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Sheet 1: Summary
| November 2016 | ||||
| Business Management Task Checklist | ||||
| Business Process Title | Responsible Individuals | Process Volume and Frequency | Due Date Expectations | |
| Base Budget Tracking-reconcile unit budget sheets to Base Budget Reconciliation Tool | Business Manager, DFA | Monthly | 15th of the month | |
| Annual Budget | Business Manager, ADFA and DFA | Annually | Per FP&A budget schedule | |
| Central Revenue Fund Projections- record revenue and project S&W and S&E expenditures, compare to budget | Account Clerk, Account Assistant, Business Manager, DFA | Monthly Volume determined by number of units served and Central Revenue Funds managed |
15th of the month | |
| PMU Clearing Acct(Events) - review school/dept. 1101XXXX funds | Account Clerk or Account Assistant | Monthly | Monthly document deadline per Accounting Department | |
| Payments to PMU(Hotel) | Account Clerk or Account Assistant | Monthly | Monthly document deadline per Accounting Department | |
| Income Producing Accts Reports- analyze revenue generating accounts for discrepancies against projections/rate and SAP | Account Clerk, Account Assistant, or Business Manager | Monthly | 15th of the month | |
| Recharge Center Review - review recharge receipts, out-of-tolerance balances and rate requests | Account Clerk, Account Assistant, or Business Manager | Monthly/Yearly | Annual deadline as communicated by Costing Department each year | |
| Intramural Upload - charge copies, transparencies, PMU and other recharge billings to the correct account | Account Clerk or Account Assistant | Monthly | Monthly document deadline per Accounting Department | |
| PSCD Billings - process billings to external customers | Account Clerk or Account Assistant | Monthly | Last working day of the month | |
| Cash Operations - reconcile CRV and receipts of cash | Account Clerk or Account Assistant | Daily volume depends on cash receipting in that unit | Deposit cash - daily; Reconcile deposits - 15th of the month; Review your areas Cash Handling Plan - July each year | |
| Gifts, Gift & Loan - deposit and record gifts as well as gift and loans | Account Clerk, Account Assistant, Business Manager | Daily volume depends on gift receipting in that unit | Deposit cash - daily; Reconcile deposits - 15th of the month | |
| Pending & Clearing Accounts - review holding accounts for deposits awaiting account determination or establishment | Account Clerk, Account Assistant, Business Manager | Monthly | By the end of month in which report was issued | |
| Review of Incoming ACH/Wire Transfers - Review reports of Unclaimed Items | Account Clerk, Account Assistant, Business Manager | Daily and weekly review of unclaimed wires. Quarterly review of items over 90 days old. | Daily and weekly review of unclaimed wires. Quarterly review of items over 90 days old. | |
| Review Demurrage Report - review each month's demurrage charges by Co-PI, account or grant status | Account Clerk, Account Assistant, Business Manager | Monthly | 15th of month | |
| Personnel Activity Reports (PAR)-report proper payroll distribution for monthly employees paid on research funds | Account Clerk, Account Assistant, Business Manager, Research Account Specialist, Operations Manager | Each semester, volume varies by unit (ex. 1 - 450) approx. 6000 university wide | Per deadline set by Costing Department | |
| Cost Distribution with Account Balance Verification - review paid employees payroll charges against SPS and departmental accounts to verify project date allowability and funds availability | Account Clerk, Account Assistant, Business Manager | Monthly | Prior to cost distribution deadlines set by the Payroll department | |
| Generate Departmental SIO & RIO Reports- document S&W and S&E expenditures as well as revenue by SIO & RIO | Either Account Assistants, Research Account Specialist, Operations Manager, Business Manager, ADFA, or DFA | Monthly or more frequently if updated balances are needed | 15th of the month | |
| PRF Discretionary Data Review- review report that identifies revenue and expenses that hit the PRF account and reconcile to departmental records. | Either Account Clerk or Account Assistant | Monthly | Montly upon receipt of report | |
| PRF Reimbursement/Payment Request- requesting reimbursement from a PRF account to a Purdue account or pay a vendor from PRF funds directly | Either Account Clerk or Account Assistant | As Needed | As received | |
| Processing a JV (Correcting Document and Revenue Transfers)- FV50 t-code is used to move cash between accounts or to correct an expense | Account Clerk or Account Assistant | Daily | Monthly document deadline per Accounting Department | |
| Change Cost Distribution - Prepare a CD01 to document changes being made to past support of an employee's salary | Account Clerk or Account Assistant | As Needed | Prior to cost distribution deadlines set by the Payroll department | |
| Package Custom Individual Portfolio Reports- start up accounts research incentive funds professorship discretionary funds other incentive funds (salary savings from research) royalties PEC residuals SPS accounts International Travel Grants PRF fellowship allocations |
Account Clerk, Business Manager, Research Account Specialist, Operations Manager, DFA | Daily Volume based on number of individuals in unit with reporting needs |
15th of the month | |
| Generate Account Balance Listing-report is generated to be used for multiple other processes (i.e. used to identify overdrafted accounts) | Any Business Office staff member | Monthly or more frequently if updated balances are needed | Week after prior month closes | |
| Review Financial Stewardship Dashboard Reports- FSD reports are updated quarterly and are a high-level overview of financial stewardship of a department | Business Process Managers, ADFAs, and DFAs | Quarterly | Quarterly as updates are released | |
| Review of Parked Documents | Account Clerk, Account Assistant, Business Manager | Monthly | Monthly document deadline per Accounting Department | |
| Carry Forward Clean-Up | Business Manager, DFA | Annually | Prior to deadlines established by Accounting Services | |
