Finance Orientation Module A

Transcription

1 Finance Orientatin Mdule A

2 1 Intrductins MODULE A CUA Accunting Chartfield Cmmn Reprts Budget Office General Accunting

3 2 Cathy Wd VP Finance and Treasurer Administrative Staff: Carl Evans & Sarah Meyers Rsie Hendersn Acting Cntrller General Accunting Accunts Payable Tax Spnsred Accunting Treasury Services Debbie Jacksn Senir Directr f Strategic Prcurement and Cntracting Prcurement Services Matt McNally Chief Infrmatin Officer Jerry Cnrad Assciate VP Facilities Operatins Maureen Brkbank Assc. VP & Chief Human Resurces Officer Brian Jhnstn AVP Institutinal Research & Assessment Budget Office

4 3 CUA S ACCOUNT CHARTFIELD The Cdes Yu Need fr Financial Transactins

5 4 Sample chartfield (except grants/facility prjects) GEN INDR Accunt Fund Organizatin Prgram Class Sample grant/facility prject chartfield GEN GVSPR NASA12964 Accunt Fund Organizatin Prgram Class Prject (grants/cnstructin nly)

6 5 All 5 Fields (6 fr grants) needed fr all transactins: 1. Accunt (4 digits) Expenses (0100 t 8840) fr payments Revenues (9000 t 9930) fr depsits List f Accunts available n General Accunting site ( )

7 Salary Full-time Part-time (including students) Unin, public safety Over-time Benefits Schlarships Other Expenses Pstage and telephne Prfessinal services Travel General supplies Repairs and services 6200 & 6300 Training and develpment 8800 t 8850 Capital purchases 8900/8903/8910 Fund transfers Revenues Tuitin Student fees Gifts (Prcess thrugh Univ. Develpment nly) Rm and bard 6

8 7 Fields needed fr transactins (cnt d): 2. Organizatin aka Org r DEPTID (6 digits) Cst center revenues and expenses fr a specific unit Fr a specific department: Office f VP f University Develpment Fr a dnr fund: Nagel Fundatin Schlarship Fr a specific prject r grant Numbering methd First three digits designate the department that cntrls the cst center Furth digit 5 fr endwments 2 fr grants and cntracts 9 fr cnstructin prjects Fifth and sixth digits are sequential

9 8 Type f Org Wh Sets Up Org Additinal Apprvals/Inf Required Operating rg (Fund 11, 12 r 15) Directr f Accunting (Lizy Kannarkat) r Acting Cntrller (Rsie Hendersn) Budget Office Prvst Office (academic nly) Reserve rg (Fund 18 r 19) Directr f Accunting Budget Office Prvst Office (academic nly) Dnr gift that shuld be segregated Directr f Accunting Finance will review the gift agreement fr prper classificatin Grant/cntract Spnsred Accunting Office f Spnsred Prgrams Grant/cntract agreement Cnstructin prject Directr f Accunting Cmplete Prject Apprval Frm (initiated by Facilities)

10 9 Fields needed fr transactins (cnt d): 3. Fund (2 digits)- Fund number is determined based n: Type f activity Duratin f the funding Annual perating funds renewed annually Reserve funds balance carried frward int next year; nt renewed nce spent Dnr restrictin, in the case f a gift Except endwments and sme special exceptins, rgs shuld nly have ne fund number. Make sure depsits and payments have the right fund/rg cmbinatin t avid budget exceptins and ther issues

11 10 Fund Cardinal Financials Reprt Funds Renewed Annually? Dnr- Restricted? Cntains 11 1ORG Yes N General departmental peratins 12 1ORG Yes N New academic prgrams Wrkshps 15 1AUXENT Yes N Auxiliary peratins (e.g. husing, fd services) 18/19 1RESERVE N N Departmental reserves Funds set aside fr a specific departmental prgram Student rganizatins 26 1GRANT N Restricted by Grant/Cntract 27 1GRANT N Restricted by Grant/Cntract 31 1ENDOWED Calculated payut earned annually N Spnsred research funding Spnsred funding fr nn-research purpses (e.g. training grant) Annual payut n endwments that were either funded initially by CUA r were funded by dnrs with brad purpse restrictins

12 11 Fund 35 t 38 Cardinal Financials Reprt Funds Renewed Annually? Dnr- Restricted? Cntains 1ENDOWED N N Quasi endwments - Funds invested in the endwment by Bard f Trustees apprval; These funds cannt be spent but a spendable payut is earned each year (in Fund 31). 39 1PROJECT N N Cnstructin/renvatin prject funds; Funds are transferred in frm anther surce such as departmental reserves. 47 1RESERVE N N Called agency funds, these funds technically belng t an utside party and wuld be returned if designated prgram did nt ccur (e.g. campus ministry missin trips) 51 See inf t the right N Yes Dnatins restricted fr a specific purpse; (1RESERVE) Annual payut n endwments funded by a dnr with a specific purpse restrictin fr the earnings. (1ENDOWED 53 1PROJECT N Yes Dnatins restricted fr a specific capital purpse 72 t 75 1ENDOWED N Yes Dnatins invested in perpetuity int the endwment by the request f the dnr; These funds cannt ever be spent but a spendable payut is earned each year (in Fund 31 r 51).

