Spreadsheet For Expenses 33038 | Sps Task Checklist

Partial file snippet.

Sheet 1: SUMMARY

	
	
	
		SPS Task Checklist Summary Page
		
	
		
	
		Account Management Checklist
		
	
		TASK
		DUE 
	
	
		Review of incoming ACH/Wire Transfers
		Daily
	
	
		Review of Receivables Edge
		Daily
	
	
		Run FMEDDW - to review cost share budgets
		As needed
	
	
		Review accounts with Memo Match
		Monthly
	
	
		Review of Expired Accounts - change status in OnePurdue to Expired
		1st of the Month
	
	
		Reports Due and Overdue - identify reports due for the current month
		1st of the Month
	
	
		Review of NTP Budget Vs. Lifecycle Status
		1st of the Month
	
	
		Closing Email to Dept. Bus. Office
		5th working day of the Month
	
	
		Run Monthly Account Management Reports
     Notice to Proceed
     Cash Deficit
     F&A Validation
     Expiring & Expired Accounts
     Overdrafts
     Accounts Receivable/Aging     
		5th working day of the Month
	
	
		Identify Grants to be Billed, Complete Invoices, and Required Back-up Documentation
		10th-15th working day of the Month
	
	
		Run Monthly QTL Reports
     Budget vs Grant Value vs Total Awards
     Credit Balance by Grant
     Overdrafts
     Sponsor Class Budget < 0
     Travel Expenses - Grant Marked with Restrictions
     Voluntary Support Income (Industrial area only)
		15th of the Month
	
	
		Review report of items in the Unclaimed Item Pending and Clearing
		Monthly
	



Sheet 2: ACCTMGMT

	
	
	
	
	
		ACCOUNT MANAGEMENT-TASK CHECKLIST
		
	
		 TASK
		EXPECTED ACTION
		TOOLS
		DUE 
	
	
		Review of incoming ACH/Wire Transfers
		Claim wires and communicate with the cash area.
		Incoming ACH & Wire Payments
		Daily by noon
	
	
		Review of Receivables Edge
		Identify and claim checks.
		Receivables Edge Website
		Daily by noon
	
	
		Review of Cost Share Budgets
		Run FMEDDW
		SAP T-Code - FMEDDW - Drilldown for Budget Entry Documents  S:\bs\common\users\SPS\ACCTMGT\OnePurdue\B@P documentation\Cost Sharing\FMEDDW.docx
		As needed
	
	
		Review of Expired Accounts
		Identify Grants that have expired in the previous month and change the status to expired.
		SAP T-Code: S_ALN_01000079 - Master Data Index for Grant                                                             Note:  Use Layout - /GRNTBYDATE
		1st of the Month
	
	
		Reports Due and Overdue
		Identify reports due for the current month and send email to generic business office address, emphasizing report due date and if funds are at risk.
		Reports:  Portal> Financial Systems>Reports > GM - Grants Management > Reporting Requirements (Detail) by Clerk
		1st of the Month
	
	
		Closing Email to Dept. Bus. Office 
		Identify Grants to be closed in current month utilizing the closing checklist.
		S:\bs\common\users\SPS\ACCTMGT\OnePurdue\B@P documentation\Project Close\Closing Email Temp 
		
		5th working day of the Month
	
	
		Notice to Proceed Report
		Review end date and compare expenses to NTP budget and take appropriate action.  Follow up with sponsor for any University backed NTP which may require a change.
		Reports:  Portal> Financial Systems>Reports > GM - Grants Management > Account Management >Grants on NTP

 
		
		5th working day of the Month
	
	
		Cash Deficit Report
		Review report to assure billing rule is accurate and verify invoices are current.
		Reports:  Portal> Financial Systems>Reports > GM - Grants Management > Account Management >Cash Deficits 

 
		
