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					December 2002                                      The
A Quarterly Newsletter
from the Division of Finance.
The University of Pennsylvania                                 Bottom Line
                     Petty Cash                                                                MESSAGE FROM                          THE
                                                                                                  MANAGER
     The Office of the Treasurer, working with Senior Business
Officers, has recently completed a University-wide review of all        Susan Storb, Travel Administrator
petty cash accounts. In an effort to continue to improve
University controls for petty cash, three major initiatives will be     Dear Colleagues:
undertaken during the next few months. These initiatives provide
                                                                             I want to thank everyone for their support and incorpo-
an opportunity for custodians to fully understand the petty cash
                                                                        ration of the new Amtrak policy into our business practices.
management process and procedures, and enable them to better
                                                                        As you know in the last Bottom Line issue, we announced
manage University petty cash funds. Additionally, this allows the
                                                                        that effective September 1, 2002, the University would no
Treasurer's Office to improve tracking University petty cash
                                                                        longer reimburse service fees related to Amtrak travel. It
activity. These initiatives will include:
                                                                        just did not make financial sense to spend $40 on service
Training                                                                fees for a ticket that averages $150.
     All petty cash custodians and Senior Business Officers will
be required to complete a web-based training course offered by the           In our announcement, we pointed out that Amtrak
Financial Training Department, which includes a short quiz              tickets could easily be purchased at the Amtrak kiosk in
designed to measure their understanding of petty cash policies          Houston Hall, on Amtrak's web site or at 30th Street
and procedures. A score of 80 fulfills the training requirement.        Station. Everyone seems to have made the transition and
Training will be available beginning December 2, 2002 and               we want to thank everyone for their understanding and
must be completed by January 24, 2003. On December 2, 2002,             support.
Financial Training will send an email to all petty cash custodians
and Senior Business Officers informing them the training                    If you need more information about Amtrak reserva-
is available at http://www.finance.upenn.edu/ftd/weblearn/              tion or payment options, I encourage you to go to the
Custodians passing the quiz will be notified automatically via          Travel Office web site - click on Domestic/Rail Travel.
e-mail notification. Those individuals who do not score an 80 on        There are five sections devoted to Amtrak travel.
the quiz will be contacted by a representative from the Financial
Training Department. Custodians who do not successfully
complete training by January 24, 2003 will not be eligible to reim-                            In this Issue...
burse their petty cash funds.
                                                                       Message From the Manager .....................................Page 1
Oversight and Control Enhancements
                                                                       Petty Cash ..............................................................Page 1
     Beginning December 2, 2002, the Cashier's Office (110             Office of the Treasurer .............................................Page 2
Franklin Building) will be responsible for processing all petty
cash requests. Additionally, on February 3, 2003, the BEN              PennERA ...............................................................Page 4
Deposits application will be enhanced to serve as a central            Student Financial Services........................................Page 4
database for monitoring petty cash funds and will maintain the         Purchasing Services ................................................ Page 5
following information:                                                 Office of the Comptroller
  • petty cash custodian                                                  Travel Advisory ...................................................Page 6
  • petty cash 26-digit account number                                 Important Financial Web Pages .............................. Page 9
  • fund amount
  • fund reimbursement information                                     Division of Human Resources ................................ Page 10
                                                                       Research Services .....................................................Page 10
    Quarterly reports will be distributed to Senior Business
Officers to assist them in monitoring their petty cash accounts.       BEN Helps.............................................................. Page 11
                                                                       Quarterly Quiz ........................................................ Page 11
     Financial Training will notify the Cashier's Office once train-
ing is completed. Information will not be added to the BEN             ABA Update ............................................................Page 6
Deposits database for those who have not completed training.           Information Systems and Computing .......................Page 15
Without such inclusion in the database, no petty cash activity         Financial Training Department - Courses .................Page 12
will be permitted for the particular petty cash fund(s) managed by        Calendar ..............................................................Page 14
the custodian. Thus, it is imperative to complete the training in
                                                                          Registration Form ...............................................Page 16
a timely fashion.
                                               CONTINUED ON PAGE 9     System Access Administrators ..................................Page 17
December 2002                                                  T      H     E        B   O     T    T   O    M    L    I    N    E




                                            TREASURER’S OFFICE

    Central Gifts Accounting & Administration (CGA&A)                          December gifts transmitted in January must be forwarded
                                                                          to Central Gifts Accounting & Administration and must include
        The Office of the Treasurer is pleased to announce a new          the postmarked envelope and any original letters pertaining to
    name and organizational structure for its gifts accounting and        the gift. Should you receive hand-delivered checks from a donor
    administration functions. Previously, cash gifts were processed       or messenger, please document the date of receipt and method
    by Central Gifts Processing (CGP), while securities gifts were        of delivery. These gifts and subscriptions should be forwarded
    processed through the securities gifts area of the Trust              to CGA&A by way of the Gift and Subscription Transmittal
    Administration unit. Gifts accounting and administration will         (forms and instructions for completing forms may be obtained
    be managed by Central Gifts Accounting & Administration,              by calling 8-9671, or from the Treasurer's Office website at
    which will be jointly overseen by Camille Turnier (Director,          http://www.finance.upenn.edu/treasurer/centralgifts/gift-trans.PDF).
    Central Gifts Accounting & Administration), Maria Perkins
    (Associate Director, Central Gifts Accounting &                            The deadline for transmitting gifts to CGA&A for
    Administration) and Bobbie Coats (Associate Director,                 December processing to BEN Financial is Thursday,
    Securities Gifts Accounting & Administration). There will be          December 26th at 12:00 noon. Early transmission of gifts will
    a collaborative working relationship between these areas,             guarantee December month-end inclusion. As always, excep-
    which we believe will streamline and enhance the accounting           tion processing will be determined on a case-by-case basis.
    and administrative services provided for gifts. Other CGA&A
    team members include Reggie Battles, Marina Descenza,                      Securities gift inquiries, acceptance, and disposition, are
    Rodney Fultz, Carmen Prince and Darlene Thompson. The                 the responsibility of the Office of the Treasurer. Please direct
    team will continue to be located at 427-433 Franklin                  donor and broker inquiries and all correspondence, including
    Building/6205. We look forward to receiving and managing              postmarked envelopes and/or private courier (e.g., FedEx)
    many new gifts!                                                       packages, promptly to Securities Gifts at the address listed
                                                                          below.
                         Cash & Securities Gifts
    The schedule for the CGA&A office during the special                       In the event that a gift is received for which a fund does
    winter vacation will be as follows:                                   not exist, the gift should still be forwarded to the Office of the
                                                                          Treasurer with instructions that it be deposited into the Gift
        Tuesday,       December 24      9:00 - 12:00
                                                                          Suspense account. It is the responsibility of the School/
        Wednesday, December 25              closed                        Center to follow up with its Business or Development Officer
        Thursday,      December 26      9:00 - 3:00                       to ensure that, if a new fund is required, the necessary steps
        Friday,        December 27      9:00 - 3:00                       are taken to establish it.
        Monday,        December 30      9:00 - 3:00
        Tuesday,       December 31      9:00 - 12:00                           All requests for adjustments and reallocations must be
                                                                          submitted in writing to CGA&A for both Cash and Securities
        Wednesday, January 1                closed
                                                                          gifts and include all supporting documentation. All required
                                                                          accounting entries will be completed by the Office of the
    Transmittal of Gifts                                                  Treasurer.
         As we approach the calendar year-end, we would like to                 If you have any questions, please contact:
    remind you of the requirement for the timely transmittal of
    gifts made to the University of Pennsylvania. It is imperative                  Cash Gifts                     Securities Gifts
    that all gifts received be sent immediately upon receipt to the               Maria Perkins                   Bobbie Coats
    Central Gifts Accounting & Administration (CGA&A,                             Email: penngift@pobox           Email: gifts@pobox
    formerly Central Gifts Processing) unit of Office of the                      Phone: 215-898-9671             Phone: 215-898-7254
    Treasurer, 433 Franklin Building/6205.                                        Fax: 215-573-5118               Fax: 215-573-5118
                                                                                Thank you for your cooperation.




