CU FINANCE DIVISION

1
CU FINANCE DIVISION

• Financial Systems
• Overview
• 2008

2
What is FFE ?

• FFE (Financial Front End) was created jointly by
  the Office of the Controller and CUIT
• A financial and reporting interface that works
  with systems operated by CUIT, the Controllers
  Office, Budget Office, SFS, Alumni Relations,
  Human Resources, Payroll Accounting and
  Purchasing.

3
What can FFE do?

• Consists of various modules that offer services
  such as
• Budget and financial reporting capabilities
• Fund transactions
• Inter-departmental invoicing
• Licensing agreement tracking and reporting
• Purchasing Office interface
• Cash handling oversight
• Salary distribution capabilities
• Security access monitoring

4
How FFE fits in with the Neighborhood
Budget gt Account Revisionsgt Approvals gt
ChargesgtReports gtReconciliationsgtBudget
5
How to Access FFE (cont.)

• FIRST, you need to apply for access using the
• Combined FFE/DAF Application
• Use this application to
• - Set up a new DAF approver and/or FFE User
• - Modify a Users access
• - Change a Users home department in DAF/FFE if
  it has changed in People_at_Columbia (PAC)
• Delete a Users access
• FOR INFO http//finance.columbia.edu/controller/f
  inancial_reporting/DAFFFEInfo.html

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How to Access FFE

• FFE can be accessed in TWO different ways
• Access to the FinSys FFE modules requires entry
  into the My.Columbia portal, then navigation to
  the FinSys section.
• - Access to the FoxPro FFE modules (also called
  VFFE) requires a Columbia UNI and VFFE specific
  password assigned via email.

7
Web-Based FFE On FinSys / MyColumbia Portal

• What is MyColumbia?
• How the FinSys and DWR Tabs affect your work
• Tips for New Users

8
VFFE (FoxPro version) Downloading onto Your
Desktop

• Instructions on easy downloading
• Go to http//wwwa.ais.columbia.edu/ffe/

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FoxPro VFFE Log-in

• Make sure you have FFE access (To obtain access,
  you must fill out the Combined DAF/FFE
  Application Form Go to http//www.finance.colum
  bia.edu/controller/financial_reporting/index.html
  )
• Log in using proper ID (after 3 tries, you will
  get locked out of system and will need to have
  your ID re-set)
• If problems, contact Help Desk at [phone]
• How to change your password

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VFFE Main Menu System

• Change Password
• FFE News
• Non-FFE Sites
• Calculator
• Calendar/Diary
• Printer Set-up
• About FFE

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VFFE Getting Started

• You will only be allowed to view or use areas
  where you have access as determined by your
  security profile set up on the FFE Application
  Form
• You will not be able to make changes without the
  proper authority
• Some FFE functions are for the Controllers
  Office use only (i.e. security admin.)

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VFFE Main Menu FFE

• Basic FFE functions that will affect your
  departmental
• Budgets
• FAS Statements
• Managing funds
• Purchasing module
• Salary distribution
• IDI administration
• Managing licensing agreements
• Security administration

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VFFE Main Menu Reports

• 31 different FFE report capabilities having to do
  with budgets, accounting, purchasing, security
  and contracts
• Plus (DWR) Data Warehouse reports are available
  at my.columbia

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FFE Main Menu Contact

• Where to go when all else fails

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FinSys FFE AccessMain Menu

• Many FFE Modules have been migrated over to
  FinSys section of My.Columbia Portal
• Also see FinSys FFE Reports, and (DWR) Data
  Warehouse reports

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Using DARTS for reports

• Access to DARTS
• DARTS training See Training Page on Office of
  the Controller Website
• Downloading and Printing from DARTS

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FFE BASIC USAGE for ALL MODULES

• CREATE
• REVISE
• SAVE BATCH
• RELEASE BATCH
• APPROVALS
• gtgt To FAS

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Remember

• Any mistakes you make
• in FFE can be reversed

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FFE Actions Account Creations (VFFE)

