TASK

DUE

Account Management Checklist

Base Budget and RUP-reconcile college budget sheets to Base Budget Data Sheets & RUP

15th of the Month

Cash Deficits-review accounts to determine if expenditures exceed cash available

15th of the Month

Cost Accounting Standards-assess the allocability of costs to SP funds and other activities as either direct or indirect costs

15th of the Month

Encumbrances-review accounts for outstanding commitments

20th of the Month

Expiring Accounts in 120 Days-resolve outstanding transactions on accounts whose project periods are ending in 120 days

20th of the Month

Expired Accounts with Balances-review accounts whose project periods have ended and still have a balance

20th of the Month

Income Producing Accounts-analyze revenue generating accounts for discrepancies

Quarterly

Overdrafts-review accounts where expenditures exceed budget available

20th of the Month

Account Management-review transactions, document control, cash and close-out management

15th of the Month

Suspense List-review list of invalid transactions

Daily

Departmental Report Checklist

General Fund Projections-record and project S&W and S&E expenditures compared to budget

15th of the Month

Departmental DREF Reports- report S&E expenditures by DREF and by department

15th of the Month

Departmental S&E Reports- report S&E expenditures by department

15th of the Month

PRF Income and Expense Summaries and Departmental Reports-record income and expenditures and identify potential keying errors or the depositing of funds into inappropriate accounts

24th of the Month

Non-Budgeted Fund & Income Producing Fund Report- report beginning balance, income, expenses, encumbrances and ending balances for all non-budgeted accounts.

15th of the Month

Payroll Checklist

Grad Student Audit Reports- review Grad Student audit reports

Dates listed on Payroll Calendar

PAIS Error Listing-review distribution errors after payroll is written

Dates listed on Payroll Calendar

Biweekly Action Report for Non-OT-review for Biweekly employees whose time worked exceeds 40 hours per week

Dates listed on Payroll Calendar

Position Code/Object Code Usage-compares position code to object code

15th of the Month

Vacation Report-track monthly personal leave

31st of the Month

Personnel Activity Reports (PAR)-report proper payroll distribution

Jan.31; May 31; Sep.30

Miscellaneous Checklisk

Quarterly Telephone MERS Exception Listing-ensure that only University calls are being made

Quarterly

Monthly Telephone Reports-ensure that phone usage falls within budgets

Monthly

Procurement Card Upload/Intramural-charge correct accounts for purchases made using credit cards

Monthly after the 13th but by last day of month, preferably by 27th

Intramural Upload-charge copies, transparencies, and other billings to the correct account

Monthly according to Accounting Deadlines calendar

CAR Billings-prepare billing statements

Non-Student: By 3rd Thursday of month Student: By Thursday

Cash Operations-reconcile CRV's and receipts of cash

Daily

Gift & Loan-deposit and record gifts and loans

Daily

Pending & Clearing Accounts- review holding accounts for deposits awaiting account determination or establishment

20th of the Month

Business Services' Projects- review active projects

Quarterly

Annual Reminders-inform departments of forms needing renewal

June 1st

TASK

EXPECTED ACTION

TOOLS

DUE

Base Budget and RUP-reconcile college budget sheets to Base Budget Data Sheets & RUP

Compare processed 1008s, base budget data sheet and RUP transaction listing to college budget sheets to ensure all transactions were recorded properly. Process 1008s to correct errors four working days before month end or resolve discrepancies with Budget & Fiscal Planning.

Reports: Budget & Fiscal Planning reports (Recurring Adjustments to Annual Budget Estimate and Base Budget Data Sheets); college template.

15th of the Month

Cash Deficits-review accounts to determine if expenditures exceed cash available

Generate a list of accounts where expenditures exceed cash available. Accounts on Letter of Credit or Advance Payment Program should have positive balances. Communicate any significant changes in expenditures to ensure a positive balance. Resolve discrepancies with SPS.

Applications: DSS (bcashdef.bqy,swatcash.bqy & swatclst.bqy) additional queries available on DSS Catalog of Standard and Shared Queries

15th of the Month

Cost Accounting Standards-assess the allocability of

costs to SP funds and other activities as either direct or indirect costs

Review Questionable Object Code Listing. Validate charges to ensure allowability/allocability. Document any unlike circumstances. Resolve discrepancies with PI. Notify SPS if necessary.

Applications: ARA (Questionable Object Code Listing)

Other Tools: Cost Accounting Standards available at http://www.adpc.purdue.edu/Costing/BPM/costindx.htm

15th of the Month

Encumbrances-review accounts for outstanding commitments

Verify that if purchase orders are complete all encumbrances are relieved; process Form 26 to remove remaining balances.

Applications: ARA (financial statements) & DSS (swatencu.bqy)

20th of the Month

Expiring Accounts in 120 Days-resolve outstanding transactions on accounts whose project periods are ending in 120 days

Run a query to determine accounts expiring in 120 days or less. Use Account Management Checklist to initiate closing process. Talk with PI to discuss issues on checklist.

