1. Financial Affairs Training Budget Manager I

2. Agenda Budget Manager Responsibilities Budget Manager Responsibilities Chartfields Chartfields Forms Forms Financial Reports Financial Reports Questions Questions

3. Budget Manager Responsible for university fundsResponsible for university funds Reviews financial reportsReviews financial reports Requests financial report adjustmentsRequests financial report adjustments Requests payments and approve transactions regarding:Requests payments and approve transactions regarding: invoices invoices voucher check requests voucher check requests employee reimbursement employee reimbursement journal entry / budget change request journal entry / budget change request Position management (if applicable)Position management (if applicable)

4. Budget Manager Compliance Delegation of Authority Budget Managers retain accountability for tasks and duties that are delegated. Budget Managers retain accountability for tasks and duties that are delegated. Approval Authority Prior to signing/authorizing: read it, ask questions, probe for full understanding. Prior to signing/authorizing: read it, ask questions, probe for full understanding. Account Reconciliation and Oversight Monthly review of financial reports for accuracy. Monthly review of financial reports for accuracy. Active participation in monthly reconciliation process - “two sets of eyes”. Active participation in monthly reconciliation process - “two sets of eyes”. Document retention, including signatures. Document retention, including signatures. Special Attention ProCard transactions ProCard transactions Employee reimbursements Employee reimbursements

5. Budget Manager Compliance (cont.) Conflict of Interest 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. 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. Employees involved with grant funding are required to comply with additional governmental required conflict of interest policies (see OSPR website). 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

6. Labor Management Time reporting & approval Time reporting & approval Supervisors approve hoursSupervisors approve hours Pay periods are in 2 week incrementsPay periods are in 2 week increments Approval usually occurs in the last four days of the 14 day cycle. Approval usually occurs in the last four days of the 14 day cycle.

7. Office of Advancement – Gift Processing Role of Advancement - Gift Processing Role of Advancement - Gift Processing Process organization and individual gifts made to the University.Process organization and individual gifts made to the University. When you get a charitable gift: When you get a charitable gift: Deliver it to the Development Office immediately. (e.g. collecting donations)Deliver it to the Development Office immediately. (e.g. collecting donations) Applicable policies include:Applicable policies include: Gift Acceptance and Processing policy Gift Acceptance and Processing policy Fundraising Events policy Fundraising Events policy

8. Chartfields “Chartfield” is a PeopleSoft term. “Chartfield” is a PeopleSoft term. Chartfields track financial information and identify your area within the university. Chartfields track financial information and identify your area within the university. Chartfields are made up of 6 primary fields. Chartfields are made up of 6 primary fields. Example: 554600-100-123456-PRGRM-IS-500999 Example: 554600-100-123456-PRGRM-IS-500999

9. Chartfields Account – 6 digit number that identifies transaction as revenue or expense. Account – 6 digit number that identifies transaction as revenue or expense. Fund – 3 digit number assigned to DeptID. Fund – 3 digit number assigned to DeptID. DeptID – 6 digit number that identifies your specific location within the university. DeptID – 6 digit number that identifies your specific location within the university. Program (optional) – 5 character field managed by budget manager. Program (optional) – 5 character field managed by budget manager. Class – 2 character field assigned to DeptID. Class – 2 character field assigned to DeptID. Project/Grant – unique field used by certain DeptID’s (Budget Manager III training). Project/Grant – unique field used by certain DeptID’s (Budget Manager III training).

10. Account Revenue Revenue 40XXXX = Revenue40XXXX = Revenue 41XXXX = Scholarship41XXXX = Scholarship Expense Expense 50XXXX - 53XXXX = Salary50XXXX - 53XXXX = Salary 54XXXX = Benefits54XXXX = Benefits 55XXXX = Departmental Expense55XXXX = Departmental Expense 60XXXX = Non Departmental Expense60XXXX = Non Departmental Expense Also refer to “List of Commonly Used PeopleSoft Financial Account Codes” & “Commonly Used Salary Accounts” handouts. Also refer to “List of Commonly Used PeopleSoft Financial Account Codes” & “Commonly Used Salary Accounts” handouts.

