Checklist for Closing a Business

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					      Business Management Task Checklist Summary Page
                   Revised February 2010
                                     Account Management Checklist
TASK                                                                                            SUGGESTED DUE
Base Budget Tracking-reconcile school budget sheets to Base Budget Tracking report.                  15th of the Month

Cash Deficits-review accounts to determine if expenditures exceed cash available                     15th of the Month

Cost Accounting Standards/Questionable Transactions-assess the allocability of costs
to SP funds and other activities as either direct or indirect costs
                                                                                                     15th of the Month
Under Construction
CAS Guidelines-Cost Accounting Standards
Expiring Accounts in 120 Days-resolve outstanding transactions on accounts whose
project periods are ending in 120 days                                                               20th of the Month

Expired Accounts with Balances-review accounts whose project periods have ended and
still have a balance                                                                                 20th of the Month


GM Reporting Requirements--review report. Be aware of financial report requirements
                                                                                                     20th of the Month
to make sure accounts are ready for reporting.

Overdrafts-review accounts where expenditures exceed budget available
                                                                                                     20th of the Month

Notice To Proceed-review Grants on NTP report on a monthly basis                                     15th of the Month

Account Management-review account establishment, transactions, document control, cash
and close-out management                                                                             15th of the Month
Account Management Guidelines
PMU PRF clearing account-review your school/department 1101xxxx fund to ensure that
                                                                                                     15th of the Month
the account is being credited.

Income Producing Accounts-analyze revenue generating accounts for discrepancies                           Quarterly

Recharge Center Review-review recharge receipts, out-of-tolerance balances and rate
                                                                                                         March 1st
requests
Non-Budgeted Fund & Income Producing Fund Report-report beginning balance,
                                                                                                     15th of the Month
income, expenses, encumbrances and ending balances for all non-budgeted accounts

Intramural Upload-charge copies, transparencies, and other billings to the correct
                                                                                                 Monthly according to
account.
                                                                                             Accounting Deadlines calendar
Non Payroll Transactions B@P
                                                                                                By last working day of the
PSCD Billings-prepare billing statements
                                                                                                         month.
Cash Operations-Daily receipt cash and prepare CRV for deposit and monthly
                                                                                                            Daily
reconciliation of CRV's, CCC's and OBC's.

Gift & Loan-deposit and record gifts and loans                                                              Daily



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Pending & Clearing Accounts-review holding accounts for deposits awaiting account
                                                                                                  20th of the Month
determination or establishment
                                                                                              Areas who receive wire--
Review of incoming ACH/Wire Transfers-Review report of items in the Unclaimed Item
                                                                                                      Weekly
Pending and Clearing.
                                                                                               All others--Quarterly
Review of Parked Documents-review park documents                                                     Monthly

                                          Purchasing Checklist
TASK                                                                                                    DUE
Procurement Card Reconciliation-charge correct accounts for purchases made using
                                                                                             Follow ECCO instructions
credit cards
PRF P-Card-review monthly web statement. Look at reconciled documents and back
                                                                                          Monthly after 16th, before 15th
documentation

Review Excel file on SharePoint site. Multiple tabs pulling together all purchasing
reports are included. Pay close attention to items on expiring grants.
-Outstanding PO's
                                                                                                        Weekly
-Blocked Invoice Report
-GRIR
-Vendor Invoice

                                      Electronic Device Checklist
TASK                                                                                                    DUE
Quarterly Telephone MERS Exception Listing-ensure that only University calls are
                                                                                                       Quarterly
being made

Monthly Telephone Reports-ensure that phone usage falls within budgets                                 Monthly

Annual Phone Bill Review-check preview version of phone bill and have unnecessary
                                                                                                      June 30th
services canceled
Allowance for electronic devices-review business need and assure an economical
                                                                                                      By June 30
approach is demonstrated.
                                    Departmental Report Checklist
TASK                                                                                                    DUE
Generate Account Balance Listing-generate report to review account balances.                           Monthly

General Fund Projections-record and project S&W and S&E expenditures compare to
                                                                                                  15th of the Month
budget

Departmental S&E Reports-report S&E expenditures by department                                    15th of the Month

Salary Projection Program-record and project S&W expenditures to be included in
                                                                                                  15th of the Month
account projections
Departmental RIO & SIO Reports-report S&E expenditures by RIO/SIO and by
                                                                                                  15th of the Month
department
PRF Income and Expense Summaries and Departmental Reports-record income and
expenditures and identify potential keying errors or the depositing of funds into                      Monthly
inappropriate accounts