13 12 Fields needed fr transactins (cnt d): 4. Prgram (Up t 5 characters) Further detail fr departmental use (e.g. LCKBX lckbx) GEN is the generic cde mst use 5. Class (Up t 5 characters) Fr nn-grant rgs, always use the same subclass (e.g. INDR fr academic areas) cde indicates the functin f yur department Fr grant rgs, pull frm 1grant reprt (indicates the type f spnsr fr that grant) 6. Prject (Maximum 15 characters Alpha & Numeric) Only used fr facilities prjects r spnsred prgrams Facilities General Accunting creates the cde Grants Spnsred Accunting creates after ntificatin frm Office f Spnsred Prgrams

14 13 Prper cding is needed fr: Check requests Prcurement card reclassificatins in ESP System Purchase requisitins Expense/fund transfer requests Hiring frms Schlarship frms Gift entry int Develpment s Millennium system Cash depsits Basically every financial transactin at CUA

15 14 T find certain accunt chartfield infrmatin: In PepleSft Financials: Set Up Financials/Supply Chain Cmmn Definitins Design ChartFields Define Values ChartField Values And find the type f cde yu re lking fr.

16 15 Cmmn Reprts in Cardinal Financials

17 16 Cardinal Statin (r Cardinal Student) All student activities registratin, financial aid, student accunts, etc. Emplyee self service View paystub Update federal tax r direct depsit infrmatin Cardinal Financials Run departmental reprts t check budget status and financial perfrmance Prcess purchase requisitins

18 Access Frms 17

19 Search Cardinal Financials Supprt (site - Supprt/CardinalFinancialsSupprt.cfm) 18

20 19 Use Cardinal Financials reference manuals fr refresher n hw t run a reprt r a drilldwn CUA Reprts and Scpes available in Cardinal Financials: Fund Numbers SCOPE REPORT 11 & 12 (Operating budget rgs) 1ORG 1ORG 15 (Auxiliary Enterprises) 1AUXENT 1AUXENT 18, 19, 51 & 47 (Reserve and agency rgs) 1RESERVE 1RESERVE 31 & 51: (Endwment payut rgs) 1ENDOWED 1ENDOWED 26 & 27 (Spnsred prjects & grants) 1GRANT 1GRANT 11 & 19 (Student Organizatins nly) 1STDTORG 1STDTORG 39 & 53 (Plant/Cnstructin Prjects) 1PROJECT 1PROJECT Summary Reprt shwing all rgs within a department 1DEPTSUM 1DEPTSUM

21 20

22 21 The Cathlic University f America Organizatinal Budget v. Actual Reprt As f: February 28, ORG Reprt; Scpe 1ORG 789xxx: ABC Operating Fund Cardinal, Steven a b c d = a+b+c e f = e-d EXPENSES (Requisitins) Pre- Encumbrances (Purchase Orders) Encumbrances Actual Expended Amunt Ttal Pre- Enc, Enc and Expended Budget Available (Overspent) Funds Z001-Ttal Expenses Z002-Subttal Salary & Benefit $0.00 < T his is the Amunt f utsta nding Pe tty Ca sh Pe tty Ca sh 0170 Salary-Staff - 50, , , , Wages-PT Students - 5, , , , , Z100-Salaries & Wages - 55, , , , , Fringes-Budget use nly - 10, , , , Z101-Fringe Benefits - 10, , , , Z002-Subttal Salary & Benefit - 65, , , , , Z004 Subttal Other Gen'l Exps 1500 Pstage and Freight , Telephne Service - 1, , , , Materials & Supplies - 2, , , , Prfessinal Develpment - - 1, , , (407.00) Z401-Supplies & General Exp - 4, , , , , Travel , , Entertainment Z402-Travel and Entertainme , , Z004 Subttal Other Gen'l Exps - 4, , , , , Z001-Ttal Expenses - 69, , , , ,740.44

23 22 The Cathlic University f America Organizatinal Budget v. Actual Reprt As f: February 28, ORG Reprt; Scpe 1ORG 789xxx: ABC Operating Fund Cardinal, Steven a b c d = a+b+c e f = e-d EXPENSES (Requisitins) Pre- Encumbrances (Purchase Orders) Encumbrances Actual Expended Amunt Ttal Pre- Enc, Enc and Expended Budget Available (Overspent) Funds Z001-Ttal Expenses Z002-Subttal Salary & Benefit $0.00 < T his is the Amunt f utsta nding Pe tty Ca sh Pe tty Ca sh 0170 Salary-Staff - 50, , , , Wages-PT Students - 5, , , , , Z100-Salaries & Wages - 55, , , , , Fringes-Budget use nly - 10, , , , Z101-Fringe Benefits - 10, , , , Z002-Subttal Salary & Benefit - 65, , , , , Z004 Subttal Other Gen'l Exps 1500 Pstage and Freight , Telephne Service - 1, , , , Materials & Supplies - 2, , , , Prfessinal Develpment - - 1, , , (407.00) Must shw adequate funds befre p card r AP purchase (nly includes AP items already paid and apprved p card charges) Z401-Supplies & General Exp - 4, , , , , Travel , , Entertainment Z402-Travel and Entertainme , , Z004 Subttal Other Gen'l Exps - 4, , , , , Z001-Ttal Expenses - 69, , , , ,740.44

