SPS_Task_CheckList

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					                        SPS Task Checklist Summary Page
                                     Account Management Checklist
TASK                                                                                                     DUE
Review of incoming ACH/Wire Transfers                                                                    Daily

Review of Receivables Edge                                                                               Daily

Run FMEDDW - to review cost share budgets                                                             As needed

Review accounts with Memo Match                                                                         Monthly

Review of Expired Accounts - change status in OnePurdue to Expired                                 1st of the Month

Reports Due and Overdue - identify reports due for the current month                               1st of the Month

Review of NTP Budget Vs. Lifecycle Status                                                          1st of the Month

Closing Email to Dept. Bus. Office                                                          5th working day of the Month

Run Monthly Account Management Reports
  Notice to Proceed
  Cash Deficit
  F&A Validation                                                                            5th working day of the Month
  Expiring & Expired Accounts
  Overdrafts
  Accounts Receivable/Aging

Identify Grants to be Billed, Complete Invoices, and Required Back-up                       10th-15th working day of the
Documentation                                                                                          Month


Run Monthly QTL Reports
  Budget vs Grant Value vs Total Awards
  Credit Balance by Grant
  Overdrafts                                                                                      15th of the Month
  Sponsor Class Budget < 0
  Travel Expenses - Grant Marked with Restrictions
  Voluntary Support Income (Industrial area only)


Review report of items in the Unclaimed Item Pending and Clearing                                       Monthly




                                                                        88b21f7b-61d6-4ea6-a85c-53dd8cd28a1e.xls--5/19/2012
                                     ACCOUNT MANAGEMENT-TASK CHECKLIST
              TASK                       EXPECTED ACTION                                              TOOLS                                         DUE
Review of incoming ACH/Wire           Claim wires and communicate with the
                                                                                  Incoming ACH & Wire Payments                                  Daily by noon
Transfers                             cash area.

Review of Receivables Edge            Identify and claim checks.                  Receivables Edge Website                                      Daily by noon
                                                                                  SAP T-Code - FMEDDW - Drilldown for Budget Entry
                                                                                  Documents
Review of Cost Share Budgets          Run FMEDDW                                                                                                  As needed
                                                                                  S:\bs\common\users\SPS\ACCTMGT\OnePurdue\B@P
                                                                                  documentation\Cost Sharing\FMEDDW.docx
                                      Identify Grants that have expired in the SAP T-Code: S_ALN_01000079 - Master Data Index for
Review of Expired Accounts            previous month and change the status to Grant                                 Note: Use                  1st of the Month
                                      expired.                                 Layout - /GRNTBYDATE

                                      Identify reports due for the current
                                                                               Reports: Portal> Financial Systems>Reports > GM -
                                      month and send email to generic business
Reports Due and Overdue                                                        Grants Management > Reporting Requirements (Detail)             1st of the Month
                                      office address, emphasizing report due
                                                                               by Clerk
                                      date and if funds are at risk.

                                                                                  S:\bs\common\users\SPS\ACCTMGT\OnePurdue\B@P
                                      Identify Grants to be closed in current     documentation\Project Close\Closing Email Temp              5th working day of
Closing Email to Dept. Bus. Office
                                      month utilizing the closing checklist.                                                                      the Month

                                                                                  Reports: Portal> Financial Systems>Reports > GM -
                                                                                  Grants Management > Account Management >Grants on
                                      Review end date and compare expenses
                                                                                  NTP
                                      to NTP budget and take appropriate
                                                                                                                                              5th working day of
Notice to Proceed Report              action. Follow up with sponsor for any
                                                                                                                                                  the Month
                                      University backed NTP which may
                                      require a change.


