Accounting Services Training Manual Cash and Sales System Availability for ... note the document...

Version: April 2018

Accounting Services

Training Manual

Cost Center Reconciliation

Accounting Services Training Manual


Version: April 2018 1

Table of Contents Cost Center Accountant Assignments.......................................................................................... 2

Monthly Close Dates .................................................................................................................... 3

Journal Entries ............................................................................................................................. 4

G/L Posting Document Procedure ............................................................................................... 6

Reconciling Department Accounts .............................................................................................. 8

Reports Used for Reconciliation Purposes ................................................................................... 9

Reconciling Revenue ............................................................................................10 Reconciling Revenue – Academic Center ...................................................................................10

Reconciling Revenue – Service Center ........................................................................................11

Reconciling Payroll ..............................................................................................13 Executing SAP Cost Centers: Actual line Items Report with Doc Date ......................................14

Pay Schedules ..............................................................................................................................15

Payroll Expense Distribution Report ...........................................................................................18

Earnings Wage Type ....................................................................................................................23

College Work Study Accounts and General Student Assistants ..................................................25

Reconciling Supplies & Equipment (S/E) ..........................................................26 Cost Center: Actual Line Items Report Example .........................................................................27

Goods Receipt Slip Example .......................................................................................................28

Employee Reimbursement Voucher Template ............................................................................29

CMU Business Card Reconciliation Form...................................................................................31

Purchase Order Display Example ................................................................................................34

Goods Issue / Transfer Example ..................................................................................................35

Plant Maintenance: Actual Costs on Work Orders .....................................................................36




Cost Center Accountant Assignments

Description Accounts

Starting With WBS Accountant Phone Email

● GENERAL FUND

1XXXX

Tricia Cotter 7360 [email protected]

2XXXX

3XXXX

1XXXXXXXXX, (FUND 1XXXXXXX)

● DESIGNATED FUND 4XXXX

Jennifer Williams 1139 [email protected] 1XXXXXXXXX,

(FUND 200220015)

● AUXILIARY 5XXXX

1XXXXXXXXX (FUND 38XXXXXX)

Leah Cox 7310 [email protected]

● FEDERAL GRANTS/ CONTRACTS/MATCHING

F6XXXX F

Jason Cresswell 7361 [email protected]

● PRIVATE GRANTS/ CONTRACTS/MATCHING

P6XXXX P

● PRIVATE GRANTS/ CONTRACTS/MATCHING

P6XXXX P Tracy Daugherty 1162 [email protected]

● CMU GRANTS ● STATE GRANTS/ CONTRACTS

C6XXXX S6XXXX, 62XXX & 92XXX

C S

Alana Parsons 7366 [email protected]

● PELL, SEOG, TEACH ● DIRECT LENDING

61XXX 82XXX

Alana Parsons 7366 [email protected]

● SUBRECIPIENT MONITORING -- Alana Parsons 7366 [email protected]

● FIXED PRICE & FEE FOR SERVICE CONTRACTS ● SCHOLARSHIPS/ENDOWMENT SPENDABLES ● RESTRICTED GIFTS

4XXXX

64XXX

67XXX, 9XXXXXX

Stephanie Carroll 7359 [email protected]

● ENDOWMENTS 66XXX,

66XXXXX Kasie Natzel 7386 [email protected]

● COLLEGE WORK STUDY 68XXX

Stephanie Carroll 7359 [email protected]

● PLANT FUND 7XXXX

Hillary Pierce 1280 [email protected]

● AGENCY FUND 8XXXX to

88XXX Jennifer Williams 1139 [email protected]

● RETIREMENT FUND 89XXX

Jennifer Williams 1139 [email protected]

NOTE: 6XXXXX are WBS Elements F-Federal P-Private

S-State C-Contracts

Cost Center Accountant Assignments link (check link for the most updated assignments) https://www.cmich.edu/fas/fsr/OAC/AccSvcs/Pages/Cost_Center_Accountant_Assignments.aspx

mailto:[email protected]














https://www.cmich.edu/fas/fsr/OAC/AccSvcs/Pages/Cost_Center_Accountant_Assignments.aspx




*Monthly Close Dates

2018

Month All Dept. Entries and

Feeds

UC Cash and Sales System Availability for

running reports

January February 1 - noon February 2 - noon Feb 5 - 5:00 pm

February March 1 - noon March 2 - noon Mar 5 - 5:00 pm

March April 2 - noon April 3 - noon Apr 4 - 5:00 pm

April May 1 - noon May 2 - noon May 3 - 5:00 pm

May June 1 - noon June 4 - noon June 5 - 5:00 pm

June July 6 - noon July 9- noon July 12 - 5:00 pm Final

July Aug 2 - noon Aug 3 - noon Aug 6 - 5:00 pm

August Sept 4 - noon Sept 5 - noon Sept 6 - 5:00 pm

September Oct 1 - noon Oct 2 - noon Oct 3 - 5:00 pm

October Nov 1 - noon Nov 2 - noon Nov 5 -5:00 pm

November Dec 3 - noon Dec 4 – noon Dec 5 - 5:00 pm

December TBD - noon TBD - noon TBD - 5:00 pm

SAP Month End Close Dates Link

https://www.cmich.edu/fas/fsr/OAC/AccSvcs/ACCSAPInfo/Pages/SAP_Month_End_Close_Dat

es.aspx

*NOTE: Dates are subject to change, particularly at fiscal year end - check link for correct list.

https://www.cmich.edu/fas/fsr/OAC/AccSvcs/ACCSAPInfo/Pages/SAP_Month_End_Close_Dates.aspx




Journal Entries

Journal entry form: Journal entries (JEs) are used to record revenue, expense and transfer

activity into the proper cost center/WBS element and general ledger (G/L) account. Journal

entries should be prepared by departmental staff and approved by the person responsible for the

cost center/WBS element or their designee. The journal entry, along with supporting

document(s), should then be submitted to Accounting Services for review and processing.

Below is a blank journal entry form, available at Journal Entry Form webpage.

Additional training information on journal entries is available at Journal Entries Training.

https://www.cmich.edu/fas/fsr/OAC/AccSvcs/Pages/Forms.aspx

https://www.cmich.edu/fas/fsr/OAC/Training/Pages/Journal_Entries.aspx




Below is an example of a completed journal entry form, and what it looks like in SAP after it has

been reviewed and keyed by Accounting Services.




G/L Posting Document Procedure

To prepare a journal entry, a Journal Entry Form needs to be filled out.

The following are guidelines to filling out this form. You may also refer to a Sample Journal

Entry in the Training Manual.

Please send completed entries to Accounting Services, Warriner 304, for processing.

Guidelines for Filling Out the G/L Posting Document (SA) Form 1. Document Date Use the date that you prepare the journal entry request. Example:

07012010 (mmddyyyy).

2. Period Use a number to represent the (fiscal) month in which the entry

should be posted. Example: a Document Date of 07012010 would

use a Period of 1.

July = 1 August = 2 September = 3

October = 4 November = 5 December = 6

January = 7 February = 8 March = 9

April = 10 May = 11 June = 12

3. Reference Doc If this field is left blank, Accounting Services will assign a

reference number.

4. P.K. In this field, please specify a Debit or a Credit. Write a 40 to

indicate a Debit (taking money away from an account), and write a

50 to indicate a Credit (giving money to an account).

5. Cost Center/ Cost Center is the departmental account number. This is a 5 or 7-

digit number. Only use the 1st 5 spaces for a 5 digit cost center

number (no zeroes are needed in the last 2 blank fields).

WBS Element This 6-digit number is used in place of a cost center number for

most grants created subsequent to 11/1/05. WBS elements ending

with the digit “1” or “3” represent EXTERNAL funding (e.g.,

grant F60064 would have the WBS element 600641). WBS

elements ending with the digit “2” or “4” represent INTERNAL or

matching funds (e.g., grant F60064 would have the WBS element

600642).