| PMU Only: Catering and Events Sales Accrual | ADFA and Fiscal Administrator | Monthly | TBD | |
| PMU Only: Food Inventory consumed or increased | ADFA and Fiscal Administrator | Monthly | TBD | |
| PMU Only: UR Dining Inventory | ADFA & Fiscal Administrator | Monthly | TBD | |
| PMU Only: UR Dining and Food Stores Accounts Payable Accruals | ADFA & Fiscal Administrator | Monthly | TBD | |
| PMU Only: UR Conferences Unbilled Charges | Fiscal Administrator | Monthly | TBD | |
| Cost Sharing Reconciliation- ensure commitment are being met and funding sources are reconciled | Business Manager, Research Account Specialist, Operations Manager, ADFA or DFA | Monthly Volume varies based on research in units |
Monthly as needed | |
| Review SPS Accounts Expiring in 120 Days-review and identify needed actions to take on accounts whose project periods are ending in 120 days | Account Clerk, Account Assistant, Business Manager, Research Account Specialist, or Operations Manager | Monthly Volume varies based on research in units |
15th of the month | |
| Expired Account w/ Balances - review and identify needed actions to take on accounts whose project has expired but a balance in the account remains | Account Clerk, Account Assistant, Business Manager, Research Account Specialist, or Operations Manager | Monthly Volume varies based on research in units |
15th of month | |
| Overdrafts - review account balances where expenditures exceed budget available | Account Clerk, Account Assistant, Business Manager, Research Account Specialist, or Operations Manager | Monthly Volume varies based on research in units |
15th of month | |
| NSF 2-months compliance audit-Salary on all NSF grants cannot be over 2-months from July to June of the same budget year. | Account Clerk, Account Assistant, Business Manager, Research Account Specialist, or Operations Manager | Varies based on amount of NSF funding in unit; as needed | Monthly as needed | |
| NIH/DHHS Salary Cap compliance audit | Account Clerk, Account Assistant, Business Manager, Research Account Specialist, or Operations Manager | Varies based on amount of NIH funding in unit; as needed | Monthly as needed | |
| Cash Deficits - review to determine if expenses exceed cash available | Account Clerk, Account Assistant, Business Manager, Research Account Specialist, or Operations Manager | Monthly (Project Specific) | 15th of month | |
| Review QTL/ CAS guidelines - assess allowability & allocability | Account Clerk, Account Assistant, Business Manager, Research Account Specialist, or Operations Manager | Monthly | 15th of month | |
| GM Reporting Requirements - review report. Be aware of financial report requirements to make sure accounts are ready for reporting. | Account Clerk, Account Assistant, Business Manager, Research Account Specialist, or Operations Manager | Monthly Volume varies based on research in units |
15th of month | |
| Pre-Audit of Correcting Documents | Account Clerk, Account Assistant, Business Manager, Research Account Specialist, Operations Manager | Monthly Volume varies based on research in units |
Between 3 business days to a week of receiving the document | |
| NTP - review grants on NTP report | Account Clerk, Account Assistant, Business Manager, Research Account Specialist, or Operations Manager | Monthly Volume varies based on research in units |
15th of month | |
| Leave Tracking Report-track monthly personal leave | Account Clerk or Account Assistant | Monthly - varies month to month | By monthly payroll write date | |
| Leave Report - Review listing of employees that are on leave. | Account Clerk or Account Assistant | Beginning of each semester - varies on volume | Beginning of each semester | |
| Fellowships -Completion of Fellowship Form 90 | Account Clerk or Account Assistant | Beginning of each semester - varies on volume with a majority done in June | Beginning of each semester | |
| Completion of Personnel/Fellowship Action Forms- preparation of PA/FA forms when informed of any personnel changes such as New Hire, Re-Hire, Transfer, Separation, etc. | Account Clerk or Account Assistant | Daily - Weekly - varies by unit and semester start | By mothtly PA/FA form deadline as set by Payroll Department | |
| Completion of PA Dashboard Action - PA actions entered into dashboard when informed of any Undergraduate (service/clerical positions), graduate student and graduate staff personnel changes such as New Hire, Re-Hire, Transfer, Separation, etc. | Account Clerk or Account Assistant | Daily - Weekly - varies by unit and semester start | By mothtly PA/FA form deadline as set by Payroll Department | |
| Inactive Employees - Review a listing of employees that are in an inactive status (and thus WON'T be PAID) | Account Clerk or Account Assistant | Monthly Volume varies by unit |
By monthly payroll write date | |
| Active Employees - Review a listing of employees that are in active status and are eligible to be paid. | Account Clerk or Account Assistant | Monthly Volume varies by unit |
By monthly payroll write date | |
| Recurring Payments - Review a listing of employees that will receive special recurring payments (Fellowships, Distinguished Professor payments, etc.), Technology Allowances, etc. | Account Clerk or Account Assistant | Monthly Volume varies by unit |
By monthly payroll PA deadline | |
| Reviewing of Additional Payments - Review summer session and other one time or special payment amounts. | Account Clerk or Account Assistant | Monthly Volume varies by unit |
By monthly payroll PA deadline | |
| Payment Method - Review a listing of employees that will be paid. This will show the employee, net pay amount, and direct deposit or check indicator. | Account Clerk or Account Assistant | Monthly 0 to 2 in terms of volume. |
As necessary after payroll runs each period | |
| Payroll Posting - Review a list of HR/Pay and Financial data about a specific payroll. Data includes employee name, gross pay amounts, cost distribution data, and fringe benefits charges. | Account Clerk or Account Assistant | Bi-weekly to monthly 3 to 4 times each month for bi weekly and monthly paid staff. Varies by unit. |