24 23 The Cathlic University f America Organizatinal Budget v. Actual Reprt As f: February 28, ORG Reprt; Scpe 1ORG 789xxx: ABC Operating Fund Cardinal, Steven a b c d = a+b+c e f = e-d EXPENSES (Requisitins) Pre- Encumbrances (Purchase Orders) Encumbrances Actual Expended Amunt Ttal Pre- Enc, Enc and Expended Budget Available (Overspent) Funds Z001-Ttal Expenses Z002-Subttal Salary & Benefit $0.00 < T his is the Amunt f utsta nding Pe tty Ca sh Pe tty Ca sh Drilldwn Clumns a, b r c (n payrll detail fr salary & benefits) 0170 Salary-Staff - 50, , , , Wages-PT Students - 5, , , , , Z100-Salaries & Wages - 55, , , , , Fringes-Budget use nly - 10, , , , Z101-Fringe Benefits - 10, , , , Z002-Subttal Salary & Benefit - 65, , , , , Z004 Subttal Other Gen'l Exps 1500 Pstage and Freight , Telephne Service - 1, , , , Materials & Supplies - 2, , , , Prfessinal Develpment - - 1, , , (407.00) Z401-Supplies & General Exp - 4, , , , , Travel , , Entertainment Z402-Travel and Entertainme , , Z004 Subttal Other Gen'l Exps - 4, , , , , Z001-Ttal Expenses - 69, , , , ,740.44

25 24

26 25 The Cathlic University f America Organizatinal Budget v. Actual Reprt As f: February 28, ORG Reprt; Scpe 1ORG 789xxx: ABC Operating Fund Cardinal, Steven a b c d = a+b+c e f = e-d EXPENSES (Requisitins) Pre- Encumbrances (Purchase Orders) Encumbrances Actual Expended Amunt Ttal Pre- Enc, Enc and Expended Budget Available (Overspent) Funds Z001-Ttal Expenses Z002-Subttal Salary & Benefit $0.00 < T his is the Amunt f utsta nding Pe tty Ca sh Pe tty Ca sh 0170 Salary-Staff - 50, , , , Wages-PT Students - 5, , , , , Z100-Salaries & Wages - 55, , , , , Fringes-Budget use nly - 10, , , , Z101-Fringe Benefits - 10, , , , Z002-Subttal Salary & Benefit - 65, , , , , Z004 Subttal Other Gen'l Exps 1500 Pstage and Freight Encumbrances fr pstage, phne - and , cpier 1510 Telephne Service - 1, , , , Based upn prir year expense 2000 Materials & Supplies - 2, , , , Released peridically by Budget Office 6200 Prfessinal Develpment - - 1, , , (407.00) Z401-Supplies & General Exp - 4, , , , , Travel , , Entertainment Z402-Travel and Entertainme , , Z004 Subttal Other Gen'l Exps - 4, , , , , Z001-Ttal Expenses - 69, , , , ,740.44

27 26 The Cathlic University f America Organizatinal Budget v. Actual Reprt As f: February 28, ORG Reprt; Scpe 1ORG 789xxx: ABC Operating Fund Cardinal, Steven a b c d = a+b+c e f = e-d EXPENSES (Requisitins) Pre- Encumbrances (Purchase Orders) Encumbrances Actual Expended Amunt Ttal Pre- Enc, Enc and Expended Budget Available (Overspent) Funds Z001-Ttal Expenses Z002-Subttal Salary & Benefit $0.00 < T his is the Amunt f utsta nding Pe tty Ca sh Pe tty Ca sh 0170 Salary-Staff - 50, , , , Wages-PT Students - 5, , , , , Z100-Salaries & Wages - 55, , , , , Fringes-Budget use nly - 10, , , , Z101-Fringe Benefits - 10, , , , Z002-Subttal Salary & Benefit - 65, , , , , Z004 Subttal Other Gen'l Exps 1500 Pstage and Freight , Telephne Service - 1, , , , Outstanding Purchase Orders 2000 Materials & Supplies - 2, , , , Prfessinal Develpment - - 1, , , (407.00) Z401-Supplies & General Exp - 4, , , , , Travel , , Entertainment Z402-Travel and Entertainme , , Z004 Subttal Other Gen'l Exps - 4, , , , , Z001-Ttal Expenses - 69, , , , ,740.44