6. Internal Order Internal orders are created by departments to segregate expenses

in a more detailed manner. The number can be 2 to 10 digits long.

https://www.cmich.edu/fas/fsr/OAC/AccSvcs/Pages/Forms.aspx

https://www.cmich.edu/fas/fsr/OAC/Training/Documents/AcctSvcs/1%20JE%20Training%20Manual.pdf

https://www.cmich.edu/fas/fsr/OAC/Training/Documents/AcctSvcs/1%20JE%20Training%20Manual.pdf




For more information on internal orders, contact Accounting

Services. * For ProfEd, all journal entries must include an I/O

number.

7. Business Area Business Areas are overall funds that contain the Cost Centers.

For example, the General Fund is 1xxx, the Designated Fund is

2xxx, etc. If you enter a Cost Center and a G/L Account Number

(below), you do not need to fill in this field (the system will

determine the Business Area).

8. G/L Account No G/L Account No is the General Ledger Account Number. The G/L

account number that should be used depends on the costs centers

affected. Refer to the G/L Account Listing .

9. Amount Enter the amount of the transaction, without a dollar sign. Always

use positive numbers. For example, to process a $100.00

transaction, write 100.00.

10. Explanation In this field you have up to 50 characters to explain the

transaction. If your journal entry has several transactions and you

want each entry to read the same, then after entering the text in the

first line you can place a plus sign (+) in this field for the second

and subsequent items. Note, however, that the text must read

exactly the same as the previous line. So if entries vary even by

date, you must enter new wording in the Explanation field.

(additional journal entry line

items)

Repeat steps 4 through 9 as needed. Remember, each Debit must

be accompanied by a Credit (and vice versa), and the Debit total

must match the Credit total.

11. Document No Document numbers are generated automatically by the SAP

system. Please leave this field blank. Accounting Services will

note the document number once the journal entry has been entered

into SAP.

12. Total Debits Add up all Debits (40-type transactions) and enter the total here.

13. Total Credits Add up all Credits (50-type transactions) and enter the total here.

*Also, ensure the Total Debits equal Total Credits.

14. Prepared By Please print your name here. Also, include your telephone number

behind your name so Accounting Services can contact you if there

are questions about your entry.

15. Date Enter the date for the journal entry. Sometimes this date may vary

from the date the form is actually filled out.

16. Backup Attached? Circle Yes and attach your supporting documentation. If you have

not attached any backup, circle No, and complete the Comments

area explaining the reason for the entry. This should be used

infrequently.

17. Comments Indicate any other helpful comments regarding this journal entry.

For example: Backup located in department due to confidentiality.

18. Department Approval Obtain signature of person responsible, or their designee, for

WBS/cost center to indicate approval of department.

19. Keyed By Currently Accounting Services is keying journal entries. Leave

this field blank.

https://www.cmich.edu/fas/fsr/OAC/AccSvcs/ACCSAPInfo/Pages/GL-Accounting-List-Full.aspx




Reconciling Department Accounts

Below are suggested guidelines and other factors to consider when reconciling departmental

accounts:

1. Ideally, department accounts should be reconciled within two weeks from the month-end

closing date.

2. Month-end closings are at 5 p.m. of the third working day of the following month, except for

December and June. A Listserv is sent after the month is closed. For a complete list of close

dates, please see page 3.

3. Departments are responsible for retrieving their departmental report with SAP. It is

recommended that the Cost Centers: Actual Line Items report be used to reconcile

departmental transactions and be printed monthly for reconciliation purposes. This report is

available by using transaction code KSB1 in SAP.

4. It is important that the accounts be reconciled to ensure that they accurately include

authorized transactions. Each transaction should be supported by documentation. To access

the Central Mailroom Report, which gives a detailed list of all mailings charged to a cost

center, go to Central Mailroom Report. Enter your cost center number and the current month.

5. In addition to identifying unauthorized transactions, the reconciliation should include

identification of transactions initiated by the department but not yet posted to the account.

Financial information should be adjusted to reflect pending transactions identified, thereby

providing up-to-date financial information to be used in the monitoring of the availability of

funds.

6. Prepare journal entries to correct mistakes in postings found in the reconciliation process. If

there is an error in mailroom charges, please contact the mailroom and they will do a journal

entry to correct the mistake. Before sending the entries to Accounting Services for

processing, please have your supervisor approve and sign the journal entry.

After completing the reconciliation, the statements, correcting journal entries and the supporting

documentation should be given to a second person for review. This review and submission of

correcting journal entries should be completed before the next month end close. After the

review, it is a good practice to initial the statements and file them with supporting

documentation. These records should be kept for at least two years.

https://purchasing.cmich.edu/CMU/forms/mailroom_Report_Search.html




Reports Used for Reconciliation Purposes (SAP transaction codes in FMRA)

Report Description Period covered

20000 39999

40000 49999

50000 59999

64000 64999

68000 68997

80000 90000 9000000

Summary Reports (BCS) Available Balance

This is a summary of all activity in your account. This shows plan revenue and expense, actual revenue and expense, open encumbrances (commitments), carry forwards, and your available balance. Users are able to drill down to detail transactions. Users should run this report as soon as possible to get an accurate picture of open encumbrances.

0 through the month being reconciled

X X

X

Cost Centers: Actual Line Items Report (KSB1)

This report gives you the name and number of each G/L that had activity in it, along with a brief description in the text field as to what the charge or credit is for. This report is the most helpful in reconciling your account. Any changes to plan will not be reflected. Users are able to drill down to detail transactions.

Enter Date Range for period being reconciled

X X X X X X

Plant Maintenance Actual Costs on Work Orders

This report only shows work orders that were entered into the system for that cost center within the specific date range.

Enter Date Range for period being reconciled

X X X X X X

Note: For Grants, please call x3707 to attend the Principal Investigator Training. For Information concerning Endowments, please call x7386.

For BCS training please call Jason at x7366.




Reconciling Revenue

Academic Center:

Revenue for an Academic Division will mainly come from tuition revenue and state

appropriations. The steps below outline the general guidelines that could be used for reconciling

cost center revenue:

1. Run the Cost Centers: Actual Line Items report for the month being reconciled, using a cost

element range of 500000 to 599999.

2. Compare enrollment and tuition revenue against the Tuition Distribution Report for

reasonableness. This report can be run by each college Budget Specialist and shows the

distribution for all colleges for specific courses. An operating assessment is levied monthly

based on the amount of tuition and state appropriations a cost center receives. The operating

assessment distribution percentage is determined by Financial Planning & Budgets. Tuition

is posted directly to the appropriate tuition G/L (512X00) and cost center and is posted

periodically throughout the semester.

3. Some departments receive funding from alumni or corporations that appear in their 9xxxxxx

cost centers. If you see PRIVATE GIFTS listed on your Actual Line Items report, you should

receive a Contribution Listing report from Development & Alumni Relations. You can use

this report for comparison to what has been posted against your 9xxxxxx cost center. Gifts

will be posted to G/L account 516700.

4. The Operating Budget Book lists every department’s plan for the year. The state

appropriation amount for each cost center can be found here. This amount should equal G/L

account 599970. Operating budget can also be found on the Financial Planning & Budgets

website: Operating Budgets Link.

5. Carryforward amounts are posted to G/L 599800, while commitment carryforwards are

posted to G/L 599801. Carryforward transfers within the same fund are posted to G/L

599802.