		5th working day of the Month
	
	
		F&A Validation Report
		Review report to assure rate, base, and budget entered appropriately.  All non-standard University rates should be reviewed for appropriateness.  Verify the off-campus flag is checked when using the off-campus rate.
		Reports:  Portal> Financial Systems>Reports > GM - Grants Management > Account Management > F&A Validation

 
		
		5th working day of the Month
	
	
		Expiring & Expired Accounts
		Generate list of Expired accounts using the Master Data Index and compare to the expired/expiring report to prioritize accounts for closing and final financial submission.
		Reports: Portal>  Financial Systems > Reports > GM - Grants Management > Account Management > Expired/Expiring Accounts with any Balance by Department

S_ALN_01000079 - Master Data Index for Grant   Note:  Use Layout - /GRNTBYDATEExample S:\bs\common\users\SPS\ACCTMGT\Acct Mgmt Subcommittee\SPS Process Guide\Expired Expiring Report.xls
                                                                                                                          
		
		5th working day of the Month
	
	
		Overdrafts
		Review and identify accounts that are overdrafted. Discuss options with Business Office such as Notice to Proceed, Continuation Notice to Proceed, or rebudgets between Sponsored Programs. 
		Reports:   Portal>Financial Systems > Reports > GM - Grants Management > Account Management > Overdrafts



 
		
		5th working day of the Month
	
	
		Accounts Receivable/Aging
		Review outstanding invoices and take action as necessary (ex. Contact sponsor, cancel invoice)
		Reports:  Portal> Financial Systems>Reports > GM - Grants Management > Account Management >AR Aging - Days Overdue Analysis


 
		
		5th working day of the Month
	
	
		Identify Grants to be Billed, Complete Invoices, and Required Back-up Documentation
		1) Create report to identify grants requiring an invoice.
2) Generate invoice and complete necessary back-up documentation.
		S_ALN_01000079 - Master Data Index for Grant   Note:  Use Layout - /BILLINGS


 
		
		10th-15th working day of the Month
	
	
		Budget vs Grant Value vs Total Awards
		Review and identify discrepancies between total budget, grant value, and total award amounts. Determine cause of discrepancy and correct as appropriate.
		Reports:  Portal> Financial Systems>Reports > GM - Grants Management > QTL >Budget vs Grant Value vs Total Awards
		15th of the Month
	
	
		Credit Balance by Grant
		Generate a list of sponsor overpayments and correct as appropriate. 
		Reports:  Portal> Financial Systems>Reports > GM - Grants Management > QTL >Credit Balance by Grant
		15th of the Month
	
	
		Sponsor Class Budget < $0
		Identify and correct negative sponsor class budgets.
		Reports:  Portal> Financial Systems>Reports > GM - Grants Management > QTL >Sponsor Class Budget < $0
		15th of the Month
	
	
		Travel Expenses - Grant Marked with Restrictions
		Review travel expenses to determine if charges are appropriate per sponsor guidelines.
		Reports:  Portal> Financial Systems>Reports > GM - Grants Management > QTL >Travel Expenses - Grant Marked with Restrictions
		15th of the Month
	
	
		Voluntary Support
		Identify accounts where budget does not equal income.
		Reports:  Portal> Financial Systems>Reports > GM - Grants Management > QTL > Voluntary Support Income
		15th of the Month
	
	
		Memo Match
		Identify accounts that need annual reminder or closing notification sent.
		Instructions for Report
		Monthly
	
	
		Review report of items in the Unclaimed Incoming Payments
		Identify any unclaimed wires and communicate with cash area. 
		S:\bs\limited\Trea\Bank Reports\Unclaimed Incoming Payments
		Monthly
	
	
		Review Pending & Clearing 
		Review holding accounts for deposits awaiting account determination or establishment
		S:\bs\common\users\SPS\ACCTMGT\MGMTAREA\CONRECAD\Pending Clearing.xls
		Monthly
	