After payroll is closed for each pay area; or as needed | |
| Validate Budget Retraction | Business Manager | Yearly 1 correction to 10 corrections. |
Annual based on FP&A schedule | |
| Grad Student Audit Reports- review Grad Student Audit Reports | Account Clerk or Account Assistant | Monthly - varies by each unit and by semester | By monthly payroll PA deadline | |
| Summer Calendar and Calculator- for AY faculty and graduate staff working in the summer a summer calendar must be submitted to receive payment | Account Clerk, Account Assistant, Operations Manager or Research Specialist | May, June, July and August for all AY employees working in those months | Begin to process in early April and continue throughout the summer; complete prior to the monthly payroll PA deadline | |
| No Summer - Review AY faculty/staff with no summer data entered into IT15 | Account Clerk, Account Assistant, Operations Manager or Research Specialist | Each month in summer semester | By monthly payroll PA deadline | |
| New Hire/Re-Hires - Non Faculty | Account Clerk or Account Assistant | Sporadic due to time of hiring. | By biweekly & monthly payroll PA deadlines | |
| Transfers (assuming non-students) | Account Clerk or Account Assistant | Sporadic due to time of hiring. | By biweekly & monthly payroll PA deadlines | |
| New Hire/Re-Hire/Transfer Process (Graduate Staff) | Account Clerk or Account Assistant | Heavy volume at beginning of academic semesters | By biweekly & monthly payroll PA deadlines | |
| Faculty and Staff Separations - | Account Clerk or Account Assistant | Sporadic due to time of separation. | By biweekly & monthly payroll PA deadlines | |
| New Faculty Hires | Account Clerk or Account Assistant | Sporadic due to time of hiring. | By monthly payroll PA deadlines | |
| Missing Social Security Number Report-review report and take action on individuals in your department. | Account Clerk or Account Assistant | Weekly to Monthly, Volume 100-150 (based on current data) | Immediate review & action expected | |
| I-9 Expiry Report-review report for actions needed. | Account Clerk or Account Assistant | Monthly | Immediate review & action expected | |
| BW Payroll Entry - time entry of BW students and staff | Account Clerk or Account Assistant | Bi-Weekly - volume varies by unit |
By bi-weekly payroll write dates | |
| KRONOS Time Entry | Account Clerk or Account Assistant | Bi-Weekly - volume varies by unit |
By bi-weekly payroll write dates | |
| Review Attributes (Approver delegations) - review report for actions needed. | Business Manager, ADFA, or DFA | Yearly or as needed | Yearly as needed; prior to staff turnover | |
| Review Chief Relationships - review report for actions needed. | Business Manager, ADFA, or DFA | Yearly or as needed | Yearly as needed; prior to chief turnover | |
| Review Supervisor Relationships - review report for actions needed. | Account Clerk or Account Assistant | Yearly or as needed | Each semester | |
| Quota Corrections - The Quota Correction form is used to adjust balances in OnePurdue for vacation, sick for non-exempt staff excluding Op/Tech Assistants, personal business days for exempt staff and Op/Tech Assistants, and personal holiday for non-exempt staff excluding Op/Tech Assistants. | Account Clerk or Account Assistant | Varies as needed by unit | by the following payroll write dates | |
| Leave Action Forms - to be completed when individuals are on leave from the University and when returning to active status after leave is completed | Account Clerks, Account Assistants, or Business Managers | Varies as needed by unit | reference leave action grid; as needed | |
| Process Additional Payments- process for additional payments outside of normal payroll | Account Clerks, Account Assistants, or Business Managers | Monthly varying by unit (Academic units processing more at beginning of semesters) | By monthly payroll PA deadline | |
| Request for Leave Absence (RLA form)- when an employee is off campus more than 22 working days a RLA form must be completed | Account Clerks, Account Assistants, or Business Managers | Monthly varying by unit (Academic units processing more at beginning of semesters) | prior to leave start date | |
| Quota Payout | Account Clerk, Account Assistant, or Business Manager | As Needed with staffing changes | as needed; prior to payroll PA deadlines | |
| Off-Cycle Personnel/Fellowship Actions | Account Clerk, Account Assistant, or Business Manager | As Needed | as needed; prior to payroll offcycle deadlines | |
| FY Grad Student Leave Tracking | Account Clerk or Account Assistant | As Needed | monthly; prior to monthly payroll write date | |
| Reduction in Force (RIF) | Business Manager, ADFA or DFA | As Needed | as needed; according to HR's guidance | |
| Request for Privileges | Account Clerk or Account Assistant | Sporadic due to time of hiring. | As requested | |
| Visiting Scholars | Account Clerk or Account Assistant | Sporadic due to time of hiring. | quarterly; by 15th of month after message is received | |
| LTL appointments | Account Clerk or Account Assistant | Heavier volume at beginning of academic semesters | As needed; by monthly PA payroll deadline | |
| Phys Facilities Only: Daily Timecard Entry - BW staff who work on work orders submit daily timecards | Account Clerk | Daily | As needed; by monthly PA payroll deadline | |
| Phys Facilities Only: Weekly Timecard Entry - BW staff who do not generally work on work orders submit weekly timecards | Account Clerk | Weekly | 30 days after the end fo the semester | |
| Phys Facilities Only: Weekly HPOC (Hourly Paid on Call) Entry- entry of time for individuals who receive on call pay | Account Clerk | Weekly | White card = same day card is submitted Green card = weekly once OT is assessed | |
| Phys Facilities Only: PF Add Pays have a different wage type but the adpays are done the same | Account Clerk | Weekly | Same day card is submitted; keyed weekly | |
| Phys Facilities Only: Firefighter Pay Calculation- anytime a firefighter has a change in employment (hire, separate, change in shift) a manual calculation is done | Assistant Payroll Supervisor and Payroll Manager | As needed | Keyed weekly | |