6. If your department made miscellaneous deposits, pull any backup – for example, a copy of

the check or advice, or a copy of the departmental receipt. These amounts should equal the

amount in the G/L account your department indicated on the departmental receipt. All funds

coming from outside the university should be put into a revenue G/L account coded for such

monies. Revenue should not be posted to an expense G/L account. There are some

exceptions, but you should verify with Accounting Services before submitting the deposit to

Student Account Services & University Billing.

https://www.cmich.edu/fas/fpb/FPBBudgets/Pages/Operating_Budgets.aspx




7. When preparing a departmental deposit, ensure that you are using only the revenue general

ledger accounts that pertain to income coming from outside the university. If there needs to

be a journal entry that involves a department within the university being paid for goods

purchased or services provided from another department within the university, ensure that

you are using the revenue general ledger accounts that pertain to income coming from inside

the university (inter-university). Please contact Accounting Services if you need assistance

in determining the proper general ledger account to use.

Service Center:

Revenue for Service Centers will mainly come from the operating assessment distribution. Some

Service Centers may also have external sources of revenue. The steps below outline the general

guidelines that could be used for reconciling cost center revenue:

1. Run the Cost Centers: Actual Line Items report for the month being reconciled, using a cost

element range of 500000 to 599999.

2. The Operating Budget Book lists every department’s plan for the year. The Operating

Budget Book indicates the operating assessment distribution for each service center.

Operating budget can also be found on the Financial Planning and Budgets website,

https://www.cmich.edu/fas/fpb/FPBBudgets/Pages/Operating_Budgets.aspx, under Budgets

and then Operating Budgets.

3. Carryforward amounts are posted to G/L 599800, while commitment carryforwards are

posted to G/L 599801. Carryforward transfers within the same fund are posted to G/L

599802.

4. If your department made miscellaneous deposits, pull any backup – for example, a copy of

the check or advice, or a copy of the departmental receipt. These amounts should equal the

amount in the G/L account your department indicated on the departmental receipt. All funds

coming from outside the university should be put into a revenue G/L account coded for such

monies. Revenue should not be posted to an expense G/L account. There are some

exceptions, but you should verify with Accounting Services before submitting the deposit to

Student Account Services & University Billing.

5. When preparing a departmental deposit, ensure that you are using only the revenue general

ledger accounts that pertain to income coming from outside the university. If there needs to

be a journal entry that involves a department within the university being paid for goods

purchased or services provided from another department within the university, ensure that

you are using the revenue general ledger accounts that pertain to income coming from inside

the university (inter-university). Please contact Accounting Services if you need assistance

in determining the proper general ledger account to use.

https://www.cmich.edu/fas/fpb/FPBBudgets/Pages/Operating_Budgets.aspx




Example of the Cost Center: Actual Line Items Report (Transaction Code KSB1 in SAP)

In order to run the Cost Centers: Actual Line Items report(KSB1) for revenue, you will need to

1) indicate the appropriate cost center, 2) use the cost element range 500000-599999, 3) indicate

the appropriate dates, 4) increase the number of maximum hits by clicking the More Settings

icon, and 5) execute.




Reconciling Payroll

Payroll is separated into Regular Compensation and Other Compensation. Regular

Compensation includes all salaried faculty (regular and temporary), and both salaried and hourly

staff in your department. Other Compensation includes student assistants (CWS and GSA),

temporary staff (or soft funded positions), higher class pay, shift differential, and overtime.

Below is a list of recommended guidelines to follow when reconciling payroll:

1. Each employee group has a separate G/L account. Check your Cost Centers: Actual Line

Items report (KSB1) against your Expense Distribution report to verify that the charges

and corresponding employee names are correct. Report any discrepancies to Payroll.

a. Run the Cost Centers: Actual Line Items report for G/L accounts 610000 –

629999 and the document date range listed in the header of the Payroll Expense

Distribution Report.

2. For your Regular Compensation, you should generally see about the same amount

charged to your account for each pay period. Any large fluctuations should signal a “red

flag”, leading to further investigation.

3. For Other Compensation, check the Expense Distribution Report for the names of

students, overtime, or temporary staff charges.

4. Check G/L accounts on your Cost Center: Actual Line Items Report and your Expense

Distribution Report to ensure that College Work Study (CWS) students are being charged

to cost centers that begin with 68XXX. Also verify that GSA students are not being

charged to the 68XXX cost centers.

5. Separate any salary transfer entries from your other payroll charges. Such correcting

entries will not show on your Expense Distribution report. All salary and benefit

adjustments should be directed to the Payroll Accounting Department so that they can

correct the issue through the payroll system. If an adjustment is not possible through the

payroll system, the Payroll Department must approve the manual journal entry to move

the payroll or benefit expense.

6. Salary and benefit costs to G/Ls 616600 (Benefits Recharge), 623500 (Wage Recharge),

and 623501 (Wage Recharge-Students) reflect manual adjustments to payroll that were

made outside the payroll system; therefore, these general ledger accounts are not included

in the expense distribution report. For these adjustments, you should have copies of the

manual journal entry form that was submitted.




SAP Cost Centers: Actual Line Items Report with Doc Date Transaction Code – “KSB1”

To run the report, complete the selection screen below by updating the Cost Center field with the

appropriate cost center and the Cost Element fields with cost element range 610000 to 629999.

Then, update the Posting Date field by using a large enough date range to include the document

dates on the Payroll Expense Distribution report. Then, click the More Settings button and enter

99999999 in the Maximum No. of Hits field.

Next, press the Further Selection Criteria button.

Open the Documents/Objects folder and double click on Document Date.

Click on Further

Selection Criteria




Update the Document Date field with the date range found on the Payroll Expense Distribution

report and/or Pay Schedule.




Pay Schedules




Payroll Calendars Link

https://www.cmich.edu/fas/fsr/OAC/Payroll/Calendars_Schedules/Pages/Calendars_-_Payroll.aspx




Press the Save icon.

Run the report by pressing the Execute button.

Save Icon




Above is an example of what your Cost Centers: Actual Line Items Report with Doc Date –

(Payroll Expenses) will look like in SAP. Use this report and the Payroll Expense Distribution

Report you receive from Payroll to reconcile your payroll expenses. The Payroll Expense

Distribution Report is sent to all CMU departments semi-monthly after the 15th and last day of

the month.

Below is an example of a Payroll Expense Distribution Report for cost Center 21100.