28 EXPENSES The Cathlic University f America Organizatinal Budget v. Actual Reprt As f: February 28, 2011 Z001-Ttal Expenses Z002-Subttal Salary & Benefit 789xxx: ABC Operating Fund Cardinal, Steven a b c d = a+b+c e f = e-d (Requisitins) Pre- Encumbrances 1ORG Reprt; Scpe 1ORG (Purchase Orders) Encumbrances Actual Expended Amunt $0.00 < T his is the Amunt f utsta nding Pe tty Ca sh Pe tty Ca sh Ttal Pre- Enc, Enc and Expended Budget Available (Overspent) Funds 0170 Salary-Staff - 50, , , , Wages-PT Students - 5, , , , , Z100-Salaries & Wages - 55, , , , , Fringes-Budget use nly - 10, , , , Encumbrances fr pstage, phne and Z101-Fringe Benefits - 10, , , , cpier - Based upn prir year expense Z004 Subttal - Other Released Gen'l peridically Exps by Budget Office Z002-Subttal Salary & Benefit - 65, , , , , Pstage and Freight , Telephne Service - 1, , , , Outstanding Purchase Orders Drilldwn Clumns a, b r c (but nt Z lines; nt salary & benefits) 2000 Materials & Supplies - 2, , , , Prfessinal Develpment - - 1, , , (407.00) Z401-Supplies & General Exp - 4, , , , , Travel , , Entertainment Z402-Travel and Entertainme , , Z004 Subttal Other Gen'l Exps - 4, , , , , Z001-Ttal Expenses - 69, , , , , Must shw adequate funds befre p card r AP purchase (nly includes AP items already paid and apprved p card charges) 27

29 28 The Cathlic University f America Fund: 19 Reprt f Reserve Funds : Cardinal Schl Reserve Fund As f: March 06, RESERVE Reprt; Scpe 1RESERVE Fiscal Year: 2012 Cardinal, Sctt a b c d e = d-a-b-c Acct Nbr Acct Descriptin FY 2012 (Requisitins) Pre- Encumbrances FY 2012 (Purchase Orders) Encumbrances Actual Expense/ Revenue Amunt Budget- Fund 18 r 19 Funds Available (Overspent) Actual Beginning Balance 436, Adjustments t Beginning Balance 0.00 Revised Beginning Balance 436, Ttal Revenues Ttal Expenses Budgets required fr Funds 18 and Materials & Supplies - - 3, , , Miscellaneus , , Interfund Transfers , (10,000.00) 8910 Intrafund Transfers , , Subttal General Exps (Z004) , , , Ttal Expenses , , , Funds available t spend (OVERSPENT) fr this fiscal year: 22, Actual Ending Balance: 146, Nte: The Pre-encumbrances and encumbrances are fr Fiscal Year 2012 (5/1/11-4/30/12). Prir year Pre-encumb and Encumb amunts are nt available n this reprt. If yu run this reprt fr a fiscal year prir t 2012, yu will need t zer ut the figures in the Pre-encumbrance and the Encumbrance clumns. If yu have questins, please cntact Laura Sweet (sweet@cua.edu). Imprtant: as f Fiscal year 2009 (May 1, 2008), the Beginning Balance and the Revenues fr funds 18 & 19 are fr infrmatinal purpses nly. They d NOT affect spending. Beginning with 2009, spending is based n the budgeted amunts fr expenses.

30 29 The Cathlic University f America Fund: 19 Reprt f Reserve Funds : Cardinal Schl Reserve Fund As f: March 06, RESERVE Reprt; Scpe 1RESERVE Fiscal Year: 2012 Cardinal, Sctt a b c d e = d-a-b-c Acct Nbr Acct Descriptin FY 2012 (Requisitins) Pre- Encumbrances FY 2012 (Purchase Orders) Encumbrances Actual Expense/ Revenue Amunt Budget- Fund 18 r 19 Funds Available (Overspent) Actual Beginning Balance 436, Adjustments t Beginning Balance 0.00 Revised Beginning Balance Funds Avail. T Spend = Budget Actual Expense 436, Ttal Revenues Ttal Expenses 2000 Materials & Supplies - - 3, , , Miscellaneus , , Interfund Transfers , (10,000.00) 8910 Intrafund Transfers , , Subttal General Exps (Z004) , , , Ttal Expenses , , , Funds available t spend (OVERSPENT) fr this fiscal year: 22, Actual Ending Balance: 146, Nte: The Pre-encumbrances and encumbrances are fr Fiscal Year 2012 (5/1/11-4/30/12). Prir year Pre-encumb and Encumb amunts are nt available n this reprt. If yu run this reprt fr a fiscal year prir t 2012, yu will need t zer ut the figures in the Pre-encumbrance and the Encumbrance clumns. If yu have questins, please cntact Laura Sweet (sweet@cua.edu). Imprtant: as f Fiscal year 2009 (May 1, 2008), the Beginning Balance and the Revenues fr funds 18 & 19 are fr infrmatinal purpses nly. They d NOT affect spending. Beginning with 2009, spending is based n the budgeted amunts fr expenses.

