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Expenditure and Revenue Detail Reports

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					Expenditure and Revenue Detail Reports
Frequently Asked Questions Updated –March 12, 2008

General FAQs
Q1: How do I read my Expenditure or Revenue Detail Reports? Q2: How do I know where the transaction came from on my report? Q3: What if something is wrong with my report? Q4: How do I research a transaction? Q5: What do I do if I was expecting to receive the FIN_EXP_285_Mo_Detail_Statement report and it didn’t arrive? Q6: What if I want to change my current printing choice for the FIN_EXP_285_Mo_Detail_Statement? Q7: What if the Task Manager or Award Manager is incorrect? Q8: What if there is other set up information that is incorrect (e.g. principal owner, start or stop date) Q9: Is there a printed report that combines revenues and expenses? Q10: The indirect costs (or infrastructure charges) on my expenditure statement aren't calculated properly. How do I get this corrected? Q11: I deposited a check at the Cashier's Office last month, but I don't see it show up on my statement this month. Why not? Q12: How do I read commitments on my financial reports?

Salary Related FAQs
Q1: The vacation accrual is very confusing. Please explain. Q2: I noticed an error in salary charges. How do I correct it? Q3: What is included in the “Prepaid Other Compensation” category?

Non-Salary FAQs
Q1: I expected to see a payment to a vendor, but I don’t see it on my Expenditure Report. Q2: What if I see a payment to a vendor but I don’t recognize it? 1 03/12/2008

Expenditure and Revenue Detail Reports
Frequently Asked Questions Updated –March 12, 2008

General FAQs
Q1: How do I read my Expenditure or Revenue Detail Reports? A: We have provided the following information to help you understand the Expenditure and Revenue Detail Reports: Overview of the Reports “How to Read” Sample Reports Supporting Materials This information can be found at: http://ora.stanford.edu/expenditure/expenditure_revenue_rpt.asp A consolidated list of Issues/Updates can be found at: http://ora.stanford.edu/expenditure/supporting_files/issues_cum.xls

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Q2: How do I know where a transaction on my report came from? A: A Reference Code Table is located at: http://ora.stanford.edu/supporting_files/RefCodeTable.xls Identify the Source (left most column) on the Report and find the same Source on the Table. The Table explains what is in related columns on the Report and provides a contact if further information is needed. If the Source you are interested in is not included, please send a HELPSU ticket.

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Frequently Asked Questions Updated –March 12, 2008 Q3: What if something is wrong with my report? A: Known issues for the reports or the data they include are listed in the excel spreadsheet titled “Cumulative Issues and Resolutions”. Check this document first. It can be found at: http://ora.stanford.edu/expenditure/supporting_files/issues_cum.xls If you still do not understand a transaction on your report, contact the originator of the transaction. Contact information for feeders is located in the reference table located at: http://ora.stanford.edu/supporting_files/RefCodeTable.xls If you need further assistance, please submit a HELPSU ticket, and be sure to include the PTA and an explanation of the research you have done so far.

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Q4:

How do I research a transaction? A: A Reference Code Table can be found at: http://ora.stanford.edu/supporting_files/RefCodeTable.xls This Table provides additional information to help you can understand your transaction. Identify the Source (left most column) on the Report and find the same Source on the Table. The Table explains what is in related columns and provides a contact if further information is needed. The Table also shows you where additional information is located (such as Requisition Number, Invoice Number, or Journal number) so that you can perform additional research on your specific transaction. If the Source you are interested in is not included, please send a HELPSU ticket.

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Expenditure and Revenue Detail Reports
Frequently Asked Questions Updated –March 12, 2008

Q5: What do I do if I was expecting to receive the FIN_EXP_285_Mo_Detail_Statement report and it didn’t arrive? A: Check the FIN_REF_229_PTA_Listing report to make sure that you are listed as the Task Manager (for Expenditure Detail Reports). Only the Task Managers will receive the reports. You should also check with your school/admin unit Budget Officer to be certain that a request has been made for the report to be printed centrally and delivered to the Task Manager, as printing of the Monthly Expenditure Statement is optional. Alternatively, you may have authority to print the report yourself from ReportMart3.

