Finance Orientation

1

• Finance Orientation
• March 18, 2009

2
Finance and Administration Organization
Vice President of Finance and Treasurer Cathy
Wood Administrative Staff Ed Schaefer Paula
Casey

• Sheri Hardison Controller
• Accounts Payable
• General Accounting
• Grants Contracts Accounting
• Payroll
• Assoc. VP for Finance Budget
• Budget Office
• Business Systems
• Purchasing

• Renell Lewis - Director of Treasury Services
• Cashiers Office
• Investment Management
• Carl Petchik Facilities

3

GENERAL ACCOUNTING GENERAL DUTIES ACCOUNT
CHARTFIELD
4
Who We Are The Controllers Office/General
Accounting

• Sheri Hardison, Controller hardison_at_cua.edu
  x5031
• Lizy Kannarkat, Asst. Controller
  kannarkat_at_cua.edu x5013
• Mary Romain, Senior Accountant romain_at_cua.edu
  x6414
• Mary Elsa Pachikara, Staff Accountant
  pachikara_at_cua.edu x4987
• Debbie Edelin, Staff Accountant edelin_at_cua.edu
  x6393
• Beth ODonnell, Staff Accountant
  odonnelb_at_cua.edu x5579

5
Role of the Controllers Office and General
Accounting

• Maintain the general ledger and chart of accounts
• Financial reporting (e.g. audited year-end
  financial statements)
• General oversight of all financial activity gt
  2.2 billion in FY08
• Annual, quarterly and monthly financial closing
  processes
• General account transfers and journal entries
• All non-payroll tax issues, including payments
  and reporting (e.g. sales tax)
• Accounting for construction projects and capital
  purchases
• Reconciliation of most balance sheet accounts

6
How Accounting Can Help You

• Department number set up
• Fund/expense transfers
• Procurement card reclassifications
• Sales tax questions
• Project accounting
• General questions regarding accounting rules

7
Our Chartfield CUAs Account Coding Structure

• Complete chart field
• All Fields needed for all transactions
• Account
• Expenses (0100 to 8840) for payments
• Revenues (9000 to 9930) for deposits
• Gifts (9201) need to be processed through Univ.
  Development Office
• Only use an asset or liability account if
  requested by accounting office
• Chart of Accounts

2000 19 320123 GEN INDR (NASA12964)
Account Fund Organization Program
Sub-Class Project


(grants/construction only)
8
Our Chartfield Sample ACCOUNTS

• 0100 0599 Salary
• 0100 0199 Full-time
• 0200 0299 Part-time (including students)
• 0300 0399 Union, public safety
• 0500 0599 Over-time
• 0600 0999 Benefits
• 1000 1499 Scholarships
• 1500 8919 Other Expenses
• 1500 1599 Postage and telephone
• 1600 1699 Professional services
• 1900 1999 Travel
• 2000 2910 General supplies
• 5000 5599 Repairs and services
• 6200 6300 Training and development
• 8800 to 8850 Capital purchases
• 8900/8903/8910 Fund transfers
• 9000 9999 Revenues
• 9001 9004 Tuition
• 9031 9099 Student fees

9
Our Chartfield - FUNDS

• Fields needed for University transactions
  (contd)
• Fund
• Type of fund is determined based upon
• Type of activity in the org
• Donor restriction, in the case of a gift
• Reserve and operational funds require Budget
  Office approval.
• Grouped within three categories unrestricted,
  temporarily restricted and permanently restricted
• Controller assigns fund number for DEPTID (aka
  org) setup.
• Except endowments and some special exceptions,
  orgs should only have one fund number.

10
Our Chartfield Sample FUNDS

• General and Budgeted (unrestricted or UR)
• 11 University budgeted
• 12 Workshops, off campus programs
• 15 Auxiliary enterprises
• Reserves and Agency
• 18 Unrestricted
• 19 Designated by CUA no donor restrictions
• 47 Agency or outside money passed through CUA
• 51 Donor restricted (time or purpose
  restricted - TR)
• Sponsored Projects
• 26 Sponsored research (UR)
• 27 Other sponsored programs (UR)
• 57 Sponsored gifts (TR)
• Plant
• 39 Plant fund (UR)
• 53 Donor restricted plant fund (TR)
• Endowments
• 33 to 38 Quasi endowments (UR)
• 72 to 75 True endowments