Payroll Expense Distribution Report

PRD/010/SMITH1CL CENTRAL MICHIGAN UNIVERSITY DATE: 12/01/2001

ZPRPR006

CMU/HR PAYROLL EXPENSE DISTRIBUTION REPORT TIME: 08:49

PAGE: 75

DOCUMENT DATE: 11/16/01 - 11/30/01 BURLINGTON RF BR217

EMPLOYEE NAME PERS # WAGE PERIOD EARNINGS BENEFITS

TYPE

COST CENTER 21100 BIOLOGY

ACCOUNT 611000 CHRISTMAS, MERRY 00000000 00AC 22/2001 437.67 0.00

CHRISTMAS, MERRY 00000000 0SRG 22/2001 2,004.43 0.00

CHRISTMAS, MERRY 00000000 3VP0 22/2001 200.48 0.00

EASTWOOD, CLINT 00000000 0SRG 22/2001 1,527.17 0.00

See Earnings Wage

Types for Explanation




MCINTYRE, REBA 00000000 0SRG 22/2001 1,203.45 0.00

MCINTYRE, REBA 00000000 3SP0 22/2001 267.36 0.00

PRESLEY, ELVIS 00000000 00AC 22/2001 102.78 0.00

PRESLEY, ELVIS 00000000 0SRG 22/2001 1,385.13 0.00

TOTAL ACCOUNT 611000 7,128.47 0.00

ACCOUNT 611200 SPRING, FLOWER 00000000 30RG 25/2001 710.40 0.00

SPRING, FLOWER 00000000 3HHR 25/2001 177.60 0.00

LEAVES, FALL 00000000 30RG 25/2001 679.83 0.00

LEAVES, FALL 00000000 3HHR 25/2001 175.44 0.00

LEAVES, FALL 00000000 3SP0 25/2001 21.93 0.00

TOTAL ACCOUNT 611200 1,765.20 0.00

ACCOUNT 612500 HUDSON, ROCK 00000000 30RG 25/2001 843.92 0.00

HUDSON, ROCK 00000000 3HHR 25/2001 241.12 0.00

HUDSON, ROCK 00000000 3VP0 25/2001 120.56 0.00

HAMSTER, MOREY 00000000 30RG 25/2001 855.60 0.00

HAMSTER, MOREY 00000000 3HHR 25/2001 228.16 0.00

HAMSTER, MOREY 00000000 3VP0 25/2001 57.04 0.00

DRACULA, COUNT 00000000 00AC 25/2001 177.78 0.00

DRACULA, COUNT 00000000 30RG 25/2001 996.60 0.00

DRACULA, COUNT 00000000 3HHR 25/2001 265.76 0.00

DRACULA, COUNT 00000000 3PP0 25/2001 66.44 0.00

TOTAL ACCOUNT 612500 3,852.98 0.00

ACCOUNT 613200 NECKTIE, HAROLD 00000000 0DF1 22/2001 1,669.84 0.00

NECKTIE, HAROLD 00000000 0DF2 22/2001 556.61 0.00

BEDSPRINGS, RUSTY 00000000 0DF1 22/2001 2,959.13 0.00

BEDSPRINGS, RUSTY 00000000 0DF2 22/2001 986.38 0.00

CLAUS, SANTA 00000000 0DF1 22/2001 4,043.71 0.00

CLAUS, SANTA 00000000 0DF2 22/2001 1,347.90 0.00

CAT, TOM 00000000 0DF1 22/2001 4,687.11 0.00

BROOKS, GARTH 00000000 0DF1 22/2001 2,820.83 0.00

BLACK, CLINT 00000000 0DF1 22/2001 3,649.06 0.00

GILMORE, HAPPY 00000000 0DF1 22/2001 510.13 0.00

GILMORE, HAPPY 00000000 0DF2 22/2001 169.71 0.00

BUICK, SKYLARK 00000000 0DF1 22/2001 1,916.67 0.00

BUICK, SKYLARK 00000000 0DF2 22/2001 638.89 0.00

BEATLE, V. W 00000000 0SAC 22/2001 2,147.72 0.00

HAMSTER, JOSEY 00000000 0DF1 22/2001 2,734.17 0.00

HAMSTER, JOSEY 00000000 0DF2 22/2001 911.39 0.00

DOG, CHAKA 00000000 0DF1 22/2001 1,961.83 0.00

DOG, CHAKA 00000000 0DF2 22/2001 653.94 0.00

STEWART, ROD 00000000 00AC 22/2001 266.67 0.00

STEWART, ROD 00000000 0DF1 22/2001 2,874.00 0.00

STEWART, ROD 00000000 0DF2 22/2001 958.00 0.00

SIMON, CARLY 00000000 0DF1 22/2001 2,481.17 0.00




SIMON, CARLY 00000000 0DF1 22/2001 2,783.25 0.00

SIMON, CARLY 00000000 0DF2 22/2001 927.75 0.00

HUTTON, E.F. 00000000 0DF1 22/2001 2,518.63 0.00

HUTTON, E.F. 00000000 0DF2 22/2001 839.54 0.00

GUMP, FORREST 00000000 0DF1 22/2001 2,644.96 0.00

GUMP, FORREST 00000000 0DF2 22/2001 881.65 0.00

GUMP, FORREST 00000000 0DF1 22/2001 2,555.56 0.00

WEBBER, ANDRES LLOYD 00000000 0DF1 22/2001 1,482.29 0.00

WEBBER, ANDRES LLOYD 00000000 0DF2 22/2001 494.10 0.00

HERB, ROSEMARY 00000000 0DF1 22/2001 2,124.91 0.00

HERB, ROSEMARY 00000000 3PP0 22/2001 472.24 0.00

TOTAL ACCOUNT 613200 58,668.74 0.00

ACCOUNT 613300 PITT, BRAD 00000000 00TM 22/2001 364.58 0.00

TOTAL ACCOUNT 613300 364.58 0.00

ACCOUNT 613500 CARLOFF, BORUSS 00000000 0DF1 22/2001 266.67 0.00

CHICKS, DIXIE 00000000 0DF1 22/2001 1,936.06 0.00

DISNEY, WALT 00000000 0DF1 22/2001 729.44 0.00

DOE, JOE 00000000 0DF1 22/2001 850.00 0.00

DEERE, JOHN 00000000 0DF1 22/2001 492.00 0.00

TOTAL ACCOUNT 613500 4,274.17 0.00

ACCOUNT 613600 HAGGART, JESSICA 00000000 0SGA 25/2001 477.78 0.00

BERTONELLI, VALORIE 00000000 0SGA 25/2001 477.78 0.00

SMART, MAXWELL 00000000 0SGA 25/2001 488.89 0.00

BOND, JAMES 00000000 0SGA 25/2001 477.78 0.00

DIFFY, JOE 00000000 0SGA 25/2001 488.89 0.00

BEAR, WOOLEY 00000000 0SGA 25/2001 477.78 0.00

CROCKET, DAVEY 00000000 0SGA 25/2001 477.78 0.00

ST. NICK, JOLLY OLD 00000000 0SGA 25/2001 488.89 0.00

REINDEER, RUDY 00000000 0SGA 25/2001 477.78 0.00

BEAR, FRED 00000000 0SGA 25/2001 477.78 0.00

ARK, NOAH S. 00000000 0SGA 25/2001 488.89 0.00

LAS VEGAS, CHING 00000000 0SGA 25/2001 488.89 0.00

INDIANA, GARY 00000000 0SGA 25/2001 119.44 0.00

LINCOLN, ABE 00000000 0SGA 25/2001 477.78 0.00

INN, HAMPTON 00000000 0SGA 25/2001 477.78 0.00

FAUSETT, FARAH 00000000 0SGA 25/2001 488.89 0.00