| Phys Facilities Only: Tracking Police Officer, Dispatcher and Firefighter Floating Holiday | Assistant Payroll Supervisor and Payroll Manager | Reviewed with each pay cycle | by biweekly or monthly payroll write dates | |
| Faculty Contract Renewal Process-Review monthly faculty contract reports. Follow up with unit leadership with any information needed or reminders. | Account Clerk or Account Assistant | Monthly | Acoording to biweekly payroll deadlines as needed | |
| Payroll HR default fund (91010000) - review to see if any salary was charged to this payroll default fund. | Account Clerk, Account Assistant, Operations Managers, or Research Specialist | Monthly Run report 3 to 4 times each month. (1-2 times/mo more likely) |
According to the payroll deadlines for biweekly | |
| Personnel Actions Audit- Review your organization unit's listing of employees that have had an action processed. | Account Clerk or Account Assistant | Monthly Run report 3 to 4 times each month. Volume varies by unit and semester start. |
by the 15th of the month | |
| Cost Override | Account Clerk or Account Assistant | As needed | prior to cost distribution deadlines | |
| Overpayment | Account Clerk or Account Assistant | As needed | per the payroll calendar; PA deadlines | |
| Procurement Card Reconciliation-charge correct accounts for purchases made using credit cards | Account Clerk or Account Assistant | Reconciled Monthly as transactions occur 2052 pcards (WL campus #s only) |
Due by the 16th of the month | |
| Pcard Checkout | Account Clerk, Account Assistant, or Business Manager | Daily as requests are made | Daily; As needed | |
| Review Outstanding Procurement Card Transactions | Account Clerk, Account Assistant, or Business Manager | Monthly | Due by the 16th of the month | |
| Procurement Card Renewal | Account Clerk, Account Assistant, or Business Manager | Twice a month (for pickup) and as needed | As needed | |
| PRF Procurement-Card Reconciliation-reconcile charges with receipts | Account Clerk or Account Assistant | Monthly when cycle ends | Due by the 16th of the month | |
| Procure 2 Pay Transactions | Account Clerk, Account Assistant or Business Manager | Daily as purchases are made. To be verified with Procurement: on average about 75% of transactions hit this. | Weekly to monthly; based on volume | |
| Purchasing Computers, Copiers, Printers, Faxes, Scanners, Multi Function Devices | Account Clerk, Account Assistant, Business Manager, or IT Services | Weekly based on departmental needs | As needed | |
| Placing orders in Ariba | Account Clerk, Account Assistant, Lab Assistants, Secretary, or Student | Usually daily - Varies based on departmental needs | 24 hours within receipt of all required documentation | |
| Competitive Bid Process | Account Clerk, Account Assistant, Lab Assistants, Secretary, or Student | Varies based on departmental needs | As needed; based on amount of purchase | |
| Approving Requisitions in Ariba- requisitions must be approved by a fiscal approver in Ariba | Account Clerk, Account Assistant, or Business Manager | Usually daily - Varies based on departmental needs | Daily | |
| Receiving orders in Ariba- once an ordered item arrives, it needs to be received in the Ariba system | Account Clerk, Account Assistant or departmental staff/student | Usually daily - Varies based on number of items ordered | Daily | |
| Billing of Recharge Center Charges to External Customers | Account Clerk, Account Assistant, Business Manager | Weekly or Monthly depending on the volume of the Recharge Center | Monthly; prior to the last working day of the month | |
| Billing of Recharge Center Charges to External Customers - iLab | Core Manager | Monthly based upon UniversityiLab billing schedule | Monthly; prior to the last working day of the month | |
| Billing of Recharge Center Charges to Internal Customers | Account Clerk or Account Assistant | Varies based on number of recharge centers used by department. | 15th of the month following submission of billing information | |
| Completion of Direct Invoice Vouchers or Automatic Payments in SAP (ZV60) | Account Clerk, Account Assistant | Varies by volume in each department | daily; as needed | |
| Procurement Contracting - Professional Services, Leases for Real Estate & Capital Equipment, Software Licenses, Employee Search Firms, Hospitality, Architectural & Engineering, plus many more kinds contracts | Account Clerk, Account Assistant, Business Manager, ADAF, DFA | Varies, based on number of contracts received or need prepared | as needed; request from faculty/staff | |
| Sponsored Program Services Contracting - Non-Disclosure, Material Transfer, Testing, and Miscellaneous Agreements | Account Clerk, Account Assistant, Business Manager, ADAF, DFA | Varies, based on number of contracts received or need prepared | As needed | |
| Individual Consulting Agreement Process - Paper | Account Clerk or Account Assistant | Varies, based on number of contracts (PSA, SOW) need prepared | As needed | |
| Individual Consulting Agreement Process- Planned Automation | Account Clerk or Account Assistant | Varies, based on number of contracts (PSA, SOW) need prepared | As needed | |
| Review Travel Requests in Concur- A travel request is only required when the traveler is using a common carrier, i.e., airfare, train, when the trip will not be paid by Purdue University, pre-trip approval is required or when there is a cash advance greater than $500 | Account Clerk or Account Assistant | Reviewed daily as received | Daily; As needed | |
| Audit and Approve Travel Expense Reports in Concur- all travel expense reports require fiscal approval | Account Clerk or Account Assistant | Reconciled daily as received CY 2014: 36,859 expense reports processed (CY 2015 YTD 30,624) |
Audit/review within 2 days; approve once complete within 2 days | |
| Review Outstanding Tcard Transactions- review travel card charges not yet associated with an expense report or are tied to an expense report that has not yet been submitted | Account Clerk or Account Assistant | Reconciled Monthly | Run report weekly; address as issues arise | |
| Request Visa Travel Cards for Employees- requesting a new Tcard for employees | Account Clerk or Account Assistant | As Needed | As needed | |
