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GALC & PFMO Updates

GALC & PFMO Updates. October 30, 2013 FA Meeting. Establishment and Maintenance of Account Codes. Guidelines Separate accounting and reporting required Legislated New organization Advance accounts for extramurally funded research and training (A8.952)

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GALC & PFMO Updates

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  1. GALC & PFMO Updates October 30, 2013 FA Meeting

  2. Establishment and Maintenance of Account Codes • Guidelines • Separate accounting and reporting required • Legislated • New organization • Advance accounts for extramurally funded research and training (A8.952) • Service ordered and RCUH clearing accounts (APM A8.930)

  3. Account Codes - continued • Responsibilities: Appropriated (Non CG) Accounts • FA initiates Account Maintenance eDoc • Campus Chart Managers review • Route to Campus Budget Office if necessary • System Chart Manager review • Responsibilities: CG Accounts • ORS creates extramural accounts • Acknowledged by FA, Campus Chart Manager and System Chart Manager

  4. Continuation Accounts • APM to be issued Dec 2013. • Continuation accounts must be CLEARING accounts with correct account attributes. • Named appropriately • Account type code: CL • Sub-Fund group type code and imposed/non-imposed status must be the same as expiring account

  5. Continuation Accounts cont. • Restrictions • Shall not be assessed charges directly • No budgets • Reallocating continuation account transactions • Use GEC for non-labor transactions • Use ST for labor transaction • Monitoring • Ad-hoc eThority reports • Static reports to PCX

  6. Continuation Accounts cont. • Clean Up: If your CG account does not have a continuation clearing account with the proper attributes, it will need to be corrected. • Vacation assessments (2049) will not clear correctly via ST from an incorrect continuation account. • FA Responsibilities • Clear transactions on a timely basis • Campus Level Responsibilities • Monitor compliance • System Level Responsibilities • Monitor compliance

  7. Changes to ST eDoc • Bug fixes related to employee ID • G000 Accounting • General fund operating account should not receive the credit for reimbursements of prior year expenses. • Reimbursements must be returned to the State of Hawaii by recording the transaction to a G000 account using the following object codes: • 0821 for payroll expenses • 0820 for other expenses • ST entries for prior year paid dates • Original G-fund account will be credited and will also be debited for the same amount using object code 2086 (net zero on the account).

  8. Annual Equipment Inventory Verification • Deadline is October 31, 2013 • Request for extension • Email request (karenhm@hawaii.edu). • Explain why deadline cannot be met. • Expected completion date. • Common problems: • Missing date that physical inventory was conducted within the certification statement. • Verification conducted by asset representative. • Scanned copies are not clear and legible.

  9. Equipment Inventory Audits • Audits by PFMO are on-going. • If you would like to request an audit, please contact Phyllis Nicol.

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