Year End Information Session BOSTON COLLEGE 1 Welcome to the Year End Information Session April 2014 Year End Information Session BOSTON COLLEGE 1

Year End Information Session BOSTON COLLEGE 2 Agenda Carolyn Donoghue POs for this year/Requisitions for next year Pitney Bowes Important Reminders for Year End Rita Carlo Pcard Reminders – Online W9 Form/Independent Contractor – Scanning – PeopleSoft 9.1 Upgrade - Vouchers/Expenses Diane Cronin HR – Student Hire Jenny Chinsen Reports/Inquiries/Queries Reminders – Budget Transfers

Year End Information Session BOSTON COLLEGE 3 Purchase Orders for this fiscal year PO Balance Report – to review remaining encumbrances Query – BC_PO_BY_DEPT to review Due Dates

Year End Information Session BOSTON COLLEGE 4 New Search Parameters - PO Balance Report

Year End Information Session BOSTON COLLEGE 5 BC Reports >> Purchasing >> PO Balances Step by Step can be found at

Year End Information Session BOSTON COLLEGE 6 Reporting Tools >> Query >> Query Viewer >> BC_PO_BY_DEPT

Year End Information Session BOSTON COLLEGE 7 Requisitions for next fiscal year Due Date – 5/31/15 Agreements – can not cross fiscal years

Year End Information Session BOSTON COLLEGE 8 Entering the correct Budget Date to charge next fiscal year Click Details tab – enter the budget date for next fiscal year – 6/7/14

Year End Information Session BOSTON COLLEGE 9 Pitney Bowes Barcode Create in New Budget Year Change fiscal year value to 2015 All chart of account fields are required Projects/Grant – enter appropriate project/grant ID Fiscal year does not apply to projects/grants Must have existing budget in new fiscal year to create barcode Copies of barcode accepted

Year End Information Session BOSTON COLLEGE 10 Processing in the correct fiscal year Prepaid Expense – Expenses paid in FY14 relating to FY15 event or service – Amount over $1,000 – Paid from a prepaid expense account – Original invoice to AP, copy of invoice to Mike Quilter, 129 Lake, Rm 428 – Copy should include voucher number and chartstring Accrued Expense – Expenses for FY14 event or service paid in FY15 – Amount over $1,000 – Paid from an accrual account – Original invoice to AP, copy of invoice to Mike Quilter, 129 Lake, Rm 428 – Copy should include voucher number and chartstring – You must have budget funds available – Accepted payments made to account until June 20 th Does not apply to travel expenses – travel advances still processed through Accounts Payable

Year End Information Session BOSTON COLLEGE 11 Important Dates Monthly Supplemental Budget Transfers – Wednesday, April 30 th Dell and Apple orders – Friday, April 25 th Temporary Payroll Budget Transfers – Wednesday, April 23 rd Ricoh orders – Friday, May 16 th Weekly Supplemental Budget Transfers – Friday, May 16 th Pcard budget transfer – Friday, May 23 rd – by 3:00pm Approvals – Friday, May 30 th – 12:00pm Shut Down - Friday, May 30 th – 12:00pm Hand deliver paperwork – Friday, May 30 th – 3:00pm Delivery of goods – by May 31 st

Year End Information Session BOSTON COLLEGE 12 Queries Reporting Tools>>Query>>Query Viewer – BC_AP_VCHR_NOT_SUBMITTED » Voucher was not submitted – BC_AP_VCHR_AP_APPR » AP did not receive the paperwork – BC_AP_VR_SCAN_INFO_FOR_DEPTS » List of vouchers and scanned images

Year End Information Session BOSTON COLLEGE 13 Forms available on

Year End Information Session BOSTON COLLEGE 14 Category and Supplier Information

Year End Information Session BOSTON COLLEGE 15 Category and Supplier Information

Year End Information Session BOSTON COLLEGE 16 Helpful Websites Controller’s Year Endwww.bc.edu/yearend PeopleSoft Financialswww.bc.edu/financialsystem Procurement Serviceswww.bc.edu/procurement Vendors/Supplierswww.bc.edu/supplier University Travel Programwww.bc.edu/travel Pcard Informationwww.bc.edu/pcard US Bank Accesshttps://access.usbank.com Human Resourceswww.bc.edu/hr s Accounts Pcard Procurement

