Northwestern University Feinberg School of Medicine FSM Office of Budget and Finance Department Administrator s Meeting October 23, 2012
Agenda Introductions (5 min) FY13 Budget Process Overview and Timeline (5 min) Reporting (15 min) Payroll (5 min) Policy and Procedure Review (20 min) Expense Exceptions Pro-Cards NMCAT Stewardship Fellowships Question and Answer (10 min) 2
Introductions Introduce Finance, Budget and Payroll team and presenters Quarterly meetings to exchange information and discuss ideas and issues 3
Budget Process Overview Performance Monitoring Fiscal Close Preparation Performance Forecasting Budget Meetings and Approvals Faculty Hiring Plan Preparation Faculty and Staff Salary Planning Budget Preparation and Review 4
Budget Timeline* Task Performance Monitoring Performance Forecasting Faculty Hiring Plan Preparation Budget Training, Prep, and Review Faculty and Staff Salary Planning Budget Meetings and Approvals Fiscal Year Close Preparation FY2012 2013 Sept Oct Nov Dec Jan Feb Mar Apr May June July Aug Sept Oct Fiscal Year Begins Fiscal Close Fiscal Year Ends *Schedule is preliminary and may be subject to change. 5
Reports in NUFinancials
Two Basic Types of Reports 1) Cognos Canned Reports Reports on Access and Workflow Financial Reports for Non Sponsored Chartstrings Financial Reports for Sponsored Chartstrings Supply Chain Reports 2) AdHoc Reports Mostly financial reports organized differently and with different or more information 7
Finding the Reports 1. Click Project Café Reports Note: Folders may vary depending on level of security access. 8
School Reports 1. Click School folder 2. Select a folder to find the report. 9
Cognos Canned Reports Reports on Access and Workflow GE007 User Security Profile tells you rolls & access in NUFin for a specific user. GE008 Department Workflow Approval Profile lists the workflow for your department. GE010 Department Row Level Security Profile lists who has access to view your department s information in NUFIN Financial Reports for Non Sponsored Chartstrings GL005 Summary Budget Status Report gives revenue and expense budgets, actuals and encumbrances for a specific chartstring, by account. GL008 Revenue and Expense Activity Report gives transaction level details for a specific chartstring. Gives information one month at a time but can be run to CSV for year to date information. GL068 Financial Summary (Excluding Agency and Multi Year Funds)- this is a one line per chartstring summary of all the non sponsored chartstrings in your department. 10
Cognos Canned Reports GL069 Financial Summary (Including Multi-Year And Excluding Agency Funds) this is basically the GL068 with grants included. GL061 Agency Project Detail Financial report for agency (fund 710) chartstrings. Financial Reports for Sponsored Chartstrings GM044 Sponsored Project Portfolio gives a single line summary of sponsored projects by PI or department. Groups by PI. GM045 Sponsored Project Budget Statement - gives budgets, actuals and encumbrances for a specific sponsored chartstring, by account. GL008 Revenue and Expense Activity Report gives transaction level detail for specific chartstrings. Supply Chain Reports SC016 Open Encumbrance Report Gives the receiver and match status by encumbrance. SC025 Vendor Info Query Look up report for vendors. 11
NUFin Ad-Hoc Reports 1. Click NUFin Ad Hoc Reports folder 2. Click Provost folder 3. Click Feinberg School of Medicine folder 12
Ad Hoc Reports Chartfield 1 Actual & Encumbrance Report lists total by chartstring & account for given chartfield 1(s) Detail Query By Vendor Name or ID gives transaction detail for a particular vendor. Expense Report gives a list of posted expense reports for a department GL005 w/cf1 this report is basically the GL005 report with chartfield 1 detail. GL068 by Department w L5 Prompt Ad hoc version of the GL068 report with a department prompt (level 5). GL068 by Department w L6 Prompt Ad hoc version of the GL068 report with a division prompt (level 6). GL068 by Functional Unit Mainly for Finance use, totals by either department or division, which ever is appropriate. GL068 for Cost Share is GL068 format report for cost share string only. NMH payment report report which shows revenue for your department. that has been applied on an NMH revenue account. Transaction Details report of transactions, similar to the GL008. Versions available that total by chartfield 1 value and by chartstring. Transfer Activity report of transfer budget and actuals can run by department or division. 13
Issues / Differences Some Ad Hoc differences Don t run reports to save. If you do the data will be available to anyone with ad hoc access. Report issues to our department or the help desk. We may be the only school using ad hoc so if there is an issue Café doesn t know unless we tell them. Prompts are a little different in ad hoc. 14
Summary Resources Project Café Reporting - http://cafe.northwestern.edu/reports/ Project Café Training - http://cafe.northwestern.edu/training/ Project Café Security Access - http://cafe.northwestern.edu/security/ For changes in ad hoc reports or new reports please contact your budget analyst or Donna Kostel 15