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         T   H    E       B   O    T    T   O   M    L    I   N    E                                             December 2002



                                       TREASURER’S OFFICE (continued)

     In preparation for the upcoming holiday season, please        Gift Process for Outright Gifts:
take a moment to review the Cashier's holiday hours as well
                                                                       Check gifts to the University must be transmitted directly
as the process to deposit gifts.
                                                                   to CGA&A on a completed gift transmittal form and directly
    The schedule for the Cashier’s Office during the special       forwarded to the address above. As always, attach supporting
winter break will be:                                              documentation to the gift transmittal form.
 Tuesday,     December 24, 2002     closes at 2:00 pm              Coin Deposits:
 Wednesday, December 25, 2002           closed
 Thursday,    December 26, 2002         closed                          Any deposit that includes $20.00 or more in coin is
                                                                   considered bulk coin and must be prepared on a separate




                                              S
 Friday,      December 27, 2002     10:00 - 2:00 pm
                                                                   deposit. Your deposit will be processed by the Cashier's Office
 Monday,      December 30, 2002     10:00 - 2:00 pm




                                           EW
                                                                   according to the indicated amount on the deposit. Please note
 Tuesday,     December 31, 2002     10:00 - 2:00 pm                that the bulk coin is not counted in the Cashier's Office but
 Wednesday, January 1, 2003             closed                     instead is sent to Mellon Bank. The coin is subject to count




                                         N
 Regular hours resume January 2, 2003.                             by Mellon Bank and Mellon Bank may make adjustments
                                                                   according to the final coin count. The Cashier's Office will
 PLEASE TAKE A MOMENT TO REVIEW THE                                notify depositors of any adjustments made to their coin
         FOLLOWING PROCESSES                                       deposits.

Gift Process for Dual Purpose Gifts (i.e. Gifts with               International Checks:
Benefits):
                                                                        The University accepts international checks that are
    A dual purpose check - one that combines gift funds with       drawn on foreign banks and are issued in foreign currency or
other purposes (ticket sales, membership fees) must be             United States currency. These items will be processed through
deposited via BEN Deposits and delivered to the Cashier's          foreign collections. Once these items have been collected, the
Office. The check must be applied as follows:                      Cashier's Office will adjust the deposit and process the
Gift Portion: CNAC-ORG-BC-FUND-1149-PROG-CREF                      amount collected. The amount collected depends on the
Other Purpose portion:                                             number of corresponding banks that the check needs to be
    CNAC-ORG-BC-FUND-4xxx-PROG-CREF                                processed through before reaching its final destination. The
                                                                   University incurs a processing fee on each foreign item
    A completed gift transmittal form recognizing the gift         collected. Therefore, this fee will be charged back to the
portion of the check along with the deposit receipt must be        school/center deposit account using object code 5324 (bank
forwarded to: CGA&A, 3451 Walnut Street, 433 Franklin              fees). Bank fees are variable depending upon where the
Building/6205 on the same day of deposit.                          foreign check is drawn. These fees have been exceeding the
                                                                   face value of smaller international checks thereby forcing the
Cash Gifts Process                                                 bank to establish a $100.00 minimum on all international
   All cash gifts to the University must be deposited via BEN      checks.
Deposits and delivered to the Cashier's Office. The cash gift
must be applied as follows:                                             Please note: Please review foreign items carefully
                                                                   because some items may appear to be foreign but can be
     CNAC-ORG-BC-FUND-1149-PROG-CREF                               processed as domestic checks. In order for an item to be
    In order for deposited items to clear from object code         processed and clear as a domestic item, the check must be in
1149 and credit a gift object code, a completed gift transmittal   United States dollars and the United States bank's clearing
form along with the deposit receipt must be forwarded to           information must be indicated on the check. This information
CGA&A at the above address.                                        will include, but not limited to, United States bank name,
                                                                   ABA Number (bank routing number), bank account number.
NOTE: For both gifts with benefits and cash gifts, CGA&A
                                                                   If you are not sure how to process the item, please fax it
      will record the gift activity on the Gift System and jour-
                                                                   (573-8610) to the Cashier's Office and we can review the item.
      nal the funds from the 1149 activity accordingly. Please
                                                                   Finally, foreign checks in the amount of $100 or greater must
      review your account (1149) to ensure timely credit of
                                                                   be prepared on a separate on-line deposit.
      these funds to the appropriate gift object codes. Notify
      CGA&A of any aging activity in your account.

                                                                                                                                 3
December 2002                                                    T    H     E        B   O      T     T    O   M     L     I     N   E




                             PENN ERA                                                        OFFICE OF STUDENT
                                                                                             FINANCIAL SERVICES
                                                                                                           Billing Schedule:
                                                                                         **BILL DUE DATE:
                                                                                         Spring 2003
     Phased Rollout Beginning: Penn’s Adverse                                            December 5, 2002                January      6, 2003
        Events Reporting System (PennAEs)                                                January          9, 2003        January 31, 2003
                                                                                         February         5, 2003        February 28, 2003
      We are pleased to announce that on November 25, the Penn Human
 Subjects Adverse Events Reporting (PennAEs) component of the PennERA                     March           5, 2003          March 28, 2003
 system was released to select members of the University of Pennsylvania's                   April        2, 2003              April 25, 2003
 academic research community. PennAEs is a web-based software solution
 that facilitates the tracking and collecting of adverse events in clinical trials       ** If paying by:
 and the reporting of serious adverse events involving human subjects to the
 Institutional Review Boards of the University of Pennsylvania.                              • Mail - allow 5 business days
                                                                                             • Electronically, using Net.Pay - allow 3 busi-
      The system will be released in phases to facilitate orientation and the                  ness days
 support of new users of the system. Additional members of the                               • Wire Transfers - allow 3 business days
 University community will be given access throughout the fall. This
 phased rollout follows a successful pilot release of the system that began                             2002 Holiday Hours
 in September 2002. This is a first release and over time, as hands-on use
 expands, there may be enhancements to terminology and navigation                            Thursday, December 19             9am to 3:30 pm
 features of the system. This evolutionary approach to a new system and
 associated processes will help ensure that PennAEs will facilitate and                       Tuesday, December 24             9am to 2:00 pm
 enable improved tracking and information collection. Faculty                                                   Closed
 investigators and the members of their research teams will be notified                              Wednesday, December 25, 2002
 when PennAEs is available for campus-wide use.                                                           to January 1, 2002
     PennAEs is one of the several components of the PennERA (Penn                                  Reopen Thursday, January 2 9am
 Electronic Research Administration) project. This multi-year project is
 designed to enhance the processes that support research and grants
 administration at the University.
                                                                                          SHARE YOUR EXPERTISE!
     If you have any questions or would like more detailed information
 about the PennAEs component of the PennERA system, or if you                                   Want to share your expertise with
 wish to register to use PennAEs, please send an e-mail to                                              new employees?
 pennaes@pobox.upenn.edu or contact Chris Sandy at 215-746-6266.                             Have you considered 'Proctoring' a BEN or
 For the most up-to-date information on the PennERA project, visit the                   Payroll Training session?
 project web site at http://www.pennera.upenn.edu/.
                                                                                             Proctors are an invaluable part of the
                              Robin H. Beck,                                             financial training experience. If you would like
          Vice President of Information Systems and Computing                            to consider proctoring a future program, please
                                                                                         e-mail training@pobox.upenn.edu. Remember,
                     Andrew B. Rudczynski, Ph. D.,
                                                                                         BEN courses are now modularized, so even if
                Executive Director of Research Services and
                                                                                         you only have a half day to offer, that's enough to
                   Associate Vice President of Finance
                                                                                         cover some classes entirely! The Trainer will
                        Joseph R. Sherwin, Ph.D.,                                        guide you every step of the way.
                Director of the Office of Regulatory Affairs                                        It's a win/win situation for all involved.



