EID

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					Procedure 3101 PR.01
Expenditure Item Date
Revision Date 2/1/06


1 – Overview ..........................................................................................................................................................................................1
   Definition of Expenditure Item Date (EID) ..........................................................................................................................................1
   How EID Is Assigned..........................................................................................................................................................................1
   Department Responsibility..................................................................................................................................................................1
2 – Standard Expenditure Item Dates .................................................................................................................................................1
   EID by Transaction Type ....................................................................................................................................................................1
   Special Circumstances .......................................................................................................................................................................3
3 – Managing EID for Valid Transactions ...........................................................................................................................................3
   General Concepts...............................................................................................................................................................................3
   Purchasing Goods and Services ........................................................................................................................................................3
   Petty Cash Transactions ....................................................................................................................................................................3
   Reimbursement Requests ..................................................................................................................................................................3
   Pre-Award Spending or Late Awards .................................................................................................................................................3

1 – Overview

Definition of Expenditure Item Date (EID)
The Expenditure Item Date (EID) is a required element that must be assigned to each expenditure
transaction in the Oracle financial system. It is used to determine whether the account to be charged will
accept the transaction for that date. If the EID is before the start date or after the end date of the account
used, the transaction cannot be processed.
Certain federal regulations and sponsor policies allow funds to be obligated up to the end date of an
award.

How EID Is Assigned
For each type of expenditure transaction, a specific date is designated as the standard expenditure item
date that will be assigned by the system. If the standard date for a valid charge to an account would not
be accepted, an appropriate, valid date will need to be provided. See the table in section 2 for specific
standard EIDs.

Department Responsibility
Expenditures will be processed using the dates indicated in the table in section 2, unless a specific
appropriate, valid date is provided by the department. Departments, in providing an alternative date, must
adhere to any sponsor requirements regarding valid charges. If a transaction cannot be processed
because of an invalid EID, the originating department will be responsible for corrective action.


2 – Standard Expenditure Item Dates

EID by Transaction Type
The table below shows the standard expenditure item date used by the University's financial systems for
various types of transactions. Departments should ensure that EIDs are valid before submitting
transactions for processing.
                                                                                     Expenditure Item Date
            Type of transaction                 Standard Expenditure        How EID is entered into
                                                   Item Date for this            the system
                                                      transaction
 Employee Reimbursement for travel-          first date of travel.          • AP processor enters 1st
 related expenses                                                             date of travel; system
                                                                              assigns to EID field
                                                                            • EMS system
                                                                              determines the EID by
                                                                              date entered by
                                                                              cardholder
 Employee Reimbursement for non-             ER creation date unless        • AP processor enters
 travel-related expenses                     other EID specified              ER date; system
                                                                              assigns to EID field
                                                                            • EMS system
                                                                              determines the EID by
                                                                              date entered by
                                                                              cardholder
 Check Request for travel-related            first date of travel           AP processor
 expenses
 Check Request for non-travel-related        CR creation date unless        AP processor
 expenses (services, purchased items)        other EID specified
 Web Requisitions, including blanket         anticipated delivery date      requisitioning department
 orders
 Paper requisition                           anticipated delivery date      Purchasing
 Purchase order                              anticipated delivery date      Purchasing
 Purchase against a contract                 invoice date                   AP processor
 Invoice (OK to pay) without PO              invoice date unless other      AP processor
                                             EID specified
 Purchasing card transaction                 date purchase was              automated feed
                                             processed
 Internal service providers (ISPs) and       date goods or services         automated feed
 interfaces                                  were received
 Journal entries                             (JE line item field) date of   JSA processor
                                             original transaction
 Petty cash transactions                     petty cash replenishment       AP processor
                                             form creation date
 Travel Requisition                          date of entry by Yale          Yale Travel processor
                                             Travel
 Payroll transactions                    •   pay period ending date         automated
                                         •   if project end-date falls
                                             within pay period, LD
                                             charges to project up to
                                             project end date; then
                                             charges based on labor
                                             schedule for rest of pay
                                             period
 Accruals                                    month ending date              automated
 Distribution adjustments                    original pay period ending     automated
                                             date


2/1/06                                                                                        Page 2 of 3
                                                                                                                  Expenditure Item Date
Special Circumstances
If an expense represents a legitimate charge to a sponsored award, but use of the standard EID would
cause the transaction to fail validation and an alternative appropriate, valid EID cannot be provided,
consult Grants and Contracts Financial Administration.

3 – Managing EID for Valid Transactions

General Concepts
The following steps are recommended to avoid transaction rejections and resulting processing delays:
  • to the extent possible, plan ahead for transactions involving sponsored projects to ensure that
    expenditure item dates will be valid for the project;
  • you may wish to segregate documents and files involving sponsored projects, to facilitate processing
    of related transactions. When preparing to submit transactions, either electronically or on paper,
    prioritize those involving sponsored projects with upcoming end dates.
Recommended practices for specific types of transactions are given below.

Purchasing Goods and Services
It may be helpful to alert faculty and staff to upcoming project end dates and the need to initiate
purchases in time for goods and services to be received by those dates.
For purchase requisitions, either via Web Requisitions or paper, if an anticipated delivery date is after a
project end date but the expenditure is valid under the terms of the sponsored agreement, indicate this in
a note to the buyer. If a purchase requisition is submitted prior to the start of a project, but the goods or
services will be received within the project period, it will be necessary to initially charge an alternate
PTAEO if the award and project are not yet set up in the system.
Notify vendors from whom your department purchases directly (orders from contract vendors or non-
purchase-order transactions) if delivery is needed by a specific date.

Petty Cash Transactions
You may want to segregate vouchers and receipts for expenses that will be charged to a project with an
approaching end date. Submit a Petty Cash Replenishment request for such vouchers on or before the
project end date if possible. If it is not possible to submit a replenishment request by the project end date,
do so as soon as possible and clearly note on the replenishment form the actual EID(s).

Reimbursement Requests
Advise faculty, staff and visitors who expect to receive reimbursement from projects approaching an end
date that the EID for expenses other than travel is the date of the reimbursement request (ER or CR), not
the dates on supporting receipts or invoices. Therefore, to avoid ER or CR "bounces", receipts should be
submitted promptly so that the request can be submitted by the project end date.
If circumstances make it impossible to submit an ER or CR by the project end date, clearly note on the
form the actual EID –the date goods or services were received. The CR has an EID field for this purpose.

Pre-Award Spending or Late Awards
When there is a need to incur costs prior to the start date of a sponsored project that allows pre-award
costs, or if receipt of a grant or contract has been delayed (late-award notice), a department may request
set-up of an award, project and task.
For specific procedures refer to Procedure 1304 PR.01 Requesting and Modifying Sponsored Projects.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are
  dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

2/1/06                                                                                                                       Page 3 of 3

				
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