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Financial Affairs Training Budget Manager II Introduction – P&P. Overview of Chart Fields. Overview of the Financial System. Overview of the Financial Affairs Homepage. Training. Forms. Web Services. Policies & Procedures. Web Services. Eway. ProCard/PVSNet. Propay. Agenda

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Financial Affairs Training

Budget Manager II


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Introduction – P&P.

Overview of Chart Fields.

Overview of the Financial System.

Overview of the Financial Affairs Homepage.

Training.

Forms.

Web Services.

Policies & Procedures.

Web Services.

Eway.

ProCard/PVSNet.

Propay.

Agenda


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Jeff Bethke, Director.

Bruce Brown, Intern.

Emily Cunningham, Intern.

Rebecca Jahn, Buyer

Stephen Ham, Buyer.

Laurie Krauel, Travel Coordinator/Client Service Representative.

Phone: (312) 362-8453

Fax: (312) 362-8440

Introduction – Procurement Services


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Cheryl Einsele, Manager.

Juan Gonzalez, AP Clerk.

Lavinia Link, AP Clerk.

Vince Milian, AP Supervisor.

Gabriela Mora, AP Clerk.

Vianey Ortega, Intern.

Rhonda Powell, AP Clerk.

Amal Sekhar, Intern.

Kay Sims, AP Clerk.

Marisol Torres, AP Clerk.

Phone: (312) 362-8453

Fax: (312) 362-8440

Introduction – Payment Services


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Overview of Chart Fields

  • A Chart Field is an identifier used by PeopleSoft to classify and allocate financial transactions, and to determine workflow according to budgetary rules.

  • There are 6 Chart Fields:

    • Account Example: 554900

    • Fund Example: 100

    • Department ID Example: 674100

    • Program Example: 00000

    • Class Example: IS

    • Project Grant Example: 999999


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An Account is broken down as follows:

First two digits correspond to broad categories of transactions.

Last four digits correspond to types of transactions.

40XXXX = Revenue

41XXXX = Scholarship

50XXXX = Full-time Salary

51XXXX = Part-time Faculty Salary

52XXXX = Part-time Student Salary

53XXXX = Part-time Salary

54XXXX = Benefits

55XXXX = Expenses*

60XXXX = Non-expenses (i.e. Taxes)

* Expense Accounts have corresponding Category Codesused in Propay.

Overview of Chart Fields


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PS Financials

24hr Refresh

University

Community

WAS

Pro-Pay

nVision

Campus

Connection

Reporting

Database

Mobius

Pro-Card’s Intranet

http://www.procard.com

Pro-Card

(PVS Net)

Corp Express

(E-Way)

E-Way’s Intranet

http://www.eway.com

Overview of the Financial System


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The following items are located on the Financial Affairs Homepage (http://www.depaul.edu/~faffairs):

Training.

Forms.

Web Services.

Directory.

Links.

Overview of the Financial Affairs Homepage


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Overview of the Financial Affairs Homepage - Training

  •  on Class Schedule and Registration to register for training sessions conducted by Financial Affairs.

    • Budget Manager I: Financial Reports, WAS & TRS.

    • Budget Manager II: Procurement & Payment.

    • Budget Manager III: Grants.

    • Corporate Express.

    • Employment/Position Management.

    • Gifts: Endowments and Discretionary Accounts.

    • Internal Accounts.

    • Mobius.

    • ProCard.

    • WAS.



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Overview of the Financial Affairs Homepage - Forms

  • The following Forms* are used by Procurement & Payment:

    • Conflict of Interest.

    • Travel Reimbursement.

    • Employee Reimbursement.

    • Voucher Check Requisition.

      * Forms cannot be submitted electronically from the Financial Affairs Homepage.


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Overview of the Financial Affairs Homepage - Forms

  • Travel Approval Request* is no longer required.


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Overview of the Financial Affairs Homepage - Forms

  •  on Travel Reimbursement* to complete the Form used for travel reimbursement.