BEAR, WOOLEY 00000000 0SGA 25/2001 488.89 0.00

BEAR, FRED 00000000 0SGA 25/2001 477.78 0.00

THATCHER, BECKY 00000000 0SGA 25/2001 477.78 0.00


STAR, RINGO 00000000 0SGA 25/2001 488.89 0.00

JONES, DAVEY 00000000 0SGA 25/2001 488.89 0.00


CARTRIGHT, BEN 00000000 0SGA 25/2001 488.89 0.00

BING, CHANDLER 00000000 0SGA 25/2001 576.39 0.00

GELLER, MONICA 00000000 0SGA 25/2001 488.89 0.00

TRIBINI, JOEY 00000000 0SGA 25/2001 488.89 0.00




GELLER, ROSS 00000000 0SGA 25/2001 477.78 0.00


BEAR, FRED 00000000 0SGA 25/2001 488.89 0.00

TEXAS, HOUSTON 00000000 0SGA 25/2001 488.89 0.00

SMITH, KREGG M 00000000 0SGA 25/2001 570.33 0.00

LITTER, KITTY 00000000 0SGA 25/2001 477.78 0.00


BEAR, WOOLEY 00000000 0SGA 25/2001 477.78 0.00



APPLE, CANDY 00000000 0SGA 25/2001 488.89 0.00

CANE, PEPPER MINT 00000000 0SGA 25/2001 488.89 0.00

TOTAL ACCOUNT 613600 18,568.99 0.00

ACCOUNT 615000 EINSTEIN, ALBERT 00000000 22/2001 0.00 843.46

KRISPIE, RICE 00000000 22/2001 0.00 455.23

BROWN, RUSTY 00000000 22/2001 0.00 410.96

MOOSE, DELBERT 00000000 22/2001 0.00 352.10

TOTAL ACCOUNT 615000 0.00 2,060.75

ACCOUNT 615200 GILMORE, HAPPY 00000000 25/2001 0.00 550.41

GELLER, ROSS 00000000 25/2001 0.00 465.07

TOTAL ACCOUNT 615200 0.00 1,015.48

ACCOUNT 615400 ST. NICK, JOLLY OLD 00000000 22/2001 0.00 614.86

BELL, JINGLE 00000000 22/2001 0.00 922.80

GELLER, ROSS 00000000 22/2001 0.00 906.32

EASTWOOD, CLINT 00000000 22/2001 0.00 1,863.23

CHRISTMAS, MERRY 00000000 22/2001 0.00 767.10

FIR, DOUGLAS 00000000 22/2001 0.00 1,042.64

TAPE, SCOTCH 00000000 22/2001 0.00 153.15

GILMORE, HAPPY 00000000 22/2001 0.00 728.35

GUMP, FORREST 00000000 22/2001 0.00 574.14

DISNEY, WALT 00000000 22/2001 0.00 756.40

BLACK, CLINT 00000000 22/2001 0.00 555.68

HUDSON, ROCK 00000000 22/2001 0.00 839.47

PEPPER, SALTY 00000000 22/2001 0.00 715.08

BEAR, FRED 00000000 22/2001 0.00 939.21

DOG, CHAKA 00000000 22/2001 0.00 946.10

HORSE, ZOOM ZOOM 00000000 22/2001 0.00 858.72

SWAN, GRACE 00000000 22/2001 0.00 659.95

CLIP, PAPER 00000000 22/2001 0.00 627.22

SLEIGH, RED 00000000 22/2001 0.00 861.51

TOTAL ACCOUNT 615400 0.00 15,331.92




ACCOUNT 615600 LAVENDER, TEAL 00000000 22/2001 0.00 86.06

KING, MARTIN LUTHER 00000000 22/2001 0.00 506.83

BUSH, GEORGE 00000000 22/2001 0.00 55.81

CLINTON, HILARY 00000000 22/2001 0.00 306.99

KENT, CLARK 00000000 22/2001 0.00 37.63

TOTAL ACCOUNT 615600 0.00 993.32

ACCOUNT 616500 ANT, ADAM 00000000 25/2001 0.00 652.30

SPOT, MARK THE 00000000 25/2001 0.00 610.47

HAMMER, M.C. 00000000 25/2001 0.00 257.19

TOTAL ACCOUNT 616500 0.00 1,518.96

ACCOUNT 621800 NELSON, RICKY 00000000 0HGS 25/2001 88.00 0.00

CLEAVER, BEAVER 00000000 0HGS 25/2001 84.75 0.00

CLEAVER, WALLY 00000000 0HGS 25/2001 113.78 0.00

CLEAVER, JUNE 00000000 0HGS 25/2001 91.43 0.00

FLINSTONE, FRED 00000000 0HGS 25/2001 79.75 0.00

RUBBLE, BARNEY 00000000 0HGS 25/2001 99.00 0.00

RUBBLE, BETTY 00000000 0HGS 25/2001 56.65 0.00

FLINSTONE, WILMA 00000000 0HGS 25/2001 100.63 0.00

PICKLE, VLASICK 00000000 0HGS 25/2001 19.08 0.00

OHTHELLO, JAMES 00000000 0HGS 25/2001 185.93 0.00

MONOPOLY, MARY 00000000 0HGS 25/2001 68.75 0.00

YATZEE, FRED 00000000 0HGS 25/2001 56.18 0.00

SCRABBLE, ROSIE 00000000 0HGS 25/2001 89.60 0.00

UCKER, BOB 00000000 0HGS 25/2001 72.90 0.00

ZAPPA, MOON 00000000 0HGS 25/2001 103.13 0.00

SEARCH, STAR 00000000 0HGS 25/2001 51.50 0.00

GELLER, ROSS 00000000 0HGS 25/2001 113.10 0.00

GUMP, FORREST 00000000 0HGS 25/2001 103.35 0.00

MOOSE, DELBERT 00000000 0HGS 25/2001 40.60 0.00

BROWN, RUSTY 00000000 0HGS 25/2001 70.20 0.00

TOTAL ACCOUNT 621800 1,688.31 0.00

ACCOUNT 624300 SNOWMAN, BLUE 00000000 0HMU 25/2001 239.85 0.00

TOTAL ACCOUNT 624300 239.85 0.00

TOTAL COST CENTER 21100 96,551.29 20,920.43

(TOTAL EARNINGS & BENEFITS = 96,551.29 + 20,920.43 = 117,471.72)

TIP: To find out who this report is being mailed to, run the Cost Center Master Data List for the

appropriate cost center and note the Person Responsible on the report. Go into the FMRA tree,

select Master Data, then Cost Center Master Data. Enter the Person Responsible in the Person

Responsible field exactly the way that it is shown in the Person Responsible field on the Cost Center




Master Data List and click execute. The address shown in the CMU Address field of the 1st Cost

Center on this list is the address to which the report is being issued.

Earnings Wage Types

The following table provides an explanation of the wage type codes that appear on the Expense

Distribution. These codes are also used when filling out timesheets.