Payroll Access - FASIS, Vista and Cognos Training - FASIS Trainings Lookup, Deployment, Pos/Apt Form, etc. - Payroll Coordinator FSM specific training Kronos - Changes in reporting of exempt staff leave accruals Finance, Budget and Payroll Website - Links to Payroll payment forms, instructions, calendars, paper workflow between departments. 16
Policies and Procedures
Important Policies and Procedures Policy and Procedure Review (20 min) Expense Exceptions Pro-Cards NMCAT Stewardship Space 18
Expense Report Exceptions Be familiar with the policies and know when an exception is needed A University policy is defined as one with broad application throughout the University, that helps ensure coordinated compliance with applicable laws and regulations; promotes operational efficiencies; enhances the University's mission; or reduces institutional risk If any expense submitted for reimbursement is not in accordance with University policy you need to complete an exception form for payment/reimbursement consideration. All exceptions need to be signed off by Finance, Budget and Payroll (Dean designee) 19
Examples of Inadequate Exceptions My legs are too long -exception for renting a full size car-more detail is needed in order for an exception to be considered and granted Just listing over 90 days as a reason for being over 90 days doesn t give an explanation. Please give a concise, detailed explanation why the expenses are over 90 days. Need to rest on flight and have room to work given as a justification for flying business class-this is not an acceptable reason. Boilerplate exceptions-not acceptable for most exceptions-all exceptions will have some unique factor which should be identified in the memo. 20
Expense Report Exceptions Audit and Compliance issues with expense reports and exceptions. Exceptions to policies should be taken seriously and carefully reviewed before sending on for sign off. Original receipts must be submitted with expense reports when routing to A/P. If a staff member is uncomfortable with something on an expense report they should report it to the department administrator or Finance, Budget, and Payroll office. 21
Procurement Cards
FSM Purchasing Card Responsibilities 4 Levels of Procurement Responsibilities Cardholder (Only the Cardholder can make purchases) Allocator (Should be the Cardholder) Reviewer (Can not be Cardholder) Post Auditor (Can be either Cardholder/Allocator or Reviewer) 23
FSM Purchasing Card Responsibilities Responsibilities of the Cardholder Attending mandatory ProCard training session Making approved/allowable purchases in accordance with all NU/FSM policies Ensuring that purchases made on sponsored project accounts are in accordance with sponsored project conditions and requirements Informing merchants of NU tax-exempt status so taxes are not paid on purchases made with the ProCard Obtaining a detailed, itemized receipt for each purchase Documenting appropriate Chart strings that should be charged Resolving discrepancies Obtaining credits if necessary Receiving monthly credit card statement and verifying transactions against receipts Forwarding purchase documentation to designated Reviewer for approval 24
FSM Purchasing Card Responsibilities Responsibilities of the Allocator The Allocator of the ProCard should be the same individual as the Cardholder. Following the weekly calendar provided by the Procurement Card Administrator, the Allocator must log into JPMorgan Chase and allocate expenses made with the card to the appropriate (Fund, Department, Project, and Account Code). Costs must be allocated each week before the expenses are uploaded to the University financial system. In rare instances, when expenses could not be allocated prior to the weekly upload, it is the Allocator s responsibility to submit a Correction Journal to move the charges to the appropriate Chart string/account code following the upload. Please note that if the Allocator continually fails to allocate costs in JPMorgan Chase prior to the upload, action will be taken to suspend or cancel the card. 25
FSM Purchasing Card Responsibilities Responsibilities of the Reviewer Reviewers are required to ensure that charges are authorized, appropriate, within University policies and procedures, and adequately documented. The Reviewer is typically the Cardholder s supervisor or someone within the Cardholder s chain of command. A Reviewer MAY NOT review his/her own transactions to ensure adequate internal controls and separation of duty. Examples of positions that are most typically Reviewers include: research administrators, accounting supervisors, department managers, division administrators, budget/financial analysts, etc. Reviewer s responsibilities include: Providing department/division approval of Cardholder purchases Verifying that itemized receipts have been obtained for all purchases Confirming that all purchases are authorized, appropriate, and consistent with NU/FSM policies and procedures Ensuring that appropriate Chart string is identified in the transaction allocation column in JPMorgan Chase before weekly upload to NU Financials is completed Ensuring that object code is changed from default ProCard account code 75695 to the appropriate account code in JPMorgan Chase before weekly upload to NU Financials is completed Ensuring that detailed descriptions are included in JPMorgan Chase website Verifying that no tax has been charged for purchases Maintaining adequate records for audit purposes (e.g. monthly statements, itemized receipts, transaction log, etc). 26