Year End Information Session BOSTON COLLEGE 17 Rita Carlo Senior Accounts Payable Assistant

Year End Information Session BOSTON COLLEGE 18 P-card Requirements for April and May: Be proactive by reviewing your p-card balances. – Query for p-card budget low: Reporting tools>query>query viewer. BC_PCARD_BUDGET_LOW Use the cardholder listing if necessary, to contact all cardholders in the department to inform them of p-card balances or important dates and reminders. BC_PCARD_HOLDER_EMPL_W_ Review pending orders with vendors to be sure you are billed for, or cancel, any backordered items or they will be on FY14 budget.

Year End Information Session BOSTON COLLEGE 19 End of May Budget transfers into p-card account must be done by Friday, May 23, 2014 by 3:00 p.m. to be available by May 26, Transfers usually hit in one day but may take up to two days to be available to spend. Vendors must bill your p-card and send transactions to the bank by 5:00 p.m. on May 31 to hit your FY14 budget. Remember to place orders with enough time for delivery by May 31. Please do not remove money from your P-card line. You may have pending transactions by other cardholders.

Year End Information Session BOSTON COLLEGE 20 Preparing for P-card FY15 PERMANENT transfers into the p-card account will ensure the P-cards open automatically with funding available on June 3, Review the list of p-card holders in BC Custom Menu to inactivate any cardholders who should no longer have access and to review access levels for current cardholders. Inactivate any cards on expired grants or programs.

Year End Information Session BOSTON COLLEGE 21 Utilizing US Bank’s Access-on-line US Bank’s Access-On-Line program now provides departmental p-card administrators access to more information such as up-to-the-minute account balances and real-time transaction information. This access also allows department p-card administrators to check the reasons for the department’s declined transactions. If your department would like this new access, please send the name of the designated department p-card administrators and Dept. ID in an to

Year End Information Session BOSTON COLLEGE 22 Vendor Information

Year End Information Session BOSTON COLLEGE 23 Status of Vendors - Query

Year End Information Session BOSTON COLLEGE 24 W9 Form – Online form for vendors Procurement Services’ website>>Doing Business with BC>>W9

Year End Information Session BOSTON COLLEGE 25 Reminder: Independent Contractor Questionnaire part of the online W9 form

Year End Information Session BOSTON COLLEGE 26 Vendor/Independent Contractor Questions Rita Carlo or Matt Dunn

Year End Information Session BOSTON COLLEGE 27 Scanning for vouchers How can you participate? What you need… -Ricoh -Software – Autostore

Year End Information Session BOSTON COLLEGE 28 View the scanned images in PeopleSoft

Year End Information Session BOSTON COLLEGE 29 Benefits of Scanning Ability to view scanned images in PeopleSoft No more running around campus No lost paperwork Faster - payment process Electronically submitted to workflow

Year End Information Session BOSTON COLLEGE 30 Don’t Forget - Voucher Submit button

Year End Information Session BOSTON COLLEGE 31 Expense Submit, Budget Check, Approve Step by Step can be found at If a P2B or P3 enters an Expense Report under Employee Self Service, the transaction will be routed to the designated P2A to verify the Chartstring, Budget Check and Approve the expense report. For a list of the designated P1s and P2s for a department, we have developed a query, BC_WF_P1_P2_APPROVER_LIST. If a P2A in the department enters an Expense Report, it is now a three-step process to (1) Submit under Employee Self Service and (2) Budget Check and (3) Approve the Expense Report under Travel & Expenses. After submitting the Expense Report, the P2A must navigate to an approval page under Travel and Expenses to Budget Check and Approve

Year End Information Session BOSTON COLLEGE 32 Diane Cronin Foreign Tax Specialist/Timekeeper

Year End Information Session BOSTON COLLEGE 33 HR Forms Grad Service Stipends Change Service Stipends Terminating Grad Students Grad Non-Service Stipends