• Used to create the following accounts (assigning
  available account number) on the General Ledger
  or Sub-Ledger
• General ledger account (GL) including a prime
  (SL) account
• Prime account
• Scope account
• Also used to apply approvals and collect
  information about the account.
• Grant accounts must be created via Research
  Administration

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FFE ActionsAttribute Changes (VFFE)

• Used to make limited rule changes to General
  Ledger and Sub-Ledger accounts
• Used to modify non-restrictive FAS attributes.
  i.e. allows you to edit fields such as
• Department/Sub Department
• Distribution Codes
• Gift numbers
• Year Type
• Expense functions
• Personnel names
• Account numbers
• Start/End dates
• Etc.

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FFE ActionsBudgeting Tool (FinSys)

• Used to create original departmental budget
  requests and revise budget projections
• Does not change original budget allocation
  created by Office of Management and Budget
• Also shows current month to date, year to date,
  and fund balance information
• Meant to be used after dept. budgets have been
  developed

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FFE ActionsJournal Entries (VFFE)

• Used for
• Fund Transfers (GL to GL)
• SL to GL or GL to SL adjustments (Controllers
  Only)
• Expenditure Corrections (SL to SL)
• Equipment Expenditure Transfers (SL to SL)
• Bank Transfer accounting for Controllers Office

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FFE ActionsInter Departmental Invoices (VFFE
FinSys)

• Used to create invoices for services provided to
  other departments
• Individual information entered interacts with
  accounting details recorded in departmental
  licensing agreements
• What to do if you receive an incorrect or
  unexpected charge from another department?

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Forms for Manual FAS TransactionsRequest for
Journal Entries

• Use manual JE to transfer funds from one
  account to another using a double bookkeeping
  entry (debit credit) only when FFE Journal
  Entry is not an option (i.e. for certain grant
  transactions, SL to GL, when requested, etc.)

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FFE ActionsCash Entry Module (FinSys)

• Departments will continue to bring checks and
  cash to the Teller, but will enter into FFE
  first.
• Tellers will view and approve batches
  electronically
• Tellers have the authority to edit or reject a
  batch if cash presented does not equal amount
  stated in system. (Email will be sent to dept.
  approvers if any changes are made or problems are
  detected.)
• Batches will be fed into FAS on a nightly basis
• New Cash Handling Policy soon to be released.

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Purchasing Modules in VFFE
To create a requisition for a Purchase Order or
to create an EZPO, go to the Purchasing Req.
Module in VFFE.
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Purchasing Methods

• PAYING AS YOU GO
• University P-Card (you must be trained to receive
  card)
• CU Amex for business or travel expenses (to be
  reimbursed)
• Diners Club card (for limited dept. travel
  expenses only)
• Use Petty Cash for small, last minute purchases
  (limited)
• PAYING LATER
• Use an EZPO (small purchase order)
• Regular Purchase Order (PO) for larger purchases
  when EZPO is not appropriate
• Some purchases dont need EZPO or PO
  (subscriptions, etc.)
• Use Corporate Express system for office supply
  purchases

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FFE Actions Purchasing Requisitions (VFFE)

• Used to create and administrate Purchasing Dept.
  requisitions for Purchase Orders and EZPOs.
• Also used to liquidate EZ-PO encumbrances
• Facilitates obtaining necessary approvals
• Will print EZPO requisition form for ordering
• Used for administration of consultants
• Ties in with Purchasing Office system
• AN ONLINE PROCUREMENT TRAINING
• also needs to be completed before obtaining
• access to this module. (For info, go to
  http//www.columbia.edu/cu/purchasing/ffe_training
  .html )

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Purchasing Modules in FinSys
You need to navigate to FinSys My-Columbia
Portal to process certain transactions
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Purchasing Restricted Commodities

• IS THIS PAYMENT CONNECTED TO A PURCHASE ORDER?
• You should be thoroughly familiar with
  University Purchasing Guidelines regarding the
  ordering of supplies, equipment, restricted
  substances, hazardous materials, upholstered
  furniture, payments to consultants, etc.
• Refer to the Purchasing Office website for more
  info
• http//www.columbia.edu/dept/purch/

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When is Neither a Purchase Order nor an EZPO
Required?