 4
        T    H    E     B    O   T    T   O   M    L      I    N   E                                             December 2002



                                      PURCHASING SERVICES

                                                                              New Purchasing Services Web Site
                                                                       Purchasing Services launched its newly redesigned pur-
                                                                   chasing web site in November. Please take time to browse the
            Fisher Scientific - Upcoming Events                    updated information and new sections. All new purchasing
                                                                   announcements will be listed in the "Featured News" section.
    Eppendorf Seminar Series in conjunction with Fisher            Feedback on the web site is welcome and all suggestions
Scientific will be conducting a seminar on Thursday,               should be directed to feedback@pobox.upenn.edu.
December, 5th from 1:00 P.M. to 2:00 P.M. entitled:
"Eppendorf HotMaster Taq and cMaster RTplusPCR."
This seminar will be presented by Xuemin Liu, Ph.D.;
Brinkmann Instruments, Inc. Refreshments will be served.
For more information please contact Tom McManus,
Eppendorf Molecular Specialist for the University of
Pennsylvania, at 1-800-645-3050 ext. 2552.
Note: Location of seminar to be
determined/All PCR products are licensed.

    Fisher Scientific will be hosting a Supplier Show on
Tuesday, December 10th, in the lobby of the BRB II/III
building. The show will start at 9:30 A.M. and conclude at
12:30 P.M. Over 25 Suppliers will be participating.                       Purchasing Card Program Enhancements
Refreshments will be served.
                                                                        Purchasing Services and Accounts Payable, in collabora-
                                                                   tion with Audit & Compliance, have developed a number of
                                                                   enhancements for the MasterCard Purchasing Card Program.
                         Staples Update                                 "Best Practice Guidelines" for Purchasing Card usage
                                                                   and "Self Assessment Guidelines" documents for School and
 • For all of the most current information on the                  Center management of cardholders have been added to the
   Penn/Staples       Contract,    please       go      to         Purchasing Card web site. Cardholders and staff responsible
   http://www.staplescentral.com/upenn. This site has been         for management cardholders and card transaction should
   completely redesigned.                                          take time to review these two new card management tools.
                                                                   (http://www.purchasing.upenn.edu/buytools/card.php)
 • The next scheduled Staples Customer Advisory Board
   meeting is scheduled for December 17th. If you are                               Customer Focus Groups
   interested in being a part of the CAB Group please                   Purchasing Services is utilizing "Customer Focus Groups"
   email Jack.Quinn@Staples.com                                    to provide a forum for Faculty and staff to exchange ideas,
                                                                   discuss purchasing related issues, and offer feedback on
 • The new 2003 Staples Catalog                    will       be   upcoming purchasing initiatives. Group members also have
   distributed in January. A catalog               will       be   an opportunity to meet with representatives from selected "pre-
   automatically added to your first 2003 order.                   ferred contract suppliers" to discuss service and support
                                                                   requirements as well as review new products and technologies.
                                                                        Please visit the Customer Focus Groups web site for
                                                                   more information on the current focus group initiatives:
                                                                   (http://www.purchasing.upenn.edu/about/focus_groups.php)




                                                                                                                                 5
December 2002                                              T      H     E       B    O    T     T   O   M    L     I   N     E




                              OFFICE OF THE COMPTROLLER

                    TRAVEL ADVISORY
                                                                                                Travel Office, 308 FB/6284 898-3307


      AT&T Calling Card Program **UPDATE**                               Listed below is the proposed schedule for phasing out
                                                                      AT&T and introducing Worldcom:
    For years we have had a joint program with AT&T calling
cards and American Express corporate cards. Calls placed on                   AT&T                               Worldcom
the AT&T calling cards were billed to your American Express           2003 - Dates
card and you received one monthly bill.                               January - February You will receive a letter from the Travel
                                                                                         Office announcing the change and asking
     Unfortunately, the overall business with AT&T at Penn                               if you want a new Worldcom calling card
has disappeared over the years and the only program that
                                                                      March                   The new Worldcom cards will be mailed
remains with AT&T is the calling card program. Without
                                                                                              out
additional business, the rates AT&T are willing to offer us on
the calling card program have become too high to continue to          March - June            Both cards will be supported
support this program simply out of convenience.                       June                    AT&T cards will go away

     Therefore, we are announcing that beginning in January,
2003, we will be phasing out the AT&T calling cards. To replace                          Mileage Reimbursement
the AT&T cards, we will be replacing them with calling cards               Effective January 1, 2003 the mileage reimbursement rate
provided by Worldcom. The savings you will see on these cards         for personal vehicles being used for business purposes is $.36 per
will be substantial. With Worldcom a domestic call on the             mile. This rate should be in effect for the entire calendar year.
calling card will cost about $.15 per minute with no surcharge.       (Mileage reimbursement rate for moving will be $.12 per mile).
Currently, we are being charged much more by AT&T.
                                                                                      Amtrak Ticketing Reminder
     Worldcom does not have a program with American
Express corporate cards. As a result, going forward, card                  As you know on 9/1/02, we announced a new Amtrak
users will receive separate bills. Instead of your calling card       policy, that effective immediately, the University will no longer
charges appearing on your monthly American Express                    reimburse service fees related to Amtrak travel. Amtrak tick-
corporate card statement, you will receive a separate                 ets can be easily purchased at the Amtrak kiosk in Houston
statement from Worldcom. Calls made for University business           Hall, on Amtrak's web site or at 30th Street Station.
will still be reimbursable. However, as a Penn employee, you
will now be responsible for two bills instead of one. We regret            Information on the Amtrak kiosk is located on the Travel
this inconvenience, but AT&T has left us no choice based              Office web site, which has been redesigned to better highlight
upon their non-competitive rates.                                     Penn's preferred suppliers and to provide links to their
                                                                      direct booking tools. The first place to start when making
   If you do not receive a letter from the Travel Office or you       travel plans is the Travel Office web site at:
would like to request a calling card, please email the Travel         http://www.finance.upenn.edu/comptroller/travel. By famil-
Administrator at storb@pobox.upenn.edu.                               iarizing yourself with the Travel Office's web site, you can
                                                                      begin to make wise travel decisions and reduce costs by
                                                                      making reservations on-line and using Penn's preferred
                                                                      suppliers, whenever possible.
                                                                                                                 CONTINUED ON NEXT PAGE