                                              Payroll Checklist

                                                                    567fd3be-d7b4-498b-8c9a-ed781164e927.xls--11/15/2010
TASK                                                                                 DUE
                                                                     See Monthly Payroll Calendar for MO Time
                                                                                Entry due dates at:
Vacation Report-track monthly personal leave                         http://www.purdue.edu/payroll/xls/Monthly
                                                                               _Payroll_Calendar.xls




                                               567fd3be-d7b4-498b-8c9a-ed781164e927.xls--11/15/2010
                                                                                              See Monthly Payroll Calendar for MO Time
                                                                                                         Entry due dates at:
Leave Report-Review listing of employees that are on leave.                                   http://www.purdue.edu/payroll/xls/Monthly
                                                                                                        _Payroll_Calendar.xls
                                                                                                 Fall Semester Jan. - Feb.;
Personnel Activity Reports (PAR)-report proper payroll distribution                             Spring Semester May-June;
                                                                                                Summer Semester Sept.-Oct.
                                                                                              See Monthly Payroll Calendar for MO Time
                                                                                                         Entry due dates at:
Payroll Hr default fund (91010000)-report proper payroll distribution                         http://www.purdue.edu/payroll/xls/Monthly
                                                                                                        _Payroll_Calendar.xls
                                                                                              See Monthly Payroll Calendar for MO Time
Personnel Actions - Review your organization unit's listing of employees that have had an                Entry due dates at:
action processed.                                                                             http://www.purdue.edu/payroll/xls/Monthly
                                                                                                        _Payroll_Calendar.xls
                                                                                              See Monthly Payroll Calendar for MO Time
Inactive Employees-Review a listing of employees that are in an inactive status (and thus                Entry due dates at:
WON'T be paid.)                                                                               http://www.purdue.edu/payroll/xls/Monthly
                                                                                                        _Payroll_Calendar.xls
Active Employees-Review a listing of employees that are in active status and are eligible     Beginning of each semester, before budget,
to be paid.                                                                                           before budget retraction.
                                                                                              See Monthly Payroll Calendar for MO Time
Recurring Payments-Review a listing of employees that will receive special recurring                     Entry due dates at:
payments (Fellowships, Distinguished Professor payments, etc.)                                http://www.purdue.edu/payroll/xls/Monthly
                                                                                                        _Payroll_Calendar.xls
                                                                                              See Monthly Payroll Calendar for MO Time
Additional Payments-Review summer session and other one time or special payment                          Entry due dates at:
amounts.                                                                                      http://www.purdue.edu/payroll/xls/Monthly
                                                                                                        _Payroll_Calendar.xls
Grad Student Audit Reports-review Grad Student Audit Reports
Under Construction
Validate Budget Retraction
                                                                                                            Annually
Processing of Budget Forward
                                           Miscellaneous Checklist
TASK                                                                                                          DUE
Business Services' Projects-review active projects                                                          Quarterly

Annual Reminders-inform departmental employees of forms needing renewal                                      June 1st

Report Maintenance Table-add any new reports needed or delete any reports that are no
                                                                                                       As needed/June 1
longer needed. Annually, review all reports being produced and add/delete as needed.

Roles Review-Review roles assigned to positions/individuals within your organizational
                                                                                                            Annually
unit. Under Construction




                                                                        567fd3be-d7b4-498b-8c9a-ed781164e927.xls--11/15/2010
                      ACCOUNT MANAGEMENT-TASK CHECKLIST                                                       Revised February 2010
            TASK                             EXPECTED ACTION                                                           TOOLS                                        DUE
    Base Budget Tracking-        Compare processed FMBB's, college/area's base budget         Reports: Portal>Financial Systems>Reports Tab>Funds
                                                                                                                                                                  15th of the
 reconcile school budget sheets    data sheet and Base Budget Tracking report. Process        Management>Base Budget Tracking; college template
                                                                                                                                                                    Month
    to Base Budget Tracking       FMBB, four working days before month end to correct         Budget Transfer FMBB B@P
             report.               errors a resolve discrepancies with Budget exceed
                                Generate orlist of accounts where expenditures & Fiscal
                                cash available. Accounts on Letter of Credit or Advance
Cash Deficits-review accounts                                                                 Reports: SPS Accounts Only -Portal> Financial
                                Payment Program should have positive balances.                                                                                    15th of the
to determine if expenditures                                                                  Systems>Reports > GM - Grants Management > Account
                                Communicate any significant changes in expenditures to                                                                              Month
exceed cash available                                                                         Management >Cash Deficits & Cash Deficits-Summary
                                ensure a positive balance. Resolve discrepancies with
                                SPS.
Cost Accounting
Standards/Questionable
Transactions-assess the
                                  Review Questionable Object Code Listing. Validate
allocability of
                                  charges to ensure allowability/allocability. Document any                                                                       15th of the
costs to SP funds and other
                                  unlike circumstances. Resolve discrepancies with PI.             UNDER CONSTRUCTION                                               Month
activities as either direct or
                                  Notify SPS if necessary.
indirect costs