| Change Travel Card limit- for cards that are set at $1 or for employees that need their tier increased | Account Clerk or Account Assistant | As Needed | As needed | |
| Review Outstanding Travel and Process Visa Travel Card Cancellation - when employment at Purdue ends | Account Clerk or Account Assistant | As Needed | As needed | |
| Add Travel Delegates - process to be followed for adding delegates in Concur to help with booking and expense reports | Traveler, Account Clerk or Account Assistant | As Needed | As needed | |
| Delete Delegates -process to be followed for deleting travel delegates in Concur | Traveler, Account Clerk or Account Assistant | As Needed | As needed | |
| Change Business Office Delegate Approvers- when fiscal approver ability needs to be delegated | Fiscal Approver | As Needed | As needed | |
| Assigning Fiscal Approvers - Small and Large Fiscal Approvers are an attribute on the position | Business Manager, ADFA, or DFA | As Needed | As needed | |
| Travel Requests without Expense Reports | Account Clerk or Account Assistant | Quarterly | Review report monthly; address anything outstanding for more than 3 months | |
| Expense Reports not Submitted | Account Clerk or Account Assistant | Quarterly | Review report monthly; address anything outstanding for more than 30 days | |
| Fiscal Approval on University Vehicle Form | Business Manager, ADFA, or DFA | As Needed | Daily; as needed | |
| Fiscal Approval on Form 1B- bus rental | Business Manager, ADFA, or DFA | As Needed | Daily; as needed | |
| Voice Risque Tickets/Risque Data Network Services - Request for Services | Account Clerk or Account Assistant | As needed | As needed | |
| Annual Common Good Telecommunication Billing - Review and provide cost distribution for telephone common good annual charges | Account Assistant or Business Manager | Reviewed Annually in early Fall | Yearly; according to deadline | |
| Performance Evaluations - Annual review of staff performance | Supervisors and staff | Annually- number of employees in Business Office | Yearly; deadlines set in preparation for budget | |
| Approving Outside Activity Forms for Employees in the Business Office | Business Manager or DFA | Annually and as needed with staffing changes | As needed | |
| Assigning Attributes - Fiscal Approver, Dept. Head and Chief are an attribute on the position | Either Business Manager, ADFA, or DFA | As Needed with staffing changes | As needed | |
| ** if changes or updates are needed, please contact Ann Templeman atempleman@purdue.edu or Theresa Weilbaker (tweilba@purdue.edu). | ||||
| November 2016 | |||||
| Account Management - NonSPS Funds | |||||
| Business Process Title | Process Explanation | Responsible Individuals | Policy, PU Guideline (if applicable) | Process Volume and Frequency | Expected Completion Date |
| Base Budget Tracking-reconcile unit budget sheets to Base Budget Reconciliation Tool | Compare process JVs to transfer recurring funds to individual College/Dept. base budget data and update the Base Budget Reconciliation Tool. Track CUL and vacancies by position/person and funding source in preparation for next years budget process. | Business Manager, DFA | Monthly | 15th of the month | |
| Annual Budget | Analyze and document the revenue and expenses on central revenue funds as well as unit revenue funds. Identify trends to determine how to properly document the budget for the upcoming year. Follow FP&A guidlelines for entering and validating the entries in the BPS system including annual raises for staff. Exporting and submitting reports to FP&A after careful validation of raises and budget entries. | Business Manager, ADFA and DFA | Annual Salary Policy | Annually | Per FP&A budget schedule |
| Central Revenue Fund Projections- record revenue and project S&W and S&E expenditures, compare to budget | Record Revenue, S&W and S&E expenditures on department template. Project future expenditures to estimate a fiscal year end balance. | Account Clerk, Account Assistant, Business Manager, DFA | Monthly Volume determined by number of units served and Central Revenue Funds managed |
15th of the month | |
| PMU Clearing Acct(Events) - review school/dept. 1101XXXX funds | Review your school/department 1101xxxx fund to make sure this account is being credited for requested PRF checks or expenses are being moved to the appropriate university fund. | Account Clerk or Account Assistant | https://www.google.com/url?q=https://www.purdue.edu/business/bs-ba/pdf/Reconciling_PMU_Clearing_Acct_Events_Billings.pdf&sa=U&ved=0ahUKEwic9dSt6K3PAhXp6oMKHfhRCzQQFggEMAA&client=internal-uds-cse&usg=AFQjCNFMecmw8dakKtbOmbg1ai0OEDKzdg | Monthly | Monthly document deadline per Accounting Department |
| Payments to PMU(Hotel) | Prepare Intramural Voucher after reviewing account assignment and obtaining authorized approvals for the charges. Account assignment must be reviewed for allowability, allocability, reasonableness and project period. | Account Clerk or Account Assistant | Monthly | Monthly document deadline per Accounting Department | |
| Income Producing Accts Reports- analyze revenue generating accounts for discrepancies against projections/rate and SAP | Generate reports for income producing accounts. Evaluate any variances in balances. Discuss discrepancies with clerks and department heads. Account types include study abroad, recharge centers, CEC, EPE, etc. | Account Clerk, Account Assistant, or Business Manager | Monthly | 15th of the month | |
| Recharge Center Review - review recharge receipts, out-of-tolerance balances and rate requests | Review recharge centers that are out-of-tolerance monthly and as of fiscal year-end. Review results of operating under approved rates and update rate requests with Costing as needed. Review depreciation expense annually and make transfers to depreciation account when appropriate | Account Clerk, Account Assistant, or Business Manager | https://www.google.com/url?q=http://www.purdue.edu/business/mas/pdf/Procedures.pdf&sa=U&ved=0ahUKEwiN3tqK663PAhXF7IMKHV_KAGcQFggOMAU&client=internal-uds-cse&usg=AFQjCNHTytoGiA9eh1ii1upmmTmNoJ8lXg | Monthly/Yearly | Annual deadline as communicated by Costing Department each year |