  • Submit properly completed and signed Travel Reimbursement Forms to Laurie Krauel.

  • Travel expenses are reimbursed through Accounts Payable; travel reimbursements are not paid through Payroll or Direct Deposit.

    * Grant-funded travel expenses require Purchase Orders, regardless of the dollar amount.




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Overview of the Financial Affairs Homepage - Forms Reimbursement

  •  on Employee Reimbursement* to complete the Form used for non-travel reimbursement.

  • Expenses less than $100.00 can be reimbursed through the Cashier’s Office; expenses greater than $100.00 must be reimbursed through Accounts Payable. Employees are limited to one reimbursement transaction per day at the Cashier’s Office for expenses less than $100.00.

    * Never use personal funds for expenditures that would otherwise require Purchase Orders.




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Overview of the Financial Affairs Homepage - Forms Reimbursement

  •  on Voucher Check Request* to complete the Form used for payment of all other expenses.

  • The Voucher Check Request Form is used to pay vendors; an employee must use either a Travel Reimbursement or Employee Reimbursement Form.

    * Voucher Check Request Forms do not need to be used in conjunction with invoices; submit invoices directly to Accounts Payable.




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Other forms include: Request

Budgeting Forms.

Budget Change Request.

Position Budget Change.

Capital Budget.

Student Org Account Reg.

Asset Disposal/Retirement.

Payroll Forms.

Direct Deposit Change.

IRS Tax Forms.

2002: W-4 Federal.

2002: W-4 Illinois.

Authorization Forms.

Authorized Signature.

Proxy Designation.

Student Accounts.

Fin. Aid Award Authorization.

Scholarship Award Guidelines.

Overview of the Financial Affairs Homepage - Forms


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Web Services include: Request

Financial Planning.

Academic Supplemental Reporting.

Payroll.

Time Record System.

Payroll Paystubs.

Payroll Calendar.

Direct Deposit Request.

Procurement.

Procurement Forms.

CDW Computing Supplies.

Federal Express.

Corporate Express.

ProCard.

Financial Systems.

Financial Systems Training.

Web Authorization.

Overview of the Financial Affairs Homepage – Web Services


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Web Services (continued): Request

Student Accounts.

Treasurer’s Office.

PC Loan Program.

Internal Audit.

Policy & Procedures Manual.

Overview of the Financial Affairs Homepage – Web Services


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The following Directories are provided: Request

Accounts Payable.

Controller’s Office.

General Accounting.

Asset Accounting.

Restricted Accounting.

Gift Accounting.

Financial Planning.

Financial Systems.

Internal Audit.

Student Financial Accounts.

Accounts Receivable.

Collections.

Payment Center Loop.

Payment Center LPC.

Treasurer’s Office.

Payroll.

Procurement.

VP Financial Affairs.

Overview of the Financial Affairs Homepage – Directory


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Contracts & Agreements. Request

Credit Cards.

Leases.

Office Supplies.

Purchase Orders.

Travel.

Policies & Procedures


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Policies & Procedures - Contracts Request

  • Officers of DePaul University, or their specific designees, are generally authorized to execute contracts & agreements within their respective areas of competency and responsibility.

  • The Office of the General Counsel must approve contracts & agreements that exceed $10,000.00; original copies are retained by the Office of the General Counsel.

  • In most cases, Purchase Orders are issued in conjunction with contracts & agreements that exceed $500.00.


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ProCards are issued by Bank One to facilitate small dollar transactions.

The University pays ProCard balances every Friday.

Transaction limits are strictly enforced.

Transactions can be allocated/reviewed daily through PVSNet.

Transactions are imported into the General Ledger once per month.

Resolve errors/disputes with the vendor and Bank One; report lost cards to Bank One @ 800-361-6056, ext. 7540.

Policies & Procedures – Credit Cards


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Policies & Procedures – Credit Cards transactions.

