Shared Services Office Business Manual Shared Services Business Manual Page 1
Table of Contents URI Office of the Controller. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 URI Office of Budget and Financial Planning. . . . . . . . . . . . . . . . . . . . . . . . . 8 URI Purchasing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9 URI Office of Sponsored Projects. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 URI Human Resource Administration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12
Shared Services Business Manual Page 2
URI Office of the Controller The Controller’s Office mission is to ensure the integrity, accountability and efficiency of the University by working collaboratively with University departments and other state agencies to provide accurate and timely accounting, auditing, payroll and financial information in a courteous, cooperative and cost-effective manner.
The Controller’s office is comprised of 5 main departments: 1) General Information a. Policies and Procedures b. General Accounting Forms (Use this link for valid forms) 2) Accounting a. Accounting & Accounts Payable b. Purchase Card c. Travel d. Travel & Expense Module – Financials e. Report Procedures 3) Sponsored & Cost Accounting 4) Payroll a. Payroll calendar 2017-2018 (Fiscal 2018) b. Payroll calendar 2018-2019 (Fiscal 2019)
Shared Services Business Manual Page 3
5) PeopleSof Financials
This department is responsible for supporting, implementing, training & documenting the integrated financial systems. Visit this link if you need PeopleSoft assistance in the following modules: i. General Ledger ii. Accounts Payable iii. P-Card iv. Purchasing v. Sponsored Cost Accounting vi. Commitment Control (Budgeting) vii. Grants and Contract Accounting viii. Grants Portal ix. Reporting x. Travel and Expenses
Shared Services Business Manual Page 4
b. URI Chart of Accounts i.
Chart-Field String (CFS) 1. Account Code (4 digits) a. Identifies the natural classification of expense and revenue b. Account codes roll up into budget categories 2. Fund Code (3 digits) a. Fund 100 – state general revenue funds b. Fund 101 – self-supporting funds c. Fund 105 – cost centers d. Fund 110 – overhead funds e. Fund 401 – foundation funds f. Fund 500 – grant funds 3. Department Code (4 digits) a. Each department within colleges has a unique department code 4. Program Code (4 digits) a. Differentiates CFSs with same fund type & dept. 5. Project Code (grants) (7 digits) Ex. 5363-500-2600-0000-0000000
Shared Services Business Manual Page 5
c. Common Reports & Queries i.
Reports
i. Year To Date Details main menu → reporting tools→ report manager → folder → YTD details 20xx → refresh
ii. Purchase Order Summary main menu→ reporting tools → report manager → folder→ PO Summary → refresh
iii. Overhead Revenue main menu → reporting tools → report manager → folder→ other reports 20xx →refresh
iv. Dept. Statement of Revenue & Expense main menu → reporting tools → report manager → folder → dept stmts 20xx → refresh
ii.
Lookups
i. Budget Overview main menu → commitment control → review budget activities → budget overview
ii. Signature Authorization main menu → URI menu → signature authorization
iii. Vendor ID main menu, →vendors → vendor information → add/update vendor
iv. Purchase Requisition main menu → purchasing → requisitions → add/update requisitions → find an existing value
v. Purchase Requisition Worklist main menu → worklist → worklist
vi. P.O. Balances main menu → purchasing → purchase order → review p.o. info → activity summary → p.o number contains
Shared Services Business Manual Page 6
iii.
Queries i. Budget Transfers: U_FGL_BUD_JRNL_CF ii. Signature Authorization: U_FFS_SIGN_AUTH iii. Fund Balance: U_FGL_BUD_JRNL_CF_FB iv. Open PO’s U_FPO_OPEN_POS_BY_DPT
Things to Know: Funds CANNOT be transferred between two different fund types PeopleSoft security access is granted at the department level Fund 100, 101, and 110 budget categories are different than Fund 500 budget categories
Shared Services Business Manual Page 7
URI Office of Budget and Financial Planning The department’s mission is to plan and manage the institution’s available financial resources as efficiently and effectively as possible and to forecast revenues and expenditures as accurately as possible in order to optimize financial resource allocation and utilization in support of the University’s education, research and public service mission. Policies, Procedure, & Processes Forms Additional Resources
KEY BUDGET DATES July
Fiscal year budgets uploaded in PeopleSoft Financials
July
Payroll accruals reversed
July
80% carryforward fund balances uploaded in PeopleSoft
October
Mid-year review begins
October February March March April
20% final carryforward fund balances uploaded in PeopleSoft Strategic Reinvestment requests due to Provost Deadline for Fiscal Year Blanket Requisitions Budget Hearing with Provost/Budget Office/Deans Deadline for purchases >5k with delivery in fiscal year
April
Adjustment to Professional Fee revenue ( + or - )
April May
Request cost center managers submit new rates/est expenses Deadline for entering PO’s < 5k
May
Budget allocation files due for next FY Shared Services Business Manual Page 8
June
Fiscal year end, accruals recorded
URI Purchasing
The Purchasing Office supports the procurement of goods and services for all University campuses in accordance with the State procurement statute and associated rules and regulations.
Directory Of people & their duties in the Purchasing Office Org Chart (as of March 2017) Of the chain of command in the Purchasing Office FAQ Common purchasing questions & answers Master Price Agreement (MPA) Search Portal to search for vendors on the MPA Purchasing Policies & Procedures
Shared Services Business Manual Page 9
URI Office of Sponsored Projects (OSP) Org Chart Get to know your corresponding OSP representative
Pre-Award ● Obtain security access to Cayuse (Dean will send email to SPA) ● Username and password will be created ● Receive Cayuse training ● Become familiar with general application forms for submission into Cayuse (located on Cayuse home page) ● Transmittal Form ● Conflict of Interest Monitoring forms ● Budgets ● Budget Narrative ● Scope of work ● Justification ● Revenue/Cost Sharing Form
Post-Award Be sure to follow Post Award Budget Categories Make sure Award Letter from Agency is received in OSP and cc’d to Principal Investigator Research Action Notices (RAN) are issued to begin Post-Award process ■ summarizes award and indicates relevant project information. ■ contact OPS for your unit RAN distribution list.
Shared Services Business Manual Page 10
Things to Know: Project numbers also refer to MATCH accounts for grants
Budget roll-up categories are more detailed & comply w/grant agency regulations & are as follows: PERS2 STUD GRADS FRINGE OPER DTRVL FTRVL SCHOL CAP2 INDC (not available for spending)
Shared Services Business Manual Page 11
URI Human Resources Administration The mission of the Human Resources office is to provide easily accessible customer service and quick responses and resolutions to your questions regarding recruitment, benefits, compensation, labor relations and employee records. We provide leadership to the campus in all human resource related issues.
FAQ Staff Forms Unions Job Opportunities Policies & Procedures Frequently used Forms
I-P Employment Eligibility Form I-9 Employment Eligibility Form Instructions Bar of Claims Additional Pay Form for URI Faculty/Staff (APF-3)
Frequently Used Policies Academic Year Employment Dates for Staff 2017 – 2018
Shared Services Business Manual Page 12