AGENDA General statements about an ACCRUAL and a PREPAID

1. AGENDA General statements about an ACCRUAL and aPREPAID How to complete a Program Change Memo form(PCM) How to complete an Invoice Payment Form(IPF) Back up documentation to keep and/or submit for JournalEntries How to see if an account is enabled Where to find the Monthly Closing ScheduleAND Budget: Tracking Expenses, Filing, and Reconciling with OracleReports I will email this information to you by Friday and it will include links to where you can find forms. Also, if necessary I will request the PCM template is emailed to you for future use. I expect this workshop to be quick andpainless. I will not go through the steps to run your reports in Oracle. I am certain you all know how to run your reports. Some of you may want to download your NTID Department Statement to Excel. I will include these steps when I send out this document. Now, 1) A general statement about an Accrual andPrepaid: An ACCRUAL is a type of JE that can only be done by Accounts Payable, Kelli Mcintee Shaw or Kate Sweeney . If you have an invoice that is not paid by June 30 or September 30, it must be accrued. Remember to be diligent in tracking your expenses and submitting Invoice Payment Forms, Travel Expense Reimbursements by the cut-off date. These dates are communicated to you throughout the year and will help minimize manualaccruals. A PREPAID is a type of JE that you can enter IF you have the JE responsibility in Oracle. If you have paid for an expense for a future budget year, a PREPAID JE must be prepared. Again, cut off dates are communicated to you throughout theyear.

2. 2} How to complete a Program Change Memo form (PCM} ShowExample • Why am I doing aPCM? • To reallocate budget dollars from one object code to another, or to move budget dollars from one department to another. Moving budget within a department is done to cover budget lines with a deficit of $50 ormore. • Must be requested in increments of$100 • Make sure there are sufficient funds in the budget line when youare moving budget dollars. • Make sure the account combination isenabled • Make sure the project numbers are accurate (03019, 04017etc.) • YOU MUST REVIEW and BALANCE your budget on a MonthlyBasis • How to complete an Invoice Payment Form(IPF) • IF a supplier is not in Oracle, you will need to initiate a NewSupplier • Set up form and request a W9 fromthe supplier. Questions must be directed to the Supplier Assignment as indicated in this MEMO from Kitty Stappenbeck,11/30/18. • You may email the New Supplier Set Up form to the Supplier for completion. Do not send the IPF to accounting until you have the setup form and W9completed. • Back up documentation to keep and/or submit for Journal Entries. I will not show you how to do JE. Here is what needs to be kept for your backup • Screenshot of the JournalEntry • Approval to charge the department for the JEexpense • Sub/edger that shows the expense hit yourbudget • Receipts {Procard Statement, Receipt Form from Oracle if travelrelated) • Send an email to PostMYJE with the Batch Name in the subject line and direct them to post your JE. Very important ...**"'IF the JE is $SK or more, you must also attach the back- up documentation when sending theemail. • Follow up to make sure the JE is posted by searching for yourJE • Login to your Oracle JEresponsibility • ClickEntry • Once the JE screen appears fill in thisinformation

3. 1.Type the first three letters of your department and your three initials (MUST BE capitalized) with a % sign. Fill in the appropriatePeriod. • ClickFind • If the JE is posted, you will see Posted under the BatchStatus • How to see if an account is enabled, go to the Controller's Website (this page should be bookmarked} on the right side of the screen click Chart of Accounts. Scroll down and click on Account Combination. Fill in the department information... • Where to find the Monthly Closing Schedule, go to the Controller's Website (again, this page should be bookmarked) on right side of screen click Month End Closing Schedule. For example, January statements will be available February 7,2019. • Budget: Tracking Expenses, Filing, and Reconciling with Oracle Reports. If you need a budget template as a starting point, please reachout. • I will use Excel as my example forreconciliation. • Create your budget spreadsheet using all of the object codes listed on yourbudget. • Each sheet should have pertinentinformation • Accountnumber • Title • Budget • Date • VendorDescription • DocumentType • Posted • Estimated(optional) • Actual • AvailableBalance • Save it as a template to use it again for subsequent years. I can send you a basic template to get youstarted. • Add a tab for each new object code added throughout the budget year (for example, you sponsored an expense 86025 but this wasnot • part of your original budget. You must add a new tab andcopy/paste

4. a sheet template to track this expense) then update it with necessary formulas to add andsubtract. • As soon as you know of an expense, add it to the spreadsheet under the appropriate object code -proactive. Or you can add theexpense • once it hits your subledger -reactive. ALL expenses must be entered and subtracted from your balance to arrive at the correct balance for monthend • You must also enter ALL PCMs and JEs to remain inbalance. • Now, with all of your receipts, IPFs, TERs, back up paperwork you can begin running your reports: NTID Department Stmt for 02019 and 03019 and the Subledger Report. You also have the option ofrunning • the FSG Report to download as anExcel. • Filing: Compile your backup documentation in the order the object code appears on the subledger and file in your binder OR scan email to an Accounting folder on your computer. • PCMs • NTID Dept Stmt (0201_and0301_) • Subledger • Procard Stmt and TransactionNotes • Travel - since travel is now under 78000s, the binder is VERYTHICK. • Journal Entries - I suggest having a separate binder for Journal Entries if you store them as paper copies. It is your choice to keep them in a binder or in a folder on your computer. It is important to keep your JEs handy in case Accounting does anAudit. • THAT's It. Again, I will send you a copy of this information and it will have a few links to the website. Remember to bookmark the Controller'spage. • Do you have anyquestions? Thank you for yourtime.