  • Employees may apply for American Express cards; credit is based on individual merit and employees are responsible for paying balances.

  • American Express cards may be used for transactions that are prohibited on the ProCard, such as travel.

  • Eligible transactions are reimbursed through Accounts Payable; use the Employee Reimbursement Form.

  • American Express cards are considered personal funds; never use the American Express card for expenditures that would otherwise require Purchase Orders.


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Leases must go through an extensive review process prior to execution; the review order is as follows:

Treasurer’s Office.

Controller’s Office and the Office of the General Counsel.

Vice President for Financial Affairs; all leases must be executed by only the Vice President for Financial Affairs.

Requisitioning can proceed upon approval by the Vice President for Financial Affairs.

Forward improperly executed leases to the Controller’s Office.

Policies & Procedures – Leases


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Policies & Procedures – Office Supplies execution; the review order is as follows:

  • Office Supplies can be ordered through Corporate Express, a preferred vendor for Office Supplies; contact Procurement & Payment to receive an Eway Sign-up Form; orders are imported into the General Ledger once per month.

  • Corporate Express is not a preferred vendor for furniture and IT equipment; contact Procurement & Payment regarding preferred vendors for such expenditures.

  • Orders that exceed $500.00 are automatically routed to Procurement & Payment for review and approval.


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Expenditures greater than $500.00 require a Purchase Order; exceptions include:

Legal Services.

Registrations.

Subscriptions.

Travel not funded by a grant.

Written quotations should be obtained for the following:

Contracted Services.

IT Equipment.

Expenditures greater than $5,000.00.

Official copies of Purchase Orders are provided by Procurement & Payment.

Policies & Procedures – Purchase Orders


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Policies & Procedures – Travel exceptions include:

  • Travel arrangements can be made through American Express Travel, a preferred vendor for travel; contact the travel agency @ (312) 260-3946.

  • $100 Travel Advances can be charged to American Express Cards at the Cashier’s Office.


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Web Services exceptions include:

  • Eway (http://www.eway.com).

    • Proprietary web service owned and operated by Corporate Express.

    • A custom site is administered by Procurement & Payment.

    • Contact Procurement & Payment for an Eway Sign-up Form.

  • ProCard/PVSNet (https://pvsnet.procard.com).

    • Proprietary web service owned and operated by ProCard.

    • A custom site is administered by Procurement & Payment.

    • Contact Procurement & Payment for access to PVSNet.

  • Propay (https://campusconnect.depaul.edu/signon.asp).

    • Accessed through Campus Connect.

    • Authorization is delegated through WAS.


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Web Services - Propay exceptions include:

  •  on a Panel Button to navigate through the web site.

    • Create a New Requisition.

    • Requisition History.

    • Purchase Order Status.

    • Department Payment Status.

    • Invoices Awaiting Action.


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Web Services - Propay exceptions include:


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Web Services – Propay exceptions include:Create a New Requisition

  • Create a New Requisition.

    • Step 1 – Order Contact Information.

    • Step 2 – Vendor Information.

      • Enter the first word of the vendor’s name only; enter last name only for people; Procurement & Payment verifies all suggested vendors.

    • Step 3 – Chart Field & Item Information.

      • Allocate by Percentage.

      • Allocate by Line Item.

      • Provide full, detailed descriptions and classify according to expense type.

    • Step 4 – Comments.

      • Choose Standard Comments or enter Vendor/Purchasing Comments.

      • Submit the tracer.


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Web Services – Propay exceptions include:Create a New Requisition

  • Errors.

    • Budget Not Found: Choose Leave-As-Is, contact the Controller’s Office to activate the selected Account Number and corresponding Category Code, and then resubmit, OR choose Modify and choose another Category Code, and then resubmit.

    • Configuration Error: Procurement & Payment is automatically notified by the site and will resolve the error.