• In the case of the following purchases, neither
  an EZPO nor a PO is required
• honoraria, postage, registration fees,
  membership dues, subscriptions, books, reprints,
  printing services, short term rentals,
  advertisements, food, and utility bills
• Otherwise, (except for Corporate Express and
  P-Card transactions) you should obtain a purchase
  order (Regular PO or EZPO) for ALL other external
  purchases prior to ordering and prior to
  submitting an invoice or reimbursement to AP.

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Basic Purchasing Thresholds

• Bid/Purchase Order Dollar Thresholds.
• 1 2,500 EZPOs required for most
  purchases. (Minimum of one (1) written bid, quote
  and / or proposal required.)
• 2,500 - 10,000 Signed Purchase Orders
  required when not covered by a University-wide
  Purchasing Agreement. (i.e. Dell use EZPO).
  Otherwise, need two written, faxed or e-mailed
  bids, quotes and /or proposals. No Oral bids.
• 10,000 higher Central Purchase Orders
  required. Generally requires three written,
  faxed or e-mailed bids, quotes and/or proposals.
  Oral bids not acceptable. Contact Rep. for
  details.

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Purchasing - Consultant Policy

• All consultant services require a Central
  Purchase Order and must be accompanied by a
  consultant contract that appropriately minimizes
  University risk. A Consultant is defined as a
  firm or individual with whom a Consultant
  Services Contract is entered into for a
  specialized type of service.
• DO NOT sign any contracts. Send them to
  Purchasing for review.

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PO/EZPO Change Orders (FinSys)

• Are entered in new Change Order Module found in
  FinSys section of My.Columbia
• Are used to
• Change the amount of a PO
• Change the agreement or contract with a vendor as
  set up by a PO
• Change the terms or amount of an EZPO (EZPO
  Liquidation Module in FFE FoxPro Version is still
  working)

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Payroll System Flow ChartHow HR and Finance
Systems Intersect
PAF (Personnel Action Form)
Paper SAF (Salary Action Form)
WebSAF RG
People_at_Columbia (HRPC)
Paper SAF (Ad Comp)
WebSAF Ad Comp
LDS (Labor Distribution System)
FAS (Financial Accounting System)
Paper (ZT) Time Entry
FFE (ZT) Time Entry
SIS (Stipend Payment)
Generates payment
Instructions to charge FAS account/sub-code
(Labor)
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FFE Time Collection Module (VFFE)

• Use for
• Casual Employees
• Overtime/Deduction Action for Support Staff
• Overtime/Deduction Action for Weekly Union Staff
• Must be approved by 500 of Day End
• Only available during certain times

37
Payroll Schedules

• See FFE News
• Watch for Emails
• My.Columbia Portal Administration Tab for those
  with Manager Self Service Access in
  People_at_Columbia system
• Controllers Office Webpage see Payroll
  Schedules

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For Additional Payroll Info

• HR Process Center 851-2888
• Taxation issues, general deductions, direct
  deposit, policy and process info.
• DAs can contact for additional employee info
• Monday Friday 9-5
• Email hrpc_at_columbia.edu

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Knowing Your FFE Security Access

• Go to VFFE
• Under reports, go to User Security Access
• Choose parameters
• Click on Generate Report
• Or, Go to FinSys
• Fix/View My FFE Profile

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What if you have an FFE problem?

• Email
• ffetech_at_cuvmc.ais.columbia.
• Or Call
• [phone] CUIT Help Desk
• [phone] CUMC

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FAS The University Accounting System

• FAS is the Universitys Financial Accounting
  System that FFE feeds into
• FAS is the final, legal accounting record of the
  University
• Viewed on Paper, in FFE, in Budget Tool, in
  FinSys (my.columbia) and in DARTS
• FAS Statements show GL (General Ledger) and SL
  (Subsidiary Ledger) accounts
• FFE Platform is where you can enter and edit
  information in FAS

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Your Departmental FAS Statement

• Debits and credits on your statement come from
  these University departments
• Accounts Payable
• Payroll
• Purchasing
• University Services (Libraries, Telecom, etc.)
• Labor Distribution
• Restricted Funds
• Alumni Development System
• Student Financial Services

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Types of Funds (Where do come from?)