Applications: DSS (swatxany.bqy & swatexp.bqy) Other Tools:Checklist to prepare accounts for closure available at http://www.purdue.edu/Research/SPSOffice/ACCTMGMT/AcctMgmt.htm

20th of the Month

Expired Accounts with Balances-review accounts whose project periods have ended and still have a balance

Generate a list of expired accounts with balances. Clear overdrafts and post termination charges or determine appropriate action. Contact SPS before preparing paperwork. Complete closing process on SP projects no later than 60 days after expiration.

Applications: DSS (bacctexp.bqy) additional queries available on DSS Catalog of Standard and Shared Queries

20th of the Month

Income Producing Accounts-analyze revenue generating accounts for discrepancies

Generate a list of income producing accounts. Verify income recharges and approved rates; evaluate any variances in balances. Discuss discrepancies with clerks and department heads.

Applications: DSS (iesumm.bqy & iedetail.bqy)

Reports: Aged Accounts-generated by MI.

Quarterly

Overdrafts-review accounts where expenditures exceed budget available

Generate a list of accounts whose expenditures exceed budget available. Determine why overdraft exists. Process overdraft corrections (ADC/APD, JV) by five working days before month end or determine appropriate action needed.

Applications: DSS (bacctlst.bqy & swatoany.bqy) Additional queries available on DSS Catalog of Standard and Shared Queries

20th of the Month

Account Management-review transactions, document control, cash and close-out management

Run appropriate queries to anticipate, find, and correct problems. Evaluate the department's progress and their compliance with the account management guidelines. Provide timely and accurate financial information to the PI & department head.

Applications: DSS Benchmark Queries

BENCH_1.bqy: provides both a count of SP funds with management balance overdrafts and the sum of those overdrafts.

BENCH_2.bqy: provides both a count of SP funds with cost-sharing balance overdrafts and the sum of those overdrafts.

BENCH_3.bqy: provides a list of accounts with cash overdrafts and sum of overdrafts for 700-701, 703-750, and 840 accounts.

BENCH_4.bqy: provides both a count of expired accounts with non-zero management balances and the sum of those balances.

BENCH_5.bqy: provides both a count of expired accounts with outstanding encumbrances and a sum of those encumbrances.

hi_dollr.bqy: to review high dollar transactions. The report is set for transactions of $1000 or more-limit can be changed as needed.

Swat011.bqy: Cost Sharing- 011 Fund Balance. Each report contains footnotes to help determine appropriate action.

aas0059x.bqy: Voluntary Cost Sharing recorded for department.

acctbal2.bqy: shows four month's management balances for accounts which had an

15th of the Month

Suspense List-review list of invalid transactions

Review list of charges which are posted to an invalid object code or account. Process correcting documents five days before month end.

Applications: ARA (Suspense list)

Other Tools: LISTSERV (Subscribe to the list server) & Correcting Document Reference Manual

Daily

TASK

EXPECTED ACTION

TOOLS

DUE

General Fund Projections-record and project S&W and S&E expenditures compared to budget

Spot check transactions > $1,000. Record S&W and S&E expenditures on department template. Project future expenditures. Record budget transfers. Ensure pending documents processed. Process correcting documents by accounting deadline to correct errors found. Identify trends in expenditures.

Applications: DSS (intra2.bq3), ARA (financial statements), DOS (salary projection program)

15th of the Month

Departmental DREF Reports- report S&E expenditures by DREF and by department

Process departmental DREF reports. Verify expenditures do not exceed allocations. Identify missing or misassigned DREFs and make all necessary DREF corrections in FIJV. Analyze and forecast departmental trends.

Applications: DSS (dref.bqy)

Reports: department template

15th of the Month

Departmental S&E Reports- report S&E expenditures by department

Run departmental S&E reports. Analyze and forecast trends with department.

Applications: DSS (mocomp.bqy & expense.bqy)

Reports: department template

15th of the Month

PRF Income and Expense Summaries and Departmental Reports-record income and expenditures and identify potential keying errors or the depositing of funds into inappropriate accounts

Receive e-mail indicating file is available at FTP site. FTP excel file from PRF and review activity on each PRF account. Reconcile income, expenses and transfers from PRF report to internal documentation.

Applications: FTP (excel file distributed mid month)

Reports: department template

24th of the Month

Non-Budgeted Fund & Income Producing Fund Report- report beginning balance, income, expenses, encumbrances and ending balances for all non-budgeted accounts.

Generate non-budgeted fund and income producing fund report. Monitor income/expenditures and discuss with department.

Applications: DSS (dssupd/win3/swap/showcase/shared/activity.bqy)

15th of the Month

TASK

EXPECTED ACTION

TOOLS

DUE

Grad Student Audit Reports- review Grad Student audit reports

Review Grad Student audit reports and resolve all entries requiring action by the following pay period.

Applications: ARA Graduate Audit Reports:

Audit Listing 1: Grad staff/fellows not registered in degree or teacher license programs

Audit Listing 2: Grad staff/fellows registered for less than three credit hours

Audit Listing 3: Grad staff/fellows matched by name since Social Security number (Payroll) and student ID number (Registrar) do not match

Audit Listing 4: Grad students with biweekly appointments

Audit Listing 6: Fellows with grad staff appointments greater than .25 FTE

Dates listed on Payroll Calendar

PAIS Error Listing-review distribution errors after payroll is written

Review error listing in PAIS and assign proper accounts and object code for payroll distribution. Review Payroll Calendar on Disbursements Home Page for error listing dates.