   Expiring Accounts in 120     Run a report to determine accounts expiring in 120 days Reports: Portal> Financial Systems > Reports > GM - Grants
   Days-resolve outstanding     or less. Use Account Management Checklist to initiate Management > Account Management > Expired/Expiring
                                                                                                                                                                  20th of the
transactions on accounts whose closing process. Be sure to check all Purchasing Reports Accounts with any Balance by Department
                                                                                                                                                                    Month
  project periods are ending in  listed on the checklist before closing. Talk with PI to
            120 days                           discuss issues on checklist.
                                                                                              Department Closing Checklist
                                   Generate a list of expired accounts with balances. Clear
                                                                                              Reports: Portal> Financial Systems > Reports > GM - Grants
                                    overdrafts and post termination charges or determine
    Expired Accounts with                                                                     Management > Account Management > Expired/Expiring
                                    appropriate action. Be sure to check all Purchasing
   Balances-review accounts                                                                   Accounts with any Balance by Department                             20th of the
                                   Reports listed on the checklist before closing. Contact
  whose project periods have                                                                                                                                        Month
                                    SPS before preparing paperwork. Complete closing
 ended and still have a balance
                                      process on SP projects no later than 60 days after      Account Management Guidelines for SPS Funds
                                                           expiration.                        Department Closing Checklist

GM Reporting Requirements-
                                                                                          Reports: Portal> Financial Systems > Reports > GM - Grants
-review report. Be aware of      Run report and review for financial and technical report
                                                                                          Management > Reporting Requirements (Detail) by Responsible 20th of the
financial report requirements to requirements. Make sure accounts are ready for financial
                                                                                          Fund Center                                                   Month
make sure accounts are ready reporting.
for reporting.
                                                                                                                   567fd3be-d7b4-498b-8c9a-ed781164e927.xls--11/15/2010
                   ACCOUNT MANAGEMENT-TASK CHECKLIST                                                        Revised February 2010
           TASK                            EXPECTED ACTION                                                          TOOLS                                        DUE
                                  Generate a list of accounts whose expenditures exceed     Reports: For GM Accounts--Portal>Financial Systems >
                                    budget available. Determine why overdraft exists.       Reports > GM - Grants Management > Account Management >
 Overdrafts-review accounts        Process overdraft corrections (CD-01, FV50) by five      Overdrafts                                              20th of the
 where expenditures exceed      working days before month end or determine appropriate                                                                Month
      budget available
                                                       action needed.                       For non GM accounts: zsmur_acct_balance
                                For non-gm accounts, use account balance list and review    Account Management Guidelines for SPS Funds
                                  management on cash report to ensure expenses do not
                                 Review Grantsand NTP balances for negative balances.
                                                                                            Reports: Portal>Financial Systems > Reports > GM - Grants
  Notice To Proceed-review                        exceed NTP budget.
                                                                                            Management > Account Management >Grants on NTP                     15th of the
  Grants on NTP report on a
                                                                                                                                                                 Month
        monthly basis
                                                                                            Account Establishment

