INSTITUTE OF TECHNOLOGY JE JOB AID as of 2609

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INSTITUTE OF TECHNOLOGY JE JOB AID (as of 2/6/09)
FUND TRANSFER CODES NMTI Same Fund, Same college
(within RRC) 600201 credit (-) NMT0 Same Fund,
Same College (within RRC) 610201 debit
() NMTI Same Fund, Diff College (between RRCs)
600202 credit (-) NMT0 Same Fund, Diff College
(between RRCs) 610202 debit () NMTI Same Fund,
Same Deptid (between prog) 600203 credit
(-) NMT0 Same Fund, Same Deptid (between prog)
610203 debit () NMTI Diff Fund, Same College
600204 credit (-) NMT0 Diff Fund, Same College
610204 debit () NMTI Diff Fund, Diff
College 600205 credit (-) NMT0 Diff Fund,
Diff College 610205 debit () NMTI Diff
Fund, Same Deptid 600206 credit (-) NMT0 Diff
Fund, Same Deptid 610206 debit ()
BUDGET STATUS (MOST COMMONLY SEEN) E (ERROR) N
(NOT CHECKED) P (POSTED) T (JOURNAL ENTRY
INCOMPLETE)-NEED EDIT/BUD CHECK V (VALID) READY
FOR APPROVAL
NMTI Non-mandatory transfers in NMTO
Non-mandatory transfers out
JOURNAL STATUS (MOST COMMONLY SEEN) E (ERROR) N
(NO STATUS) NEEDS EDIT P (POSTED) (APPROVED) T
(JOURNAL ENTRY INCOMPLETE)-NEED EDIT/BUD CHECK V
(VALID) READY FOR APPROVAL (PENDING)
AN TYPES (MOST COMMONLY USED) CGE COST SHARING
EXPENSE (NON-PAYROLL) GLE GL EXPENSE GLR GL
REVENUE
SOURCE ONSSponsored, will route to
CA ONNNonsponsored, will route to deptid appr
JOURNAL CLASS Deptid that journal will route to
for approval
EXPENSE TRANSFER CODES Wrong Stringcredit (-)
Correct String debit ()
OTHER RESOURCES Who is approving JE? (Query
UM_FWF_APPR_BY_DEPTID) What is status of JE?
General Ledger ?Journals ?Journal Entry
?Create/Update Journal Entries ? Click Find
Existing Value tab ?Enter Journal ID ? Click
Journal ID Journal Justification? Click Header
Tab and see Long Desc field Journal
Chartstring? Click Lines Tab Journal Approval
History? Click Approval Tab Helpful Reports
UMREPORTS Account Budget Status for Current
Non-Sponsored Funds Journal Entry Manual
(12/10/08) http//www1.umn.edu/ohr/prod/groups/oh
r/_at_pub/_at_ohr/_at_trainingservices/documents/asset/ohr_
asset_084471.pdf Journal Entry Approval Criteria
Checklist (5/5/08)http//www1.umn.edu/ohr/prod/gr
oups/ohr/_at_pub/_at_ohr/_at_trainingservices/documents/ass
et/ohr_asset_091428.pdf Journal Entry Approvals
Job Aid (9/1/08) http//www1.umn.edu/ohr/prod/gro
ups/ohr/_at_pub/_at_ohr/_at_trainingservices/documents/asse
t/ohr_asset_097479.pdf Chart of Accounts Manual
FY09 (8/1/08) http//www1.umn.edu/ohr/prod/groups
/ohr/_at_pub/_at_ohr/documents/asset/ohr_83685.pdf
IT JE Process Flow http//intranet.it.umn.edu/fi
nance/index.html IT JE Form http//intranet.it.u
mn.edu/finance/IT_JE_FORM_010709.xls Why am I
seeing 109900 lines with the transaction? Accrual
on the Balance Sheet. See page 36 of JE Manual.
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Scenario 1 Need to move PCARD activity that
defaulted to 721101 to correct string. Default
String 1000-11098-20042-721101-2101204-1000004738
Correct String 3002-11098-UMSPR-05197026-1
GLE-720602-2101204 Justification Dr. PI attended
the 2008 AlChE mtg in Philadelphia, PA on Nov.
17. Card tran 2101204927008252088. Amount
incurred was 551.50.
IT EXPENSE TRANSFER EXAMPLE
Based on the scenario please fill in the blanks
and answer the questions.

• Expense Transfer Quiz
• What is character limit of the long description
  field?_________________
• What is the source? ______________
• What is the journal class?____________
• For the Default string line, what is the account?
  ________ amount?________
• For the Corrected string line, what is the
  account? ________ amount?_______
• What should be in the reference
  field?_________________________________

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IT FUND TRANSFER EXAMPLE
Based on the scenario please fill in the blanks
and answer the questions.
Scenario 2 Per PI, transfer additional 6000 to
PI JOE, CEMS For a modified Knutson cell for the
MRSEC spin transport In metals project Transferrin
g from 1026-11140-20082-1000009506 Transferring
to 1026-11093-20082-2765455-1000009507

• Fund Transfer Quiz
• What NMTO transfer out account should be used
  for match XFR between BME and the Medical School?
  1026 funds in both strings. _____________
• What is the source? ______________
• What is the journal class?____________
• For the NMTI string line, what is the account?
  ________ amount?________
• For the NMTO string line, what is the account?
  ________ amount?_______
• What should be in the reference
  field?______________________________