Year End Information Session BOSTON COLLEGE 34 Helpful Hints Always use the first and last day of the month for Grad Stipends Process stipends before the first day of a month in order to be paid for the 16 th of that month Always check your “Approval Status” to make sure it has been processed by HRSC Grad Stipends need approval and if applicable funding and tax specialist approval before it can be paid

Year End Information Session BOSTON COLLEGE 35 HR – GRADUATE SERVICE STIPENDS BC CUSTOM > USE > Graduate Service Stipends A student needs to work in order to receive this stipend. Click. Click

Year End Information Session BOSTON COLLEGE 36 Remember to change the School Year to Multiple hires can be processed for an individual, but it is not recommended because the PS HR system cannot handle more than one change on the same day. Manual hires have to be done by HRSC. Complete form and click

Year End Information Session BOSTON COLLEGE 37 HR - CHANGE SERVICE STIPEND BC CUSTOM > USE > Change Service Stipend Form to change an existing Grad Stipend. Enter at least one field value, make sure Current Year = new fiscal year (2015) and click *The system does allow a user to process more than one change per day, BUT it is not recommended because the system cannot handle multiple transactions per individual per day. It is also helpful if a comment is added in the instructions to HRSC.

Year End Information Session BOSTON COLLEGE 38 Enter only the field values that you want to change and click If changing an Account Code, make sure to use your correct department Account Code.

Year End Information Session BOSTON COLLEGE 39 HR – TERMINATE GRAD STUDENT Navigation: BC CUSTOM > USE > Terminate Grad Student Form is used to terminate a Grad Student hired and terminated during the same academic year or a Grad Student hired in the summer and terminated in the summer. Otherwise, complete an ECR (paper) termination. Enter at least one field value and click

Year End Information Session BOSTON COLLEGE 40 Enter Termination Date. Use the last day of the month worked. Do not use today’s date. Click

Year End Information Session BOSTON COLLEGE 41 HR – GRAD NON-SERVICE STIPEND BC CUSTOM > USE > Grad Non-Service Stipend Do not have to work to receive this stipend. Payment is received through Accounts Payable. Remember to change the Current Year to Due to semester swap, do not use the months of December and May! Enter September through November or January through April. The preference is one check issued at the beginning of each semester for the semester. Click

Year End Information Session BOSTON COLLEGE 42 Jenny Chinsen Manager, Operations & Budget Analytics

Year End Information Session BOSTON COLLEGE 43 Reports ACR  Setting up a new Run Control ID TDR P.O. Balance Report Grants Inquiries Activity Summary – P.O. Budget Overview Inquiry Transactional Detail Inquiry - PG Queries BC_KK_ACR_LIM_SLRY (or BC_KK_ACR_RANGE_LIM_SLRY) BC_KK_ACTUALS_TRNS_DTL_LIM_SLRY BC_GM_BUD_ACCTD_GRANTS

Year End Information Session BOSTON COLLEGE 44 ACR Report Provides budgeted and expended summary data with balance available. Navigation: BC Report > Commitment Control > ACR Report Step 1: First time in set up a new Run Control by clicking Step 2: Enter a Run Control ID name that contains no dashes or spaces (underscores are fine).

Year End Information Session BOSTON COLLEGE 45 Step 3: Enter Budget Period, Accounting Period and Department. Business Unit: EAGLE (will default)Department: xxxxxx Budget Period: Enter Budget Year i.e Account Period – Enter Period i.e. 4 (September) Fund Code Range – Select ALL or appropriate Fund code (2xx, 6xx or 9xx) Salary Data will default based on your role. Step 4: Click

Year End Information Session BOSTON COLLEGE 46 Step 5: Select Report format

Year End Information Session BOSTON COLLEGE 47 This will open up the ACR Report. Note: Once you open the PDF, you can save it by selecting File > Save As > …

Year End Information Session BOSTON COLLEGE 48 TDR Report Provides detail activity. Contains individual transactional detail for budget transfers, requisitions, purchase orders, vouchers, expense reports and journal entries for standard charges (PCard and BOC). Navigation: BC Report > Commitment Control >TDR Report –Student Salary Step 1: Click Step 2: Click Step 3: Click the blue hyperlink on the Run Control ID you want to run.