6
          T   H     E      B      O   T   T    O   M   L     I   N    E                                               December 2002


                                          TRAVEL ADVISORY (continued)

                                                           Fly America Act
    When flying internationally on a federal grant or contract, travelers are required to abide by the Fly America Act. The act
requires that all international travel being paid by the Federal Government utilize U.S. certified airlines to the maximum extent
possible.
     Identifying a U.S. carrier has gotten more difficult with the introduction of code share agreements between carriers. The
ticket or documentation for an electronic ticket must identify the US. Flag air carrier's two letter designation code and flight num-
ber which is located on the right hand section of the passenger receipt. This indicates that the flier is in an U.S. Flag carrier seat,
regardless of the air carrier, which owns the aircraft.

    In an airline CRS system it will state:

Example:          DL 7607Y            12 SEP                Newark        Milan             705PM                     900AM
                                               Operated by Alitalia
                  DL 7606Y            19 SEP                Milan         Newark            1000AM                    400PM
                                               Operated by Alitalia

Sample passenger receipt coupon
                                              PASSENGER RECEIPT
                                               ARC      FFVF/FVVV                                           Traveler/Martha
   DELTA (OR ALITALIA)                                          A39405343                  EWR
   AEO University of Pennsylvania                 Philadelphia  PAUS 5AUG02



                                          ple
   TRAVELER/MARTHA MS                                                                      0MXP DELTA 7607* Y 12Sep/
   ** Not valid for **  This is your receipt                                               EWR DELTA 7606 Y 23Sep/
   Transportation

                                      Sam
   FP AX87379330034004*0305 / FCNCY DL MIL $$350.00 MIL DL NCY
   $350.00 Tax $47.00 Xt 37.60 ZEWRMXPEWR XT 12
   USD 757.00
   US     37.00
   XT       5.00 3056040583939 ] 9232994384989 6                                               Boarding pass
   USD 799.00                                                                                006 7745220495 6

* Flight coupon states Delta. If this coupon stated AZ (Alitalia) this ticket would not be reimbursable under the Fly America Act.
  For additional information, read the Fly America Act, which can be found on the Travel web site under Foreign Travel.

                                                           Airlines Update

     Since the last publication of the The Bottom Line, the airline industry announced new policies and procedures with
reference to non-refundable tickets, stand-by rules and corporate discounts.
   Keep in mind that, even though non-refundable tickets are much more restrictive than they were previously, they are still
much cheaper than full fare fully refundable tickets and should be used, whenever possible.
    For the latest information on these new policies, click here:
                                http://travel.americanexpress.com/travel/bt/usair.asp?bcid=43#4




                                                                                                                                      7
December 2002                                                     T    H    E         B   O    T    T   O    M     L    I    N       E




                                             TRAVEL ADVISORY (continued)




                                         USAIRWAYS PROMOTION
    Beginning in December, the Travel Office at Penn is presenting to Penn travelers a greater discount with US Airways
coupled with lower service fees on all US Airways tickets booked through the Penn desk at American Express (8-9439) through
March, 2003 details are listed below.
Promotion includes:
 • Lowest fares should be booked, whenever possible, even if discount does not apply
                                                                                                    Spe
                                                                                                       cia l
 • 12% discount on certain higher fares (lowest fares are exempt from discounts)
 • Reduced service fees on all USAirways tickets ($25 vs. $40)
 • Periodic drawings for first class space available domestic upgrade certificates
Requirements:
 • Must book USAirways
 • Must book through the Penn desk at Amex 898-9439 or 1-800-796-7573
 • Tickets must be purchased between December 2nd and March 31, 2003

                Type of fares                                               Discount                               Classes of service
    Lowest discounted non-refundable fares           No discount but still cheaper than mid range fares                V, K, H, Q, L
       Mid range non-refundable fares                                           12%                                         B, M
            Fully refundable fares                                              12%                              Y, F (and some B fares)

Lowest fares should be used, whenever possible. As you can see by the sample fares listed below, the least expensive most
restrictive fares are still the best way to lower the cost of travel by far.
Example: Roundtrip fares to San Francisco
       Class of Service                     Cost                 One Way/ RT                    Refundable                  Discount
              K                          $248 - 318                  RT                         NON-REF                      N/A
              H                          $414 - 474                  RT                         NON-REF                      N/A
              M                          $552 - 612                  RT                         NON-REF                     Discount
              B                         $928 - 1,257                 RT                         NON-REF                     Discount
              Y                            $1,357                  One Way                      Refundable                  Discount
              F                        $1,446 - 1,607              One Way                      Refundable                  Discount
Disclaimer - these fares are examples only and may not reflect every market, every class of service and every rule and regulation.
Reminder:
Non-refundable tickets: Please remember that non-refundable fares can no longer be held and applied toward a trip in the future
unless the change is made prior to your scheduled departure. For additional information, click here:
                              http://travel.americanexpress.com/travel/bt/usair.asp?bcid=43#1
Change fees: If you change your reservation on a non-refundable ticket prior to travel you will be subject to a $100-150 change
fee plus another service fee of $25 and a possible higher fare.
Paper tickets: USAirways does not charge a surcharge for paper tickets issued by travel agencies at this time but that policy may
change at any time. It is best to ask for electronic tickets.
International Tickets: Discounts for international tickets is 12% with some classes of service exempt from the discount.

8
                 T     H    E        B     O     T    T   O     M       L      I   N   E                                                   December 2002


                                          Important Financial Web Pages
                     Vice President for Finance                                                  Information Systems & Computing
                     http://www.finance.upenn.edu/                                                         http://www.upenn.edu/isc/
                      Center for Technology Transfer
                        http://www.upenn.edu/ctt/                                                             Business Services
                                                                                                   http://www.business-services.upenn.edu/
                                   Comptroller
     (Includes Accounts Payable, Corporate Tax, General Accounting, Payroll,
             and Travel, along with a comprehensive “Forms” library)                                           Purchasing Services
               http://www.finance.upenn.edu/comptroller/                                                http://www.purchasing.upenn.edu

                   Financial Training Department
                                                                                                      Business Enterprise Network
                 http://www.finance.upenn.edu/ftd/
                                                                                                      http://www.finance.upenn.edu/ben/
                        Research Services
                                                                                                                    PennERA
               http://www.upenn.edu/researchservices/
                                                                                                         http://www.pennera.upenn.edu
                        Risk Management
              http://www.finance.upenn.edu/riskmgmt/                                                        Senior Business Officers
                                                                                               http://www.finance.upenn.edu/comptroller/sbo.shtml
                        Student Financial Services
                     http://www.sfs.upenn.edu/home/
                                                                                              Association of Business Administrators
                                  Treasurer                                                                http://www.upenn.edu/aba
           (Includes Cash Management, Cashiers Office, Central Gifts,
                   Construction Finance, Trust Administration)
              http://www.finance.upenn.edu/treasurer/