    • Insufficient Budget: Choose Leave-As-Is, contact the Controller’s Office to transfer funds, and then resubmit, OR choose Modify and choose another budget, and then resubmit.


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Web Services – Propay exceptions include:Create a New Requisition Step 1


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Web Services – Propay exceptions include:Create a New Requisition Step 2


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Web Services – Propay exceptions include:Create a New Requisition Step 2


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Web Services – Propay exceptions include:Create a New Requisition Step 2


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Web Services – Propay exceptions include:Create a New Requisition Step 3


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Web Services – Propay exceptions include:Create a New Requisition Step 3a


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Web Services – Propay exceptions include:Create a New Requisition Step 3b


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Web Services – Propay exceptions include:Create a New Requisition Step 3


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Web Services – Propay exceptions include:Create a New Requisition Step 3


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Web Services – Propay exceptions include:Create a New Requisition Step 3


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Web Services – Propay exceptions include:Create a New Requisition Step 4


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Web Services – Propay exceptions include:Create a New Requisition Step 4


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Web Services – Propay exceptions include:Create a New Requisition Results


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Web Services – Propay exceptions include:Requisition History

  • Requisition History.

    • Enter Search Criteria.

      • Edit/Resubmit a tracer if the status is Saved Complete, Saved Incomplete or Rejected.

      • Create a copy of a tracer if the status is Cancelled.

    • Status is Accepted: Implies that the tracer has passed Budget Checking and has sourced to a requisition; the requisition is routed to Procurement & Payment for review and approval.

    • Status is Budget Not Checked: Usually occurs when a Configuration Error is encountered; the tracer can be edited/resubmitted.


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Web Services – Propay exceptions include:Requisition History


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Web Services – Propay exceptions include:Purchase Order Status

  • Purchase Order Status.

    • Enter Search Criteria.

      • The Purchase Order Number is displayed next to the Requisition Number the following business day after the Requisition has been approved.

    • PO Status is Pending: The Requisition has not been approved.

    • PO Status is Denied: The Requisition has been denied.

    • PO Status is PO Issued: The Requisition has been dispatched (printed) and provided to the vendor; Accounts Payable cannot process payment until the Purchase Order has been dispatched.

    • PO Status is Complete: Payment has been remitted.


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Web Services – Propay exceptions include:Purchase Order Status


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Web Services – Propay exceptions include:Department Payment Status

  • Department Payment Status.

    • Enter Search Criteria.

      • All payments issued through Accounts Payable will appear in the search results.

    • Payment Status is Paid: A check has been issued and the check number and check date will appear.

    • Payment Status is Scheduled: Payment has been queued into the appropriate check run.


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Web Services – Propay exceptions include:Department Payment Status


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Web Services – Propay exceptions include:Department Payment Status


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Web Services – Propay exceptions include:Invoices Awaiting Action

  • Invoices Awaiting Action.

    • Enter Search Criteria.

      • Select an invoice to View/Process.

      • Choose an Action to Take.

    • Accounts Payable is automatically notified of instances in which an invoice is not approved; provide comments that will help Accounts Payable resolve errors/disputes with the vendor.

    • Accounts Payable will periodically notify departments of invoices that are Awaiting Action.


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Web Services – Propay exceptions include:Invoices Awaiting Action


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Web Services – Propay exceptions include:Invoices Awaiting Action


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Web Services – Propay exceptions include:Invoices Awaiting Action


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Frequently Asked Questions (FAQs) exceptions include:

  • When do I need to request a Purchase Order?

    • Order exceeds $500.00; grant-related travel; and/or the vendor requests a purchase order.

  • Why do I still see a Pre-encumbrance on Mobius?

    • The Requisition has not sourced to a Purchase Order. Contact Procurement Services to investigate.

  • How do I modify or cancel a Requisition or Purchase Order?

    • Requisitions and Purchase Orders can only be modified or cancelled by Procurement Services; contact Procurement Services to request a Change Order.


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