31 30 The Cathlic University f America Fund: 19 Reprt f Reserve Funds : Cardinal Schl Reserve Fund As f: March 06, RESERVE Reprt; Scpe 1RESERVE Fiscal Year: 2012 Cardinal, Sctt a b c d e = d-a-b-c Acct Nbr Acct Descriptin FY 2012 (Requisitins) Pre- Encumbrances FY 2012 (Purchase Orders) Encumbrances Actual Expense/ Revenue Amunt Budget- Fund 18 r 19 Funds Available (Overspent) Actual Beginning Balance 436, Adjustments t Beginning Balance 0.00 Revised Beginning Balance 436, Ttal Revenues Ttal Expenses Read the ntes n a reprt. Frequently asked questins are answered there Materials & Supplies - - 3, , , Miscellaneus , , Interfund Transfers , (10,000.00) 8910 Intrafund Transfers , , Subttal General Exps (Z004) , , , Ttal Expenses , , , Funds available t spend (OVERSPENT) fr this fiscal year: 22, Actual Ending Balance: 146, Nte: The Pre-encumbrances and encumbrances are fr Fiscal Year 2012 (5/1/11-4/30/12). Prir year Pre-encumb and Encumb amunts are nt available n this reprt. If yu run this reprt fr a fiscal year prir t 2012, yu will need t zer ut the figures in the Pre-encumbrance and the Encumbrance clumns. If yu have questins, please cntact Laura Sweet (sweet@cua.edu). Imprtant: as f Fiscal year 2009 (May 1, 2008), the Beginning Balance and the Revenues fr funds 18 & 19 are fr infrmatinal purpses nly. They d NOT affect spending. Beginning with 2009, spending is based n the budgeted amunts fr expenses.

32 31 The Cathlic University f America Fund: 19 Reprt f Reserve Funds As f: March 06, 2012 Acct Nbr Acct Descriptin : Cardinal Schl Reserve Fund Cardinal, Sctt a b c d e = d-a-b-c FY 2012 (Requisitins) Pre- Encumbrances FY 2012 (Purchase Orders) Encumbrances Actual Expense/ Revenue Amunt Budget- Fund 18 r 19 Funds Available (Overspent) Actual Beginning Balance 436, Adjustments t Beginning Balance 0.00 Revised Beginning Balance Funds Avail. T Spend = Budget Actual Expense 436, Ttal Revenues Ttal Expenses 1RESERVE Reprt; Scpe 1RESERVE Fiscal Year: 2012 Budgets required fr Funds 18 and 19 Read the ntes n a reprt. Frequently asked questins are answered there Materials & Supplies - - 3, , , Miscellaneus , , Interfund Transfers , (10,000.00) 8910 Intrafund Transfers , , Subttal General Exps (Z004) , , , Ttal Expenses , , , Funds available t spend (OVERSPENT) fr this fiscal year: 22, Actual Ending Balance: 146, Nte: The Pre-encumbrances and encumbrances are fr Fiscal Year 2012 (5/1/11-4/30/12). Prir year Pre-encumb and Encumb amunts are nt available n this reprt. If yu run this reprt fr a fiscal year prir t 2012, yu will need t zer ut the figures in the Pre-encumbrance and the Encumbrance clumns. If yu have questins, please cntact Laura Sweet (sweet@cua.edu). Imprtant: as f Fiscal year 2009 (May 1, 2008), the Beginning Balance and the Revenues fr funds 18 & 19 are fr infrmatinal purpses nly. They d NOT affect spending. Beginning with 2009, spending is based n the budgeted amunts fr expenses.

33 32 The Cathlic University f America Reprt f Endwed Funds As f: February 28, ENDOWED Reprt; Scpe 1ENDOWED 456xxx: ABC Schlarship Endwment Cardinal, Stacy a b c d = a+b+c EXPENSES Requisitins PO's Actual Ttal This mney is nt Endwment Dnated Value F401 Beginning Balance , available t spend. Ttal Revenues 9201 Gifts/Dnatins It is invested , , Other Revenuespermanently , , Ttal Revenues , , Ttal Dnated Value t Date 610, Endwment Market Value 12/31/2010 Number f Endwment Shares 2, Endwment Share Value $ Ttal Endwment Market Value 1,198, Endwment Payut: Beginning Balance 3, Estimate f Payut fr Current Fiscal Year 27, Ttal Revenues 8905 Endwment Incme Distrib , , Other Revenues , , Revenues , , Estimated Funds available t if current Fiscal Year: , Z001-Ttal Expenses 1102 Schlarship-UG Cntinuing , , Undergraduate Schlarships , , Z001-Ttal Expenses , , FUNDS AVAILABLE (OVERSPENT): 5,000.00

34 33 The Cathlic University f America Reprt f Endwed Funds As f: February 28, ENDOWED Reprt; Scpe 1ENDOWED 456xxx: ABC Schlarship Endwment Cardinal, Stacy a b c d = a+b+c EXPENSES Requisitins PO's Actual Ttal Endwment Dnated Value F401 Beginning Balance , Ttal Revenues 9201 Gifts/Dnatins , , Other Revenues , , Ttal Revenues , , Ttal Dnated Value t Date 610, Endwment Market Value 12/31/2010 Number f Endwment Shares 2, Endwment Share Value $ Ttal Endwment Market Value 1,198, Endwment Payut: Beginning Balance Payut is nly recrded 3, Estimate f Payut fr Current Fiscal Yearquarterly, but payut fr 27, Ttal Revenues the full year is available 8905 Endwment Incme Distrib , , Other Revenues at beginning - f year. - 13, , Revenues , , Estimated Funds available t if current Fiscal Year: , Z001-Ttal Expenses 1102 Schlarship-UG Cntinuing , , Undergraduate Schlarships , , Z001-Ttal Expenses , , FUNDS AVAILABLE (OVERSPENT): 5,000.00