                                                     Petty Cash                (continued from page 1)

Petty Cash Funds in Endowments, Grants and Gifts                                            decrease petty cash accounts. Beginning December 2,
(4-,5- and 6- funds)                                                                        2002, this should be delivered to the Cashier's Office (110
                                                                                            Franklin Building)
    Endowments, grants and gifts (4-,5- and 6- funds) are now
prohibited from being used as default accounts for petty cash                           •   Updated C2A Petty Cash Voucher Form
funds. If an existing Petty Cash fund was established using an                              This form may be used to attach receipts for individual
endowment, sponsored research or gift account, the fund will be                             expenses and must be endorsed by the custodian and the
converted to an unrestricted (000000) fund, unless the Cashier's                            recipient of any reimbursement. This form must be attached
Office (jeanie@pobox.upenn.edu) is notified by December 23,                                 to the Petty Cash Reimbursement form used to replenish
2002 of an alternate fund. Each Senior Business Officer has                                 petty cash funds.
received a list of all such funds.
                                                                                        •   Petty Cash Reimbursement Form which can be
     Additionally, note that the Treasurer's Office website                                 completed on-line
http://www.finance.upenn.edu/treasurer/cashman/index4.shtml#7                               This form must be used to replenish petty cash funds.
has been updated to include the following information:                                      We encourage using this form on line
                                                                                             http://www.finance.upenn.edu/comptroller/forms/reimburse-petty_97.doc
 •      Petty Cash Audit Self Assessment
        A useful tool for schools and centers to manage and audit                           in order to automate calculations.
        petty cash accounts. Note that petty cash accounts must be                         If you have any questions or would like to further discuss,
        audited at least annually by senior business officers.                         please contact Jean Suta in the Treasurer's Office at 8-7258.
 •      New custodian responsibility form                                                   Thank you for your cooperation.
        This form must be used to establish, increase, close or
                                                                                                                                                             9
December 2002                                                   T    H     E      B   O    T   T   O    M    L   I    N    E




         DIVISION OF HUMAN                                                            OFFICE OF
              RESOURCES                                                           RESEARCH SERVICES
              Learning and Education
                                                                    NIGMS Mailing Address for Non-Competing Applications
       Happenings in Learning and Education
                                                                         As part of its effort to transition from paper-based to elec-
                   Spring 2003                                      tronic transactions, NIH has eliminated its practice of providing
     Celebrate the New Year and achieve your New                    pre-printed "face pages" for Non-competing Grant Progress
 Year's Resolutions with the help of Learning and                   Reports (Type 5 applications). Instead, grantee officials at each
 Education! Courses, satellite broadcasts, brown bag                institution can run on demand a report that lists when progress
 lunches and individualized Career Coaching - we have               reports are due. See NIH Guide Announcement NOT-OD-02-066
 an offering to meet every learning style.                          for more information:
                                                                    http://grants1.nih.gov/grantsnotice/guide/-files/NOT-OD-02-066.html/
 Selected spring programs
 • Projecting a Positive Professional Image                         Electronic forms are available at :
     (AMA Program)                                                  http://grants1.nih.gov/grants/forms.htm/.
 • The Grammar Course (AMA Program)
                                                                        We are writing to all NIGMS grantees because we have
 • Transitioning to Management at Penn                              noted that many applications have been sent to obsolete
 • What Matters Most (Franklin Covey Program)                       addresses. The correct address for submitting non-competing
 • Coaching and Counseling for Outstanding Job                      (Type 5) applications to NIGMS is:
     Performance (AMA Program)
                                                                         National Institute of General Medical Sciences (NIGMS)
 • Communicating with Diplomacy, Discretion and
     Influence (AMA Program)                                                                  Natcher Building
                                                                               45 Center Drive, Room 2AN-28, MSC 6200
 • Cross-Functional Communication (AMA Program)
                                                                                         Bethesda, MD 20892-6200
 • Advanced Presentation Skills (AMA Program)
 • Partnering with your Boss Strategic Skills                       NOTE: When using a courier service or express shipment service,
     for Administrative Professionals (AMA Program)                 use 20814 as the zip code instead of the one noted above.

     New delivery method for our Satellite Broadcasts -                  If you would like to verify the current address for submitting
 Now these sessions can be viewed from your desktop!                progress reports to another Institute or Center see:
 Or, if you prefer, watch with a group at Learning and              http://grants2.nih.gov/grants/type5_mailing_addresses.htm/
 Education at 3624 Market Street. Details for on-line
 viewing will be available at registration.
                                                                                                Newsletter
                        And More!
                                                                        In August 2002, The Office of Research Services launched a
 Monthly Brown Bag Matinees and Career Focus Brown                  monthly newsletter intended to provide up to date information
 Bag Matinees                                                       regarding sponsored project management to faculty and staff.
                                                                    Recent issues include reviews of important NIH policies, expla-
     Contact our Career Coach - Gale Gibbons - for                  nation of contract negotiation issues and a contact list of Research
 confidential, free, one-on-one career counseling:                  Services staff.
 gibbonsg@hr.upenn.edu or 898-1371.
      Keep checking our online course catalog:                          The newsletter is sent via the Research Services list-serv.
 http://www.hr.upenn.edu/learning for details, online               To subscribe to the list-serv or to read past issues go
 registration and new additions.                                    to http://www.upenn.edu/researchservices. Comments on the
                                                                    newsletter or suggestions for future articles can be sent to
      Sign up for our list-serv to receive email notification       pelusok@pobox.upenn.edu.
 of new offerings. To subscribe, visit our website for
 instructions.


10
          T     H     E        B     O     T     T   O     M      L    I    N      E                                       December 2002




                                                                      Question of the Quarter
 Q.       How do I view notes and attachments?
 A.       From the Requisitions Home Page:

          — A note or attachment can be viewed:
              1. During the Checkout process on the View and Submit page, or
              2. By viewing the requisition details for a specific line from the Requisition Status tab.

          — On the Add Attachments section of the page, click on the description link to view the enclosed note or attachment.




          In PO Manager responsibility:

          *Select the navigation path: Purchase Orders>View/Control PO.

          *After the purchase order has been retrieved, click [Lines].

          *Click on the paper clip icon (Attachments) on your tool bar.

          *Open the Attachments box, which is minimized in the lower left corner of your screen.

          *View any notes or attachments that have been added.




                                                                           Q
                                                           Quarterly Quiz
Instructions: The following 5 questions can be answered based solely on information contained in this issue of The Bottom Line.
To participate in the contest, please submit your answers via email to training@pobox.upenn.edu no later than January 2, 2002.
Please note that entries will only be accepted via email! Two winners will be selected randomly from all correct responses.
Winners will receive a Faculty Club membership for one year.

        1. By what date must all petty cash custodians complete the new petty cash web based training to avoid losing eligibility
           to reimburse their accounts?
        2. What is the gift transmittal deadline for inclusion in December BEN Financials processing?
        3. What is the deposit threshold for bulk coin, and what must be done to deposit coin once this threshold is reached?
        4. What web-based software solution had a phased rollout occur on 11/25/02?
        5. What two new documents should all Procard holders review?

Eligibility: Members of the Financial Training Department and previous winners are prohibited from winning this contest.