The following Revenue and Expenditure detail reports can be printed on-line via Reportmart 3, by those persons authorized to do so:  For Expenditure Detail: FIN_EXP_285_Mo_Detail_Statement For Revenue Detail: FIN_REV_283_Mo_By_Mo_Revenue



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Frequently Asked Questions Updated –March 12, 2008 Q6: What if I want to change my current printing choice for the FIN_EXP_285_Mo_Detail_Statement? A. Departments have the option of having statements printed centrally and mailed out to their department or opting out, which means you print your own statements locally via ReportMart3. Use the template at http://ora.stanford.edu/supporting_files/Print_Statements.xls to request to print/opt out. Use a separate form for sponsored and non sponsored awards. Email completed templates as follows:  Sponsored: to Linda Erwin (lerwin@stanford.edu) in OSR  Non-sponsored: to Jean DeMartini (jeand@stanford.edu) in Fund Accounting. OSR or Fund Accounting will enter the “print yes/no” on the task in Oracle and this will trigger printing or stop the printing process.

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Q7: What if the Task Manager or Award Manager is incorrect? A: The process for updating Task Manager, Award Manager and other attributes can be found at http://financialgateway.stanford.edu/staff/acctstructure/quick_steps/request_ changes.html

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Q8: What if there is other set up information that is incorrect (e.g. principal owner, start or stop date) A: The process for updating all attributes is located at: http://financialgateway.stanford.edu/staff/acctstructure/quick_steps/request_ changes.html

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Expenditure and Revenue Detail Reports
Frequently Asked Questions Updated –March 12, 2008 Q9: Is there a report that combines revenues and expenses? A: The following online reports combine monthly Revenue and Expenditure information. FIN_OP_101_Operating_Detail_FTD This report can be used for all award types but is set to report by fiscal year. It contains detailed revenues and expenditures (salary and non-salary) transactions for the last month selected in the reporting period, as well as annual revenue/expense controls (budget), fiscal year to date actuals and variances. This report also provides the budget change lines when there is a budget change on the revenue code/expenditure type for the current month. FIN_OP_102_Oper_Award_and_GL_Sum This report can be used for all award types but is set to report by fiscal year. This report provides a summary of the data in an operating statement format (with Revenue, Fund Transfer, Capital Transfer, Expenses, Gain/Loss, Prior Year balance, and Cumulative Gain/Loss sections). This report provides summaries by Award, and by Award-Category. It also provides GL Summary by Award with Project Summary, Prior Year Balance, Revenue and Expenses sections listed by Project. FIN_OP_284_Mo_By_Mo This report provides monthly and yearly operating statement summary information by award and object code, sectioned by Revenue, Fund Transfers, Expenditures, Gain/Loss, and Capital Transfers. The yearly information also provides summary information on other Assets and Liabilities codes.

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Q10: The indirect costs (or infrastructure charges) on my expenditure statement aren't calculated properly. How do I get this corrected? A: There are some expenditure types which do not incur indirect cost burdening (e.g., capital equipment and prepaid tuition). First, confirm from the burden mapping spreadsheet located at 6 03/12/2008

Expenditure and Revenue Detail Reports
Frequently Asked Questions Updated –March 12, 2008 https://orasecurestanford.stanford.edu/supporting_files/burdenmap.xls whether any of your specific expenditures are exempt from indirect cost calculations. If so, recalculate your total "burdenable" costs (excluding those which are exempt from indirect costs), and then multiply that revised total by the appropriate indirect cost rate. If you are still unable to reconcile the indirect cost amount, please submit a HelpSU ticket to the Oracle Exp/Rev Reports group.

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Frequently Asked Questions Updated –March 12, 2008

Q11: I deposited a check at the Cashier's Office last month, but I don't see it show up on my statement this month. Why not? A: The way in which you will see deposits appear on your statements varies according to the type of payment (i.e., credit to expense, income, gift revenue, sponsored research revenue, etc.). Please review the Cash & Check Receipt Guidelines document located at http://fingate.stanford.edu/docs/cash_check_receipts_guidelines.pdf and make sure you have processed your payment correctly. If so, and you still have questions about where and how your payment will appear, please submit a HelpSU ticket to the Oracle Exp/Rev Reports group.

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Q12: What are “commitments”, and how do I read them on my financial reports? A: Commitments are expected costs associated with future transactions. The main types of commitment data included on Oracle Financials reports are salary, student aid, and purchasing commitments. Detailed information is located at http://financialgateway.stanford.edu/staff/fundsmgmt/commit_data_oracle.html. Additionally, information on Forecasting Future Expenditures and Available Balances is located at http://financialgateway.stanford.edu/staff/fundsmgmt/forcast_exp_funbal.html.