11
Our Chartfield ORGS

• Fields needed for all University transactions
  (contd)
• Organization aka Org or DEPTID
• Cost centers for a specific activity or program
  or donor fund
• (i.e. 800000 Office of VP of Inst. Advancement
  or 354011 Nagel Foundation Scholarship)
• Funds 11, 12, 15, 18 and 19 can only be created
  with written Budget Office approval
• Include funding source, basic description of
  program, why activity needs to be separated
• Controllers Office creates all orgs send email
  to Lizy or Sheri
• Include fund manager name(s), description of
  activity, donor agreement if applicable,
  individual access level (manager or staff),
  budget approval if applicable
• Numbering method
• First three digits define the department that
  controls the cost center
• Fourth digit
• 5 for endowments
• 2 for grants and contracts
• 9 for construction projects
• Fifth and sixth digits are sequential

12
Our Chartfield PROGRAMS and PROJECTS and
SUB-CLASS, Oh My

• Fields needed for all University transactions
  (contd)
• Program
• Further detail for departmental use (LCKBX
  lockbox)
• Use GEN unless you run reports based on
  different program types
• Subclass
• Function of the University where the transaction
  occurred (i.e. INDR instructional activities)
  --or--
• Type of sponsor, for sponsored program (i.e.
  GVSPR Government Sponsored Research)
• Project
• Only used for facilities projects or sponsored
  programs
• Facility General Accounting creates the code
• Grants Grant Accounting creates after
  notification from Office of Sponsored Programs

13
Our Chartfield So Why Do I Need to Know This?

• Proper coding is needed for
• Check requests
• Procurement card reclassifications
• Purchase requisitions
• Account transfer requests
• Hiring forms
• Scholarship forms
• Gift entry into Developments Millennium system
• Cash deposits
• Basically every financial transaction at CUA

14
Our Chartfield How Can I Find the Right Code?

• To find certain account chartfield information
• In PeopleSoft Financials
• Set Up Financials/Supply Chain
• Common Definitions
• Design ChartFields
• Define Values
• ChartField Values
• And find the type of code youre looking for.

15
Our Chartfield How Can I Find the Right Code?
(contd)
16
Our Chartfield How Can I Find the Right Code?
(contd)

• To find other pieces of the chartfield, if you
  know the Org or Project
• In PeopleSoft Financials
• Commitment Control
• Review Budget Activities
• Budget Details
• Business Unit CUA
• Ledger Group ORG or APPROP
• Account leave blank
• Fund leave blank
• Budget Period 2009
• Department six digit org number or beginning
  digits --or--
• Project project number or beginning portion

17
Our Chartfield How Can I Find the Right Code?
(contd)
18
CHARTFIELD TIPS
TIP 1 Be Kind Dont clutter the system with
too many extra orgs. Those of us left behind if
you leave wont know what its for or how the
money can be spent.
19
CHARTFIELD TIPS
TIP 2 Please fill in the complete chartfield on
all transactions or reclassifications. With
the time that we spend looking up the rest of the
chartfield in the system, we could be processing
your transaction faster.
20
YEAR-END AND QUARTER-END CLOSE

• At the end of every year-end and quarter-end we
  require additional information from your
  departments
• April 30 fiscal year-end July 31 1st Qtr
  Oct 31 2nd Qtr Jan 31 3rd Qtr
• We must be aware of ALL expenses and activity
  through those cut-off dates for our financial
  statements and audit
• All invoices through that quarter must be
  submitted to AP
• For amounts owed but that arent invoiced send
  dollar amount, chartfield and brief description
  to Lizy K.
• These items (Accruals) will show up as an expense
  as of the last-day of the quarter.
• The accrual will reverse on the first day of the
  month following the quarter.
• The expense will appear again when paid.