                                 Introduce GM AIMS and Project Financial Reports to
                                                          PIs.                           Reports: GM Aims
Account Management-review
                                Run appropriate queries to anticipate, find, and correct Project Financial Report (z_fssr_projfin ), Monthly Transaction
    account establishment,                                                                                                                               15th of the
                                problems. Evaluate the department's progress and their Listing (zfi_fssr_mnthly_trns ), Budget Changes Listing
transactions, document control,                                                                                                                            Month
                                  compliance with the account management guidelines. (z_fssr_monthlybud )
cash and close-out management
                                Provide timely and accurate financial information to the
                                                PI & department head.
                                                                                            Account Management Guidelines for SPS Funds
                                Review your school/department 1101xxxx fund to make         Reports: All Postings (fmrp_rffmep1ax ), SMUR Balance
PMU PRF Clearing Account-
                                  sure this account is being credited for requested PRF     Sheet Report (zfi_smur_balsheet )                                  15th of the
review school/dept.1101XXXX
                                  checks. New funds were created in Spring 07 at the        Business Manager Training                                            Month
            funds.
                                request of each area so that departments could have their   PMU Billing Training
                                                   own fund if desired.                     Reports: SMUR reports t-codes -
                                                                                            zsmur_income_stmt Note: Grand total balance does not
                           Generate reports for income producing accounts. Verify
Income Producing Accounts-                                                                  include Revenue
                           income recharges and approved rates. Evaluate any
analyze revenue generating                                                                  zfi_smur_oper_stmt Note: does not include commitments               Quarterly
                           variances in balances. Discuss discrepancies with clerks
accounts for discrepancies                                                                  zsmur_monthly_trans
                           and department heads.
                                                                                            z_smur_balsheet
                                                                                            GR55 (Report Group ZRAR)
                                                                                          Reports: SMUR reports t-codes - zfi_smur_oper_stmt,
  Recharge Center Review-         Review recharge centers that are out-of-tolerance as of zsmur_monthly_trans, zsmur_income_stmt, zfi_smur_balsheet,
review recharge receipts, out-of-   fiscal year-end. Review results of operating under    and zsmur_bud_changes
                                                                                                                                                                March 1st
  tolerance balances and rate     approved rates and update rate requests with Costing as
           requests                                      needed.
                                                                                            Recharge Center Procedures Manual
                                                                                                                567fd3be-d7b4-498b-8c9a-ed781164e927.xls--11/15/2010
                    ACCOUNT MANAGEMENT-TASK CHECKLIST                                                        Revised February 2010
           TASK                             EXPECTED ACTION                                                           TOOLS                                        DUE
Non-Budgeted Fund &
Income Producing Fund
                                                                                             Reports: SMUR reports t-codes -
Report-report beginning           Generate non-budgeted fund and income producing fund
                                                                                             zfi_smur_oper_stmt                                                  15th of the
balance, income, expenses,        report. Monitor income/expenditures and discuss with
                                                                                             zsmur_monthly_trans                                                   Month
commitments and ending            department.
                                                                                             zfi_smur_balsheet
balances for all non-budgeted
accounts
  Intramural Upload-charge          Calculate charges via Genbill or manually. If Genbill,   Genbill Instructions
  copies, transparencies, PMU        send upload file to cmdt-all@purdue.edu. If manual,     Intramural Upload B@P Process                                         Monthly
and other billings to the correct                         create FV50.                       Intramural Invoice Voucher B@P Process
                                                                                     T-code: FPP3 to inquire in the PSCD system, FKKORD1 for
                                                                                     data entry.
                                                                                     Reports: Z_PSCD_Reports
                                                                                     Aging Reports, Charges Entered Report, Payment Report,                        By last
                                                                                     Cancellation Report, Adjustment Report, Misc Report Data
PSCD Billings-prepare billing Enter charges to be billed in OnePurdue system. Review                                                                               working
                                                                                     (Must have CA800_000_PSCD_Display role)
        statements                A/R reports to ensure charges entered properly.                                                                                 day of the
                                                                                                                                                                   month.
                                                                                             Accounts Receivable B@P Processes
                                                                                             Create Charge For Business Partner via Direct Data Entry B@P
                                                                                             Process
                                                                                             PSCD Tips & Tricks

                                                                                             Reports: Document Journal fmrp_rffmep1ax ,
                                      Daily receipt cash and prepare CRV for deposit.        Variant=CRVTRANS Insert area fund center or fund center
                                                                                             group.
  Cash Operations-reconcile                                                                                                                                      Daily/Mon
                                  Monthly basis, assure compliance with Cash Handling
   CRV and receipts of cash                                                                                                                                         thly
                                  Guidelines by reconciling supporting documentation to
                                      verify that deposits reached correct accounts.
                                                                                             Cash and Banking B@P Processes
                                                                                             Overview of Cash Handling at Purdue
                                                                                           Reports: Document Journal fmrp_rffmep1ax,
                                                                                           Variant=CRVTRANS Insert area fund center or fund center
                                  Complete a form 44, route for signatures, attach support
                                                                                           group.
   Gift & Loan-deposit and        documentation and if a true gift, send to Dauch Alumni
                                                                                                                                                                    Daily
    record gifts and loans       Center, or if voluntary support, sent to HOVD Hall Room
                                 3 for courier. Follow up to make sure check is deposited.
                                                                                             Cash and Banking B@P Processes
                                                                                             Overview of Cash Handling at Purdue
                                                                                                                  567fd3be-d7b4-498b-8c9a-ed781164e927.xls--11/15/2010
                    ACCOUNT MANAGEMENT-TASK CHECKLIST                                                     Revised February 2010
           TASK                            EXPECTED ACTION                                                         TOOLS                                        DUE
Pending & Clearing Accounts- Review deposits to holding accounts. When department
review holding accounts for    is responsible, prepare FV50 by Accounting deadline to                                                                         20th of the
                                                                                        Reports: sent to Directors of Financial Affairs
deposits awaiting account      clear holding accounts within one month. Follow-up with                                                                          Month
determination or establishment responsible party to ensure clearance of other deposits.