• Unrestricted Funds
• Restricted Funds
• Endowment Income
• Endowment ( Quasi) Funds
• Student Loan Funds
• Plant Funds
• Agency Funds

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Budgets/ FAS Statements

• Budget (A) column on FAS Summary Account
  Statement (AMO-90) reflects up-to-date approved
  Budgeting Tool entries
• Account Statements are organized by month / year
• Monthly reporting on FAS reports is either on a
• Fiscal Year basis (from July to June), or
• Project Year basis (covers one fiscal year or
  several fiscal years)

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Your Departmental FAS StatementExample Summary
Statement (AMO90)
46
Your Departmental FAS StatementExample Detail
Statement (AMO91)
47
Overview of Accounting Activity
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FAS Transactions by Type Source
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Budgets/ FFE

• USE BUDGETING TOOL (FFE Platform) to enter
  original dept. budget request or budget request
  revisions
• Budget Office uses Budgeting Tool information
  when determining dept. budget allocations
• Individual budgets should stay within allocation
  total (as determined by Allocation Letter).

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What is an FAS Encumbrance?

• An Open Commitment for materials or services not
  paid as of the reporting date (i.e. FAS Statement
  Date)
• There are 3 types of encumbrances in FAS
• Open Purchase Orders
• Petty Cash (handled by Controllers Office)
• Payroll
• Use FFE Platform to correct encumbrances

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About FAS Account Structure

• The way an account is numbered indicates what it
  is used for and whether it is a GL or SL account
• Accounts provide an organized way to get info
  into the FAS system
• For more information, attend FAS training with
  Ken Williams or see our website (Call Ken _at_
  854-1012)

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What are GL and SL accounts?

• The General Ledger (GL) is the base of our
  accounting system
• Every transaction occurring on the Sub-Ledger is
  recorded on the GL in summary form
• Summarizes revenues, expenses, budget and
  commitment activity (Assets, Liabilities, Fund
  Balances)
• Also called 0 Ledger accounts
• Subsidiary Ledger (SL) Accounts
• Used for revenues/expenses. Each SL account must
  be related to a GL account.

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Your Departmental FAS StatementTYPES OF ACCOUNTS

• General Ledger (GL) Structure
• Assets, Liabilities, Fund Balances
• 0 XXXXX XXXX
• Account Control
• Account Identification
• Ledger
• Example of a General Ledger Account
• 0-44320-4220

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Your Departmental FAS StatementTYPES OF ACCOUNTS

• Subsidiary Ledger (SL) Structure
• Assets, Liabilities, Fund Balances
• 1 XXXXX XXXX THRU 9-XXXXX-XXXX
• Subcode
• Account Identification
• Ledger
• Example of a Subsidiary (Revenue/Expense)
  Acct. 1-60114-0790
• 6-44320-2100

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FAS Revenue Sub-Codes

• Six digit sub-ledger accounts have an assigned 4
  digit sub-code to describe types of revenue, for
  instance
• 0100-0190 Tuition
• 0200-0290 Student Fees
• 0300-0390 Government Appropriation
• 0400-0490 Indirect Cost Recovery (i.e. Grants)
• 0500-0599 Private Gifts Unrestricted
• 0600-0699 Investment Income
• 0700-0790 Other Sources
• 0800-0890 Sales and Service of Enterprises

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FAS Expense Sub-codes

• Six digit sub-ledger expense accounts have an
  assigned 4 digit sub-codes, i.e.
• 2100 Supplies and Materials (General)
• 23xx Travel (i.e. 2310 for Foreign Travel)
• 25xx Rentals
• 26xx Computer Usage (i.e. AIS charges)
• 27xx Communications/Shipping
• 3610 Office Services
• 6xxx Equipment
• 7500 Interdepartmental Credits
• 85xx Unallowables (i.e. alcohol for party)
• 95xx Indirect Costs, etc. (i.e. for Grants)

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Accounts Payable
AP / CAR Processing Payments
58
AP / CARWhat is it?

