2.  Business Center Responsibilities  Part I: JV Entry › Important elements › Helpful hints and tips › Rule codes  Part II: JV Approval › Reviewing JVs › Approving JVs › Resources 2 Rev. 09/2011

3. Business Centers are responsible for: › Verifying that JVs comply with OSU and OUS Policy › Checking Internal Sales and Services transactions against the Internal Fee Book › Evaluating use of correct account codes for purpose of activity or transaction › Disapproving transactions related to previous fiscal year activities › Being aware that JV transactions will post upon approval by the BC. 3 Rev. 09/2011

4.  TEXT is required on all JVs  TEXT must include: › Input person’s first and last name, phone number, and/or a contact person › Sufficient information as to the purpose of the JV transaction › Some JVs require more specific detailed text › Fee ID #, if applicable  Use FOATEXT to add or change text  The DESCRIPTION field explains what the transaction is for so that the Account Code can easily be checked › The Description line is captured in Data Warehouse, Text is not 4 Rev. 09/2011

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6.  A Document Number must be entered in the Document Reference field when: › Correcting or redistributing a posted transaction 6 Rev. 09/2011

7.  If using General Ledger account codes (Axxxx, Bxxxx), input Fund and Account Code only – No Index, No Org, No Program 7 Rev. 09/2011

8.  Enter Budget Period only on Budget JVs (rule code begins with “1”) 8 Rev. 09/2011

9.  Supporting Documentation  Includes: Email communications, spreadsheets, billing invoices, advance settlements, etc.  Does Not Include: printouts of JV (FWRJVLR), information that can already be found in Banner  Scan any supporting documentation into Nolij indexed as JV_Supp doc type › If multiple documents are being added to a JV, they can be renamed (Ex: JV_Supp Index ABC123 email) 9 Rev. 09/2011

10.  JVs should be done in the month the activity happens  Internal fees should be processed monthly, but no less than quarterly  Do Not correct or bill prior fiscal year income or expense transactions  Payroll corrections should not be processed on JVs 10 Rev. 09/2011

11.  Internal Sales and Services: › JV should be completed by the department or unit receiving the revenue › Use 09xxx Credit account codes for:  05xxxx-Designated Operations Funds  09xxxx-Service Center Funds  1xxxxx-Auxiliary Funds › Use 79xxx Credit account codes for:  0xxxxx-General Funds  03xxxx-Statewides (Extension, Experiment Stations)  Sales between 1xxxxx-Auxiliary Funds 11 Rev. 09/2011

12.  Rule Code:  Begins with 1 = Budget  Begins with 2 = Encumbrance  Begins with 3 = Revenue, Expense, Asset, Liability  Rule Codes 3xxx use Debit or Credit in sign field  Rule Codes 2xxx and 1xxx use “+” or “–” in sign field  Don’t mix rule codes in the same JV 12 Rev. 09/2011

13.  BC Rule Codes:  3BC1 - HSBC  3BC2 – UABC  3BC3 – ASBC  3BC4 – BEBC  3BC5 – FOBC  3BC6 – AMBC  3BC7 – AABC  Budget Rule Codes:  1xxx See Office of Budget and Fiscal Planning: http://oregonstate.edu/budget/  BC Encumbrance Rule Codes:  2ENB – create encumbrance  2LIB – total liquidation  2LQB – partial liquidation  Central Rule Codes:  3JV1  3GNT 13 Rev. 09/2011

14.  Transaction primarily impacts Orgs within own BC › Correct indexes/activity codes (Doc Ref) › Redistribute charges (Doc Ref) › Correct account codes (Doc Ref)  2xxxx-3xxxx account codes only  Activities/services originate from own BC › Charge for Internal Sales/Services (debit to 2xxxx)  Use 79xxx or 09xxx account codes for credit - dependent on fund  Confirm an approved fee is in Internal Fee Book  Processing original charges to a restricted fund 14 Rev. 09/2011

15.  An error will appear if General Ledger (GL), Transfer, Capital Asset, or External Revenue account codes are used on a 3BCx rule code. If this error appears, you must change the rule code to 3JV1 or 3GNT – on all sequences. 15 Rev. 09/2011

16.  Using General Ledger Account Codes  Axxxx, Bxxxx, Exxxx, Fxxxx  Using 9xxxx Transfer Account Codes  Using 4xxxx Capital Asset Account Codes  Redistributing External Revenue Account Codes  01xxx-08xxx account codes  F-doc reference required 16 Rev. 09/2011

17.  Making any correction for a restricted fund › Grant/Contract Funds  index and fund begin with a letter › Gift Funds  FSxxxx, FAxxxx and Mxxxxx funds 17 Rev. 09/2011