21

BUDGET PLANNING
22
Who We Are Budget Planning

• Cathy Wood, Associate Vice President for Finance
  and Budget woodcr_at_cua.edu x5042
• Karen Haskins, Senior Budget Analyst
  haskinsk_at_cua.edu x6355
• All Provost Departments
• Graduate Scholarships
• Deborah McDonald, Budget Analyst
  mcdonala_at_cua.edu x6356
• Presidents Office
• Finance and Administration (except Facilities)
• Student Life (except Athletics)
• Erik Fortune, Budget Analyst fortunee_at_cua.edu
  x5553
• Employment Hiring Forms/UG Scholarships
• Enrollment Management
• Development
• Facilities
• Athletics

23
Budget and Planning

• Role of Budget Office
• Monitor functional area budgets
• Oversee annual budget creation and associated
  processes
• Control general university expenditures
• Assist departments as needed
• Business plans
• Profit/loss statements
• Review of new programs
• Return on investments analysis

24
Budget and Planning

• Role of University departments
• Monitor expenditures and revenues
• Verify that funds are available for requisitions
  and PCard purchases.
• Request transfers and budget journals
• Request transfers from Accounting and Budget
  Journals from the Budget Office.
• Report discrepancies on org reports promptly to
  appropriate party
• Controller
• Treasury Services
• Budget Office

25
Universitys Controls for Managing Budget and
Financial Assets

• Procedural Controls
• System Controls
• Reporting Controls

26
Procedural Controls

• Vice-Presidents are provided annual bottom-line
  budgets includes salary, fringe, scholarship,
  and other direct expenses.
• Position Control is utilized
• Each full-time faculty and full-time staff
  position is uniquely identified by a position
  number
• Part-time or temporary positions are identified
  by a pooled position

27
Procedural Controls (contd)

• The sum of the individual positions and pooled
  position equals the salary budget.
• New positions are approved during the annual
  budget process
• New positions are not approved unless the funding
  is available either reduction of an existing
  position or approved new funding.
• The Budget Office is in the approval chain for
  position changes or additions.
• Budgetary revisions must be balanced.
• Capital projects and grant and contract activity
  are budgeted and are equal to the approved or
  available funding.

28
System Controls

• The University utilizes the budget checking
  functionality of PeopleSoft.
• Checks for correct chartfield combinations
• Checks for sufficiency of funds on other direct
  expenses.
• Budgeted funds have two budgets detailed budget
  and appropriation budget
• Z001 all expenses
• Z002 Compensation and Benefits - TRACKED
• Z100 salaries
• Z101 benefits
• Z003 Scholarship TRACKED
• Z004 Other Direct Expenses - CONTROLLED

29
System Controls (contd)

• For other funds the PeopleSoft system controls
  expenditures based on a carry-forward balance and
  any additional revenues posted during the fiscal
  year.
• System of pre-encumbered and encumbered funds for
  both purchasing and salary/fringe expenses.
• Encumbrances released upon payment and per pay
  period respectively
• Encumbrances are released quarterly for copier,
  phone and postage charges

30
Reporting Controls

• Real-time, distributed org reports (n-vision
  report) for departmental use and review
• 1ORG/1RESERVE/1GRANT/1PROJECT/1ENDOWED
• Provides drill down capability to review
  transactions
• Even Procurement card has detailed transactions
• Tools Used by Office of Budget and Planning
• Budget report BudMonth report
• Appropriation Reports
• Fund Balance Report

31
Budget and Planning

• Reviewing budgets in real time
• In PeopleSoft Financials
• Commitment Control
• Review Budget Activities
• Budget Details
• Business Unit CUA
• Ledger Group ORG or APPROP
• Account leave blank
• Fund leave blank
• Budget Period 2009
• Department six digit org number

32
Budget and Planning
33
Budget and Planning
34
TIPS - Budget and Planning

• Be careful when setting up requisitions and
  coding invoices. One of the main reasons for
  errors is the chart field combination. Please be
  sure to combine the Department Org with the
  proper Fund .
• Another reason for errors is the lack of
  available funds. Charges will not go through
  without funds. Verification of your unspent
  budget is essential to the effective processing
  of charges.

35

GENERAL ACCOUNTING EXPENSE TRANSFERS PAFS
36
Account Transfers

• Account transfers
• Two kinds of transfers
• Expense transfers move expenses charged in one
  org to another org expenses should be tracked in
  the org the expense benefited
• Fund transfers Excess funds from one org are
  transferred to another org with inadequate funds
• All fund transfers from a budgeted fund
  (11/12/15) must be approved by the Budget Office
• To request a transfer send email to Lizy
  Kannarkat
• Whether you want a fund transfer or an expense
  transfer
• Amount
• Reason (maintained for audit documentation
  purposes)
• Copy of invoice if expense transfer (for audit
  documentation purposes)
• Both chartfields - specifically indicate the
  from and to chartfields
• Include approval of fund manager for the org
  whose available balance will decrease
• For gift transfers, send this information to
  Sheri Hardison, who will determine whether the
  transfer can be made based on accounting rules
• To transfer revenue deposits, send this
  information to Renell Lewis.

