Power Users Orientation for eUMB Financials

1
Power Users Orientation for eUMB Financials

• Session II
• July 28, 2005
• August 4, 2005

2
Agenda

• Procurement Cards
• Requisitioning/Request for Payment
• Accounts Payable
• Quality Assurance
• Cashiers Office Deposits
• Budget
• HRMS-Impact of Financials

3
Procurement Policy

• Policies as stated in the Corporate Purchasing
  Program, Users Guide remain in effect
• We will no longer use PO Express
• Requests for Payment (Check Requests) will come
  through Procurement Services and must comply with
  University policies
• A Department Requisition Approver may not approve
  their own requisition

4
Procurement Card Roles

• Re-allocator Reallocates charges to the
  appropriate chartstring
• Viewer Reviews credit card transactions and runs
  procurement card reports. Does not have access to
  update any records

5
Reallocation Business Process

• Each department will continue to have a default
  chartstring for credit card purchases
• The Re-allocator will go on-line in eUMB
  Financials and reallocate expenses from the
  default chartstring to the appropriate
  chartstring
• The Re-allocator has until the 15th of the
  following month after the end date of the billing
  cycle to make changes by reallocation except for
  June expenses, which will be July 10th
• After the 15th, charges are posted to the General
  Ledger
• After expenses are posted to the General Ledger,
  they must be adjusted by Journal Entry
• Departments may reallocate at any time and as
  often as they want prior to the 15th.
  Reallocations are batch processed nightly

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Requisitioning Roles

• Requistioner User logged on to eUMB Financials
  entering the requisition
• Requester Person that has requested
  good/services does not access eUMB Financials
• Department Requisition Approver Departmental
  approver for requisitions

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Requisitioning Business Process-Initiating

• Requisitions will be entered on-line by the
  Requistioner departments may have multiple
  Requistioners
• Before a completed requisition can be saved, it
  must pass combination edits
• After the requisition is saved, an email will be
  sent to the Department Requisition Approver
  departments may have multiple Approvers
• The Requistioner can determine the status of a
  requisition via the Requisition Inquiry page

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Requisitioning Business Process-Approving

• The Department Requisition Approver will access
  the requisition via their worklist
• The Approver can deny or approve the requisition
• When the Approver saves an approved requisition,
  it will appear on Quality Assurances worklist
• Quality Assurance will quality check the
  requisition approved requisitions will appear on
  Procurements worklist

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Requisitioning Business Process- Denying

• When the Department Requistioner Approver denies
  a requisition, the Requistioner is notified by
  email. The Approver can make comments on the
  denied requisition.
• When Quality Assurance denies a requisition, the
  Requistioner is notified by email. Quality
  Assurance can make comments on the denied
  requisition.
• The Requistioner can modify the requisition and
  resubmit it or delete it.

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Requests for Payment

• Will be handled as a type of requisition
• Will flow the same as a requisition requiring the
  same levels of approval

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Requisitioning Business Process
Procurement Services
Purchase Order
Deny
Quality Assurance
Accounts Payable
Approve
Documents
Department Requisition Approver
Deny
Approve
Documents
Requistioner
Submit for approval
Hard copy of documents
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Accounts Payable-Scope

• Vouchers
• Requests for Payment
• Receivers
• Encumbrances
• Transactions before and after 12/1/05

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Accounts Payable-Vouchers

• PeopleSoft on-line invoice
• Source entry for accounts payable
• Inquiry through drill down

14
(No Transcript)
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Requests for Payments

• Will be eliminated as such in eUMB Financials
• Requisitions to Purchase Orders
• Will be sent from Procurement to Accounts Payable
• Hardcopy backup to be sent with the approved
  requisition

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Receiving

• Verifying receipt of goods/services will be done
  on-line in eUMB Financials
• Green paper receiver will not be accepted
• The role of Receiver is the person who goes
  on-line to acknowledge receipt
• Recommendation The person who is the
  Requistioner should be the Receiver that
  individual knows the most about the requisition.