• Conceived by Accounts Payable and designed by the
  Universitys CUIT Department, the Accounts
  Payable / Controlled Analytical Review system is
  a user-friendly, real-time environment for
  departmental users to electronically submit
  invoices to the AP Department thus improving the
  ability to control and track the processing of
  invoices.

59
AP / CARHow does it work?

• When a vendor submits a valid invoice to a
  department, the dept. processor enters invoice
  data into AP/CAR system. Now in electronic form,
  the invoice is submitted for electronic
  approval, then forwarded to AP for review and, if
  all processes are properly completed, release for
  payment.
• Eliminates wasted time spent tracking down unpaid
  invoices
• Satisfies compliance and auditing requirements

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AP CAR Some Key Vocabulary

• INVOICE Refers to any payment instrument
  (includes bills submitted by vendors, check
  requests, travel reimbursements and advances)
• VENDOR Any business or individual paid through
  Accounts Payable (includes businesses and
  individuals)
• VOUCHER NUMBER Confirmation for an AP CAR
  payment record
• ERROR RECYCLE A payment request with outstanding
  issues that need to be satisfied before being
  paid
• MANUAL PAYMENT Invoice only to be paid when
  correct handwritten signatures are attached
• INQUIRY A search through all records according
  to established criteria
• REMIT ADVICE Information about where the payment
  (check) goes
• VENDOR CREATION Establishing vendor information
  into system
• CREDIT MEMO A voucher record that establishes an
  FAS credit rather than debit
• FAS Financial Accounting System Columbias
  financial reporting

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Log On

• Double-click the icon
• Enter your User ID and
• password (To apply for ID/password see
  https//www.ais.columbia.edu/ais/nff/ais_id_form1.
  html)
• Click Applications, then CAR

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Due to software upgrades, you will occasionally
encounter this message...
Just close the Columbia Applications window
above and then double-click Get CAR Production
Image (also use if CAR is not active in the
applications drop-down menu) (If you experience
AP CAR system problems, email Jeff Revzin
jsr163_at_columbia.edu)
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Getting StartedAP/CAR Pending Invoices Queue
64
The Pending Queues

• The Pending Invoices window provides an
  overview of all the invoices you are currently
  processing
• Each Pending Item Queue represents a state or
  condition in the processing of the invoice
• An invoice may appear in more than one queue
  depending upon situation
• Click on the appropriate queue to access
  particular invoices

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GETTING STARTEDProcessing a New Invoice
After Logging into APCAR,Click Invoice, then
New Invoice
66
Processing INVOICES

• BASIC STEPS
• Step 1 Choose correct Vendor. If Vendor
  information is absent or has changed, then see
  Create a New Vendor.
• Step 2 Enter appropriate information from
  invoice
• Step 3 Enter proper departmental account
  information so that correct FAS account is
  charged
• Step 4 Obtain proper DAF approvals Save
  Invoice
• Step 5 Print Barcode attach to invoice and
  backup
• Step 6 Submit Documents to AP (with any
  necessary back-up) to AP for audit and review
  (Remember to make copies first)
• Step7 Monitor AP CAR queues in case more
  information is needed by AP in order to complete
  transaction. If everything is in order, AP will
  cut check and send to vendor.

67
Processing INVOICES

• Follow the same basic AP CAR processing steps for
  almost all types of invoices, including
• Invoices from vendors
• Check requests
• Travel Expense Reports
• Petty Cash replenishments

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Before Creating a New Vendor Record Verify
Non-Duplication

• Make sure Vendor does not already exist in system
  under a different name, or payment type (i.e. P
  vs. E ID Prefixes)
• Search using
• different spellings,
• various payment
• types, etc.