Other Tools: PAIS Payroll Distribution User Guide & Payroll Calendar available at http://www.adpc.purdue.edu/Disburse/

Dates listed on Payroll Calendar

Biweekly Action Report for Non-OT-review for Biweekly employees whose time worked exceeds 40 hours per week

Ensure compliance with overtime guidelines, identify appropriate action with department. Review Payroll Calendar on Disbursements Home Page for error listing dates after Biweekly pay date.

Applications: ARA (Biweekly Action Report for Non-OT) & Payroll Calendar available at http://www.adpc.purdue.edu/Disburse/

Dates listed on Payroll Calendar

Position Code/Object Code Usage-compares position code to object code

Review Payroll object codes charged and compare to position codes assigned. Make necessary corrections. Prepare APC and Payroll Change to correct position code and/or object code.

Applications: DSS (pos-obj.bqy, pyrl_a_c.bqy, pyrl_det.bqy; pyrl_prj.bqy, pyrl_s&d.bqy) & position code/object code match list

15th of the Month

Vacation Report-track monthly personal leave

Using departmental standardized template, track personal leave, vacation and sick leave. Record leave of absences from Form 33F, 33Absense and Form 33FMLA. Review leave report with AP staff and Faculty for completeness.

Reports: department template

31st of the Month

Personnel Activity Reports (PAR)-report proper payroll distribution

Meet with Faculty/AP Staff to discuss proper reporting of payroll distribution for specific PAR period, and to reflect Voluntary Cost Sharing. Process PAR and PDC by deadline.

Reports: PAR form received from Costing Office.

Applications: DSS (available on DSS FTP server at Swap/Showcase/Shared/ PAR_SAL.bqy, SAL_DIST.bqy, PAR.bqy, VCS.bqy, AAS0059x.bq3)

Jan.31; May 31; Sep.30

TASK

EXPECTED ACTION

TOOLS

DUE

Quarterly Telephone MERS Exception Listing-ensure that only University calls are being made

Review listing and distribute to responsible supervisors. Assist in determining appropriate actions.

Reports: Quarterly Exception Reports sent to Business Offices

Quarterly

Monthly Telephone Reports-ensure that phone usage falls within budgets

Review listing. Take appropriate action to meet departmental needs.

Reports: ARA (monthly telephone reports toll statement)

Monthly

Procurement Card Upload/Intramural-charge correct accounts for purchases made using credit cards

Process upload, using original paperwork (requisitions, credit card receipts, packing slips). Send intramural and accepted upload batch to Accounting before intramural deadline.

Applications: FoxPro & FTP

Monthly after the 13th but by last day of month, preferably by 27th

Intramural Upload-charge copies, transparencies, and other billings to the correct account

Process upload using original documentation. Send accepted upload batch to Accounting before intramural deadline. Maintain departmental documentation.

Applications: FTP, DOS (Genbill & Copybill) Other Tools: Accounting Deadlines Calendar available at http://www.adpc.purdue.edu/Account/

Monthly according to Accounting Deadlines calendar

CAR Billings-prepare billing statements

Enter charges to be billed in CARS system. Review A/R reports to ensure charges entered properly.

Applications: BRTP Reports: Daily A/R Charges Billed,Weekly A/R Charges Billed, Weekly Summary of A/R Payments sent to business office

Non-Student: By 3rd Thursday of month Student: By Thursday

Cash Operations-reconcile CRV's and receipts of cash

Receipt cash and prepare CRV for deposit. On a monthly basis, assure compliance with Cash Handling Guidelines by reconciling supporting documentation to verify that deposits reached correct accounts.

Applications: ARA (financial statements)

Other Tools: Cash Handling Manual & Cash Handling plan

Daily

Gift & Loan-deposit and record gifts and loans

Prepare CRV for checks made out to Purdue University and send with checks to Bursar. Send copy of CRV, Form 44, and backup documentation to DAIS immediately. Checks made out to Purdue Foundation must be sent to DAIS for deposit along with Form 44 and backup documentation. Send Gift & Loan report (41B) to DAIS.

Other Tools: DAIS Handbook & Cash Handling Plan

Daily

Pending & Clearing Accounts- review holding accounts for deposits awaiting account determination or establishment

Review deposits to holding accounts. When department is responsible, prepare Journal Voucher by Accounting deadline to clear holding accounts within one month. Follow-up with responsible party to ensure clearance of other deposits.

Reports: email attachment from Accounting Services to senior business managers

20th of the Month

Business Services' Projects- review active projects

Review status of Business Services' projects and initiatives.

Reports: Web based reports available at http://www.adpc.purdue.edu/

Other Tools: Business Services meetings

Quarterly

Annual Reminders-inform departments of forms needing renewal

Notify Department by memo or email of annual reminders.

Other Tools: notices about Blanket Travel, Property Management, Outside Activities, Form 13's, Federal Tax Form W-4, etc.

June 1st