Wage Type Description Wage Type Description

00AC ACAD EARN MULT ASSGN 30CA CALL BACK ACTUAL

00AD ADVISING RATE 30CB CALL BACK PAY

00AM CEL-ADV/MENTOR EARN 30CP COMPTIME PAID

00AS ACADEMIC SUMMER 30CS COURT REQUIRED SERVICE

00B1 HRLY RATE BLENDED OT1 30CT COMPTIME WORKED

00B2 HRLY RATE BLENDED OT2 30CU COMPTIME USED

00BN BONUS w/o RETIREMENT 30CW COLLEGE WORK STUDY

00CM COMMISSIONS 30FL FUNERAL LEAVE

00CO COMMUNTING ALLOWANCE 30GS GENERAL STUDENT ASST

00CS CEL-COURSE EARN 30HP HOLIDAY PAY

00CW CONTRACT WAGES 30HW HOLIDAY WORKED

00EA EMPLOYEE EXCELLENCE 30LW LEAVE W/PAY

00FS REG FACULTY SUPPLEMENTAL PAY 30MG MGWS STUDENT EARNINGS

00LG LONGEVITY 30MU MWS STUDENT EARNINGS

00LM LUMP SUM PAY 30O2 OT 2ND SHIFT PREMIUM

00LN SEPERATION PAYMENT 30O3 OT 3RD SHIFT PREMIUM

00LV LIVING ALLOWANCE 30OL OT NON BASE COMP

00ML MEALS 30OP OVERTIME

00MO MONITOR EARN-CEL 30OS OVERTIME STRAIGHT

00MP MERIT PAY 30OT OVERTIME BASE

00NS NON-STUDENT EARN 30PA PAID ABSENCE

00PR TERM-PERSONAL @ RET 30PP PERSONAL PAY

00PT TERM-PERSONAL @ TERM 30RG REGULAR PAY

00RI REPORT IN PAY 30SH SICK @ HALF

00RP RETIREMENT PAYOFF 30SP SICK PAY

00RS RET SERVICE AWARD 30SS 2ND SHIFT PAY

00RT RETIREMENT EARNINGS 30TS THIRD SHIFT PAY

00RV CEL REVIEWER 30VP VACATION PAY

00SA SPECIAL PAY 3CS0 COURT REQ SERVICE

00SM SUMMER SESSION 3CU0 COMPTIME USED

00SU SUPPLEMENTAL PAY 3FL0 FUNERAL LEAVE




00TM TWELVE MONTH 3HHR HOLIDAY PAY

00TU TUTORIAL-CEL 3HP0 HOLIDAY PAY

00VR RET VACATION PAY 3OB1 OT BLENDED RATE 1

00VT TERM VACATION PAY 3OB2 OT BLENDED RATE 2

00WS CEL WORKSHOP 3PA0 PAID ABSENCE

0ADJ ADJUSTMENT EARN 3PP0 PERSONAL TIME

0BAB BENEFITS ADJ PRETAX 3REG REGULAR PAY

0DF1 10 MTH 1ST 18 PAYS 3SH0 SICK @ 1/2

0DF3 10 MTH LAST 6 PAYS 3SP0 SICK PAY

0HCW HOURLY / CWS 3VP0 VACATION PAY

0HGS HRLY RATE GSA OWLA WELLNESS ALLOWANCE

0HHC HOURLY HIGHER CLASS 30CA CALL BACK ACTUAL

0HMG HRLY RATE MWG 30CB CALL BACK PAY

0HMU HRLY RATE MWS 30CP COMPTIME PAID

0HR1 SPECIAL HIGHER CLASS RATE 30CS COURT REQUIRED SERVICE

0HRG HOURLY RATE REGULAR 30CT COMPTIME WORKED

0HRT TEMPORARY HOURLY 30CU COMPTIME USED

0HSS HRLY RATE SECOND SHIFT 30CW COLLEGE WORK STUDY

0HTS HRLY RATE THIRD SHIFT 30FL FUNERAL LEAVE

0SAC REGULAR SALARY 12 MONTH 30GS GENERAL STUDENT ASST

0SGA GS SALARY 30HP HOLIDAY PAY

0SHC SALARIED HIGHER CLASS 30HW HOLIDAY WORKED

0SRG REGULAR SALARY 30LW LEAVE W/PAY

0SRT TEMPORARY SALARY 30MG MGWS STUDENT EARNINGS

0TRA TRAVEL ALLOWED EXPENSE 30MU MWS STUDENT EARNINGS

0WGS WELLNESS GAIN SHARING PYMT 30O2 OT 2ND SHIFT PREMIUM

30O3 OT 3RD SHIFT PREMIUM

30OL OT NON BASE COMP

30OP OVERTIME

30OS OVERTIME STRAIGHT

30OT OVERTIME BASE




College Work Study (CWS) Accounts

For departments that currently employ work-study students, please note that the ONLY cost

centers and wage types to be designated on the students’ time sheets are as follows:

Federal Work Study

Cost Center: 68xxx

Wage Type: OHCW (G/L acct. 624200)

CMU Additional Work Study Wage Type: OHMG (G/L acct. 624400)

NOTE: GLs 624200 and 624400 are NOT to be used in 2 accounts.

Departments that submit time sheets with cost centers and wage types other than what is

listed above may be charging their own department in error. Federal and Michigan

Undergraduate work-study wages must be paid from a cost center in the work-study series

68xxx.

CWS Fringe Chargeback

Fringe benefits accumulated in GL 625200 in the Work Study accounts will be charged back to

the department accounts (2 or 4 account) quarterly. CMU is required to pay FICA for students

who are not enrolled full time.

General Student Assistants (GSA)

Non-Work Study Students are only to be charged as GSA students.

General Student Assistants

Cost Center: 2xxxx or any except 68xxx

Wage Type; OHGS (G/L acct. 621800)

If there are any questions about work-study, please call Accounting Services at ext. 3707. If you

have any questions about information on student time sheets, please call Payroll at ext. 3481 or

email [email protected]





Reconciling Supplies & Equipment (S/E)

There should be documentation for most everything that appears in Supplies & Equipment. In

some instances, the text field helps to identify what the charge is for. Make sure you have a

journal entry or documentation for each entry. Here are some other guidelines:

1. Postage Charges - Check postage mailroom deposit charges for reasonableness. Copies of

permit mailings can be requested from Accounting Services. If there are errors in mailroom

postings, please contact the mailroom and they will do a journal entry to correct the error.

Also, a listing of all mailings sent out during the month can be found in the Central Mailroom

Report at Central Mailroom Report

2. Phone Bill - Compare the phone bill you receive from Telecommunications to what has been

posted to your account using the Cost Centers: Actual Line Items report (KSB1). Make sure

that any telephone repairs or upgrades charged to your account are indeed yours.

3. Printing Costs - The job number or invoice number is displayed in the text field of each

entry. Match up charges to invoices. Printing Services can provide documentation if you did

not receive an invoice.

4. Office Supplies - The text field can help you with this. If you ordered supplies from Stores,

it will reference the number found on the upper right hand corner of your pink copy of the

University Stores Requisition form. Bookstore charges are referenced in the text section.

5. Credit Card Charges – Compare a copy of your Smart Data Online (SDOL) monthly credit

card purchases report to the charges on your Actual Line Items report. The SDOL report will

indicate what cost center and GL each expense was posted to. In the Actual Line Items

report, the credit card purchases will show up with the account short text JP Morgan Chase

Bank. The text will include the vendor name unless otherwise changed in SDOL.

6. Travel - For each travel charge you have, the text field lists whatever was put in the

Description / Comment line on the employee reimbursement voucher. If you wish to see

specific information in the text field, please write it in the description field of the voucher.

7. Approval - The department should establish policies for approval of expenditures. For

instance, the chair or director will approve all purchase requisitions and invoice vouchers. In

others, two levels of approval may be established; i.e., the assistant director can approve

expenditures up to a certain amount but the director must approve anything over that amount.

8. Authority - The person who approves expenditures must have the authority to do so and the

necessary knowledge to make informed decisions.

9. Segregation of Duties - The department should establish a segregation of duties, so the same

person who is authorized to approve expenditures is not also responsible for reconciling the

department’s accounts, unless a second person reviews the reconciliation.

10. Documentation - Detailed supporting documentation for all expenditures should be kept by

the department and used to reconcile the expenditures recorded in the accounts.

11. Other items – Additional items to have on hand when reconciling your S&E includes

Purchase Orders/Goods Receipts Slip, Goods Issue Slips (Stores Purchases), Invoice

Voucher requests, Facilities Management Recharge Invoices, and Copy Center and media

Center Slips.

https://purchasing.cmich.edu/CMU/forms/mailroom_Report_Search.html




In order to run the Cost Centers: Actual Line Items report (KSB1) for all the S&E expenses you

will need to 1) indicate the appropriate cost center, 2) use the cost element range 630000-

899999, 3) indicate the appropriate dates, 4) increase the number of maximum hits by clicking

the More Settings icon, and 5) execute.

Check mailroom (postage)

charges for reasonableness.

Compare telephone charges

to your Telecommunication

report.

Compare printing costs to

copy center slips.

Compare bookstore

charges to bookstore to

bookstore report and

University Stores goods

issues to the Goods

Issue/Transfer report.




Check Mailroom

(Postage) charges for

reasonableness.

Compare the pro-card

expenses to your

department’s credit card

statement(s)

Compare the travel

expenses against your

departments travel

vouchers or credit cards

statements




Below are examples of documents to use when reconciling your S&E.

Compare all purchase order

activity against the

Purchase Order document

(both online and hard copy)

and against the Goods

Receipt report.

Some expenses in your

report will need to be

compared against manually

created journal entry

documentation.




The Employee Reimbursement Voucher is used by CMU employees who do not have a CMU

business credit card. Link to Employee Reimbursement Voucher

Central Michigan University

Employee

SSN (last4) or

Employee Reimbursement Voucher

Office Addr Campus ID

A Officially working out of home: Dept Name Phone # CONTACT

Narrative: Describe the general business purpose of your expenses. If expenses are related to a trip, also include destination and names of others on trip.