35 34 The Cathlic University f America Reprt f Endwed Funds As f: February 28, ENDOWED Reprt; Scpe 1ENDOWED 456xxx: ABC Schlarship Endwment Cardinal, Stacy a b c d = a+b+c EXPENSES Requisitins PO's Actual Ttal Endwment Dnated Value F401 Beginning Balance , Ttal Revenues 9201 Gifts/Dnatins , , Other Revenues , , Ttal Revenues , , Ttal Dnated Value t Date 610, Endwment Market Value 12/31/2010 Number f Endwment SharesAmunt available t spend is beginning balance + 2, Endwment Share Value $ payut fr year expenses fr year Ttal Endwment Market Value 1,198, Endwment Payut: Beginning Balance 3, Estimate f Payut fr Current Fiscal Year 27, Ttal Revenues 8905 Endwment Incme Distrib , , Other Revenues , , Revenues , , Estimated Funds available t if current Fiscal Year: , Z001-Ttal Expenses 1102 Schlarship-UG Cntinuing , , Undergraduate Schlarships , , Z001-Ttal Expenses , , FUNDS AVAILABLE (OVERSPENT): 5,000.00

36 35 The Cathlic University f America Reprt f Endwed Funds As f: February 28, ENDOWED Reprt; Scpe 1ENDOWED 456xxx: ABC Schlarship Endwment Cardinal, Stacy a b c d = a+b+c EXPENSES Requisitins PO's Actual Ttal This mney is nt Endwment Dnated Value F401 Beginning Balance , Ttal Revenues available t 9201 Gifts/Dnatins spend. It is , , Other Revenues , , Ttal Revenues invested , , permanently. Ttal Dnated Value t Date 610, Endwment Market Value 12/31/2010 Number f Endwment SharesAmunt available t spend is beginning balance + 2, Endwment Share Value $ payut fr year expenses fr year Ttal Endwment Market Value 1,198, Endwment Payut: Beginning Balance Payut is nly recrded 3, Estimate f Payut fr Current Fiscal Yearquarterly, but payut fr 27, Ttal Revenues the full year is available 8905 Endwment Incme Distrib , , Other Revenues at beginning - f year. - 13, , Revenues , , Estimated Funds available t if current Fiscal Year: , Z001-Ttal Expenses 1102 Schlarship-UG Cntinuing , , Undergraduate Schlarships , , Z001-Ttal Expenses , , FUNDS AVAILABLE (OVERSPENT): 5,000.00

37 The Cathlic University f America Organizatinal Budget v. Actual Reprt As f: February 8, : Smith Hall Renvatin Cardinal, Susie Ttal (Requistins) (Purchase Orders) Current Year Pre-Pncumbered Pre-encumbered Encumbered Expended Encumbered Amunt Amunt Amunt and Expended 1PROJECT Reprt; Scpe 1PROJECT Ttal Budget ,000, Expenses-(Nt Capitalized) Nn Capitalized Expenditures Capitalized Prject Expenditures 8811 Cnstructin Gen Cntractr 200, ,070, , Capitalized Expenditures 200, ,070, , ,970, Subttal all Expenses: 200, ,070, , ,970, Transfers 8910 Intrafund Transfers , Transfers , , Grand Ttal 200, ,070, , ,995, Ttal Available t Spend (Overspent) 5,000.00

38 Budget Office 37

39 38 The Budget Office is Respnsible fr the verall planning prcess, The reprting, frecasting and analysis, Mnitring functinal area revenue and expense budgets, Reprting n business activity t stakehlders, and Assisting the departments as needed with: Budget preparatin and develping business plans Transfers Financial analysis Prfit/lss statements Review f new prgrams Return n investments analysis

40 39 Rle f University Departments Maintain a balanced budget by mnitring spending Verify that funds are available befre entering requisitin r charging prcurement card Request funds transfers and budget revisins Nte: Request fund and expense transfers frm Accunting and budget revisins frm the Budget Office. Reprt discrepancies n rg reprts prmptly t apprpriate party (Budget, General Accunting r Treasury Office). Ntify Budget Office f ptential cst verruns in advance f fiscal year-end

41 40 Budget Cmmittee cnsists f Prvst, Vice Presidents and ne faculty representative Budget apprved by Bard f Trustees in March fr the fiscal year beginning May 1 Guidelines and instructins are sent t area Vice Presidents and Prvst fr each phase f the submissin prcess (December and February) Salary spreadsheets are utilized fr psitin cntrl Each full-time faculty and full-time staff psitin is uniquely identified by a psitin number assigned by Human Resurces Part-time r temprary psitins are identified by a pled psitin number

42 41 The sum f the individual psitins and pled psitin equals the ttal salary budget New psitins are apprved by the University Budget Cmmittee New psitins must be fully funded t receive apprval either reductin f an existing psitin r a new funding surce The Budget Office validates funding fr all psitin changes r additins and apprves persnnel requests Capital prjects, grants, and cntracts are budgeted and shuld equal the apprved r available funding

