ConnectND at NDSU

1
ConnectND at NDSU

• Weekly Information Session
• Finance
• Gary Wawers, Controller
• 4-15-05

2
Today

• Internal Billings
• Procurement Card
• Grants Management

3
Internal Billings

• JB40 is not in PeopleSoft
• JB40 allowed for changing funds, accounts before
  final posting to General Ledger
• PageCenter is not in PeopleSoft
• PageCenter has been used for distributed details
  of bills to depts

4
Internal Billings

• PeopleSoft Spreadsheet Import method
• Currently used by Telecom
• January March 2005
• Journal ID PHONE
• Funds, projects, etc., billed near end of each
  month
• Departments may correct coding after
  transactions are posted

5
Options for Internal Billing Corrections

• Prepare Interdepartmental Billing form, send to
  Accounting
• List coding to be charged and credited
• Best option when just a few lines are corrected
• Prepare Spreadsheet Template, send to Accounting
• Best option when many lines are corrected and IDB
  is impractical
• Contact the billing department to make adjustment
  to next months billing.

6
Internal Billing Timing of Changes

• April 2005
• Document Publishing Center (March 20 April 19
  transactions)
• Campus Postage (March 16 April 15 transactions)
• May 2005
• Dining Services (April 16 May 15 transactions)

7
Internal Billing - Others

• Facilities Management Services will change with
  implementation of FAMIS software July 2005
• Motor Pool/Garage
• Central Stores
• Work orders

CICS Screen JB40 available until switch to
PeopleSoft
8
Procurement Card Plans

• Continue to allow users to review and adjust
  funding on Procard web site (PEOPLESOFT CODING)
• Spreadsheet Import to be used to bill department
  funds

When? May 2005

• Funding corrections should be minimized,
  because users may modify funding on Procard web
  site before posting

9
Grants Management

• PeopleSoft Journals starting with GM ?
• Indirect Costs have been applied to grants
  January March 2005.
• Some adjustments yet to be made.
• PeopleSoft Journals starting with CAREV?
• Accrual of revenue and setup of receivables
• First Letter of Credit draw-downs and billings
  this week!

10
Grants Management

• Access to Grants Proposal Information ready
• Grants gt Awards gt Award Profile
• (Contract same as Project ID in
  most cases)
• Detail to be covered in Grants Coordinators
  Meetings
• Financial Report for Principle Investigators
  in development
• Effort Certification forms to be sent in about
  2 weeks
• First Certification on 3 payrolls
• Future will be done quarterly

11
Questions, Suggestions ?