| Intramural Upload - charge copies, transparencies, PMU and other recharge billings to the correct account | Calculate charges via Genbill or manually. If Genbill, send upload file to cmdt-all@purdue.edu. If manual, create FV50. | Account Clerk or Account Assistant | Monthly | Monthly document deadline per Accounting Department | |
| PSCD Billings - process billings to external customers | Enter charges to be billed in OnePurdue system. Review A/R reports to ensure charges entered properly | Account Clerk or Account Assistant | http://www.purdue.edu/business/urco/policiesProcedures/arBillingProcedures.html | Monthly | Last working day of the month |
| Cash Operations - reconcile CRV and receipts of cash | Daily receipt cash and prepare CRV for deposit. Monthly basis, assure compliance with Cash Handling Guidelines by reconciling supporting documentation to verify that deposits reached correct accounts. Annually review departmental Cash Handling Plans and update accordingly | Account Clerk or Account Assistant | https://sp2013.itap.purdue.edu/businessservices/urco/CashHandling/SitePages/CHP.aspx | Daily volume depends on cash receipting in that unit | Deposit cash - daily; Reconcile deposits - 15th of the month; Review your areas Cash Handling Plan - July each year |
| Gifts, Gift & Loan - deposit and record gifts as well as gift and loans | Complete a form 44 or Gift in Kind report, route for signatures, attach support documentation and route to appropriate area for processing. Verify deposit is made or credit given to appropriate account | Account Clerk, Account Assistant, Business Manager | https://www.google.com/url?q=https://www.lib.purdue.edu/sites/default/files/advancement/giftPolicy.pdf&sa=U&ved=0ahUKEwilzrar4rLPAhVi7YMKHSxMBecQFggEMAA&client=internal-uds-cse&usg=AFQjCNFkLrp8O77YY9a2AGnAWfnoZSAjXA | Daily volume depends on cash receipting in that unit | Deposit cash - daily; Reconcile deposits - 15th of the month |
| Pending & Clearing Accounts - review holding accounts for deposits awaiting account determination or establishment | Review deposits to holding accounts. When department is responsible, prepare FV50 by Accounting deadline to clear holding accounts within one month. Follow-up with responsible party to ensure clearance of other deposits. | Account Clerk, Account Assistant, Business Manager | Monthly | By the end of month in which report was issued | |
| Review of Incoming ACH/Wire Transfers - Review reports of Unclaimed Items | Units which receive incoming payments should review report of Unclaimed Items on a daily or weekly basis. If documents can be claimed, prepare OBC. Receipts that have not been claimed within 90 days of deposit will be moved to a pending and clearing account and will require justification to remove. | Account Clerk, Account Assistant, Business Manager | Daily/weekly review of unclaimed wires Quarterly review of items over 90 days old. | Daily and weekly review of unclaimed wires. Quarterly review of items over 90 days old. | |
| Review Demurrage Report - review each month's demurrage charges by Co-PI, account or grant status | Review the Demurrage Report for: 1. Those posting to expired accounts 2. Those posting to accounts expiring in the next 90 days 3. All demurrage charges on SPS accounts 4. All demurrage on departmental accounts |
Account Clerk, Account Assistant, Business Manager | Monthly | 15th of month | |
| Personnel Activity Reports (PAR)-report proper payroll distribution for monthly employees paid on research funds | Meet with Faculty/AP staff to discuss proper reporting of payroll distribution for specific PAR period. Process PAR by established deadline. | Account Clerk, Account Assistant, Business Manager, Research Account Specialist, Operations Manager | http://www.purdue.edu/business/mas/pdf/Purdue%20University%20Effort%20Reporting%20Process.pdf, http://www.purdue.edu/business/mas/doc/Revised%20PAR%20Process.pdf, http://www.purdue.edu/business/mas/costing/Effort_Reporting/index.html | Each Semester volume varies by unit (ex. 1 - 450) approx. 6000 university wide | Per deadline set by Costing Department |
| Cost Distribution with Account Balance Verification - review paid employees payroll charges against SPS and departmental accounts to verify project date allowability and funds availability | Review the Cost Distribution Verification Report for: 1. Payroll posting to expired accounts 2. Payroll posting to accounts expiring in the next 90 days 3. Payroll overdrafting accounts 4. Payroll distribution by person 5. Payroll charged to the 9101000 fund and 12/31/99 distributions |
Account Clerk, Account Assistant, Business Manager | Biweekly/Monthly depending on pay areas that are being verified | Prior to cost distribution deadlines set by the Payroll department | |
| Generate Departmental SIO & RIO Reports- document S&W and S&E expenditures as well as revenue by SIO & RIO | Generate/Review departmental SIO & RIO reports in SAP or BI. Verify expenditures do not exceed allocations. Identify missing or miss assigned SIOs & RIOs and make all necessary corrections. | Either Account Assistants, Research Account Specialist, Operations Manager, Business Manager, ADFA, or DFA | Monthly or As Needed if updated balances are required | 15th of the month | |
| PRF Discretionary Data Review- review report that identifies revenue and expenses that hit the PRF account and reconcile to departmental records. | Receive e-mail with attachment from PRF. Reconcile income, expenses and transfers from PRF report to internal documentation. | Either Account Clerk or Account Assistant | Monthly | Montly upon receipt of report | |
| PRF Reimbursement/Payment Request- requesting reimbursement from a PRF account to a Purdue account or pay a vendor from PRF funds directly | If an expense that should have hit a PRF account hits a Purdue account, a PRF Reimbursement Check Request is made. Or if funds need to be transferred from a PRF account to a Purdue account (generally a gift account), the same process occurs. This process is also used when requesting that PRF pay a vendor directly on the unit's behalf. | Either Account Clerk or Account Assistant | As Needed | As received | |