                               Areas who receive incoming payments should review
                              report of Unclaimed Items on a daily or weekly basis.
                               Request access to secure shared drive by using form
                                located on Office of Treasury Operations web site:
                             http://www.purdue.edu/treasuryop/electronic_payments/                                                                            Areas who
                                                                                        Reports: Unclaimed Electronic Receipts OVER 90 Days Old
                               Welcome.html If documents can be claimed, prepare                                                                               receive
    Review of incoming
                                                        OBC.                                                                                                    wire--
ACH/Wire Transfers-Review
                              Receipts that have not been claimed within 90 days of                                                                            Weekly
 reports of Unclaimed Items
                             deposit will be moved to a pending and clearing account                                                                          All others--
                              and will require justification to remove. A file named                                                                          Quarterly
                              "Unclaimed Electronic Receipts OVER 90 Days Old"
                              contains these credits that have not been identified and
                             were posted to the university bank account over 90 days
                            ago. All Business Offices should check this list quarterly.
                                                                                         Unclaimed Electronic Receipts Over 90 Days Old
                                                                                         Request to Claim Electronic Funds Over 90 Days Old Form
                            Review parked documents by running FBV3. Check any
                            outstanding parked documents to make sure paper
Review of Parked Documents-
                            documents were sent to CMDT. Request any unnecessary Reports: FBV3                                                                  Monthly
review park documents
                            parked documents be deleted. Send e-mail to
                            cmdt@purdue.edu




                                                                                                               567fd3be-d7b4-498b-8c9a-ed781164e927.xls--11/15/2010
                            PURCHASING-TASK CHECKLIST                                       Revised February 2010
              TASK                                  EXPECTED ACTION                                                    TOOLS                             DUE
                                        Assign procurement card charges to correct account using Applications: PaymentNet                                Follow
Procurement Card Reconciliation-
                                         PaymentNet. Verify that all charges have appropriate                                                             ECCO
charge correct accounts for purchases
                                          backup documentation and are moved to the correct                                                             instructio
       made using credit cards
                                                               account.                                                                                     ns
                                                                                                      Purchasing Card Transactions B@P Process

                                         Review monthly P-Card web statement, validate that all
                                                                                                      Tools: Web statement & PRF statement               Monthly
                                         charges appearing on statement have appropriate backup
                                                                                                                                                        after 16th,
           PRF P-Card                    documentation and were approved. Ensure that charges
                                                                                                                                                          before
                                           posting on the web statement also posted to the PRF
                                                                                                                                                           15th
                                                                 account.
                                                                                                      PRF Procurement Card Best Practices


                                                                                                      Reports: Procure-to-Pay Reports SharePoint site
                                         Go to Sharepoint Site and open most recent Purchasing
Outstanding PO's/Commitments-           Reports file. Verify that purchase orders are complete and
 review accounts for outstanding        all commitments are relieved. Process Form 26 to remove Reports: All postings FMRP_RFFMEP1AX                     Weekly
          commitments                     remaining balances. Pay special attention to items on    with layout /COMMITMENTS OR
                                                      "Expired/Expiring" worksheets.               zfir_srm_open_po_sum
                                                                                                      Training: Procure-to-Pay Showcase
                                                                                                      Resources: SRM Instructions Manual (Sections
                                                                                                      11-15)
                                                                                                      Reports: Procure-to-Pay Reports SharePoint site
Blocked Invoices-Out of Tolerance         Go to Sharepoint Site and open most recent Purchasing
 —review reports and follow up on       Reports file. Identify blocked invoices. Follow process for   Reports: zfi_blocked_invoice                       Weekly
        outstanding issues.              releasing blocked invoices. Pay special attention to items   Training: Procure-to-Pay Showcase
                                                     on "Expired/Expiring" worksheets.                Resources: SRM Instructions Manual (Sections
                                                                                                      11-15)
                                           Go to Sharepoint Site and open most recent Purchasing
                                           Reports file. Purchasing/AP manages this report for the
                                           University, but this can be a good resource for business
                                                                                                    Reports: Procure-to-Pay Reports SharePoint site
                                                  offices. Pay special attention to items on
                                          "Expired/Expiring" worksheets. If items are in the GR/IR
                                             account, there could be an affect on your financial
                                                statements. Pay special attention to items on
 GRIR--review reports and follow up on
                                                        "Expired/Expiring" worksheets.              Reports: ZFI_GR_IR_CLEARING
         outstanding issues.                                                                         Training: Procure-to-Pay Showcase                  Weekly