43 42 In an earlier slide yu saw the chartfield structure. A budget laded in a ledger, using that same structure seen earlier Let s lk at that again: Sample chartfield (except grants/facility prjects) GEN INDR Accunt Fund Organizatin Prgram Class Sample grant/facility prject chartfield GEN GVSPR NASA12964 Accunt Fund Organizatin Prgram Class Prject (grants/cnstructin nly)

44 43 The University uses a budget checking functinality called cmmitment cntrl t ensure crrect chart field cmbinatins. This functinally actually checks fr crrect cmbinatins. The system als checks fr and validates that funding is available fr direct expenses. Funds are budgeted n tw levels, e.g., the apprpriatin and detail levels Z001 All expenses Z002 Cmpensatin and Benefits - TRACKED Z100 salaries 0100, 0170 Z101 benefits 0900 Z003 Schlarship TRACKED 1000 Z004 Other Direct Expenses - CONTROLLED Z

45 44 Use Cardinal Financials reference manuals fr refresher n hw t run a reprt r a drilldwn CUA Reprts and Scpes available in Cardinal Financials: Fund Numbers SCOPE REPORT 11 & 12 (Operating budget rgs) 1ORG 1ORG 15 (Auxiliary Enterprises) 1AUXENT 1AUXENT 18, 19, 51 & 47 (Reserve and agency rgs) 1RESERVE 1RESERVE 31 & 51: (Endwment payut rgs) 1ENDOWED 1ENDOWED 26 & 27 (Spnsred prjects & grants) 1GRANT 1GRANT 11 & 19 (Student Organizatins nly) 1STDTORG 1STDTORG 39 & 53 (Plant/Cnstructin Prjects) 1PROJECT 1PROJECT Summary Reprt shwing all rgs within a department 1DEPTSUM 1DEPTSUM

46 45 Reviewing budgets in PepleSft Financials real time Cmmitment Cntrl Review Budget Activities Budget Details Business Unit = CUA Ledger Grup = ORG r APPROP Accunt fur digit accunt cde Fund tw digit fund number Budget Perid 2015 Department six digit rg number

47 46

48 47

49 48 Rita Kvach, Assciate Directr, Budget Operatins x6300; Paula Blackwell, Senir Budget Analyst Nn-Academic areas x6414; Richard Lewandwski, Senir Financial Analyst Prvst area, including the Law Schl x6355; Je Miranda, Asst. Directr Financial Planning x6104; Tm Peters, Senir Budget Analyst Prvst area, including the Law Schl x5579;

50 49

51 50 GENERAL ACCOUNTING Hw We Can Help Yu

52 51 Lizy Kannarkat, Senir Directr f Accunting and Financial Reprting x5013 Mary Rmain, Accunting Manager x6414 Elsa Mary Pachikara, Staff Accuntant x4987 Mandy Yuan Li, Staff Accuntant x6393 Merry Chun Mei Liu, Staff Accuntant x5579 Mary O Cnnell, Tax Analyst x5537 Use General Accunting CUA-GenAccunting@cua.edu

53 52 Maintain the general ledger and chart f accunts Financial reprting (e.g. audited year-end financial statements) General versight f all financial activity: > $2 billin Annual, quarterly and mnthly financial clsing prcesses General accunt transfers and jurnal entries All nn-payrll tax issues, including payments and reprting (e.g. sales tax) Accunting fr cnstructin prjects and capital purchases Recnciliatin f general ledger accunts

54 53 Department/rg number set up Fund/expense transfers Sales tax questins Prject accunting General questins regarding accunting rules

55 54 At the end f every year-end and quarter-end we require additinal infrmatin frm yur departments April 30 fiscal year-end July 31 1 st Quarter Oct 31 2 nd Quarter Jan 31 3 rd Quarter Deadlines are sent t financial users mailing list by Accunting near the end f each quarter/year; Mem sent campus-wide at year-end Deadlines are strictly enfrced due t external audit timeline

56 55 We must be aware f ALL expenses and activity thrugh thse cut-ff dates fr ur financial statements and audit All invices thrugh that quarter must be submitted t AP Fr amunts wed but that aren t inviced send dllar amunt, vendr name, chartfield, date gd/service was received and brief descriptin t Mary Rmain. These items ( accruals ) will shw up as an expense as f the last-day f the quarter The accrual will reverse n the first day f the mnth fllwing the quarter The expense will appear again when paid Critically imprtant because late/missing items can cause audit findings Items that are purchased in ne fiscal year but relate t the next fiscal year will charge the rg in the year in which they are paid

57 56 Dn t wait until the last minute fr any fund/expense transfer requests Any cash/checks received near fiscal year-end by department must be depsited by nn n April 29th Think ahead fr items purchased via purchase requisitin; if nt received befre April 30, they will be charged t the next year s budget Mney received in FY2015 fr a prgram in FY2016 will nt be revenue until FY2016 Travel advances must be reslved Schlarships shuld be entered at the beginning f each term and shuld nt be entered after April 30 if they relate t the year being clsed