Year End Information Session BOSTON COLLEGE 49 Step 4: At a minimum input Budget Period, Account Period and Department. Click Step 5: Server Name = PSNT. Click

Year End Information Session BOSTON COLLEGE 50

Year End Information Session BOSTON COLLEGE 51 Grant Reports For instructions on how to run the below reports, please go to OSP’s website: Grant Balance Available Summary Report - A timely formatted summary balance available report with subtotals and totals. Grant Balance Available Summary Report Grant Online ACR - Provides budgeted and expended summary data with balance available. Grant Online ACR Grant Online TDR - Provides detail activity. It contains individual transactional detail for the budget transfers, requisitions, purchase orders, vouchers, expense reports, salary encumbrances, salary actuals, and journal entries for standard charges (PCard, Pitney Bowes, BOC) and allocations (Fringe Benefits, Plant Maintenance, F&A) Grant Online TDR

Year End Information Session BOSTON COLLEGE 52 Navigation: Purchasing > Purchase Orders > Review P.O. Info > Activity Summary Step 1: Type in the Purchase Order and/or Vendor ID and click Purchase Order Activity Summary Inquiry Step 2: Click on the blue hyperlink for Purchase Order you would like to see.

Year End Information Session BOSTON COLLEGE 53 Step 3: Click on blue hyperlink for full Item Description. Step 4: Click on Invoice (blue hyperlink) at bottom for Voucher information. NOTE: If there is more than one line on the P.O., click on each individual line item.

Year End Information Session BOSTON COLLEGE 54 Budget Overview The purpose of this inquiry is to provide information about each transaction that makes up a total amount budgeted, pre-encumbered, encumbered and expensed to an account. Step by Step Guide: Navigation: Commitment Control > Review Budget Activities > Budgets Overview Step 1: First time in set up a new Search Criteria by clicking Step 2: Enter an Inquiry Name that contains no dashes or spaces (underscores are fine). Step 3: Click

Year End Information Session BOSTON COLLEGE 55

Year End Information Session BOSTON COLLEGE 56

Year End Information Session BOSTON COLLEGE 57 Transaction Detail Inquiry Navigation: BC Report > Commitment Control > TDI - PG Step 1: Enter appropriate values, PC Business Unit = GRANT

Year End Information Session BOSTON COLLEGE 58 Navigation: Reporting Tools > Query > Query Viewer > BC_KK_ACR_RANGE_LIM_SLRY You must enter values in the following fields: Budget Period, Account (begin range) and Account (end range). You can use the %, which is a wildcard that will bring back results for all Departments and Funds.

Year End Information Session BOSTON COLLEGE 59 Navigation: Reporting Tools > Query > Query Viewer > BC_KK_ACR_LIM_SLRY You must enter values in the following fields: Department, Fund Code, Fund Source, Program Code, Property and Budget Period. You can use the %, which is a wildcard that will bring back results for all Functions and Accounts.

Year End Information Session BOSTON COLLEGE 60 Navigation: Reporting Tools > Query > Query Viewer > BC_GM_BUD_ACCTD_GRANTS You must enter values in the following fields: Department, Fund Code, Fund Source, Program Code, Function, Property, Account and Project/Grant. You can use the %, which is a wildcard for all fields and just enter the Project ID.

Year End Information Session BOSTON COLLEGE 61 Reminders Budget Transfers  Personalize Budget Lines  New Fiscal Year – Change Journal Date to first day of the Fiscal Year Queries and Reports  Keep you search criteria simple  Inquires are timing out – Report this to FMS

Year End Information Session BOSTON COLLEGE 62 Helpful Hints To save your query click Add to Favorites located in the far right in the search results To do additional research without losing your results click on New Window located in the top right corner below worklist. To save your chartstring information to avoid entering each time, click Save Search Criteria.

Year End Information Session BOSTON COLLEGE 63 Happy Fiscal Year End! Approvals – Friday, May 30 th – 12:00pm Shut Down – Friday, May 30 th – 12:00pm Hand deliver paperwork – Friday, May 30 th – 3:00pm *Remember – be aware of vacation schedules for approvals