37
Account Transfers (contd)

• Transfers cannot be done between orgs with
  certain funds numbers (47, 50 series, 70 series)
• Fund transfer will appear in account 8900, 8903
  or 8910 in the affected orgs
• Expense transfer will not show as a separate line
  Expenses will decrease in one org and increase
  in the other org by the amount transferred

38
Project Approval Form (PAF)

• All capital projects must be pre-approved by
  Budget Committee, even if funding is available
• Approval Routing Process
• Executive Director of Facilities
• Departmental Authorization
• Vice President of Project Area
• Assistant Treasurer/Budget Director
• VP Finance
• General Accounting (who processes it)

39
Project Approval Form (PAF)

• PAF must include
• Funding source
• Description of work detailed enough for General
  Accounting to determine whether or not it is a
  capital item under accounting rules
• A budget, if over 50,000

40

TREASURY SERVICES
41
Who We Are Treasury Services

• Renell Lewis, Director of Treasury Services
  lewis_at_cua.edu x6445
• Pat Hartline, Treasury Analyst hartline_at_cua.edu
  x6707
• Helen Huntt, Account Analyst huntth_at_cua.edu
  x5595
• Cashiers
• Vera Covington, Cash Accountant
  covington_at_cua.edu x5048
• Peggy Rockefeller, Cash Accountant
  rockefeller_at_cua.edu x5048

42
Treasury Services

• Role of Treasury Services
• Cash handling
• Processing cash deposits
• Administer petty cash program
• Administration of bank accounts
• Reconciliations
• ACH, EFT, Domestic International Wire Transfers
• Investment management
• Endowment Payout
• Financial interface for contributions
• Split interest arrangements
• Annuity processing

43
Treasury Services

• Cash handling
• All deposits must be kept secure (locked).
• Departments can accept cash, checks, credit
  cards, and travelers checks.
• No starter checks (checks with numbers below
  100, or checks without name imprinted on them)
• If the phone number is not pre-printed on the
  check, please ask for it and write it on the
  check. With this the individual can be contacted
  if the check bounces
• Types of credit cards currently accepted Visa,
  Master Card, Discover
• American Express is now accepted via online
  transactions.
• All deposits are made to the Cashiers window.
  Please do not mail deposits through Campus Mail.

44
Treasury Services

• Bank accounts
• Only the Vice President for Finance and
  Administration can authorize the opening of a new
  bank account.
• No University organization should have an outside
  bank account that contains University funds
  without prior approval from the Vice President
  for Finance and Administration.
• Written departmental procedures
• All departments must have written procedures for
  the handing of cash in that area.
• These procedures must be approved by Treasury
  Services.

45
Treasury Services

• Deposit Tickets
• Deposit forms can be downloaded at the following
  internet address http//treasurer.cua.edu/TreasS
  vcs/
• All checks deposited should be made payable to
  The Catholic University of America (CUA).
• Preparing deposits
• Deposit tickets should be filled with complete
  chartfield information prior to arriving at the
  Cashiers Office.
• When making a deposit, be specific in describing
  the purpose of the deposit and have complete
  detailed attachments in case there are future
  inquiries.
• All credit card transactions (deposits and
  refunds) should have back-up information attached.

46
Treasury Services

• Preparing Deposits

47
Treasury Services

• Preparing deposits (contd)
• Departments should keep copies of their deposit
  tickets as well as the receipts generated from
  the Cashiers Office.
• All receipts should be reconciled monthly with
  Cardinal Financials (NVision Reports) to ensure
  org accuracy .
• Making deposits
• Deposits are made at the Cashiers Office in
  Leahy Hall Room 155.
• All individuals making deposits that contain cash
  must wait at the window for a receipt.
• Deposits that do not contain cash still must be
  made at the window, but the receipt can be sent
  through Campus Mail.

