Monthly Financial Tracking Business Forms

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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



                                                                         3a0c4d92-9484-4f0d-a87e-8ffe44f15d22.xls--4/13/2011
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

                                                                      3a0c4d92-9484-4f0d-a87e-8ffe44f15d22.xls--4/13/2011
                                               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




                                                               3a0c4d92-9484-4f0d-a87e-8ffe44f15d22.xls--4/13/2011
                                                                                              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




                                                                          3a0c4d92-9484-4f0d-a87e-8ffe44f15d22.xls--4/13/2011
                      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.                                                                                                   3a0c4d92-9484-4f0d-a87e-8ffe44f15d22.xls--4/13/2011
                   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
                                                                                                                     3a0c4d92-9484-4f0d-a87e-8ffe44f15d22.xls--4/13/2011
                   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
                                                                                                                 3a0c4d92-9484-4f0d-a87e-8ffe44f15d22.xls--4/13/2011
                    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




                                                                                                                   3a0c4d92-9484-4f0d-a87e-8ffe44f15d22.xls--4/13/2011
                            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




                                                                                                                   3a0c4d92-9484-4f0d-a87e-8ffe44f15d22.xls--4/13/2011
                      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

                                                                                                                              3a0c4d92-9484-4f0d-a87e-8ffe44f15d22.xls--4/13/2011
                                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.
                                                                                                                       3a0c4d92-9484-4f0d-a87e-8ffe44f15d22.xls--4/13/2011
                                                                                                  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


                                                                                                                      3a0c4d92-9484-4f0d-a87e-8ffe44f15d22.xls--4/13/2011
         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)




                                                                                                             3a0c4d92-9484-4f0d-a87e-8ffe44f15d22.xls--4/13/2011
                          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.




                                                                                                                   3a0c4d92-9484-4f0d-a87e-8ffe44f15d22.xls--4/13/2011

				
DOCUMENT INFO
Description: Monthly Financial Tracking Business Forms document sample