Fiscal Year 2013 Awards Fall 2013 Financial Preparation Tuesday, October 1st , 2013 Fiscal Year 2013 Awards Fall 2013 Financial Preparation

Agenda Financial Support Contacts List. New College Journal Entry Policy. Preparation for Budget Amendment No#2. Questions & Answers.

Congratulations to our Award Recipients! .

Financial Support Contacts List Challenge/Task Contact Person Agency accounts Sheadrick Stevenson Budget Exceptions Errors All fund codes other than 20xxx Journal/PO/Voucher College Financial review of ePAF/PAF forms for all fund codes other than 20xxx Department Sales & Services Carry forward & Accounts Disbursement/Purchasing Procedures & Policies James Taylor Elective Fee Process Fred Mote Emergency Budget Amendments FY 2014 Original Budget Errors/changes GSU Foundation sponsored accounts – FY 2014 set up GSURF Audit for all fund codes & general Audit questions Julie Stoverink HR-Cost Transfer forms Indirect Cost Recoveries Carry Forward/Earnings Moving Expenses Esther Prince New Speed Type Set Ups Panther Mart/Spectrum Plus DRG or PRJ workflow changes PAW’s/PROF Charges to ASFRD P-Card Logs Personal Effort Reporting (PERS) Quarterly reporting of Expenditure Review to the college-E-file System Spectrum Plus payroll and p-card journal posting errors Student Activity Fee accounts Study Abroad Travel Advances

New Journal Entry Policy

The benefits of a Journal Entry Policy To give direction & guidance to departments. To provide support to new business managers. To communicate the importance and responsibility of initiators & approvers. To help departments secure successful audits. To ensure compliance. The benefits of a Journal Entry Policy

BA#2 – Due 11/25/2013 – Summer Faculty You are Here! Business Manager Closes out Summer Spreadsheet Business Manager Review Payroll & Do PERS Phase II June/Oct Phase III Oct/Nov Prepare BA #2 Phase I April/June Submit Payroll to HR Office Put Your Spreadsheet together & Prepare Budget Prepare BA #4

BA#2 – Step 1 to Summer Faculty Balancing Budgets Instruction Service Research Expenses ADD On-Line System + Late Pay Forms Verify Expenditures & Budgets Spectrum Plus

Step 2: Use the May/Sum Faculty Recon Sheet Maymester/Summer Faculty Payroll Reconciliation Sheet for Budget Amendments For BA#2: Maymester/Summer PAST FOR BA#2 May/Summer Faculty Budget Calculation Add **Do not Fill**   Maymester Summer Summer A Summer B Total Budget Spent Remaining Dept. Instruction $ - Dept. Service Dept. Research Not eligible For BA#4: Maymester/Summer COMING FOR BA#4 Maymester + Summer A Projection Adjusted Budget after BA#2 Summer B (Last Year) July Spent Amount to Move on BA#4 Summer B (Coming) N/A Funds to be Transferred on BA#2 (if any) = - (Instruction & Service funds only) (To GTA and/or PTI in Summer B July only) Funds to be Transferred on BA#4 (if any) = (To GTA and/or PTI for May/Summer A June only) Please note Associate Dean written approvel is required This should be attached in the EFILE BA System Enter Total Expenses Enter FY14 Budget BA#2

BA#2 Example Completed Using a Small Department in Arts & Sciences

“Thank you!”

Questions & Answers