B Date of

Travel

Total

Time of Departure Click Here

Click Here

Click Here

Click Here

Click Here

Click Here

Click Here

DAILY TR

AVEL EXPENSE

S

Time of Return

Click Here

Click Here

Click Here

Click Here

Click Here

Click Here

Click Here

1. Employee Travel Meals:

a. Select meals claimed (B, L, D). b. Select if High Cost City at time of meal

2 Employee Travel Meals subtotaled by day*

0.00

3 Lodging* 0.00 4 Lodging Tips 0.00 5 Taxi, Bus* 0.00 6 Parking, Tolls* 0.00 7 Rental Car Expense* 0.00 8 Conference Fees 0.00 9 Business Calls (non-personal) 0.00 1

0 0.00

C Mode of Transportation

Date Departure Location

Arrival Location Personal Car

Mileage

Sum of Mileage

Sum of Expenses Paid

Total

TRANSPORT

1 Click Here 2 Click Here

https://www.cmich.edu/fas/fsr/OAC/Travel-Business-Expenses/Pages/Forms-Travel.aspx




3 Click Here 4 Click Here

Transportation Total: 0.00 0.00

BILLING

Did you already receive reimbursement for these?

1.Conference Fees 2. Airfare

If "Yes", what month was it charged to? Date Click Here Date Click Here

D EXPENDITURES TO BE IDENTIFIED

Expenditure (When submitting entertainment expenses, please complete and attach an Entertainment/Hosting Activities form. Use a separate attachment # per event.)

EXPENDITURE

S

Expense Type

Date Vendor Description Entertain./

Hosting Attachment

Amount

1 Click Here #

2 Click Here #

3 Click Here #

4 Click Here #

5 Click Here #

6 Click Here #

E COMMENTS H Total Expenses 0.00

I Total Amount NOT being reimbursed by Department

J Reimbursement Claim (Taxable meals will be included on paycheck.)

0.00

F EMPLOYEE'S SIGNATURE (REQUIRED)** DATE SENIOR ADMINISTRATOR SIGNATURE

(REQUIRED)** DATE K Exchange

Rate

APPROVAL

ADDITIONAL SIGNATURE (IF APPLICABLE)** SENIOR ADMINISTRATOR PRINT NAME (REQUIRED)**

G DEPARTMENT ACCOUNTING ALLOCATIONS (Debit = Department will be charged, Credit = Department Refund Amount)

COST CENTER (or WBS) NAME

CostCtr/WBS #

INTERNAL ORDER G/L AMOUNT

DESCRIPTION (50 Characters Per Line)

FINANCIAL

* RECEIPTS TO BE ATTACHED TOTAL 0.00 Submit Non-Global Campus requests to WA204 774-3525

** IT IS RECOMMENDED THAT SIGNATURES ARE IN BLUE INK Submit Global Campus requests to Global Campus




774-6944

The Employee Reconciliation Form is used by CMU employees that have a CMU business card.

Link to Business Card Reconciliation Form

Central Michigan University's Business Card

Employee

Reconciliation Form

Office Addr Campus ID

A Officially working out of home: Dept Name

Phone #

CONTACT

Narrative: Describe the general business purpose of your expenses. If expenses are related to a trip, also include destination and names of others on trip.

B Date of

Travel

Sum of Expens

es

PNC Statem

ent Amoun

t Charg

ed

Total

Time of Departure

Click Here

Click Here

Click Here

Click Here

Click Here

DAILY TRAVEL EXPENSES

Time of Return

Click Here

Click Here

Click Here

Click Here

Click Here

1. Employee Travel Meals:

a. Select meals claimed (B, L, D). b. Select if High Cost City at time of meal

2 Employee Travel Meals subtotaled by day*

3 Lodging* 4 Lodging

Tips

5 Taxi, Bus* 6 Parking,

Tolls*

7 Rental Car Expense* 8 Conference Fees

https://www.cmich.edu/fas/fsr/OAC/Travel-Business-Expenses/Pages/Forms-Travel.aspx




9 Business Calls (non-personal) 1

0

C Mode of Transportation

Date Departure

Location

Arrival Location Personal Car Mileag

e

Sum of Mileage


Statement

Amount Charge

d

Total

TRANSPORT

1 Click Here

2 Click Here

3 Click Here

4 Click Here

Transportation Total: 0.00 0.00

BILLING

Are any charges related to this trip, billed on a prior month ?

1.Conference Fees 2. Airfare

If "Yes", what month was it charged

to? Date Click

Here Date Click

Here

D EXPENDITURES TO BE IDENTIFIED

1 S&E over $500 2 Entertainment/Hosting Activities(When submitting entertainment expenses, please complete and attach an

Entertainment/Hosting Activities form. Use a separate attachment # per event.)

EXPENDITURES

Expense Type

Date Vendor Description Entertain./

Hosting

Attachment


Statement

Amount

Charged

Total

1 Click Here #

2 Click Here #

3 Click Here #

4 Click Here #

5 Click Here #

6 Click Here #

E COMMENTS H Total Expenses

0.00

I Total Documented Credit Card Purchases

0.00

Optional - Remaining Credit Card Expenses

Total Paid on Credit Card

F NOTE: I AGREE ANY INELIGIBLE EXPENSES WILL BE PAYROLL J Total Amount NOT being




DEDUCTED reimbursed by Department

APPROVAL

EMPLOYEE'S SIGNATURE (REQUIRED)** DATE SENIOR ADMINISTRATOR SIGNATURE (REQUIRED)**

DATE K Reimbursement Claim (Taxable meals will be included on paycheck.)

0.00

ADDITIONAL SIGNATURE (IF APPLICABLE)** DATE SENIOR ADMINISTRATOR PRINT NAME

(REQUIRED)** Note: If above amount is positive, please indicate accounting allocations below otherwise, indicate cost center only.

G DEPARTMENT ACCOUNTING ALLOCATIONS (Debit = Department will be charged, Credit =

Department Refund Amount)

COST CENTER (or WBS) NAME

CostCtr/WBS #

INT ORDER

G/L AMOUNT

DESCRIPTION (50 Characters Per Line)