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Receivers

• 3-way match required for all vouchers 5000 or
  greater
• Receiver mandatory for payment
• Timely response ensures timely payment

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Encumbrances (Non-Payroll)

• Generated in Procurement
• Reduced by voucher payments in Accounts Payable
• Increased or decreased by change orders submitted
  to Procurement
• Deletions made by Procurement with guidance from
  Accounts Payable, Restricted Funds and ORD
• Year end rollovers performed by Procurement with
  guidance from Accounts Payable

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Transactions before and after 12/1/05

• The following transactions will be handled by
  completing requisitions requests for
  payment/reimbursements, study participants,
  postage meters, stipends, honoraria, moving
  expenses, etc. which replace current manual
  processes.

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Transactions before and after 12/1/05

• The following transactions will remain the same
  after 12/1/2005 emergency payments through the
  working fund, travel expenses, foreign wire
  transfers.

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Quality Assurance

• Central Billing process will remain the same
• Journal Entries will be created on-line within
  the department.
• Interdepartmental Transfer (IDT) will be handled
  as a Journal Entry. The department receiving the
  credit should create the entry after receiving
  approval from the department being debited.
• Departments will not receive notification of
  their chartstring being charged.

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Quality Assurance-JEs or Requisitions may be
denied due to

• Incorrect fiscal year
• Inappropriate account
• Item description inappropriate for account
• Grant not active or the transaction outside grant
  dates
• Insufficient funds

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Cashiers Office-Deposits

• Deposits will continue to be made at the
  Cashiers Office
• Continue to receive a receipt, in person or by
  mail one receipt for each deposit summary
• Deposit process for parking and dental clinic
  will change and be addressed separately

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Cashiers Office- Deposit Summary

• Changed to accommodate new chartfield
• Will list project ID, account and transaction
  department, if different from the owner
  department
• Use separate deposit summaries for cash/checks
  and for credit card receipts

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Budget

• Current processes and procedures will remain the
  same, forms will change to accommodate
  chartstrings

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What stays the same in HRMS?

• Administer Workforce- New Hire/EAs
• Time and Labor processing
• Payroll processing
• EFP Workflow
• Commitment Accounting processing
• Actuals Distribution
• Budget Retros
• Direct Retros
• Encumbrances
• User roles

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Whats changing in HRMS?

• Account codes
• EFP setup page
• eUMB CA Reports
• Statement of Payroll Charges (SPC) report
• Manual Payroll Transfer (PT) form
• Conversion

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Account Codes (ACs)

• ACs will be a new 10 digit number starting with
  0000000001
• One AC for each unique chartstring
• If any chartfield changes, a new AC will be
  created
• Existing ACs will be converted to 10 digit
  number
• New ACs will be auto-generated based on nightly
  feed from financials

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Account Codes (ACs)

• ACs will be owned by the department identified
  in the COA mapping process
• Users may have security access to more ACs when
  running Payroll Charges Detail report
• TL tasking and Payroll entry will be modified
  to prevent the use of inactive ACs

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EFP Setup Page

• EFP setup page will display the associated
  Chartfields
• For Grants, the Principal Investigator will be
  displayed
• Ability to search for an Account Code based on
  the Project ID or other chartfields

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EFP Setup Page Mockup
New
New
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eUMB CA Reports

• Reports and queries will be modified to display
  the Chartstring in addition to the Account Code
• Payroll Charges Detail
• Funding Summary
• UMB_CA_... queries

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Statement of Payroll Charges (SPC) report

• A separate RAVEN page will replace this report
• Report is dynamic (unlike current SPC)
• Additional sort and filter capabilities
• Security will be based on Account
  Code/Chartstring ownership- not Employee ownership

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Manual PT form

• The form will be modified to capture the
  Chartstring instead of FAS number
• Manual PT transactions are not imported to RAVEN
  SPC but will be in the RAVEN grant or all FY
  activity pages

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Questions?