| Processing a JV (Correcting Document and Revenue Transfers)- FV50 t-code is used to move cash between accounts or to correct an expense | Journal Vouchers are done through t-code FV50. They are done to correct an expense that has hit the wrong account (regardless of fund type) or to move cash between funds. | Account Clerk or Account Assistant | Daily | Monthly document deadline per Accounting Department | |
| Change Cost Distribution - Prepare a CD01 to document changes being made to past support of an employee's salary | When changing a staff member's salary distribution of previous charges, CD-01's are required when 1.) bi-weekly staff member is paid from a Sponsored Program acct. 2.) changing salary prior to July 1 of the previous calendar year for both monthly & bi-weekly paid staff | Account Clerk or Account Assistant | As Needed | Prior to cost distribution deadlines set by the Payroll department | |
| Package Custom Individual Portfolio Reports- start up accounts research incentive funds professorship discretionary funds other incentive funds (salary savings from research) royalties PEC residuals SPS accounts International Travel Grants PRF fellowship allocations |
Identify, create, and analyze BI and SAP reports/projections to support initiatives and needs of departments and individuals. | Account Clerk, Business Manager, Research Account Specialist, Operations Manager, DFA | Daily Volume based on number of individuals in unit with reporting needs |
15th of the month | |
| Generate Account Balance Listing-report is generated to be used for multiple other processes (i.e. used to identify overdrafted accounts) | Generate Account Balance listingby exporting the BI Account Balance Listing. Report is used in many other processes including, but not limited to, reviewing balances for overdrafts and to have on hand for quick reference and as a communication tool with our senior leadership. | Any Business Office staff member | Monthly or As Needed if updated balances are required | Week after prior month closes | |
| Review Financial Stewardship Dashboard Reports- FSD reports are updated quarterly and are a high-level overview of financial stewardship of a department | FSD reports were created to help identify areas that BMs, ADFAs, and DFAs should review to see the success of their financial management practices. There are 12 reports reporting on topics including grants, travel, gift accounts, SPS accounts and Human Resources. Not every item on each report is an issue, but rather the report highlight potential issues that the BMs should dig into and identify. | Business Process Managers, ADFAs, and DFAs | Quarterly | Quarterly as updates are released | |
| Review of Parked Documents | Review list of parked documents to ensure that paper documents have been sent to CMDT for processing. Request any unnecessary parked documents be deleted. Send e-mail to cmdt@purdue.edu | Account Clerk, Account Assistant, Business Manager | Monthly | Monthly document deadline per Accounting Department | |
| Carry Forward Clean-Up | Review year-end balances in central revenue fund CC's/RIO's and assign a different CC/RIOto receive the carryforward posting in the next fiscal year, if necessary. | Business Manager, DFA | Annually | Prior to deadlines established by Accounting Services | |
| PMU Only: Catering and Events Sales Accrual | Accrue revenue for Catering and Events that have not been JVed at month end. | ADFA and Fiscal Administrator | Monthly | TBD | |
| PMU Only: Food Inventory consumed or increased | Adjust month end inventory to actual and post difference as an increase or decrease to COGS. | ADFA and Fiscal Administrator | Monthly | TBD | |
| PMU Only: UR Dining Inventory | Adjust month end inventory to actual | ADFA & Fiscal Administrator | Monthly | TBD | |
| PMU Only: UR Dining and Food Stores Accounts Payable Accruals | Accrue expenses for UR Dining & Food Stores at month end for those invoices that are not received until after the month end deadline | ADFA & Fiscal Administrator | Monthly | TBD | |
| PMU Only: UR Conferences Unbilled Charges | Accrue revenue for Conferences that have not been JVed at month end | Fiscal Administrator | Monthly | TBD | |
| ** if changes or updates are needed, please contact Ann Templeman (atempleman@purdue.edu or Theresa Weilbaker (tweilba@purdue.edu). | |||||
| November 2016 | |||||
| Account Management - SPS Funds | |||||
| Business Process Title | Process Explanation | Responsible Individuals | Policy, PU Guideline (if applicable) | Process Volume and Frequency | Expected Completion Date |
| Cost Sharing Reconciliation- ensure commitment are being met and funding sources are reconciled | Review and update departmental cost sharing commitments spreadsheet with any new cost sharing commitments submitted on a SPS proposal (form 32). Reconcile GM cost sharing budget changes (FMBB's) with the form 32 for awarded proposals. Ensure cost sharing funds are being appropriately expended. Contact the SPS post award account manager for any questions or concerns. | Business Manager, Research Account Specialist, Operations Manager, ADFA or DFA | https://www.purdue.edu/business/sps/postaward/bs/costsguide.html , https://www.purdue.edu/business/sps/pdf/memomatch.pdf , https://www.purdue.edu/business/sps/pdf/Account_Management_Guidelines_for_SPS_Funds.pdf , https://www.purdue.edu/business/sps/pdf/Purdue_SPS_Handbook.pdf | Monthly Volume varies based on research in units |
Monthly as needed |
| Review SPS Accounts Expiring in 120 Days-review and identify needed actions to take on accounts whose project periods are ending in 120 days | Run a report to determine accounts expiring in 120 days or less. Review balances, outstanding transactions and commitments and determine needed actions (Meeting with PI, No Cost Extension, JV, etc.). | Account Clerk, Account Assistant, Business Manager, Research Account Specialist, or Operations Manager | https://www.purdue.edu/business/sps/pdf/Account_Management_Guidelines_for_SPS_Funds.pdf , https://www.purdue.edu/business/sps/pdf/Purdue_SPS_Handbook.pdf, Sponsor terms & conditions | Monthly Volume varies based on research in units |