58 57 Questin r Issue Cntact Access t specific rgs in ESP Mary Rmain Reclassificatin prcess & extracts int Cardinal Financials New cards Receipt attachment Apprval prcess Plicy questins Training Mary Rmain Prcurement Services Prcurement Services Prcurement Services Prcurement Services Prcurement Services

59 58 Reclassificatins are dne by Cardhlder in ESP System nt in General Ledger Use the cmplete chartfield (including prject fr grants) Set favrites t make reclassificatin faster Fr Prgram cde use PCARD r CCARD unless yur department uses specific prgram cdes Can t access ne f yur rgs in ESP? CUA-GenAccunting@cua.edu

60 59 Timeline f Prcard Reclassificatins Cardhlder accesses transactin in ESP Reclassifies charge, if necessary, t an rg with available budget Attaches scanned receipt and links it t the transactin (cntact Prcurement Services fr questins) Saves the charge (nly after first tw steps) Apprver accesses Apprvals in ESP Apprves charge after reviewing receipt and cding (cntact Prcurement Services fr questins) Bth Cardhlder and Apprver duties shuld be dne within 10 days frm charge s that charge can be extracted int Cardinal Financials Abut the 7 th f each mnth, ESP is lcked and the department will nt be able t reclassify charges fr the prir mnth s charges (but can still attach receipts/apprve charges).

61 60 General Accunting extracts finished transactins frm the ESP System nce a week Charges wn t pst if ne department within the extract has a budget errr Charges nt reclassed/saved r apprved are eventually extracted by certain day each mnth but are ut f cmpliance with plicy Prcurement Services mnitrs cmpliance t plicy and timeline

62 61 Types f Transfers: (N grants/cntracts invlved) ( Fund Interdepartmental Expense

63 62

64 63 SCENARIO - I wuld like t transfer available funds/mnies int anther rg/department. The Funds Transfer Request Frm (Excel) enables departments t request a transfer f available funds/mnies int anther rg/department that needs additinal funds. Fund Restrictins. Cannt mve mnies frm Funds 43 and abve (Dnr Restricted) Funds 11, 12, 15, 18 & 19 require apprval by Budget Office Spnsred grant r cntract (funds 26 and 27) Accunt # fr bth sides f the Transfer. Use Transfer Accunt 8900 (different Fund #s) 8910 (same Fund #)

65 64 SCENARIO - I have prvided gds/services t anther department and need t charge them fr thse items. Use the Inter-Departmental Charge Request Frm (Excel) t recver expenditures incurred in the transfer f gds and/r services between university departments, i.e. Printing, Banners, Van Usage, Twer ads; Guest husing, etc. Attach invice/dcumentatin frm Department prviding the service. Des nt require Budget Office apprval; send t CUA-GenAccunting@cua.edu. Accunts Used n bth sides f the Transfer: Accunt 8903

66 65 SCENARIO - I have charged a vendr payment t the wrng department (r accunt) and need t transfer the expense t the crrect place The Expense Transfer Request Frm (Excel) is used fr a nn-salary expense adjustment, such as mving a paid expense frm ne department t anther r a crrectin in cding. Restrictins:. Cannt be used fr Salary r Fringe Benefit adjustments. Any salary/fringe adjustments shuld be dne via the Human Resurces system.. Cannt be used t mve Pcard Transactins cding must be dne thrugh the SunTrust ESP system. Any crrectins shuld be dne using a Fund Transfer Frm.

67 66 Dcumentatin Required - All expense transfer requests shuld be accmpanied by supprting dcumentatin: Attach invice and dcumentatin f payment (a drilldwn f the expense frm PepleSft Financials). The dcumentatin shuld shw the actual expense(s) t be transferred (as shwn n the Detailed Transactin Reprt), nt simply a ttal fr the expense categry. Des nt require apprval by Budget Office; send t CUA- GenAccunting@cua.edu Use the same accunt number used t make the payment.

68 67 Gift transfers Can t usually be prcessed if dnr-restricted fund is invlved (e.g. 51, 53 r 72 75) If yu think it can be transferred, send bth chartfields, the amunt and the reasn t Rsie Hendersn, wh will determine whether the transfer can be made based n accunting rules T transfer revenue depsits, send bth chartfields, the amunt and the reasn t Renell Lewis, Lewis@cua.edu

69 68 Use these plicies as a reference fr yur questins All n CUA Official Plicy Site ( Cash Handling Plicy Cntract Plicy Financial Transactin Authrity Grants and Cntracts Plicy Petty Cash Plicy Prcurement Plicy Prcurement Card/Crprate Card Plicy Prhibited Transactins Plicy Travel Plicy University Budget Plicy

70 69 Orientatin slides lcated at Next Mdule B sessin: Wednesday, December 3 10:00 11:30 Leahy Hall Rm 100 Areas cvered in Finance Orientatin Mdule B include: Strategic Surcing and Prcurement Accunts Payable Treasury Services Finance mailing list Mnthly Accunting/Prcure t Pay Q&A Sessins Nvember 12 th Finance Divisin Twn Hall Meeting Date TBD