48
Treasury Services

• Petty cash
• A reimbursement fund which makes cash
  conveniently available for expenditure at local
  levels, in small dollar amounts, for official
  purposes of the University.
• Department head requests petty cash fund from The
  Director of Treasury Services, selecting the
  primary custodian, and the dollar amount (default
  is 200).
• No single expenditure from a petty cash fund may
  exceed 75.

49
Treasury Services

• Petty cash reimbursement
• The fund should be balanced at least monthly.
  There should be a log of reconciliations.
• When the cash on hand is depleted, prepare a
  direct pay form and provide all backup
  documentation, including accounting information.
• Provide the direct pay form to the Accounts
  Payable Department.
• AP will issue a reimbursement authorization form
  to the custodian.
• The custodian will give the reimbursement
  authorization form to the Cashier, who will
  provide the cash reimbursement.

50
Treasury Services

• Domestic and International Wire Transfers
  (Outgoing)
• Wire transfer forms can be downloaded at
  http//treasurer.cua.edu/TreasSvcs
• All information on wire transfer forms must be
  filled in completely. Back-up documentation must
  be attached.
• Please allow Treasury Services 2-3 days to
  process wire transfer requests.
• Domestic wire transfers settle the same business
  day.
• International wire transfers settle within 2-3
  business days.

51
Treasury Services

• Domestic and International Wire Transfers
  (Incoming)
• Notify the Cashiers Office if you are expecting
  to receive an international or domestic wire
  transfer.
• Provide the Cashiers Office with the correct
  chartfield to credit the deposit.
• Unclaimed Checks
• Please return any unclaimed checks Payroll or
  Accounts Payable has delivered to your department
  in a reasonable amount of time to allow for
  follow-up.
• Check Cashing
• The Cashier will not cash any check under any
  circumstances. This includes University written
  checks.

52
FAQ Treasury Services

• Who do I contact to place a stop payment on a
  check?
• If you wish to place a stop payment on a check,
  please contact either the Payroll Dept. or
  Accounts Payable (depending on the check in
  question). AP or Payroll will send a request via
  email to Treasury Services.

53
FAQ Treasury Services

• My department recently received a gift from a
  donor. Can I deposit the gift to my departmental
  account via the Cashiers Office?
• No. All gifts and donations must be processed
  through The Office of University Development.
  The only exception to the rule is if a department
  receives a cash donation.

54

COMMON REPORTS PEOPLESOFT TRAINING AVAILABLE
VIA BUSINESS SERVICES OFFICE
55
COMMON REPORTS
56
1ORG Report Scope 1ORG
Can only Drilldown Columns a, b or c (not Z
lines not salary benefits)
Outstanding Purchase Orders
Must show adequate funds before p card or AP
purchase (only includes p card charges posted to
date)
57
1PROJECT Report Scope 1PROJECT
58
1RESERVE Report Scope 1RESERVE
Reserve Fund Attributes Left over money rolls
into the next fiscal year Once it is spent, it
is gone.
59
1ENDOWED Report Scope 1ENDOWED
This money is not available to spend. It is
invested permanently.
Payout is only recorded quarterly, but you can
spend up to the years estimate (plus the balance
from the prior year).
60

ACCOUNTS PAYABLE
61
Who We Are Accounts Payable

• Lisa David, AP Manager fletchel_at_cua.edu x5854
• Travel advances and reimbursements
• Washington Post
• Iris Walker, AP Analyst walkeri_at_cua.edu x5851
• Vendors A to K (FY2009 only)
• Charlene Robinson, AP Analyst robinsoc_at_cua.edu
  x5847
• Vendors L to Z (FY2009 only)

62
Accounts Payable

• Controls the disbursement of all non-payroll
  University checks
• Processes employee reimbursements
• Methods of paying for goods or services
• Pay invoice from previously established Purchase
  Requisition
• Required for transactions over 1,000
• Direct pay form
• Payments less than 1,000
• Not for travel expenditures
• Must be authorized by a supervisor
• Available at http//treasurer.cua.edu/controller/a
  p/Forms/

63
Accounts Payable (contd)

• Methods of paying for goods or services (contd)
• Travel Expense Report
• American Express for select employees
• Ensure business purpose of transaction is noted
• Must be approved by a supervisor
• Attach supporting documentation
• No personal expenses
• Procurement Card
• AP not involved in the procurement card process

