 05/17/65 xx/xx/xx 1.00 58,845.00

20002 JONES, MARY 1.00 42,908.00 40,043.74 1,864.26 xxx-xx-8945 1 F 09/30/74 09/30/74 09/30/74 xx/xx/xx 1.00 42,908.00

20003 BROWN, ROBERT 1.00 42,908.00 40,043.74 1,864.26 xxx-xx-3456 1 M 11/16/78 11/16/78 11/16/78 xx/xx/xx 1.00 42,908.00

20004 TAYLOR, SUSAN 1.00 35,642.00 33,324.25 1,617.75 xxx-xx-3030 1 F 08/29/94 08/29/94 08/29/94 xx/xx/xx 1.00 35,642.00

20005 ROBERTS. EMILY 1.00 42,908.00 40,043.74 1,864.26 xxx-xx-2198 1 F 08/15/85 08/15/85 08/15/85 xx/xx/xx 1.00 42,908.00

20006 JOHNSON MARY 1.00 64,031.00 57,105.38 3,977.32 xxx-xx-9870 1 F 09/23/82 09/23/82 09/23/82 xx/xx/xx 1.00 64,031.00

SPLIT WITH DEPARTMENT 860713-00.

20007 THOMAS, AMY 1.00 45,000.00 16,336.27 .00 xxx-xx-3636 1 F 07/05/79 07/05/79 07/05/79 xx/xx/xx .00 45,000.00

SPLIT WITH DEPARTMENT 860707-00, 860713-00.

20008 CARTER PETER 1.00 45,000.00 16,417.44 .00 xxx-xx-2121 1 M 03/21/85 03/21/85 03/21/85 xx/xx/xx 1.00 45,000.00

TOTAL 9.00 455,164.00 366711.46 17,021.57 7.00 455,164.00

- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -


IFR CASH BALANCE PAGE


IFR CASH BALANCE YTD


How to receive your AES Monthly Reports

• Request access from your Account Manager–Specify accounts

• Access using E-RAS–www.stonybrook.edu/eras/


www.stonybrook.edu/eras/


Login using your NetID and Password





Another way to pull-up your report….


•24 months listed

•Months 1-12 = current fiscal year reports

•Fiscal year = July 1 to June 30

•Months 13-24 = Lapsing periodsUse only July to Sept Lapsed

Why are there so many months?


•Lapsing = Expenses incurred prior to 6/30,but paid after 6/30

Finalize payroll/vouchers/journal transfersfor the fiscal year

Paid with prior year allocation

Use only July to Sept Lapsed

What are Lapsing Periods?


Cash Collections

• Only for departments with IFR accounts

• There are no lapsed months for cashcollections

• Deposits are always made in the currentfiscal year, never against a lapsed (prior) year

• There’s a 15 day lag in posting cashcollections

• The 16th to 31st is posted in next month



CLOSING COMMENTS !!!!

• REPORT RECONCILIATION• ON-LINE ACCESS• ACCOUNTING CONTACTS


Accounting Office ContactsAccounting Office 2-6040

Sara Lehmann 2-6029 State and IFR AccountingChart of Accounts

Lolita Sung 2-5716 IFR/Expenditure Accounting Chart of Accounts

Libya Williams 2-9517 IFR/Expenditure Accounting Construction

Guneeta Jaspal 2-6030 IFR/Expenditure AccountingChart of Accounts

For valuable information regarding Accounting Services, check out our website: www.stonybrook.edu/accounting/


http://www.stonybrook.edu/accounting/

Guide to Problem ResolutionBUDGET ALLOCATIONS - FORM 1 2-6090

ALLOCATIONS - INTERCHANGE

ACCOUNTING REPORT INQUIRIES 2-6040JOURNAL ENTRIESALLOCATION CHANGES

PROCUREMENT REQUISITIONS, PURCHASE ORDERS 2-6010VOUCHERSVENDOR CALLSCLARIFICATION OF FREIGHTCHARGES (OBJ CODE 5010)PETTY CASH TRANSACTIONS

BURSAR CASH RECEIPT INQUIRIES 2-9316(IFR COLLECTION ANALYSIS)

HUMAN RESOURCES APPOINTMENT DISCREPANCIES 2-6140

PAYROLL QUESTIONS - OVERTIME, STANDBY 2-6180AND LOCATION PAY


WEB Contacts

• Who to Contact for Help• Please contact one of the following people if you have questions.

• Forgotten passwords: Call Client Support 2-9800 or email SupportTeam

• Account access: Contact your Account Manager

• Training questions: Email Diane Thide ([email protected])

• Technical concerns:– West Campus Call Client Support 2-9800 or email SupportTeam

– MC/HSC Call UHMC Help Desk 4-4357 or email SBUH-HSC Help Desk


UNDERSTANDING YOUR STATE ACCOUNTS INTERPRETING …radisson hotel islandia monthly tran - travel 1,059.29 ending balance 15,000.00 7,421.18 ... state university of new york for month

Documents