                                                                                                                                      11
December 2002                                               T      H   E      B   O    T    T   O   M     L   I   N    E




                               FINANCIAL TRAINING DEPARTMENT
                                    COURSE DESCRIPTIONS


 Chart of Accounts                                    3 Hours          BEN Balances-GL Inquiry and Reporting 2 half-days
                                                                       Prerequisite: Chart of Accounts
 This workshop provides participants with a detailed
 explanation of the University's seven segment, twenty-six             Hands-on training teaches participants the basic inquiry and
 digit, Chart of Accounts. Understanding the Chart of                  reporting processes required to analyze and manage financial
 Accounts is the gateway for enabling you to initiate                  accounting activity at Penn. Included are reviews of:
 transactions as well as analyze & manage your accounting
 activity thoroughly and effectively. Also explained at this              The University's business processes and financial policies
 session is the foundation for Responsibility Center                      Functions, such as determining funds available, the various
 Management (RCM) at the University. A 'Web Expedition' is                ways to perform an inquiry on account balances and
 provided as a homework assignment prior to attending class.              transactions
                                                                          How to run, print and/or export standard BEN Balances
 BEN Buys-Requisition Only                         1 half-day             reports
 Hands-on training required to initiate online requests for            BEN Balances-Manual Journal Entry                   1 half-day
 goods and services through the Penn Marketplace. Users will
 learn:                                                                Prerequisite: BEN Balances-GL Inquiry and Reporting
     How to create and forward a requisition on for further            This hands-on training session teaches participants:
     approval                                                             Policies and procedures for the journal entry process
     Procurement/disbursement policies and procedures                     How to enter a manual journal entry for transferring a cost
     How to effectively and efficiently select the desired goods          and correcting an error
     and services                                                         Procard redistribution, and
     The navigational techniques of the application                       Correcting suspense transactions

     How to process receipts                                           BEN Balances-Budget Journal Entry                   1 half-day
                                                                       Prerequisite: BEN Balances-GL Inquiry and Reporting
 BEN Buys-Purchase Order Manager                  5 half-days
 Prerequisite: Chart of Accounts                                       This hands-on training session teaches participants:
                                                                          Policies and procedures for the budget journal entry process
 Hands-on training required to procure goods and services at
                                                                          The different categories of budget journals, and how to enter
 the University through the Penn Marketplace, approve requisi-
                                                                          them
 tions, and manage purchase orders. Users will learn:
                                                                          A review of the RCM model and how it pertains to
     Procurement/disbursement policies and procedures
                                                                          budgeting
     The navigational techniques of the web application
     How to effectively and efficiently select the desired goods       BEN Balances-Freeze Grants                            2 hours
     and services                                                      Prerequisite: BEN Balances-GL Inquiry and Reporting
     How to manage purchases, from requisitioning through              This hands-on training session offers instruction on how
     the purchase order approval process                               to freeze and/or unfreeze grants or contracts, as well as
     The navigational techniques of the Oracle application             identifying the key decision points prior to freezing or
     How to process receipts                                           unfreezing a grant.
     AP/Invoice Imaging, including how to relieve PO invoice
                                                                                                              CONTINUED ON NEXT PAGE
     holds




12
         T   H    E       B   O    T    T   O    M    L    I   N    E                                              December 2002


   FINANCIAL TRAINING DEPARTMENT COURSE DESCRIPTION (continued)

BEN Reports                                          2 hours        Payroll/Personnel System                         5 half-days
Prerequisite: Chart of Accounts                                     Prerequisite: Chart of Accounts
This two-hour training session will be a demonstration of
the new web-based query tool titled BEN Reports. BEN                This combination lecture and hands-on training takes place
Reports allows authorized users to run predefined reports           over 5 half days, and provides participants with a basic
against the Data Warehouse using a web browser. The first           understanding of payroll/personnel terminology and how
release includes:                                                   to navigate within the on-line payroll/personnel system.
                                                                    Covered throughout the week is an overview of Penn's
Financial Reports                                                   structure; how to create positions; documentation require-
    Budget/Actual Variance                                          ments for all employee types; payroll transactions to be exe-
    General Ledger Revenue/ Expense Detail                          cuted based on various human resource actions; and use of
    RCM Category Comparison                                         the on-line system for creating and updating payroll records,
Salary Management Reports                                           time reporting, and entering salary reallocations. Also
     Employee Payments by Fund                                      included is the use of Salary Management for obtaining
     Employee Payments by Individual                                reports, as well as the BEN Reports Salary Management
                                                                    Reports. A series of guest lecturers also participate in this
Sponsored Program Reports                                           session, offering subject matter expertise in their
    GRAM (Grants Reporting and Management)                          respective areas of concentra-
    Protocol                                                        tion, ranging from Human
                                                                    Resources to Corporate Tax.
Procurement Credit Card (Procard)               1-1/2 hours
                      Location: Suite 427A, 3401 Walnut
Who should attend? Individuals buying goods and services
on behalf of the University using a Procard.
This one and one-half hour training session provides an
overview for the University's procurement credit card
program. Highlighted will be the ordering process,
documentation, disputed transactions, ease of use, restricted
commodities, and card misuse.


                                            COURSE SPOTLIGHT

                                  Petty Cash Custodian Training
           All petty cash custodians and Senior Business Officers will be required to complete a web-based training course
      offered by the Financial Training Department which includes a short quiz designed to measure their understanding
      of petty cash policies and procedures. A score of 80 fulfills the training requirement. Training will be available begin-
      ning December 2, 2002 and must be completed by January 24, 2003. On December 2, 2002, Financial Training will
      send an email to all petty cash custodians and Senior Business Officers informing them the training is available at
      http://www.finance.upenn.edu/ftd/weblearn/ Custodians passing the quiz will be notified automatically via
      e-mail notification. Those individuals who do not score an 80 on the quiz will be contacted by a representative from
      the Financial Training Department. Custodians who do not successfully complete training by January 24, 2003 will
      not be eligible to reimburse their petty cash funds.




                                                                                                                                  13
  December 2002                                                                     T       H      E         B    O       T         T   O      M       L   I       N     E




         Financial Training Calendar December 2002 - March 2003
                 To register for Procard, Sponsored Programs or Review - Q & A
                                           training go to:
                  http://www.hr.upenn.edu/training_coursecatalog/search_criteria.asp

                  For BEN Deposits access, complete the BEN Deposit access form at
                           http://www.finance.upenn.edu/ben/bendep/
             Once completed, an e-e-mail will be sent with instructions for on-line training.