64
Accounts Payable (contd)

• Travel
• All travel expenditures must be submitted on
  Travel Expense Form
• Policy - http//policies.cua.edu/finance/finance/T
  ravel/full20travel.cfmVI
• Form Last updated January 2009 on AP site
• Procedures http//treasurer.cua.edu/controller/a
  p/Forms/
• Business purpose must be included
• Original receipts must be attached
• Requires travelers supervisor approval no
  exceptions

65
Accounts Payable - Travel

• Changes in travel policy in last 18 months
• For foreign meals per diem reimbursement
  according to federal rates ? (http//aoprals.state
  .gov/web920/per_diem.asp)
• Expense reports due 15 business days after travel
• Trip must be gt 300 to receive travel advance
  (Coaches exempted)
• Reorganized into more user friendly format

66
Accounts Payable (contd)

• AP Website contains
• New in 2009 Frequently Asked Questions section
• Forms and policies
• List of expense account number options
• General info on AP office
• Useful links mileage, currency conversion, etc.
• Coming in the future
• More documented procedures for AP processes
• Other updated forms
• Bookmark http//treasurer.cua.edu/controller/ap/

67
FAQ Accounts Payable

• How long should it take to process a
  disbursement?
• One week if the submission is done correctly.
  The following will lengthen that time
• Budgetary issues with your org
• Incorrect or incomplete account coding
• Insufficient or inappropriately approved
  supporting documentation
• No vendor application for a new vendor
• Submitting a payment on Direct Pay that should be
  paid through a PO
• An incomplete or inaccurate purchase order
• Unusual high volume times (before Christmas
  break, 1st half of May while fiscal year is being
  closed)

Your Dept Can Control
68
FAQ Accounts Payable

• What if I need an emergency check?
• We will always try to help but an emergency check
  cannot be guaranteed.
• It can only be done if
• AP or Controllers Office has determined the
  situation is a true emergency that could not have
  been avoided with proper planning - and -
• A PO has already been created and approved, if
  gt1,000 - and -
• There are no budgetary issues with the org being
  charged

69
GENERAL PAYMENT TIPS
Think of your org like a checkbook. You have
bought certain items, such as procurement card
purchases, that havent appeared in your org yet.
However, like a check that hasnt cleared,
those funds have been spent and cant be used for
other things.
70

PROCUREMENT SERVICES
71
Who We Are Procurement Services

• Norman Brown, Director, Procurement
  brownn_at_cua.edu x6538
• Teresa Chandler, Administrative Assistant
  chandler_at_cua.edu x5044
• Willandria Blount, Purchasing Agent
  blount_at_cua.edu x6401
• Andrew Wolf, Risk and Asset Inventory
  Administrator wolfa_at_cua.edu x6402

72
Who We Are Procurement Services

• Central procurement authority for all University
  purchases
• Manage the university business services contract
  agreements.
• Asset inventory management
• Negotiate contracts for products services that
  leverage the universitys buying power
• University travel services program
• Procurement card program

73
Procurement Services

• What you need to know before purchasing anything.
• Do you have enough budget?
• Do you have permission to buy?
• Delegation of procurement authority
• Agreement signatures
• Can you use a P-Card?
• Sales tax exemption
• Delivery dates
• Receiving your purchase!

74
Procurement Services

• Procurement Card The preferred method of
  procurement under 1000.
• Requisition On-line in PeopleSoft Financial (14
  step process found in Chapter4 of the user
  manual)
• Purchase order is a commercial document issued
  by the buyer to a seller, indicating the type,
  quantities and agreed prices for product or
  service. Sending a PO to a supplier constitutes
  and legal offer to buy.
• Contracts
• Multi-Use - (preferred vendors such as Staples,
  Dell, Apple, etc)
• Single-Use (signed document w/term and
  conditions)

75
Procurement Services Contracts

• Authority to sign contracts
• President
• VP Finance Administration Normal University
  Business Operations (w/ delegation to AVP
  Business Services)
• Provost Faculty services, Sponsored
  Research/Training Grants (w/ delegation to
  Assoc. Provost for Research)
• Business Services Management
• Contracts Section on Web Site
• OGC Review
• OGC memo of 24May07
• New Contract Routing Form