                                                                                                      Reports: Procure-to-Pay Reports SharePoint site
                                           Go to sharepoint Site and open most recent Purchasing
                                          Reports file. Review report to see what invoices are still
Vendor Invoice--review report and follow   aging-or open- and not yet paid out to the vendor. Pay     Reports: ZFI_VENDOR_INVOICES
      up on outstanding issues.          special attention to items on "Expired/Expiring" worksheets. Training: Procure-to-Pay Showcase                 Weekly
                          ELECTRONIC DEVICE -TASK CHECKLIST                                                        NEW May 2008
            TASK                                  EXPECTED ACTION                                                      TOOLS                                     DUE
Quarterly Telephone MERS
                                   Review listing and distribute to responsible supervisors.        Reports: Quarterly Exception Reports sent to
Exception Listing-ensure that only                                                                                                                              Quarterly
                                   Assist in determining appropriate actions.                       Business Offices
University calls are being made

                                                                                                    Reports: PageCenter (public/pubfin) (monthly
Monthly Telephone Reports-
                                                                                                    telephone reports toll statement)
ensure that phone usage falls        Review listing. Take appropriate action to meet departmental
                                                                                                                                                                 Monthly
within budgets                       needs.
                                                                                                    Web interface available. E-mail
                                                                                                    ylesley@purdue.edu for access.
Annual Phone Bill Review-check                                                                      Applications: PageCenter (public/pubfin)
preview version of phone bill and Check each charge on Annual Charges Review version of
                                                                                                                                                                June 30th
have unnecessary services         phone bill and have unused or unwanted services cancelled.        Web interface available. E-mail
cancelled                                                                                           ylesley@purdue.edu for access.
                                                                                                    Reports: ZHR_ADDL_PMTS – Additional
                                                                                                    Payments List Query. Select the appropriate pay
Allowance for electronic devices-    The department head or designee should verify at least
                                                                                                    period, Org Unit and Wage Type = 1304 for the unit
review business need and assure an   annually the continued business need for these services for
                                                                                                    listing.                                                   By June 30
economical approach is               their employees and review the selected plan to assure an
                                                                                                    PA20 – Display HR Master Data. Infotype = 15
demonstrated.                        economical approach has been demonstrated for each user.
                                                                                                    and wage type = 1304
                                                                                                    ZHR_PAY_POSTINGS – Payroll Posting (De




                                                                                                                  567fd3be-d7b4-498b-8c9a-ed781164e927.xls--11/15/2010
                      DEPARTMENTAL REPORTS-TASK CHECKLIST                                                           Revised February 2010
              TASK                                   EXPECTED ACTION                                                              TOOLS                                       DUE
Generate Account Balance Listing- Generate Account Balance listing, either via report distribution or Reports: zsmur_acct_balance
                                                                                                                                                                             Monthly
 generate report to review account run t-code in R3. Review listing for over drafted funds or low OnePurdue Financial Reporting

                                                                                                        Reports: SMUR reports t-codes - zfi_smur_oper_stmt,
                                          Spot check transactions > $1,000. Record S&W and S&E          zsmur_monthly_trans, zsmur_income_stmt, and
 General Fund Projections-record      expenditures on department template. Project future expenditures. zsmur_bud_changes, t-code: zhr_pay_posting (payroll data),
                                                                                                                                                                   15th of the
    and project S&W and S&E            Record budget transfers. Ensure pending documents processed. zhr_cost_distrib
                                                                                                                                                                     Month
  expenditures compare to budget        Process correcting documents to correct errors found. Identify
                                         trends in expenditures. Reconcile cost sharing transactions.

