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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
15th of the Month
that 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
Weekly
Item Pending and Clearing.
All others--Quarterly
Review of Parked Documents-review park documents Monthly
Review of Demurrage Report-review each month's demurrage charges by Co-PI, account
Monthly
or grant status
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
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Payroll Checklist
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
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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
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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
reconcile school budget sheets data sheet and Base Budget Tracking report. Process Management>Base Budget Tracking; college template
the Month
to Base Budget Tracking FMBB, four working days before month end to correct Budget Transfer FMBB B@P
report. errors a resolve discrepancies expenditures exceed
Generate or list of accounts where with Budget & 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
to determine if expenditures Systems>Reports > GM - Grants Management > Account
Communicate any significant changes in expenditures to the 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 15th of
costs to SP funds and other
any unlike circumstances. Resolve discrepancies with PI. UNDER CONSTRUCTION the 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
transactions on accounts closing process. Be sure to check all Purchasing Reports Accounts with any Balance by Department
the Month
whose project periods are listed on the checklist before closing. Talk with PI to
ending in 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
Reports listed on the checklist before closing. Contact
whose project periods have the 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--review report. Reports: Portal> Financial Systems > Reports > GM - Grants
Run report and review for financial and technical report
Be aware of financial report Management > Reporting Requirements (Detail) by 20th of
requirements. Make sure accounts are ready for financial
requirements to make sure Responsible Fund Center the Month
reporting.
accounts are ready for
reporting. 14e3c88c-df4e-443f-a97a-acd420027e39.xls--1/6/2011
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.
Overdrafts-review accounts Reports > GM - Grants Management > Account Management >
Process overdraft corrections (CD-01, FV50) by five 20th of
where expenditures exceed Overdrafts
working days before month end or determine appropriate the 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 balances for negative balances.
Review Grantsand NTP report to ensure expenses do not
Reports: Portal>Financial Systems > Reports > GM - Grants
Notice To Proceed-review exceed NTP budget.
Management > Account Management >Grants on NTP 15th of
Grants on NTP report on a
the Month
monthly basis
Account Establishment
Introduce GM AIMS and Project Financial Reports to
Account Management-review PIs. Reports: GM Aims
account establishment, Run appropriate queries to anticipate, find, and correct Project Financial Report (z_fssr_projfin ), Monthly Transaction
15th of
transactions, document problems. Evaluate the department's progress and their Listing (zfi_fssr_mnthly_trns ), Budget Changes Listing
the Month
control, cash and close-out compliance with the account management guidelines. (z_fssr_monthlybud )
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
review
checks. New funds were created in Spring 07 at the Business Manager Training the Month
school/dept.1101XXXX 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- fiscal year-end. Review results of operating under and zsmur_bud_changes
March 1st
of-tolerance balances and rate approved rates and update rate requests with Costing as
requests needed.
Recharge Center Procedures Manual
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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
balance, income, expenses, report. Monitor income/expenditures and discuss with
zsmur_monthly_trans the 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 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
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ACCOUNT MANAGEMENT-TASK CHECKLIST Revised February 2010
TASK EXPECTED ACTION TOOLS DUE
Pending & Clearing
Review deposits to holding accounts. When department
Accounts- review holding
is responsible, prepare FV50 by Accounting deadline to 20th of
accounts for deposits awaiting Reports: sent to Directors of Financial Affairs
clear holding accounts within one month. Follow-up with the Month
account determination or
responsible party to ensure clearance of other deposits.
establishment
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:
Areas
http://www.purdue.edu/treasuryop/electronic_payments/
Reports: Unclaimed Electronic Receipts OVER 90 Days Old who
Welcome.html If documents can be claimed, prepare
Review of incoming receive
OBC.
ACH/Wire Transfers-Review wire--
Receipts that have not been claimed within 90 days of
reports of Unclaimed Items Weekly
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
Review of Parked outstanding parked documents to make sure paper
Documents-review park documents were sent to CMDT. Request any Reports: FBV3 Monthly
documents unnecessary parked documents be deleted. Send e-mail
to cmdt@purdue.edu
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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 Monthly
Tools: Web statement & PRF statement
charges appearing on statement have appropriate backup after
PRF P-Card documentation and were approved. Ensure that charges 16th,
posting on the web statement also posted to the PRF before
account. 15th
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 aging-or open- and not yet paid out to the vendor. Pay Reports: ZFI_VENDOR_INVOICES
follow 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
Exception Listing-ensure that Review listing and distribute to responsible supervisors. Reports: Quarterly Exception Reports sent to
Quarterly
only University calls are being Assist in determining appropriate actions. Business Offices
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 annually the continued business need for these services for
listing. By June 30
an 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
14e3c88c-df4e-443f-a97a-acd420027e39.xls--1/6/2011
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
and project S&W and S&E Record budget transfers. Ensure pending documents processed. zhr_cost_distrib
the 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
15 of the
and project S&W expenditures to be in certification cost distribution. Review monthly to ensure
Salary Projections Month
included in account projections accuracy.
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
S&W and S&E expenditures by SIO
RIO and make all necessary corrections. Analyze and forecast Cost Centers: Actual Line Items KSB1 the 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
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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 Reports: t-code ZHR_Leaves_Report
Leave Report - Review
to 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 Applications: t-code ZHR_Pay_Posting (reflects salary Semester May-
distribution by established deadline. distribution by pay period), ZHR_INTERDEPTFTE June; Summer
(reflects concurrent appointments), and PA20 Infotype Semester Sept.-
27 (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 cost center on HR default fund 91010000. Make corrections Calendar
this 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 verify that they processed correctly prior to payroll writing. Calendar
have had an action processed.
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Compensation Information B@P
TASK EXPECTED ACTION TOOLS DUE
Inactive Employees -
Review a listing of Prior to Personnel Action form due dates, review inactive
Reports: t-code ZHR_Basic_EE_List with Monthly Payroll
employees that are in an employees to verify that all employees listed as inactive are
Employment status = 1 (inactive) Calendar
inactive status (and thus correct. An employee listed as inactive will NOT be paid.
WON'T be PAID)
Active Employees - Review
Prior to Personnel Action form due dates, review active
a listing of employees that Reports: t-code ZHR_Basic_EE_List with Monthly Payroll
employees to verify that all employees listed as active are
are in active status and are Employment status = 3 (active) Calendar
correct. An employee listed as active will be paid.
eligible to be paid.
Recurring Payments -
Review a listing of
Prior to Additional Pay Request form due date, review
employees that will receive Monthly Payroll
payment amounts, start and end dates of payments, and Reports: t-code ZHR_Recurring_Pmts
special 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 Review 2
will be paid. This will show Prior to each pay date, review the list of individuals who will business days
Reports: t-code ZHR_Payment_Method
the employee, net pay receive pay. before pay
amount, and direct deposit or date.
check 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
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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)
14e3c88c-df4e-443f-a97a-acd420027e39.xls--1/6/2011
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.
14e3c88c-df4e-443f-a97a-acd420027e39.xls--1/6/2011
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