                       To register for all other training courses listed below,
                     complete the Financial Training Registration Form found at
                                    http://www.finance.upenn.edu/ftd

DECEMBER, 2002                                                                                  JANUARY, 2003
    Monday            Tuesday         Wednesday         Thursday           Friday                    Monday            Tuesday              Wednesday          Thursday        Friday
         2                3                 4                5                6                                                                   1                2              3
Payroll/Personnel Payroll/Personnel Payroll/Personnel Payroll/Personnel Payroll/Personnel                                                     Happy
     (1 of 5)          (2 of 5)          (3 of 5)          (4 of 5)          (5 of 5)                                                        New Year
   9:00 - 1:00       9:00 - 1:00       9:00 - 1:00       9:00 - 1:00       9:00 - 1:00
                                         Procard        BEN Balances                                     6                 7                      8                9             10
                                       9:30 - 11:00    Review - Q&A                             Payroll/Personnel Payroll/Personnel Payroll/Personnel Payroll/Personnel Payroll/Personnel
                                                         2:00 - 4:00                                 (1 of 5)          (2 of 5)          (3 of 5)          (4 of 5)          (5 of 5)
                                                                                                   9:00 - 1:00       9:00 - 1:00       9:00 - 1:00       9:00 - 1:00       9:00 - 1:00
         9               10                 11              12               13
Chart of Account        GL                GL             GL Manual         GL Budget                                                          Procard       BEN Balances
  9:00 - 12:00   Inquiry/Reporting Inquiry/Reporting    Journal Entry     Journal Entry                                                     9:30 - 11:00    Review - Q&A
                      (1 of 2)          (2 of 2)          9:00 - 1:00       9:00 - 1:00                                                                       2:00 - 4:00
                     9:00 - 1:00      9:00 - 12:30
                                                         Sponsored
                     Req Only            Procard          Program                                       13                14                     15                16            17
                   Review - Q&A        9:30 - 11:00    Workshop (TBA)                           Chart of Account        GL                GL                 GL Manual         GL Budget
                     2:00 - 3:00                        10:00-12:00                                9:00-12:00    Inquiry/Reporting Inquiry/Reporting        Journal Entry     Journal Entry
                                        Req Only                                                                      (1 of 2)          (2 of 2)
                                        1:00 - 5:00                                                                                                           9:00-1:00         9:00-1:00
                                                       GL Freeze Grant                                               9:00 - 1:00      9:00 - 12:30
                                                         2:00 - 4:00                                                                                         Sponsored
                                                                                                                     Req Only                 Procard         Program
         16              17                 18              19               20                                    Review - Q&A             9:30 - 11:00   Workshop (TBA)
  PO Manager        PO Manager        PO Manager        PO Manager        PO Manager                                 2:00 - 3:00                            10:00-12:00
    (1 of 5)          (2 of 5)          (3 of 5)          (4 of 5)          (5 of 5)                                                         Req Only
                                                                                                                                             1:00 - 5:00   GL Freeze Grant
   9:00 - 1:00       9:00 - 1:00       9:00 - 1:00       9:00 - 1:00       9:00 - 1:00                                                                       2:00 - 4:00
                    PO Manager                                                                          20                21                     22                23            24
                   Review - Q&A                                                                                       PO Manager            PO Manager         PO Manager     PO Manager
                     2:00 - 4:00                                                                  PO Manager
                                                                                                    (1 of 5)            (2 of 5)              (3 of 5)           (4 of 5)       (5 of 5)
                                                                                                   9:00 - 1:00         9:00 - 1:00           9:00 - 1:00        9:00 - 1:00    9:00 - 1:00
         23              24                 25              26               27
          Happy Holidays
                                                                                                                     PO Manager
                                                                                                                    Review - Q&A
                                                                                                                      2:00 - 4:00
         30              31
                                                                                                        27                28                     29                30            31
                                                                                                Payroll/Personnel Payroll/Personnel Payroll/Personnel Payroll/Personnel Payroll/Personnel
                                                                                                     (1 of 5)          (2 of 5)          (3 of 5)          (4 of 5)          (5 of 5)
                                                                                                   9:00 - 1:00       9:00 - 12:30      9:00 - 1:00       9:00 - 1:00       9:00 - 1:00

                                                                                                                      Req Only                              BEN Balances
                                                                                                                      1:00 - 5:00                           Review - Q&A
                                                                                                                                                              2:00 - 4:00



    14
                 T     H        E     B      O        T     T   O     M      L        I   N   E                                                            December 2002



                                                  Financial Training Calendar
                                                 December 2002 - March 2003
                                                      http://www.finance.upenn.edu/ftd/


FEBRUARY, 2003                                                                                MARCH, 2003
    Monday             Tuesday        Wednesday            Thursday          Friday                 Monday          Tuesday         Wednesday          Thursday          Friday
        3                  4                5                   6                7                      3               4                 5                6                7
Chart of Account        GL                GL                GL Manual        GL Budget            PO Manager       PO Manager        PO Manager        PO Manager       PO Manager
  9:00 - 12:00   Inquiry/Reporting Inquiry/Reporting       Journal Entry    Journal Entry           (1 of 5)         (2 of 5)          (3 of 5)          (4 of 5)         (5 of 5)
                      (1 of 2)          (2 of 2)             9:00 - 1:00      9:00 - 1:00          9:00 - 1:00      9:00 - 1:00       9:00 - 1:00       9:00 - 1:00      9:00 - 1:00
                     9:00 - 1:00       9:00 - 1:00
                                                          GL Freeze Grant                                          PO Manager
                       Req Only          Procard            2:00 - 4:00                                           Review - Q&A
                     Review - Q&A      9:30 - 11:00                                                                 2:00 - 4:00
                       2:00 - 3:00
       10                  11              12                   13               14                     10              11               12               13               14
  PO Manager         PO Manager        PO Manager          PO Manager       PO Manager        Payroll/Personnel Payroll/Personnel Payroll/Personnel Payroll/Personnel Payroll/Personnel
    (1 of 5)           (2 of 5)          (3 of 5)            (4 of 5)         (5 of 5)             (1 of 5)          (2 of 5)          (3 of 5)          (4 of 5)          (5 of 5)
   9:00 - 1:00        9:00 - 1:00      9:00 - 12:30         9:00 - 1:00      9:00 - 1:00         9:00 - 1:00       9:00 - 12:30      9:00 - 1:00        9:00 - 1:00      9:00 - 1:00
                      PO Manager         Procard            Sponsored                                               Req Only          Procard          Sponsored
                                       9:30 - 11:00          Program                                               1:00 - 5:00                          Program
                     Review - Q&A                                                                                                   9:30 - 11:00    Workshop (TBA)
                       2:00 - 4:00      Req Only          Workshop (TBA)
                                                           10:00-12:00                                                                                 10:00-12:00
                                       1:00 - 5:00
                                                                                                                                                      BEN Balances
       17                  18              19                   20               21                                                                   Review - Q&A
Payroll/Personnel Payroll/Personnel Payroll/Personnel Payroll/Personnel Payroll/Personnel                                                               2:00 - 4:00
     (1 of 5)          (2 of 5)          (3 of 5)          (4 of 5)          (5 of 5)
   9:00 - 1:00        9:00 - 1:00      9:00 - 1:00        9:00 - 1:00      9:00 - 1:00                  17              18               19               20               21
                                                                                              Chart of Account        GL                GL             GL Manual         GL Budget
                      Sponsored                        BEN Balances
                                                       Review - Q&A                             9:00 - 12:00   Inquiry/Reporting Inquiry/Reporting    Journal Entry     Journal Entry
                  Program Workshop                                                                                  (1 of 2)          (2 of 2)                            9:00 - 1:00
                        (TBA)                            2:00 - 4:00                                                                                    9:00 - 1:00
                     10:00-12:00                                                                                   9:00 - 1:00       9:00 - 1:00
                                                                                                                                                     GL Freeze Grant
                                                                                                                     Sponsored         Procard         2:00 - 4:00
       24                  25              26                   27               28                              Program Workshop    9:30 - 11:00
Chart of Account        GL                GL                GL Manual        GL Budget                                 (TBA)
  9:00 - 12:00   Inquiry/Reporting Inquiry/Reporting       Journal Entry    Journal Entry                           10:00-12:00
                      (1 of 2)          (2 of 2)             9:00 - 1:00      9:00 - 1:00                           Req Only
                     9:00 - 1:00      9:00 - 12:30                                                                Review - Q&A
                                                          GL Freeze Grant                                           2:00 - 3:00
                       Req Only         Req Only            2:00 - 4:00
                     Review - Q&A       1:00 - 5:00                                                     24              25               26               27               28
                       2:00 - 3:00                                                                                 PO Manager       PO Manager                          PO Manager
                                                                                                  PO Manager                                           PO Manager
                                                                                                    (1 of 5)         (2 of 5)         (3 of 5)           (4 of 5)         (5 of 5)
                                                                                                   9:00 - 1:00      9:00 - 1:00     9:00 - 12:30        9:00 - 1:00      9:00 - 1:00
                                                                                                                   PO Manager         Req Only
                                                                                                                  Review - Q&A        1:00 - 5:00
                                                                                                                    2:00 - 4:00