69
To Create a New Vendor Record

• You will be asked if you wish to create a new
  vendor record. Click OK. (Click Cancel if you
  are modifying a vendor record)

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Creating a New Vendor Recordin the VDC Module

• You will be automatically taken to the new
  paperless VDC (Vendor Data Collection) system
  located on the AIS Financial Systems Website (via
  FinSys Portal).
• You can also access the FinSys Portal directly at
  https//my.columbia.edu/
• Sign in with your UNI, click on FinSys tab,
• find the Accounts Payable section then
• Click on Vendor Create
• to enter VDC.

71
What is the VDC system?

• A web module that prompts you to enter pertinent
  vendor information (i.e. from new invoice),
  creating an AP CAR electronic vendor record that
  will be reviewed by Accounts Payable.
• Just like the old system, once the vendor record
  is released by AP, you will be able to complete
  processing the new invoice.
• VDC eliminates need to fax in new vendor
  paperwork, reducing AP turnaround time.

72
How to Create a New Vendor Record 8 Easy Steps

• Log In to VDC (Vendor Data Collection)
• Answer Questions about Vendor
• Enter proper Vendor Tax ID
• Purchasing Verification
• Enter Basic Vendor Information
• Verify Basic Information or Edit
• Release Record for Approval
• Log Out of VDC / Return to AP CAR

73
Who Approves Payments?

• Anyone in your dept. with appropriate DAF status
  such as
• Departmental Chair
• Departmental Administrator
• Business Manager
• Upper management not within your dept. such as
  (especially for large or restricted expenses)
• Chair, Dean or Vice President

74
Instructions for Approving Payments

• After logging into APCAR
• Make sure that you are in your In Box
• Go to the Payment Approval Waiting queue.
  Click the Total box
• Click on one item in the result window
• Click the Approve Invoice button

75
Instructions for Approving Payments
2
1
3
4
76
Instructions for Approving Payments Basic
Invoice

• Click the Basic Invoice notebook tab.
• Examine the basic invoice information (vendor
  name, amount, etc.).

77
Instructions for Approving Payments History
Notebook Tab

• Examine the invoices processing history by
  clicking on the History notebook tab.

78
Instructions for Approving Payments History
Notebook Tab

• Click on any line indicating that an unusual
  event occurred, then click the Review button.
  Further information about the event, if
  available, will be displayed.

79
Instructions for Approving Payments History
Notebook Tab

• Read the text. In this example, it is the
  processors explanation for using the same
  invoice number twice to pay a vendor.

80
Instructions for Approving Payments Account
Description
1
2

• Click on the account number, highlighting it.
• Click Account Distribution Description.

81
Instructions for Approving PaymentsAccount
Description

• If the processor has entered a description of the
  expense, the text will be displayed.

82
Instructions for Approving Payments

• After making sure that the item is valid, entered
  accurately, within compliance with University and
  Federal guidelines, etc., click Approve.

83
Instructions for Approving Payments

• You will be posed the question, Do you wish to
  assign the Voucher Number to the invoice?
• If you click Yes, processor must print bar code
  sheet, attach to invoice and forward or scan and
  send to AP
• If you click No, you electronically route the
  Accepted voucher number back to the processor.

84
If you Reject...

• You will be asked to enter a reason for the
  rejection, which will then be attached to the
  item.
• The item will appear in the processors Payment
  Approval Rejected queue.
• The processor may resolve the reason for
  rejection and send the item back to your Payment
  ApprovalWaiting queue.

85
If you Close...

• The item will remain in your Payment Approval
  Waiting queue

86
Systems Info on the Finance Gateway
87
Finance Gateway Training Systems Resources

• Training PowerPoints and Manuals
  http//finance.columbia.edu/hr/training/training_r
  esources.html
• Live Classroom Trainings http//finance.columbia.e
  du/hr/training/classroom_training.html
• Finance Systems Info, Sign Up and Access
  http//finance.columbia.edu/controller/technology/
  application.html
• OTHER CU TRAININGS http//finance.columbia.edu/hr/
  training/other_training_programs.html
• CU Policy Library http//finance.columbia.edu/poli
  cies.html