11. Financial Affairs Financial Affairs website is located at: Financial Affairs website is located at: http://financialaffairs.depaul.edu/ Training InformationTraining Information Staff DirectoryStaff Directory FormsForms DePaul Financial InformationDePaul Financial Information

12. Commonly used forms Budget Change Form– used to increase or decrease departmental/salary budgets. Budget Change Form– used to increase or decrease departmental/salary budgets. Budget Change Form Budget Change Form Journal Entry Request – used to reclassify transactions between DeptID’s. Journal Entry Request – used to reclassify transactions between DeptID’s. Journal Entry Request Journal Entry Request General Reimbursement – used to reimburse employees for expenditures. General Reimbursement – used to reimburse employees for expenditures. General Reimbursement General Reimbursement Voucher Check Request – typically used to pay for items with no invoice (non-employees). Voucher Check Request – typically used to pay for items with no invoice (non-employees). Voucher Check Request Voucher Check Request Employees = PayrollEmployees = Payroll Non-Employees = Voucher Check (i.e. Guest Speaker that did not submit an invoice).Non-Employees = Voucher Check (i.e. Guest Speaker that did not submit an invoice).

13. Salary & related labor forms Salary Reallocation Request - Move salary/benefits expenses from one department/account to another (transactions that already took place). Salary Reallocation Request - Move salary/benefits expenses from one department/account to another (transactions that already took place). Salary Reallocation Request Salary Reallocation Request Distribution Change Request – Set up future salary costs to be paid from new or proper department/ account. Distribution Change Request – Set up future salary costs to be paid from new or proper department/ account. Distribution Change Request Distribution Change Request 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) 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. 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 For other related forms visit: http://financialaffairs.depaul.edu/forms/index.htm http://financialaffairs.depaul.edu/forms/index.htm

14. Financial Reports Overview Accounting Periods/Dates: Accounting Periods/Dates: DePaul Fiscal Year - 7/01/XX through 6/30/XX.DePaul Fiscal Year - 7/01/XX through 6/30/XX. Financial reports for month-end close are generally available on the 6 th business day of the following month.Financial reports for month-end close are generally available on the 6 th business day of the following month. Reconciliation Period: Reconciliation Period: Any requests for changes to these financial reports must be submitted within 2 weeks of this date.Any requests for changes to these financial reports must be submitted within 2 weeks of this date. Also refer to “Reconciliation Steps” handout. Also refer to “Reconciliation Steps” handout.

15. Accessing Financial Reports PeopleSoft and report access is delegated downward: PeopleSoft and report access is delegated downward: EVP/ Provost VP/ Dean AVP/ Director Budget Manager Budget Managers can delegate additional access but are responsible for periodic reviews of this delegated access. Budget Managers can delegate additional access but are responsible for periodic reviews of this delegated access.

16. Financial Reports Excel based reports containing Financial Activity. Excel based reports containing Financial Activity. Archived daily by date and DeptId. Archived daily by date and DeptId. 1.Actual Transactions 1. AP Jrnl Line Detail (checks cut through AP to vendors) 2. GL Jrnl Line Detail (internal Journal Entries) 2.Budget Information 1. Final Budget Line Detail (current adjusted budget) 2. Base Budget Line Detail (beginning budget) 3. Original Budget Line Detail (prior year’s budget) 3.Encumbered Information 1. Pre-Encum Detail (purchase order request) 2. Encumbered Detail (purchase order in process)

17. Additional Reports GFTACTIVITY GFTACTIVITY HR_CUREMP HR_CUREMP HR_CURPOS HR_CURPOS LBR/RPT (Salary Cost Status Report) LBR/RPT (Salary Cost Status Report) LBR/POS (Labor Distribution Report) LBR/POS (Labor Distribution Report) SCHOLRSHP SCHOLRSHP VAC_SICK VAC_SICK TELECOM TELECOM

18. Questions?

19. Additional Training Budget Manager II (AP/Procurement) Budget Manager II (AP/Procurement) VendorsVendors Invoice paymentInvoice payment SAHR overviewSAHR overview Internal and External Grant Training Internal and External Grant Training DeptID’s operating with Project/GrantDeptID’s operating with Project/Grant http://financialaffairs.depaul.edu/training/index.htm Classroom Training Classroom Training Online Training Online Training Presentations, Handouts, Guides Presentations, Handouts, Guides Last Updated August 2013