Financial Affairs Training Budget Manager I

Agenda Budget Manager Responsibilities Financial Reports Forms Resources Financial Accounting | Budget Manager I

Budget Manager Responsibilities Responsible for University funds Review financial reports Request financial report adjustments Request payments and approve transactions: - Invoices - Voucher check requests - Employee reimbursement - Journal entry / budget change request Budget planning for new fiscal year Position management (if applicable) Financial Accounting | Budget Manager I

Review Financial Reports Department Reconciliation and Oversight - Monthly review of financial reports for accuracy - Active participation in monthly reconciliation process: “two sets of eyes” Delegation of Authority - Budget Managers retain accountability for tasks and duties that are delegated Approval Authority - Prior to signing/authorizing: read it, ask questions, probe for full understanding Special Attention - ProCard transactions - Employee reimbursements Financial Accounting | Budget Manager I

Financial Activity Timing Accounting Periods/Dates DePaul Fiscal Year = 7/01/XX through 6/30/XX July = Period 1 June = Period 12 Budget Planning In the Fall the Strategic Resource Allocation Committee (SRAC) reviews and approves the budget for next fiscal year Financial Accounting | Budget Manager I

Financial Reports Overview Excel based reports containing Financial Activity, also referred to as Mobius reports Available to view daily by date and department Reports for month-end close are generally available on the 6th business day of the following month Per Financial Accounting System and Reporting policy, reports must be reviewed within 10 business days of becoming available Reconciliation - submit requests for changes to Fauploads@depaul.edu Financial Accounting | Budget Manager I

Accessing Financial Reports Campus Connect > Self Service > Reports > Financials Step 2: Enter Department Step 1: Select FY and Month end Financial Accounting | Budget Manager I

Additional Reports GFTACTIVITY HR_CUREMP HR_CURPOS LBR/RPT (Salary Cost Status) LBR/POS (Labor Distribution) SCHOLRSHP VAC_SICK Financial Accounting | Budget Manager I

Financial Report Sample Financial Accounting | Budget Manager I

Financial Reports Budget Detail Actual Transactions 1. Original Budget – Approved by Board of Trustees 2. Base Budget – Original and Permanent changes 3. Final Budget – Base and One time changes Actual Transactions 1. AP Detail – Invoices paid to vendors by AP 2. Journal Detail – Internal entries processed by FA Encumbered Information 1. Pre-Encumbrance Detail – Requisition created 2. Encumbrance Detail – Purchase orders in process Financial Accounting | Budget Manager I

Chartfields Department (DeptID) – 6 digit number that identifies your specific location within the university Account – 6 digit number that identifies transactions as revenue or expense Fund – 3 digit number assigned to a DeptID Class – 2 character field to identify a DeptID’s function Program (optional) – 5 character field managed by budget manager Project/Grant – unique field to identify capital projects or grants Financial Accounting | Budget Manager I

Accounts Revenue Expense 40XXXX = Revenue 41XXXX = Scholarship 50XXXX - 53XXXX = Salary 54XXXX = Benefits 55XXXX = Departmental Expense 60XXXX = Non Departmental Expense Refer to “List of Commonly Used PeopleSoft Financial Account Codes” & “Commonly Used Salary Accounts” handouts Financial Accounting | Budget Manager I

Journal Entry Request Form http://financialaffairs.depaul.edu/forms/index.htm Send completed form to FAUploads@depaul.edu Financial Accounting | Budget Manager I

Budget Change Request Form http://financialaffairs.depaul.edu/forms/index.htm Send completed form to FAUploads@depaul.edu Financial Accounting | Budget Manager I

Salary and Position Forms Salary Reallocation Request – Move salary / benefit expenses from one department/account to another (transactions that already took place) Distribution Change Request – Set up future salary costs to be paid from new department/account Position Data Request - Electronic form for workforce related changes such as creating new positions, position re-grades, and position modifications Campus Connect > Main Menu > Manager Self Service > Position Data Request Student Employment Action Form (SEAF) – Hire a student employee through the Career Center – Office of Student Employment Financial Accounting | Budget Manager I

Cash Handling “Cash” may include: coins, currency, checks, money orders, and credit card authorizations Balance and deposit cash receipts on a daily basis Contact Financial Accounting for cash handling training Cash Handling Best Practices Guide: http://financialaffairs.depaul.edu/training/training-materials.html Financial Accounting | Budget Manager I

Office of Advancement Gift Processing Role of Advancement Process gifts made to the University When you receive a charitable gift: Deliver it to Advancement immediately Applicable policies include: Gift Acceptance and Processing Fundraising Events Financial Accounting | Budget Manager I

Resources Financial Affairs website Staff Directory Reports: DePaul Financial Information Forms Classroom and Online Training information Presentations, Handouts, Guides http://financialaffairs.depaul.edu/ Compliance Website http://compliance.depaul.edu/ University Policies and Procedures http://policies.depaul.edu/ Financial Accounting | Budget Manager I

Additional Training Budget Manager II (Accounts Payable) Vendors Invoice payments Internal and External Grant Training Departments operating with Project/Grant Financial Accounting | Budget Manager I