76
Procurement Services The P-Card

• Procurement card - Here are some recent changes
• Increased emphasis on Department Head/ Chair and
  Manager role
• Monthly Statements- central oversight
• Receipts must accompany statements (cardholders
  maintain and submit monthly with statement)
• Compliance completeness/warning/suspend/ revoke
• Audit- monthly spot audits
• Training- initial 1hour classroom/annual on-line
  recertification

77
Procurement Services

- Authority limits - Bids Sole Source - Travel
Services - Preferred Suppliers - Training -
Website
78

GENERAL ACCOUNTING PROCUREMENT CARD
RECLASSIFICATIONS
79
Procurement Card Reclassifications

• After Purchasing reviews for approval and
  completeness, General Accounting makes the
  reclassifications to move charges
• Make sure complete chartfield is written out at
  least once on the statement not just the org
• Dont change the program from PCARD or GEN
  unless you review reports by program
• Dont reclassify the cost of shipping a purchased
  item to CUA to the postage account (1500)
• Transactions charged to a department not under
  your spending authority must be signed as
  approved by that department
• Cards mapped to grant default orgs are
  reclassified by the Grants and Contracts Office

80
Procurement Card Reclassifications (contd)

• Reclasses may be submitted electronically
  (required for those with high charge volume)
• Run nVision Report 2PROCARD
• Scope definition 2PROCARD
• Specific instructions on tab of report
  spreadsheet
• Make appropriate changes
• Email Excel spreadsheet with months charges to
  Mary Pachikara before the 20th of the following
  month
• Report will only include posted charges Charges
  wont post if another department has a budget
  error

81
Procurement Card Reclassifications (contd)
82

PAYROLL
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Who We Are - Payroll

• Reggie Vieta, Director of Payroll vieta_at_cua.edu
  x5510
• Jerome Williams, Senior Payroll Analyst
  williajm_at_cua.edu x5512
• Jonathan Aaron, Payroll Analyst aaron_at_cua.edu
  x5512
• Delantay Motte, Payroll Analyst motte_at_cua.edu
  x5512
• Ruth Webb, Administrative Assistant
  webbr_at_cua.edu x5512

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Payroll

• Exempt payrolls on last business day of each
  month
• Approved leave reports are due on 3rd business
  day after the end of each month
• Non-exempt payroll on 10th and 25th (or business
  day before) of each month
• Approved timesheets are due to payroll as soon as
  pay period ends.

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Payroll (contd)

• Timesheets and hiring paperwork must be turned in
  by appropriate deadlines or employee will not be
  paid
• Off-cycle payroll checks are only cut for the
  following reasons
• Involuntary employment termination
• Administrative Payroll or HR processing errors of
  a significant amount
• Direct deposit errors
• Salary advances
• Lost or stolen checks

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Payroll (contd)

• For questions regarding paycheck, leave balances
  or taxes withheld contact Payroll at x 5512
• For questions regarding benefit deductions or
  hiring practices contact HR at x 5050

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GRANTS AND CONTRACTS ACCOUNTING
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Who We Are Grant and Contract Accounting

• Susan Warshawsky, Director of Grants and
  Contracts warshawsky_at_cua.edu x5039
• Tonya Gibbs, Senior Grant Accountant
  gibbst_at_cua.edu x5682
• Robin Mayhew, Grant Coordinator mayhew_at_cua.edu
  x6408

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Grants and Contracts Office What We Do

• Administers 260 grants/contracts in 20 University
  departments post-award
• Billing and revenue processing
• Organization number set up for grant activities
  with notice from Office of Sponsored Programs
• Financial reporting (not program reporting)
• Reviews expenditure requests for grant spending
• Direct payment forms
• Purchase requisitions
• Scholarship forms
• Participant reimbursement forms (for grants that
  use volunteers as research study participants)
• Hiring forms Appointment Forms and Part I Forms

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Grants and Contracts Office What We Cant Do

• Grant proposals (resource Office of Sponsored
  Programs OSP)
• Grant budget creation (OSP)
• No-cost extensions (OSP)
• Programmatic/technical reports (Principal
  Investigator is responsible)
• Certain Payroll Issues The Grants Office
  doesnt enter payroll information into the
  system. They can sometimes help you research the
  issue.
• Overall University budget issues

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General Information on Grants/Contracts