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Expenditure and Revenue Detail Reports
Frequently Asked Questions Updated –March 12, 2008

Salary Related FAQs
Q1: The vacation accrual is very confusing. Please explain. A: As of September 1, 2003, Stanford began accruing a charge each month to reflect the vacation that is earned by most staff members. This allows us to build up a fund to pay that vacation when the person takes vacation or leaves the University. This charge will show up in the Expenditure Reports in the "Vacation Accrual" expenditure types. When the individual actually takes vacation, his/her salary will be charged to the regular salary expenditure type, with an offsetting credit posted to the "Vacation Used" expenditure type, resulting in no net charge to the account. This method makes it easier to review and reconcile salary and to see the effect of the vacation policy. If a person earns and uses the same amount of vacation in a year, there is no budget effect. However, most people will have a budget variance because they will earn and use a different amount each year. This process charges the correct amount to the PTA on which the vacation was earned. See the Dean of Research's Vacation Resource page at http://www.stanford.edu/dept/DoR/Resources/vac.html for more information.

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Q2: I noticed an error in salary charges. How do I correct it? A: In cases where payroll earnings have posted to an incorrect PTA or to an Organization Suspense Account, a correcting entry must be made to move the payroll charges to an appropriate PTA. These correcting entries are known as Labor Distribution Adjustments. Oracle Labor Distribution Adjustments were implemented at Stanford University on April 4, 2005. Labor Distribution Adjustments must be used to correct payroll transactions which posted in the 15-APR-2005 pay period and later. To make corrections to earnings which posted with the 31-MAR-2005 payroll and earlier, the iJournals application must be used. Payroll earnings which posted from 15-SEP-2003 through 31-MAR-2005 should be corrected with a Salary Journal. Payroll earnings which posted prior to the implementation of Oracle should be

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Expenditure and Revenue Detail Reports
Frequently Asked Questions Updated –March 12, 2008 corrected with an Historical Journal - this includes earnings from 31-AUG-2003 and earlier. The system will enforce these dates. Labor Distribution Adjustments cannot be created for payroll earnings which posted prior to 15-APR-2005, and iJournals cannot be created for payroll earnings which posted after 31-MAR-2005. It is important to note that these date ranges apply to when the earnings were posted, not when the correction is being made. For more information, please see http://www.stanford.edu/services/oracle/labordist/adjustments.html Q3: What is included in the “Prepaid Other Compensation” category? A: Prepaid Other Compensation includes Tuition Allowance (TAL) payments in the month received by students and post doctorial personnel. TAL charges appear in the Salary (Confidential) reports and are reclassified from prepaid to Tuition Allowance Expense in the last month of the term. Billings to sponsors are based on Tuition Allowance Expense (not the amount in the Prepaid Other Compensation). In FY04 & FY05, TAL payments appeared in the Prepaid Other Compensation category in the Salary section of Expenditure Reports (still true) and as a prepaid item in the Investment section of the Fund reports. Expenditures on Expenditure Statements did not equal expenses on Fund reports until the last month of the quarter when charges were reclassified to Tuition Allowance Expense and were reflected as expenses on the Fund reports. Beginning in FY06, Prepaid Tuition Allowance (TAL) payments are recorded as expenses on Fund reports at the beginning of the term. For a more complete explanation see: https://docushare.stanford.edu/Get/File-35626/Tuition_Allowance.doc

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Expenditure and Revenue Detail Reports
Frequently Asked Questions Updated –March 12, 2008

Non-Salary FAQs
Q1: I expected to see a payment to a vendor, but I don’t see it on my Expenditure Report. A: There are a few steps you should take to help you understand what happened: 1. Run the FIN_PO_207_AP_Requisition_Detail Report to see when the invoice was actually processed (it may be the following month). 2. Check the Issues and Resolutions document to determine if this is a known issue and is being worked. If it is, look for the entry in a future report.

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Q2: What if I see a payment to a vendor but I don’t recognize it? A: Check the FIN_PO_201_AP_Invoice_Detail Report or the online Web Inquiry tool. If you still do not recognize the transaction, request a copy of the invoice from Customer Outreach by sending an email to Disbursementshelp@stanford.edu with the related information that appears on the Expenditure Detail Report (PTA, Source Code, Acct Ref, Dept Ref, amount, vendor listed in the Description column).

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