18.  See handout for instructions on how to copy or reverse a JV  Useful for: › Frequently occurring › Reversing Year End Accrual  Make sure to change dates, Doc Refs, etc. on new JV 18 Rev. 09/2011

19.  Similar to our regular JV form, FGAJVCD – but gives a different view  Useful when the description or doc ref is the same for each line  Able to see 12 rows at a time, instead of one 19 Rev. 09/2011

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26.  Date?  Check Transaction Date  Text?  Name (First and Last) and phone number?  Good explanation of transaction?  Will a person outside the BC in a year from now understand the transaction by reading the text?  Internal fee charges?  Is there an approved fee in the Internal Fee Book?  Is there a Fee ID # listed?  Description?  Does the information assist in determining the correct account code? 26 Rev. 09/2011

27.  Document Reference?  Is this a correction? – Doc Ref required  Is this a redistribution? – Doc Ref required  Look up Doc # in Banner  If no Doc Refs, there must be an explanation in text  Has the referenced Doc posted in Banner?  Check Doc Trans Date – is it in the current FY?  JV Supporting Documentation  Is the correct rule code used?  If it involves corrections to a grant, use 3GNT  Is transaction appropriate for funding source?  Is transaction appropriate for program code? 27 Rev. 09/2011

28.  Are account codes correct?  Are debits and credits correct?  Check all sequences!  These fields should be blank:  Deposit Number field  Budget Period field – only on1xxx Budget JVs 28 Rev. 09/2011

29.  If more Text is needed: › Contact originating user › Add text through FOATEXT without disapproving › Put JV on “HOLD” – add text through FOATEXT  Name and Date  Reason for Hold  Use Text Seq numbers 01-09 so HOLD appears at top of text after saving  Line Sequence numbers can only be changed through Banner FOATEXT, not able to renumber in Self Service 29 Rev. 09/2011

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31.  Disapprove if review criteria is not met (slides 23-25) › Examples:  Incorrect account code  In disapproval message, request “Seq#” change account code to xxxxx  Incorrect Rule Code  No Doc Ref (corrections or redistributions)  Never approve a JV you have entered  Never approve a JV if in doubt or questionable – always seek another opinion (Please call FA&A in Business Affairs) 31 Rev. 09/2011

32.  Approving Encumbrance JVs  2LIB and 2LQB Liquidating JVs use “+” in the sign field and must have:  Encumbrance Doc # listed in Doc Ref field  Encumbrance Doc # listed in Encumbrance Number field  6xxx Rule Codes  Used for FUPLOAD JV processes  Will only route to BC approval queue when there are errors  JV will be incomplete and will need to be corrected and completed through FGAJVCD  Usually don’t have text 32 Rev. 09/2011

33.  OSU FIS Policies: › Fiscal Policy Manual:  http://oregonstate.edu/fa/manuals/fis › Journal Vouchers:  http://oregonstate.edu/fa/manuals/fis/1107 › Recharge Activities:  http://oregonstate.edu/fa/manuals/fis/1403-01  OSU Internal/External Fee Book:  http://fees.oregonstate.edu/  OUS Policies: › Account Code Definitions:  http://www1.ous.edu/owfp/plsql/fpm.index_list › Fiscal Policy Manual:  http://www.ous.edu/cont-div/fpm/  FA&A Website:  http://oregonstate.edu/fa/businessaffairs/staff/faa 33 Rev. 09/2011

34. › FGAJVCD  To Enter a JV › FGAJVCM  To Enter a JV › FGIJVCD  To view incomplete JVs › FOAUAPP  To approve/disapprove JVs › FOIAPPH/FOIAPHT  To view approval history › FOAAINP  To view who still needs to approve JV › FGIBDST  To query transaction detail for an index › FGITBSR/FWITBSR  To query transaction detail or balance for a Fund › FGIDOCR  To view posted documents › FOIDOCH  To query on documents › FOATEXT  To add/change/view text › FUVPROF  To query on usernames 34 Rev. 09/2011

35. General Questions Financial Accounting and Analysis Charlotte Rooks737-5422 Treasure Hunt737-9370 Kim Jenkins737-3792 Diane McGill737-6047 Stephanie Smith737-1825 Mark Fryman737-0624 Fixed Assets Janna Storm737-4084 Central Accounts Payable Paul Marinello737-0637 Autopays Bezu Abebe737-0635 Pcards Rose Hamilton737-0650 Grants, Gift, and Foundation Funds OPAA737-4711 35 Rev. 09/2011 Email BAFF.Accounting@oregonstate.edu

36. 36 Rev. 09/2011 Slides and Handouts are located on our FA&A website: http://oregonstate.edu/fa/businessaffairs/staff/faa