• Just because the donor letter says grant does
  not mean it is a grant for processing purposes
• Money received from government entities is
  processed by Grants and Contracts Office.
• Money received from corporations or foundations
  is often processed as a gift but depends on
  wording of agreement.
• If unsure, contact Sheri Hardison for processing
  guidance.
• Deposits from a grant sponsor must be processed
  by the Grants Office

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1Grant Report (scope 1Grant)
FOCUS ON SUB-TOTALS AND TOTALS NOT SPECIFIC
ACCOUNT LINES
FOR GC USE ONLY
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Grant Budget Vs. Actual Expenses

• Expenses cannot exceed grant budget sub-total
• E.G. Salaries budget Z100 Supplies General
  Z401
• Projects will show a deficit within sub-totals
  thats OK
• Can request transfer between budget categories if
  allowed by sponsor
• Send email to Director of GC requesting transfer
• PI must request or approve transfer
• Proactively managing budget sub-categories saves
  time in expense processing
• Transfer impact on FA and fringe budgets must
  also be considered

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Areas Specific to Grants

• Federal Effort reporting PIs and grant staff
  will be sent requests to certify their effort
  twice a year
• Effort reports must be signed by the appropriate
  staff and approved by PI
• Note corrections as applicable
• Must be turned in by specific deadlines
• Federal Cost Transfers
• Can only be made for specific reasons cant
  transfer money based upon budgeted funds
  available
• Must be made within 90 days of original expense

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Ways to Facilitate Grant Processing

• Be familiar with University policies, including
• Grants Contracts - Revision Coming Soon
  http//policies.cua.edu/finance/accounting/Grants
  20and20Contracts/full-grants.cfm
• Travel - http//policies.cua.edu/finance/finance/T
  ravel/travel.cfm
• Regular budget monitoring
• Budget exceptions and transfers delay processing
• Monitor project end dates
• Project end dates now on 1grant report
• Expenditures can only be made/obligated before
  project end-date
• All expenditures must be processed before
  closeout date
• Plan ahead due to limited staffing, the GC
  office may need time to find your answer/process
  your request.

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FAQ Grants and Contracts Accounting

• What are the chartfields for my grant?
• Run your 1Grant report. The chartfields are
  located at the top right corner of the report
  along with the project end date of the
  grant/project.
• Can I spend funds after the end date of the
  grant/project?
• Yes, if you meet all of the following criteria
• The services, supplies, travel, or equipment were
  received or provided for a period before the end
  date of the grant/project.
• The payment must be made within 90 days after the
  end date of the grant/project.
• The expense must be a reasonable and necessary
  cost of the grant/project.

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FAQ Grants and Contracts Accounting

• Ive entered my requisition into the Financial
  System, but my requisition will not pass budget
  checking. Help?
• 1. Make sure the proper Fund, Department, Class,
  and Project ID have been entered on the
  Distribution line of the requisition.
• 2. Check your 1Grant report to make sure there
  are available funds in the Travel or Other
  General Expenses category to cover the expense.
• 3. If there are not enough funds in the budget
  category, the Principal Investigator will need to
  request a budget transfer as long as the proposed
  budget transfer is within the grant/contract
  provisions.

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Tips Grants and Contracts Accounting

• Before submitting an Appointment Form
• Confirm that there is available funding on 1Grant
  report.
• Confirm that project does not end during period
  of Appointment.
• Prepare Requisitions for Independent Consultant
  Agreements Travel purchases gt 1,000
• Participant Costs are tax reporting events. The
  Participants SSN, Name, and Address are
  required to process a payment or reimbursement.

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Finance and Accounting Policies Sample Listing

• Contract
• Independent Contractor
• System Access
• Travel
• Credit Card Acceptance
• Petty Cash
• Procurement
• Procurement Card

• Financial Transaction Authority
• Prohibited Transaction
• Cash Handling
• Grants and Contracts
• Special (Payroll) Check
• Tax Compliance

100
Resources University Policies

• Finance policies
• http//policies.cua.edu/finance/finance.cfm
• Accounting policies
• http//policies.cua.edu/finance/accounting.cfm
• Budget policies
• http//policies.cua.edu/finance/budget.cfm
• Purchasing policies
• http//policies.cua.edu/finance/purchasing.cfm