FSM Purchasing Card Responsibilities Post Auditor It is the responsibility of the department/division to review the ProCard transactions following the weekly upload to NU Financials to ensure that the transactions were posted to the correct accounts. Any transaction corrections that need to be made following the weekly upload should be made via a Correction Journal. 27
The Procurement Card CANNOT be used for the following types of transactions: Travel/Entertainment (Conference Registration is allowable if not a Vendor in NUFIN) Dining out at restaurants (the ProCard may be used to cater in for special events that are within NU policies/procedures and prior approval from the FSM Dean s Office.) Alcoholic Beverages Cellular Phones/Pagers Club Memberships Gifts/Flowers Purchases made on auction sites (e.g. Ebay, Ubid, etc.) Individual purchases of $5,000 or more including Capital Equipment Purchases to vendors that do not accept NU s tax exempt status Cash Advances Personal Purchases 28
Lifting MCC Restriction Email Christian Elsberry at c-elsberry@northwestern.edu and Cc Mary Kay m- hallissey@northwestern.edu Hallissey or Aaron Whetstone a-whetstone@northwestern.edu In the body of the email state the reason, the price, the chartstring and why NUFIN could not be used. If exception is granted then FSM Finance will email Mary or Aaron and ask them to lift restriction. Mary and Aaron will then email stating that the restriction is lifted and you may place the order after which you will need to notify everyone in the original email that the purchase is made and the restriction will be reinstated. 29
FSM SPECIFIC APPLICATION AND POLICIES http://www.northwestern.edu/financial-operations/controller/accounting-services/procard/ BOTTOM OF THE PAGE 30
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Procurement Card Questions http://www.northwestern.edu/financial-operations/controller/accounting-services/procard/ 32
NMCAT Stewardship NMCAT NMCAT grant agreement requires that all funds be separately tracked and reported-upon Budget and Chartstring Setup Recipients to provide multi-year forecast showing projected spending by FSM/NMFF Separate 172 chartstrings should be established for each NMCAT agreement NMCAT chartstrings must contain NMCAT in Project Description Charging All expenses must be charged directly to NMCAT chartstrings Any exceptions must be approved by Vice Dean (departments must continue to track) Revenue from other sources should NOT be applied to your NMCAT chartstring Funds Transfers to be made quarterly based on actual expenditures Reporting In the event the department received an exception allowing them to transfer funds from a NMCAT chartstring, the department must provide detail of all NMCAT-funded expenditures to the FSM Office of Finance, Budget, and Payroll and the NU Office of Budget and Planning. 33
NMFF-Funded Fellowship Costs Fellows Departments should pay all fellowship invoices to McGaw. Departments have received a credit for NMFF s portion of the July/Aug invoice which will be paid centrally. The Dean s Office will transfer the NMFF portion of funds to departments as identified in the FY13 fellowship funding schedule sent to department chairs. Certain departments may require budget increases to accommodate NMFF fellowship costs in the FSM budget. Please work with your budget analyst. 34
Helpful Resources Payroll - http://www.feinberg.northwestern.edu/finance/payroll-forms/index.html Kronos - http://www.northwestern.edu/hr/current-employees/using-fasis-self-service/kronos/index.html Project Café Reporting - http://cafe.northwestern.edu/reports/ Project Café Training - http://cafe.northwestern.edu/training/ Project Café Security Access - http://cafe.northwestern.edu/security/ PCard - http://www.northwestern.edu/financial-operations/controller/accounting-services/procard/ 35
Contact www.feinberg.northwestern.edu/finance NAME Bouldin, Cheryl c-bouldin@northwestern.edu PHONE 3-4730 Elsberry, Christian c-elsberry@northwestern.edu Johnson, Craig johnson-c@northwestern.edu Kelly, Chrissy chrissy.kelly@northwestern.edu Kostel, Donna d-kostel@northwestern.edu McClellan, Marsha m-mcclellan@northwestern.edu Nevels, Dieter d-nevels@northwestern.edu Park, Alice parkalice@northwestern.edu Wirig, Christy c-wirig@northwestern.edu 3-4544 3-3125 3-1602 3-3133 3-2836 3-0630 3-4540 3-1601 36