                                                                                                       Salary Projections

                                                                                                                                                                            As needed
Departmental S&E Reports-report                                                                                                                                                with
                                Run departmental S&E reports. Analyze and forecast department
S&E expenditures by department                                                                         Reports: zfi_smur_oper_stmt                                           General
                                trends.
                                                                                                                                                                              Fund
                                                                                                                                                                            Projection

                                                                                                       Reports: t-code: zhr_cost_distrib
Salary Projection Program-record
                                   Update projection template on a regular basis to include changes in                                                                       15 of the
and project S&W expenditures to be
                                   certification cost distribution. Review monthly to ensure accuracy. Salary Projections                                                     Month
  included in account projections
                                                                                                       Salary Projetion Template-No Accruals
                                                                                                       Salary Projection Template-Accruals

                                                                                               Reports: RIO t-codes - zrio_bud_changes,
                                Process departmental SIO & RIO reports. Verify expenditures do zrio_monthly_trans, zrio_income_stmt, zfi_rio_oper_stmt .
Departmental SIO & RIO - report
                                 not exceed allocations. Identify missing or misassigned SIO & SIO's t-codes - KSB1, KB61 and S_alr_87013018                                15th of the
S&W and S&E expenditures by SIO
                                 RIO and make all necessary corrections. Analyze and forecast Cost Centers: Actual Line Items KSB1                                            Month
            & RIO
                                                      departmental trends.                     Comparing Real Internal Orders/Funded Programs to
                                                                                                       Statistical Internal Orders
                                                                                                       KOK5 Master Data List for Orders

PRF Income and Expense
Summaries and Departmental
                                                                                                       Applications: EXCEL
Reports-record income and             Receive e-mail with attachment. Reconcile income, expenses and
                                                                                                                                                                             Monthly
expenditures and identify potential   transfers from PRF report to internal documentation.
                                                                                                       Reports: department template
keying errors or the depositing of
funds into inappropriate accounts

                                                                                                                            567fd3be-d7b4-498b-8c9a-ed781164e927.xls--11/15/2010
                                PAYROLL-TASK CHECKLIST                                                 Revised February 2010
         TASK                                EXPECTED ACTION                                                             TOOLS                                     DUE
                                 Record all absence time for monthly employees from Form         Reports: t-codes PT_QTA10 to view quota balances,
                                33A & 33F. Monthly employee's sick time is recorded in the       PT50 to view individual employee's quotas.
                                 system and also recorded using a departmental spreadsheets      Time Entry - T-Code CAT2 with Data Entry Profile of
Vacation Report-track                                                                                                                                          Monthly Payroll
                                  for official tracking. The system is currently not set up to   TAMO.
monthly personal leave                                                                                                                                           Calendar
                                       track monthly sick leave balances appropriately.          Display Working Times zhrtm_display
                                  Periodically, at least once a year, review leave report with
                                                 monthly staff for completeness.                 Leave of Absence & Disability Information


                                Prior to Personnel Action form due date, review leave dates to Reports: t-code ZHR_Leaves_Report
   Leave Report - Review
                                 ensure that potential Personnel Action forms are processed                                                                    Monthly Payroll
listing of employees that are
                                 when a leave is ending. Review for sabbaticals and VEPRs                                                                        Calendar
           on leave.
                                   prior to the beginning and ending of an academic period.

                                                                                                 Leave of Absence & Disability Information


                                                                                                 Reports: PAR form received from Costing Office. See
                                                                                                                                                   Fall Semester
                                                                                                 Costing web site for referrence to training materials
                                                                                                                                                    Jan. - Feb.;
Personnel Activity Reports Meet with Faculty/AP Staff to discuss proper reporting of                                                                  Spring
(PAR)-report proper payroll payroll distribution for specific PAR period. Process PAR by Applications: t-code ZHR_Pay_Posting (reflects salary Semester May-
distribution                established deadline.                                        distribution by pay period), ZHR_INTERDEPTFTE            June; Summer
                                                                                         (reflects concurrent appointments), and PA20 Infotype 27 Semester Sept.-
                                                                                         (cost distribution)                                            Oct.


                                                                                               Reports: t-code ZHR_Cost_Distrib (reflects what is
  Payroll HR default fund           Prior to payroll (BW and MO) posting review cost           currently in PA 20 infotype 27), and ZHR_Pay_Posting
(91010000) - review to see if distribution report to see if any salary is distribution to your (reflects what already has been posted)                         Monthly Payroll
any salary was charged to this cost center on HR default fund 91010000. Make corrections                                                                         Calendar
         default fund.                  to cost distribution prior to payroll writing.         Application: T-code PA30 infotype 27

