Financial Affairs Training
Budget Manager I
Agenda
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Budget Manager Responsibilities
Chartfields
Forms
Financial Reports
Questions
Budget Manager
• Responsible for university funds
• Reviews financial reports
• Requests financial report adjustments
• Requests payments and approve
transactions regarding:
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invoices
voucher check requests
employee reimbursement
journal entry / budget change request
• Position management (if applicable)
Budget Manager Compliance
Delegation of Authority
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Budget Managers retain accountability for tasks and duties
that are delegated.
Approval Authority
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Prior to signing/authorizing: read it, ask questions, probe
for full understanding.
Account Reconciliation and Oversight
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Monthly review of financial reports for accuracy.
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Active participation in monthly reconciliation process - “two
sets of eyes”.
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Document retention, including signatures.
Special Attention
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ProCard transactions
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Employee reimbursements
Budget Manager Compliance (cont.)
Conflict of Interest
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Policy provides requirements and processes for reporting conflicts
of interest, or the appearance of conflicts. All employees are
required to report any conflicts and certain employees, including
those in key management positions or authorized to expend
university resources, are required to certify that no conflicts
exist.
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Employees involved with grant funding are required to comply
with additional governmental required conflict of interest policies
(see OSPR website).
For additional information please refer to the Compliance website:
http://financialaffairs.depaul.edu/payment/conflict_interest.htm
Labor Management
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Time reporting & approval
• Supervisors approve hours
• Pay periods are in 2 week increments
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Approval usually occurs in the last four days of the 14
day cycle.
Office of Advancement –
Gift Processing
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Role of Advancement - Gift Processing
• Process organization and individual gifts
made to the University.
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When you get a charitable gift:
• Deliver it to the Development Office
immediately. (e.g. collecting donations)
• Applicable policies include:
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Gift Acceptance and Processing policy
Fundraising Events policy
Chartfields
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“Chartfield” is a PeopleSoft term.
Chartfields track financial information
and identify your area within the
university.
Chartfields are made up of 6 primary
fields.
Example: 554600-100-123456-PRGRM-IS-500999
Chartfields
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Account – 6 digit number that identifies
transaction as revenue or expense.
Fund – 3 digit number assigned to DeptID.
DeptID – 6 digit number that identifies
your specific location within the university.
Program (optional) – 5 character field
managed by budget manager.
Class – 2 character field assigned to
DeptID.
Project/Grant – unique field used by
certain DeptID’s (Budget Manager III
training).
Account
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Revenue
• 40XXXX = Revenue
• 41XXXX = Scholarship
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Expense
• 50XXXX
• 54XXXX
• 55XXXX
• 60XXXX
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- 53XXXX = Salary
= Benefits
= Departmental Expense
= Non Departmental Expense
Also refer to “List of Commonly Used PeopleSoft
Financial Account Codes” & “Commonly Used Salary
Accounts” handouts.
Financial Affairs
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Financial Affairs website is located
at:
http://financialaffairs.depaul.edu/
• Training Information
• Staff Directory
• Forms
• DePaul Financial Information
Commonly used forms
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Budget Change Form– used to increase or
decrease departmental/salary budgets.
Journal Entry Request – used to reclassify
transactions between DeptID’s.
General Reimbursement – used to reimburse
employees for expenditures.
Voucher Check Request – typically used to pay
for items with no invoice (non-employees).
• Employees = Payroll
• Non-Employees = Voucher Check (i.e. Guest
Speaker that did not submit an invoice).
Salary & related labor forms
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Salary Reallocation Request - Move salary/benefits expenses from one
department/account to another (transactions that already took place).
Distribution Change Request – Set up future salary costs to be paid from
new or proper department/ account.
Position Data Request - Electronic distribution of a form for workforce
related changes such as creating new positions, position re-grades, and
position modifications (i.e. department changes). (Go to Campus
Connect>Main Menu>Manager Self Service>Position Data Request)
Student Employment Action Form (SEAF) – Request for Student
Assistance through the Career Center.
For other related forms visit:
http://financialaffairs.depaul.edu/forms/index.htm
Financial Reports Overview
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Accounting Periods/Dates:
• DePaul Fiscal Year - 7/01/XX through 6/30/XX.
• Financial reports for month-end close are
generally available on the 6th business day of
the following month.
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Reconciliation Period:
• Any requests for changes to these financial
reports must be submitted within 2 weeks of
this date.
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Also refer to “Reconciliation Steps” handout.
Accessing Financial Reports
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PeopleSoft and report access is
delegated downward:
EVP/ Provost
VP/ Dean
AVP/ Director
Budget Manager
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Budget Managers can delegate
additional access but are
responsible for periodic reviews of
this delegated access.
Additional Reports
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GFTACTIVITY
HR_CUREMP
HR_CURPOS
LBR/RPT (Salary Cost Status Report)
LBR/POS (Labor Distribution Report)
SCHOLRSHP
VAC_SICK
TELECOM
Questions?
Additional Training
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Budget Manager II (AP/Procurement)
• Vendors
• Invoice payment
• SAHR overview
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Internal and External Grant Training
• DeptID’s operating with Project/Grant
http://financialaffairs.depaul.edu/training/index.htm
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Classroom Training
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Online Training
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Presentations, Handouts, Guides
Last Updated August 2013