                                                                                  Reports: Portal> Financial Systems>Reports > GM -
                                                                                  Grants Management > Account Management >Cash
                                      Review report to assure billing rule is                                                                 5th working day of
Cash Deficit Report                                                               Deficits
                                      accurate and verify invoices are current.                                                                   the Month




                                                                                                            88b21f7b-61d6-4ea6-a85c-53dd8cd28a1e.xls--5/19/2012
             TASK                EXPECTED ACTION                                           TOOLS                                         DUE
                              Review report to assure rate, base, and   Reports: Portal> Financial Systems>Reports > GM -
                              budget entered appropriately. All non- Grants Management > Account Management > F&A
                              standard University rates should be       Validation                                                 5th working day of
F&A Validation Report
                              reviewed for appropriateness. Verify the                                                                 the Month
                              off-campus flag is checked when using
                              the off-campus rate.
                                                                        Reports: Portal> Financial Systems > Reports > GM -
                                                                        Grants Management > Account Management >
                                                                        Expired/Expiring Accounts with any Balance by
                                                                        Department
                              Generate list of Expired accounts using
                              the Master Data Index and compare to      S_ALN_01000079 - Master Data Index for Grant Note:         5th working day of
Expiring & Expired Accounts   the expired/expiring report to prioritize Use Layout - /GRNTBYDATEExample
                                                                                                                                       the Month
                              accounts for closing and final financial S:\bs\common\users\SPS\ACCTMGT\Acct Mgmt
                              submission.                               Subcommittee\SPS Process Guide\Expired Expiring
                                                                     Report.xls



                                                                       Reports: Portal>Financial Systems > Reports > GM -
                              Review and identify accounts that are
                                                                       Grants Management > Account Management >
                              overdrafted. Discuss options with
                                                                       Overdrafts
                              Business Office such as Notice to                                                                    5th working day of
Overdrafts
                              Proceed, Continuation Notice to Proceed,                                                                 the Month
                              or rebudgets between Sponsored
                              Programs.

                                                                        Reports: Portal> Financial Systems>Reports > GM -
                                                                        Grants Management > Account Management >AR Aging -
                              Review outstanding invoices and take
                                                                        Days Overdue Analysis                              5th working day of
Accounts Receivable/Aging     action as necessary (ex. Contact sponsor,
                                                                                                                               the Month
                              cancel invoice)




                                                                                                 88b21f7b-61d6-4ea6-a85c-53dd8cd28a1e.xls--5/19/2012
              TASK                   EXPECTED ACTION                                                 TOOLS                                     DUE
                                                                           S_ALN_01000079 - Master Data Index for Grant Note:
                                  1) Create report to identify grants
Identify Grants to be Billed,                                              Use Layout - /BILLINGS
                                  requiring an invoice.                                                                                  10th-15th working
Complete Invoices, and Required
                                  2) Generate invoice and complete                                                                        day of the Month
Back-up Documentation
                                  necessary back-up documentation.

                                                                          Reports: Portal> Financial Systems>Reports > GM -
                                  Review and identify discrepancies
                                                                          Grants Management > QTL >Budget vs Grant Value vs
Budget vs Grant Value vs Total    between total budget, grant value, and
                                                                          Total Awards                                                   15th of the Month
Awards                            total award amounts. Determine cause of
                                  discrepancy and correct as appropriate.

                                  Generate a list of sponsor overpayments Reports: Portal> Financial Systems>Reports > GM -
Credit Balance by Grant                                                                                                                  15th of the Month
                                  and correct as appropriate.             Grants Management > QTL >Credit Balance by Grant

                                  Identify and correct negative sponsor    Reports: Portal> Financial Systems>Reports > GM -
Sponsor Class Budget < $0                                                                                                                15th of the Month
                                  class budgets.                           Grants Management > QTL >Sponsor Class Budget < $0

                                  Review travel expenses to determine if   Reports: Portal> Financial Systems>Reports > GM -
Travel Expenses - Grant Marked
                                  charges are appropriate per sponsor      Grants Management > QTL >Travel Expenses - Grant              15th of the Month
with Restrictions
                                  guidelines.                              Marked with Restrictions

                                  Identify accounts where budget does not Reports: Portal> Financial Systems>Reports > GM -
Voluntary Support                                                                                                                        15th of the Month
                                  equal income.                           Grants Management > QTL > Voluntary Support Income


                                  Identify accounts that need annual
Memo Match                                                                 Instructions for Report                                            Monthly
                                  reminder or closing notification sent.