                                                                                                 Compensation Processes


 Personnel Actions - Review                                                                   Reports: t-code ZHR_Action_List
    your organization unit's   Compare Action List report against PA forms submitted to                                                                        Monthly Payroll
listing of employees that have verify that they processed correctly prior to payroll writing.                                                                    Calendar
    had an action processed.
                                                                                                                    567fd3be-d7b4-498b-8c9a-ed781164e927.xls--11/15/2010
                                                                                                 Compensation Information B@P
          TASK                               EXPECTED ACTION                                                          TOOLS                                        DUE
Inactive Employees -
                               Prior to Personnel Action form due dates, review inactive
Review a listing of employees                                                                  Reports: t-code ZHR_Basic_EE_List with Employment Monthly Payroll
                               employees to verify that all employees listed as inactive are
that are in an inactive status                                                                 status = 1 (inactive)                               Calendar
                               correct. An employee listed as inactive will NOT be paid.
(and thus WON'T be PAID)

Active Employees - Review a
                              Prior to Personnel Action form due dates, review active
listing of employees that are                                                                  Reports: t-code ZHR_Basic_EE_List with Employment Monthly Payroll
                              employees to verify that all employees listed as active are
in active status and are                                                                       status = 3 (active)                                 Calendar
                              correct. An employee listed as active will be paid.
eligible to be paid.

Recurring Payments -
Review a listing of employees
                              Prior to Additional Pay Request form due date, review
that will receive special                                                                                                                                      Monthly Payroll
                              payment amounts, start and end dates of payments, and            Reports: t-code ZHR_Recurring_Pmts
recurring payments                                                                                                                                               Calendar
                              specific cost distribution for the special payment.
(Fellowships, Distinguished
Professor payments, etc).
Additional Payments -
                               Prior to Additional Pay Request form due date, review
Review summer session and                                                                                                                                      Monthly Payroll
                               payment amounts, start and end dates of payments, and           Reports: t-code ZHR_Addl_Pmts
other one time or special                                                                                                                                        Calendar
                               specific cost distribution for the special payment.
payment amounts.

Payment Method - Review a
listing of employees that will                                                                                                                                    Review 2
be paid. This will show the Prior to each pay date, review the list of individuals who will                                                                     business days
                                                                                            Reports: t-code ZHR_Payment_Method
employee, net pay amount,      receive pay.                                                                                                                      before pay
and direct deposit or check                                                                                                                                         date.
indicator.


 Payroll Posting - Review a
list of HR/Pay and Financial
                               After each payroll has posted to the financial system, review                                                                      Review 2
data about a specific payroll.                                                               Reports: t-code ZHR_Pay_Posting
                                the payroll posting report to verify that payroll has posted                                                                    business days
   Data includes employee
                                correctly. Be sure to review 91010000 fund for your fund                                                                         parior to the
  name, gross pay amounts,
                                                          center.                                                                                                 pay date.
  cost distribution data, and
   fringe benefits charges.
                                                                                               Payroll Validation


                                                                                                                    567fd3be-d7b4-498b-8c9a-ed781164e927.xls--11/15/2010
         TASK                            EXPECTED ACTION                                                     TOOLS                                        DUE
Grad Student Audit
Reports- review Grad                                                                     UNDER CONSTRUCTION
Student Audit Reports

Validate Budget Retraction Annual process for moving budget forward to the new year.                                                                     Annually
                                                                                       HR Retraction Process (Data Validation)




                                                                                                           567fd3be-d7b4-498b-8c9a-ed781164e927.xls--11/15/2010
                         MISCELLANEOUS -TASK CHECKLIST                                                    REVISED May 2008
            TASK                                  EXPECTED ACTION                                                    TOOLS                                     DUE
Business Services Projects-
                                                                                                                                                              Quarterly
review active projects
Annual Reminders-inform                                                                           Other Tools: notices about Blanket Travel, In-State
departmental employees of forms      Notify Department by memo or email of annual reminders.      Travel, Property Management, Outside Activities,             June 1st
needing renewal                                                                                   Form 13's, Federal Tax Form W-4, etc.


 Report Delivery Maintenance
                                                                                                  Reports: zfi_dis Report Driver Table Display
Table-add any new reports needed
                                      Use upload template to add new reports or delete unneeded
 or delete any reports that are no                                                                                                                              As
                                       reports. Annually, review all reports being produced and
longer needed. Annually, review                                                                                                                            needed/June 1
                                                        add/delete as needed.
  all reports being produced and
        add/delete as needed.
                                                                                                  OnePurdue Financial Reports
                                                                                                  Financial Reports Information B@P

                                      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.                                                                  Business Managers Roles Template
                                                              are assigned.




                                                                                                                567fd3be-d7b4-498b-8c9a-ed781164e927.xls--11/15/2010

				
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Description: Checklist for Closing a Business document sample