FINANCIAL

* RECEIPTS TO BE ATTACHED

TOTAL Submit Non-Global Campus requests to WA204 774-3525

** IT IS RECOMMENDED THAT SIGNATURES ARE IN BLUE INK Submit Global Campus requests to Global Campus 774-6944




Purchase Order Example – P.O. List Display |PO Type Vendor Name PGp Order date |

| Item Material Short text Mat. group |

| D I A Plnt SLoc Order qty. Un Net Price Curr. per Un |

| SL del. date Sched. qty. Un |

|45025053 NB 13053 TRAILMASTER W 06/26/2001 |

| 00010 TRAILMASTER 1500 ACTIVE INDIVIDUAL GAME 78080000 |

| K CMU STOR 4 EA 260.00 USD 1 EA |

| D 07/19/2001 4 EA |

| Total goods receipts 4 EA 1,044.73 USD 100.00 % |

| Total invoices 4 EA 1,044.73 USD 100.00 % |

| Still to be delivered 0 EA 0.00 USD 0.00 % |

| Still to be invoiced 0 EA 0.00 USD 0.00 % |

|Cat.|Doc. no. |Itm |MvT|Pstg.dt.| Qty.in OUn | Value in local curr|

|GR |50027364 |0001|101|07/18/01| 4 EA | 1,040.00 USD |

|Total variances through IR | | 4.73 USD |

|Total goods receipts | 4 EA | 1,044.73 USD |

|IR |5100051934|0002| |07/18/01| 4 EA | 1,044.73 USD |

|Total invoices | 4 EA | 1,044.73 USD |

|Person resp. Date Time Transaction Change document |

|Doc. header 45025053 |

|Item 00010 |

|TRAVI1GK 06/26/2001 15.46.21 ME22 386888 |

|SCHPR Estimated price indicator Changed |

|Old: |

|New: X |

|Acct.assgt 01 |

|TRAVI1GK 06/26/2001 15.46.21 ME22 386888 |

|WEMPF Goods recipient Changed |

|Old: JEFF SCOFIEL |

|New: J SCOFIELD |

| 00020 TM-35-1 CAMERA KIT 64080000 |

| K CMU STOR 4 EA 290.00 USD 1 EA |

| D 07/19/2001 4 EA |

| Total goods receipts 4 EA 1,165.27 USD 100.00 % |

| Total invoices 4 EA 1,165.27 USD 100.00 % |

| Still to be delivered 0 EA 0.00 USD 0.00 % |

| Still to be invoiced 0 EA 0.00 USD 0.00 % |

|Cat.|Doc. no. |Itm |MvT|Pstg.dt.| Qty.in OUn | Value in local curr|

|GR |50027364 |0002|101|07/18/01| 4 EA | 1,160.00 USD |

|Total variances through IR | | 5.27 USD |

|Total goods receipts | 4 EA | 1,165.27 USD |

|IR |5100051934|0004| |07/18/01| 4 EA | 1,165.27 USD |

|Total invoices | 4 EA | 1,165.27 USD |

|Person resp. Date Time Transaction Change document |

|Doc. header 45025053 |

|TRAVI1GK 06/26/2001 15.46.21 ME22 386888 |

|F01 EN Item text Changed |

|Item 00020 |

|TRAVI1GK 06/26/2001 15.46.21 ME22 386888 |

|SCHPR Estimated price indicator Changed |

|Old: |

|New: X |

|Acct.assgt 01 |

|TRAVI1GK 06/26/2001 15.46.21 ME22 386888 |

|WEMPF Goods recipient Changed |

|Old: JEFF SCOFIEL |

|New: J SCOFIELD |

TIP: To run a Purchase Order List Display go to: LogisticsMaterial ManagementPurchasingPurchase

OrderList DisplayBy PO Number, or enter transaction code ME2N. Enter the PO Number and change BEST to

ALLES, press execute.

Will Match

Goods Receipt

Price difference

between P.O. Goods receipt and invoice.

Unit Price

Purchase

order line

item




Business Process Procedure to Display Work Order Line

Detail To display the Work Order Line Detail in SAP enter Transaction code FMRA; Open the Reconciliation node

of the departmental report tree and double click on Plant Maintenance: Actual Costs on Work Orders

This report can be used to display information in a number of ways by changing the information

entered in the selection fields. Also, work orders are now settled on a monthly basis, which

means any expenses incurred by the work order during the month will be charged to your

department’s cost center at the end of each month.

There are three different methods for running the report:

1. By funds center and G/L account 754109: This method provides a summarized view

of the work order expenses related to your funds center that have been charged to

your account.

2. All work order activity, including the settlement G/L account 754109.

3. All work order activity, excluding the settlement G/L account 754109.

When you select the Plant Maintenance – Actual Cost on Work Orders report, the following

screen will be displayed.




For an explanation about each field on the report selection screen above, refer to the

following table:

Field Data

EQUIPMENT NO. Number assigned to equipment or vehicles

WORK ORDER NO. Number assigned to repair or maintenance task

WO COMPLETION

DATE

Date the work was completed

LOCATION Building and/or room where repair or maintenance is

performed

FUND CENTER Funds center charged for repair or maintenance

PO NO. Purchase order used to purchase external items for work

order

FISCAL YEAR Fiscal year in which funds/cost center is charged

for repairs/maintenance

GL ACCT. NO. General ledger number, represents the type of

Charge

PERIOD Represents month the charge was posted for

repairs/maintenance

(Example: July =1, August=2 ….June=12)

LICENSE NO. Vehicle license plate number

Information about the report: The Actual Costs on Work Orders report displays information

for work being performed by Facilities Management that is, or will be, charged to a department’s

cost center.




The table below explains each column of the Plant Maintenance: Actual Line Items report.

Field Data

WRK ORD Work order number

WORK ORDER TEXT Short description of the work being performed

CREATED Date the work order was created. Generally is the date

the Service Center received the call

COMPLETED Date the work was completed

LOCATION Location where work is being performed

FUND CENTER The funds center charged for the work completed on the

work order

GL # G/L account used to post expenses to the work order.

GENERAL LEDGER

ACCOUNTS

Labor – Regular 612199

Labor – Overtime 623199

Labor – CWS 624299

Labor – GSA 621899

Materials – Inventory 690199

Materials – External 731399

Shop Stock 730288

Misc Expenses 730299 (credit card/QPO)

Charge to Cost Center 754109

QUANTITY Materials quantity or number of hours of labor charged to

the work order

W/O AMOUNT Cost charged to the work order

FUND CTR AMOUNT Portion of the work order charge that will be charged to

the cost center. This is important when more than one

funds center will be charged for services.

ITEM TEXT Description of what is being charged to the work order

MATRL # Material number (used for materials purchased from

stores)

PO # Purchase order number. (used for external purchases)

ITEM Purchase order line number

M/R Code used to identify whether the work performed is

maintenance or recharge. Contact Facilities management

if you see a M displayed in this column.

EQUIPMNT # Represents a piece of equipment or vehicle

LICENSE # License number of vehicle




This is an example of the Plant Maintenance: Actual Line Items report for cost center 21100

Report (continued)




WORK ORDER EXPENDITURES CHARGED (SETTLED) TO A DEPARTMENT

COST CENTER

1. By Funds Center and G/L Account 754109: This method displays total charges to your

account and should be used for monthly departmental reconciliation. Enter your funds

center, fiscal year, period and G/L account 754109.

NOTE: 754109 represents actual expenses charged (settled) to a cost center.

1.1 Press Execute and the following report appears:




Report (continued):

NOTE: After running the Plant Maintenance: Actual Line Items report for G/L Account

754109, verify the results against the Cost Centers: Actual Line Items report for G/L account

754109. The amounts should match as they do below.




ALL WORK ORDER ACTIVITY, INCLUDING THE SETTLEMENT G/L 754109

2. All work order activity, including settlement G/L 754109: This method will display

all work order activity, regardless of whether the costs have been charged to your account

or not. Enter your funds center, fiscal year, period, and select make sure that the G/L

Account field is blank, as seen below.

2.1 Press Execute and the following report will appear:




Report (continued):

As you can see, this report shows both settled (754109) charges, as well as the individual line

item expenses for each work order that were settled to the department’s cost center.




ALL WORK ORDER ACTIVITY, EXCLUDING THE SETTLEMENT G/L 754109

3. All work order activity, excluding settlement G/L 754109: This method will display

the individual line items of the work order without showing the settlement g/l account

754109. Enter your funds center, fiscal year, period, and make sure that the G/L Account

field has a not equal to sign and update the G/L Account field with 754109, as seen

below.




TIP: To update a field with the Not equal to sign, place your cursor in the desired field and

follow the menu path EditSelection Options. Double click on the Not equal to option

to update the selection screen.

3.1 Press Execute; the following screen will appear:




Report (continued):

The report above shows all work order expenditures, excluding the settlement g/l account

754109.

Running this report by excluding the settlement g/l account can also be useful for forecasting

purposes to derive a relatively precise estimate of the current month’s expenditures, which, in

turn, provides a more accurate picture of your revenue vs. expenditures. For example, if you

were attempting to forecast the work order expenditures for your department’s cost center, you

could run the above line item detail report for the current (unsettled) month and see the

expenditures that will be charged to your cost center at the end of the month. This information

would then be included in the amount of non-work order expenditures you calculated for your

forecast.

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