Review report of items in the     Identify any unclaimed wires and         S:\bs\limited\Trea\Bank Reports\Unclaimed Incoming
                                                                                                                                              Monthly
Unclaimed Incoming Payments       communicate with cash area.              Payments

                                  Review holding accounts for deposits
                                                                           S:\bs\common\users\SPS\ACCTMGT\MGMTAREA\CON
Review Pending & Clearing         awaiting account determination or                                                                           Monthly
                                                                           RECAD\Pending Clearing.xls
                                  establishment




                                                                                                       88b21f7b-61d6-4ea6-a85c-53dd8cd28a1e.xls--5/19/2012
            TASK              EXPECTED ACTION                                     TOOLS                                         DUE
MBEWBE (Minority Business   Run report for grants that the sponsor
                                                                   SAP T-Code - ZFIR_GM_MBEWBE - Minority/Women
Enterprise/Women Business   requests MBEWBE expenses to be                                                                  Quartely or as
                                                                   Business Enterprise Report
Enterprise)                 tracked.                                                                                          Needed




                                                                                        88b21f7b-61d6-4ea6-a85c-53dd8cd28a1e.xls--5/19/2012
                           MISCELLANEOUS -TASK CHECKLIST                                                      REVISED 09/11/08
            TASK                                       Expected Action                                                    TOOLS                                    DUE
                                    Generate report using Master Data Index to identify grants       S_ALN_01000079 - Master Data Index for Grant
Multiple IDC Bases                  with multiple IDC bases. Review expenses on each grant for       Note: Use Layout - /IDC                                      Quarterly
                                    any necessary F&A adjustments.
                                    Annually, review roles assigned to positions and individuals
Roles Review-Review roles
                                    within your assigned organizational units. Ensure that only
assigned to positions/individuals                                                                                                                                  Annual
                                    the appropriate roles are assigned and that no unneeded roles
within your organizational unit.
                                    are assigned.
                                                                                                                                                               When award or
SPS New Account Setup Check         Use as a guide to establish a new account, or additional
                                                                                                     Checklist for Grant Approval                               notification is
list                                funding, or extension/changes in project period
                                                                                                                                                                   received
                                                                                                                                                               When
Fund Classification Guide           Use as a decision guide for classification of funds              Fund Guide
                                                                                                                                                               establishing
Guidelines for Classification of                                                                                                                               When
                                    Use as a decision guide for classification of gift funds         Guidelines for Classification of Gift Funds
Gift Funds                                                                                                                                                     establishing
                                    Resource for Department Business Office when determining
Questionable G/L Account List
                                    allowability and allocability issues.                            Under Construction                                        As Needed
Federal Cash Transaction            Generate report identifying each Federal Letter of Credit that                                                             Quarterly or as
Report                              requires a Federal Cash Transaction Report.                      T-Code: zfctr - Federal Cash Transaction Report           Needed
                                                                                                                                                               When closing
SPS Closing Check List              Use as a guide to prepare in closing an account.                 Closing Checklist
                                                                                                                                                               a project
SPS Tip Sheet for Account           Tip Sheet contains definitions and expectations which may be
                                                                                                 Tip Sheet for Account Management Reports                      As Needed
Management Reports                  useful to staff when reviewing reports.




                                                                                                                     88b21f7b-61d6-4ea6-a85c-53dd8cd28a1e.xls--5/19/2012
88b21f7b-61d6-4ea6-a85c-53dd8cd28a1e.xls--5/19/2012

				
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