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
Budget Manager II
Overview of Chart Fields.
Overview of the Financial System.
Overview of the Financial Affairs Homepage.
Policies & Procedures.
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) 362-8440Introduction – Procurement Services
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) 362-8440Introduction – Payment Services
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
http://www.eway.comOverview of the Financial System
The following items are located on the Financial Affairs Homepage (http://www.depaul.edu/~faffairs):
Links.Overview of the Financial Affairs Homepage
* Forms cannot be submitted electronically from the Financial Affairs Homepage.
* Grant-funded travel expenses require Purchase Orders, regardless of the dollar amount.
* Never use personal funds for expenditures that would otherwise require Purchase Orders.
* Voucher Check Request Forms do not need to be used in conjunction with invoices; submit invoices directly to Accounts Payable.
Other forms include: Request
Budget Change Request.
Position Budget Change.
Student Org Account Reg.
Direct Deposit Change.
IRS Tax Forms.
2002: W-4 Federal.
2002: W-4 Illinois.
Fin. Aid Award Authorization.
Scholarship Award Guidelines.Overview of the Financial Affairs Homepage - Forms
Web Services include: Request
Academic Supplemental Reporting.
Time Record System.
Direct Deposit Request.
CDW Computing Supplies.
Financial Systems Training.
Web Authorization.Overview of the Financial Affairs Homepage – Web Services
Web Services (continued): Request
PC Loan Program.
Policy & Procedures Manual.Overview of the Financial Affairs Homepage – Web Services
Student Financial Accounts.
Payment Center Loop.
Payment Center LPC.
VP Financial Affairs.Overview of the Financial Affairs Homepage – Directory
Contracts & Agreements. Request
Travel.Policies & Procedures
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
Leases must go through an extensive review process prior to execution; the review order is as follows:
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
Expenditures greater than $500.00 require a Purchase Order; exceptions include:
Travel not funded by a grant.
Written quotations should be obtained for the following:
Expenditures greater than $5,000.00.
Official copies of Purchase Orders are provided by Procurement & Payment.Policies & Procedures – Purchase Orders