	
		MBEWBE (Minority Business Enterprise/Women Business Enterprise)
		Run report for grants that the sponsor requests MBEWBE expenses to be tracked.
		SAP T-Code - ZFIR_GM_MBEWBE - Minority/Women Business Enterprise Report
		Quartely or as Needed

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...Sheet summary sps task checklist page account management due review of incoming achwire transfers daily receivables edge run fmeddw to cost share budgets as needed accounts with memo match monthly expired change status in onepurdue st the month reports and overdue identify for current ntp budget vs lifecycle closing email dept bus office th working day notice proceed cash deficit f amp a validation expiring overdrafts receivableaging grants be billed complete invoices required backup documentation thth qtl grant value total awards credit balance by sponsor class lt travel expenses marked restrictions voluntary support income industrial area only report items unclaimed item pending clearing acctmgmt managementtask expected action tools claim wires communicate ach wire payments noon checks website sap tcode drilldown entry documents s bs common users acctmgt b p sharing fmeddwdocx that have previous aln master data index note use layout grntbydate send generic business address emphasizin...

*SPS Task Checklist Summary Page*
*SPS Task Checklist Summary Page*
Account Management Checklist
TASK	DUE
Review of incoming ACH/Wire Transfers	Daily
Review of Receivables Edge	Daily
Run FMEDDW - to review cost share budgets	As needed
Review accounts with Memo Match	Monthly
Review of Expired Accounts - change status in OnePurdue to Expired	1st of the Month
Reports Due and Overdue - identify reports due for the current month	1st of the Month
Review of NTP Budget Vs. Lifecycle Status	1st of the Month
Closing Email to Dept. Bus. Office	5th working day of the Month
Run Monthly Account Management Reports Notice to Proceed Cash Deficit F&A Validation Expiring & Expired Accounts Overdrafts Accounts Receivable/Aging	5th working day of the Month
Identify Grants to be Billed, Complete Invoices, and Required Back-up Documentation	10th-15th working day of the Month
Run Monthly QTL Reports Budget vs Grant Value vs Total Awards Credit Balance by Grant Overdrafts Sponsor Class Budget < 0 Travel Expenses - Grant Marked with Restrictions Voluntary Support Income (Industrial area only)	15th of the Month
Review report of items in the Unclaimed Item Pending and Clearing	Monthly