15th of the month |
| Expired Account w/ Balances - review and identify needed actions to take on accounts whose project has expired but a balance in the account remains | Run a report to determine accounts that have expired w/ balance remaining. Review balances, outstanding transactions and commitments and determine needed actions (Meeting with PI, No Cost Extension, JV, etc.). | Account Clerk, Account Assistant, Business Manager, Research Account Specialist, or Operations Manager | https://www.purdue.edu/business/sps/pdf/Account_Management_Guidelines_for_SPS_Funds.pdf , https://www.purdue.edu/business/sps/pdf/Purdue_SPS_Handbook.pdf | Monthly Volume varies based on research in units |
15th of month |
| Overdrafts - review account balances where expenditures exceed budget available | Run a report to determine accounts that are overdrafted. Review balances, outstanding transactions and commitments and determine needed actions (Meeting with PI, No Cost Extension, JV, etc.). | Account Clerk, Account Assistant, Business Manager, Research Account Specialist, or Operations Manager | https://www.purdue.edu/business/sps/postaward/bs/accountmgmt/correctdoc.html , https://www.purdue.edu/business/sps/pdf/Account_Management_Guidelines_for_SPS_Funds.pdf , https://www.purdue.edu/business/sps/pdf/Purdue_SPS_Handbook.pdf | Monthly Volume varies based on research in units |
15th of month |
| NSF 2-months compliance audit-Salary on all NSF grants cannot be over 2-months from July to June of the same budget year. | Use the calculator to monitor all NSF projects with effort and salary. This should be completed prior to salary being charged to NSF projects. | Account Clerk, Account Assistant, Business Manager, Research Account Specialist, or Operations Manager | https://www.purdue.edu/business/sps/pdf/NSF_2_Months_Rule_Handbook.pdf , https://www.purdue.edu/business/sps/postaward/sponsors/nsf/index.html for links to NSF and PU policies , https://www.purdue.edu/business/sps/pdf/Purdue_SPS_Handbook.pdf | Varies based on amount of NSF funding in unit; as needed | Monthly as needed |
| NIH/DHHS Salary Cap compliance audit | Salary Cap, per the National Institute of Health (NIH) is "a legislatively-mandated provision limiting the direct salary (also known as institutional base salary, but excluding any fringe benefits and F&A costs) for individuals working on NIH grants, cooperative agreement awards, & extramural research & development contracts" The cab establishes a max. annual rate of pay at which an individual's full time effort over a twelve month period can be charged. | Account Clerk, Account Assistant, Business Manager, Research Account Specialist, or Operations Manager | https://www.purdue.edu/business/sps/postaward/sponsors/dhhs/index.html , https://www.purdue.edu/business/sps/pdf/Purdue_SPS_Handbook.pdf | Varies based on amount of NIH funding in unit; as needed | Monthly as needed |
| Cash Deficits - review to determine if expenses exceed cash available | Generate a list of account where expenditures exceed cash available. Accounts on Letter of Credit or Advance Payment Program should have positive balances. Communicate any significant changes in expenditures to ensure positive balance. Resolve discrepancies with SPS. | Account Clerk, Account Assistant, Business Manager, Research Account Specialist, or Operations Manager | https://www.purdue.edu/business/sps/pdf/Account_Management_Guidelines_for_SPS_Funds.pdf , https://www.purdue.edu/business/sps/pdf/Purdue_SPS_Handbook.pdf | Monthly (Project Specific) | 15th of month |
| Review QTL/ CAS guidelines - assess allowability & allocability | Review Questionable Commitment Item Listing. Validate charges to ensure allowability/allocability. Document any unlike circumstances. Resolve discrepancies with PI. Notify SPS if necessary | Account Clerk, Account Assistant, Business Manager, Research Account Specialist, or Operations Manager | https://www.purdue.edu/business/sps/pdf/Purdue_SPS_Handbook.pdf , https://www.purdue.edu/business/sps/pdf/QTRWRITEUP.pdf , https://www.purdue.edu/business/sps/pdf/QTR_Commitment_Item_Listing.pdf , https://www.purdue.edu/business/sps/pdf/Questionable_Transactions.pdf | Monthly | 15th of month |
| GM Reporting Requirements - review report. Be aware of financial report requirements to make sure accounts are ready for reporting. | Run report and review for financial and technical report requirements. Make sure accounts are ready for financial reporting | Account Clerk, Account Assistant, Business Manager, Research Account Specialist, or Operations Manager | Sponsor terms & conditions | Monthly Volume varies based on research in units |
15th of month |
| Pre-Audit of Correcting Documents | Documents which correct or change posted entries to sponsored program accounts require extra scrutiny due to federal regulations. The following documents require Pre-Audit approval if moving an expense on or off of a sponsored program account: JV's, CD-01's for non exempt staff, Post PARS or Revised PARS | Account Clerk, Account Assistant, Business Manager, Research Account Specialist, Operations Manager | https://www.purdue.edu/business/sps/pdf/preauditprocess.pdf, https://www.purdue.edu/business/sps/pdf/Account_Management_Guidelines_for_SPS_Funds.pdf, https://www.purdue.edu/business/sps/postaward/bs/accountmgmt/correctdoc.html | Monthly Volume varies based on research in units |
Between 3 business days to a week of receiving the document |
| NTP - review grants on NTP report | Run NTP report, review to ensure expenses do not exceed NTP budget; also validate that NTP is removed when appropriate | Account Clerk, Account Assistant, Business Manager, Research Account Specialist, or Operations Manager | https://www.purdue.edu/business/sps/pdf/Account_Management_Guidelines_for_SPS_Funds.pdf ,https://www.purdue.edu/business/sps/pdf/Purdue_SPS_Handbook.pdf, http://www.purdue.edu/business/mas/doc/Revised%20PAR%20Process.pdf | Monthly Volume varies based on research in units |
15th of month |
| ** if changes or updates are needed, please contact Ann Templeman (atempleman@purdue.edu or Theresa Weilbaker (tweilba@purdue.edu). | |||||
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