                                                                                                                                                                                15
December 2002                                                       T    H     E       B    O    T     T   O     M    L    I       N    E




              University of Pennsylvania Financial Training Registration
                                   Please complete the following information and return to:
         Financial Training Department(FTD) • Suite 700 Franklin Building • Fax: 898-9954 • Phone: 573-5603
                                Visit us at our web page http://www.finance.upenn.edu/ftd/


     Chart of Accounts             One three-hour session   _____________      GL Budget Journal Entry**       One half-day session     ___________
     Req Only                      One half-day session     _____________      BEN Reports***                  One two-hour session     ___________
     PO Manager*                   Five half-day sessions   _____________      Freeze Grant User**             One two-hour session     ___________
     GL Inquiry/Reporting*         Two half-day sessions    _____________      Payroll/Personnel*              Five half-day sessions   ___________
     GL Manual Journal Entry**     One half-day session     _____________
                    Please note: You will be notified via e-mail of the dates and location for which you are to be scheduled.
                                          *The pre-requisite for this training session is Chart of Accounts
                                        **The pre-requisite for this training session is GL Inquiry/Reporting
                   ***If you are registered for GL Inquiry/Reporting, you will automatically be included in this training session.

Personal Data: (Please print or type)
Name: __________________________________________________________________________________________________________
Years at Penn: _________________________________________________ Title: ___________________________________________
School/Center: ________________________________________________ Department: _____________________________________
Campus Phone: ______________ - __________________________ _____ E-mail: ________________@ ______________________

Education and Training: Circle and complete the appropriate answer
      Do you have a business degree?                         Y    N       Major:__________________________ Year earned:___________
      Have you ever taken an Accounting course?              Y    N       Name:__________________________ Year taken:____________
Financial Responsibilities: Circle or complete the appropriate answer
          Process requisitions                  Y    N            Review and adjust Procard transactions  Y N
          Approve requisitions and PO’s         Y    N            Manage Unrestricted fund(s)             Y N
          Prepare budget entries                Y    N            Manage Sponsored Program fund(s)        Y N
          Review accounting reports             Y    N            Manage Gift fund(s)                     Y N
          Prepare journal entries               Y    N            Manage Endowment fund(s)                Y N
          Clear suspense accounts               Y    N            Other ________________________________________
Familiarity with University financial policies and procedures: Please select the appropriate response
           3 - Very familiar                       2 - Some familiarity                  1 - No familiarity
       Accounts Payable                         3     2    1           Payroll                      3      2                   1
       Acquisition Services (Purchasing)        3     2    1           Research Services            3      2                   1
       Budget & Management                      3     2    1           Travel                       3      2                   1
       General Accounting                       3     2    1           Other:______________         3      2                   1

          Account Number __________/__________/______/_________________/ Object /___________/__________*
                                    CNAC        ORG       BC              FUND                       PROG          CREF
             *To be used only in the event of a “No Show”. Please see the FTD web site for information regarding the cancellation policy.


Employee Signature:__________________________________________________________ Date: _____________________________
Business Administrator Signature: ______________________________________________ Date: _____________________________
School/Center Access Administrator Signature ___________________________________ Date: _____________________________

                  Both the Business Administrator and the Access Administrator signatures are REQUIRED. Thank you!
                                     For a complete list of the Access Administrators please see
16                                   http://www.finance.upenn.edu/ben/structure/acc_admin.shtml
          T   H   E     B   O     T    T     O   M    L   I    N    E                                    December 2002




                                        ACCESS ADMINISTRATOR
                                        (In alphabetical order by School/Center name)


School/Center                         Name                    Sch/Ctr#      Phone              E-mail Address
Annenberg Center                Eileen Mayko                   19           8-5278      mayko@ac
Annenberg School                Donna Burdumy                  36           8-7053      dburdumy@asc
Audit & Compliance              Anna Colasante                 78           8-1938      annamc@pobox
Business/Campus Services        Peggy McGee-Pasceri            93,95        8-9302      mcgeepas@pobox
Dental                          Linda Kristekas                51           8-5405      linda@biochem.dental
Development                     Richard Martorelli             90           8-8185      martorel@ben.dev
DRIA                            Jim Mesisca                    24           8-4430      mesisca@pobox
Engineering                     Christopher Bristow            13           8-7916      bristow@seas
EVP                             Sara Gallagher                 98           3-5263      sarag@pobox
Facilities Management           Kevin Schrecengost             96, 97       8-4242      kdschrec@pobox
Finance                         Greg Tausz                     87           8-5422      tauszg@pobox
Finance (SFS)                   Michael Merritt                87           8-9971      merritt@sfs
Grad Ed                         Janet Plantan                  32           8-3039      janetp@gse
GSFA                            Kathy Lorenz                   33           3-3679      lorenz@pobox
Human Resources                 Gary Truhlar                   92           8-5896      truhlar@hr
ICA                             Cassandra Green                61           8-5118      cass@pobox
Int'l Programs                  Sharon Liu                     62           8-1644      xgliu@pobox
ISC                             Marilyn Jost                   91           3-8406      jost@isc
Law                             Ernie Gonsalves                56           8-6430      egonsalv@law
Library                         Robert Puri                    50           8-7567      rpuri@pobox
Medicine                        Merceda Lafferty               21,40,88     3-4064      merceda@mail.med
Morris Arboretum                Mark Zohar                     60           247-5777    zohar@pobox
Museum                          Alan Waldt                     26           8-4052      awaldt@sas
Nursing                         Jackie Lowry                   06           36183       lowry@nursing
President                       Janet Dwyer                    81           8-0448      dwyer@pobox
Provost                         Julie Shuttleworth             04,83        8-6841      jshuttle@pobox
Public Safety                   Anthony Whittington            79           8-6696      whitting@pobox
SAS                             Sophie Luzecky                 02           8-0888      sluzecky@sas
Social Work                     Raynel Otero                   35           8-5527      oteror@ssw
University Life                 William Turner                 84,85,86     8-4922      turner@pobox
Veterinary                      Rob Sadoff                     58           3-8658      sadoff@vet
Wharton                         Andrea Williams                07           8-5546      awilliam@wharton




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