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ACCOUNT MANAGEMENT-TASK CHECKLIST
TASK	EXPECTED ACTION	TOOLS	DUE
Review of incoming ACH/Wire Transfers	Claim wires and communicate with the cash area.	Incoming ACH & Wire Payments	Daily by noon
Review of Receivables Edge	Identify and claim checks.	Receivables Edge Website	Daily by noon
Review of Cost Share Budgets	Run FMEDDW	SAP T-Code - FMEDDW - Drilldown for Budget Entry Documents S:\bs\common\users\SPS\ACCTMGT\OnePurdue\B@P documentation\Cost Sharing\FMEDDW.docx	As needed
Review of Expired Accounts	Identify Grants that have expired in the previous month and change the status to expired.	SAP T-Code: S_ALN_01000079 - Master Data Index for Grant Note: Use Layout - /GRNTBYDATE	1st of the Month
Reports Due and Overdue	Identify reports due for the current month and send email to generic business office address, emphasizing report due date and if funds are at risk.	Reports: Portal> Financial Systems>Reports > GM - Grants Management > Reporting Requirements (Detail) by Clerk	1st of the Month
Closing Email to Dept. Bus. Office	Identify Grants to be closed in current month utilizing the closing checklist.	S:\bs\common\users\SPS\ACCTMGT\OnePurdue\B@P documentation\Project Close\Closing Email Temp	5th working day of the Month
Notice to Proceed Report	Review end date and compare expenses to NTP budget and take appropriate action. Follow up with sponsor for any University backed NTP which may require a change.	Reports: Portal> Financial Systems>Reports > GM - Grants Management > Account Management >Grants on NTP	5th working day of the Month
Cash Deficit Report	Review report to assure billing rule is accurate and verify invoices are current.	Reports: Portal> Financial Systems>Reports > GM - Grants Management > Account Management >Cash Deficits	5th working day of the Month
F&A Validation Report	Review report to assure rate, base, and budget entered appropriately. All non-standard University rates should be reviewed for appropriateness. Verify the off-campus flag is checked when using the off-campus rate.	Reports: Portal> Financial Systems>Reports > GM - Grants Management > Account Management > F&A Validation	5th working day of the Month
Expiring & Expired Accounts	Generate list of Expired accounts using the Master Data Index and compare to the expired/expiring report to prioritize accounts for closing and final financial submission.	Reports: Portal> Financial Systems > Reports > GM - Grants Management > Account Management > Expired/Expiring Accounts with any Balance by Department S_ALN_01000079 - Master Data Index for Grant Note: Use Layout - /GRNTBYDATEExample S:\bs\common\users\SPS\ACCTMGT\Acct Mgmt Subcommittee\SPS Process Guide\Expired Expiring Report.xls	5th working day of the Month
Overdrafts	Review and identify accounts that are overdrafted. Discuss options with Business Office such as Notice to Proceed, Continuation Notice to Proceed, or rebudgets between Sponsored Programs.	Reports: Portal>Financial Systems > Reports > GM - Grants Management > Account Management > Overdrafts	5th working day of the Month
Accounts Receivable/Aging	Review outstanding invoices and take action as necessary (ex. Contact sponsor, cancel invoice)	Reports: Portal> Financial Systems>Reports > GM - Grants Management > Account Management >AR Aging - Days Overdue Analysis	5th working day of the Month
Identify Grants to be Billed, Complete Invoices, and Required Back-up Documentation	1) Create report to identify grants requiring an invoice. 2) Generate invoice and complete necessary back-up documentation.	S_ALN_01000079 - Master Data Index for Grant Note: Use Layout - /BILLINGS	10th-15th working day of the Month
Budget vs Grant Value vs Total Awards	Review and identify discrepancies between total budget, grant value, and total award amounts. Determine cause of discrepancy and correct as appropriate.	Reports: Portal> Financial Systems>Reports > GM - Grants Management > QTL >Budget vs Grant Value vs Total Awards	15th of the Month
Credit Balance by Grant	Generate a list of sponsor overpayments and correct as appropriate.	Reports: Portal> Financial Systems>Reports > GM - Grants Management > QTL >Credit Balance by Grant	15th of the Month
Sponsor Class Budget < $0	Identify and correct negative sponsor class budgets.	Reports: Portal> Financial Systems>Reports > GM - Grants Management > QTL >Sponsor Class Budget < $0	15th of the Month
Travel Expenses - Grant Marked with Restrictions	Review travel expenses to determine if charges are appropriate per sponsor guidelines.	Reports: Portal> Financial Systems>Reports > GM - Grants Management > QTL >Travel Expenses - Grant Marked with Restrictions	15th of the Month
Voluntary Support	Identify accounts where budget does not equal income.	Reports: Portal> Financial Systems>Reports > GM - Grants Management > QTL > Voluntary Support Income	15th of the Month
Memo Match	Identify accounts that need annual reminder or closing notification sent.	Instructions for Report	Monthly
Review report of items in the Unclaimed Incoming Payments	Identify any unclaimed wires and communicate with cash area.	S:\bs\limited\Trea\Bank Reports\Unclaimed Incoming Payments	Monthly
Review Pending & Clearing	Review holding accounts for deposits awaiting account determination or establishment	S:\bs\common\users\SPS\ACCTMGT\MGMTAREA\CONRECAD\Pending Clearing.xls	Monthly
MBEWBE (Minority Business Enterprise/Women Business Enterprise)	Run report for grants that the sponsor requests MBEWBE expenses to be tracked.	SAP T-Code - ZFIR_GM_MBEWBE - Minority/Women Business Enterprise Report	Quartely or as Needed

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