The May 2005 Financial Management System (FMS) reports are now available to you at: https://epprod.cats.ohiou.edu:9033/oraclelogin/. 

Be sure to read BU$INE$$ MATTER$ below for important information related to your reports and other Division of Finance services.

If you need assistance accessing your reports or FMS in general, please contact:
Frontline at 7-8000 or frontline@ohio.edu

If you have further questions or comments, please contact:
Diane Lucas at 7-1380 or lucasd1@ohio.edu OR
Tanya Bibler at 7-1417 or biblert@ohio.edu

BU$INE$$ MATTER$

Features of this edition:

1. Sixty (60) day rule for Accounting Corrections
2. Change to PO Payment/Department Referral Procedures
3. Payroll Accounting Correction Form
4. Tips for searching for Expense Natural Account Codes
5. New topics in Accounting Manual
6. Organizational Changes
7. Previous issues of Business Matters

 PCARD: PCard transactions posted through June 27, 2005 are in your June reports.   

MEETING: The next Campus Financial Meeting will be held Wednesday, July 27 at 2:00 p.m. in the Human Resources and Training Center, Room 141-145. 

If you cannot make it to the meeting, please visit the web site at: http://www.finance.ohiou.edu/campusfmtg/ for access to information discussed at the meeting.  This information is usually posted by the end of the day on the Friday following the meeting. 

SIXTY (60) DAY RULE FOR ACCOUNTING CORRECTIONS!  IMPORTANT CHANGE:  After July 1, corrections for transactions over 60 days old will not be processed by the Division of Finance.  Please note that the Internal Billing Authorization/Accounting Correction form has been split into two forms, to accommodate this change.  Download new forms from http://www.finance.ohiou.edu/forms/index.htm#VP as needed.  More information about this change can be found on the forms.  Questions about this change can be directed to Gina Fetty (coen@ohio.edu).   

CHANGE TO PO PAYMENT/DEPARTMENT REFERRAL PROCEDURES: Beginning July 1, 2005, Accounts Payable will no longer be sending out payment referrals, for a departmental "OK to pay" on each PO invoice, before making payment.  Procedure will be as follows: 

CONSTRUCTION INVOICES AND INVOICES OF $10,000 or over:  All construction invoices, and all invoices over $10,000 will continued to be subject to all current procedures for approval.  Referrals for a departmental "OK to pay" will continue to be sent for all PO invoices in this category.   

NON-CONSTRUCTION INVOICES UNDER $10,000:  Referrals for departmental approval will no longer be sent.  Payment will be made on a two-way match - i.e., if the invoice matches the quantity, description and price on the PO, the invoice will be paid. 

NOTE:  Referrals for dept approval will continue to be sent out if a two-way match cannot be made.  If the Accounts Payable Auditor cannot make the two-way match between the PO and invoice, a referral requesting further information and an "OK to pay" will be sent to the department, regardless of the dollar amount of the invoice. 

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PAYROLL ACCOUNTING CORRECTION FORM: To avoid a delay in the processing of Payroll Accounting Correction Forms, please verify that you have attached the appropriate page of the PAY-M940 (Payroll Expense Distribution Detail-Cost Center by Employee) report to the completed form before forwarding it to the Payroll Office.  Any form(s) submitted without a copy of the PAY-M940 page will be returned to the requestor. 

EXPENSE NATURAL ACCOUNT CODES:  Search for an Expense Natural Account Code online at http://casplus.finance.ohiou.edu/object/index.asp.  In the upper right hand corner of that web page, type the word to search for (when singular or plural is questionable, use the root of the word; for example, troph instead of trophy or trophies) and click on the search button.  You can then use the Internet Explorer "Find on This Page" feature found in the Edit menu, to look for the specific occurrences of the word you're searching for. 

Expense Natural Account Code descriptions are updated regularly based on questions that arise.  Questions indicate clarification is needed in the descriptions.  The expectation is that descriptions will not be read in their entirety, but rather Search and Find features be utilized to help identify the appropriate code. 

ACCOUNTING MANUAL:  Find the Accounting Manual web pages by following this link:http://www.finance.ohiou.edu/accounting/index.htm
 Recent changes to content include:

ADDED:  Payroll Distribution
http://www.finance.ohiou.edu/accounting/payroll_distr.htm 

ADDED:  Personnel Costs
http://www.finance.ohiou.edu/accounting/personnelcosts.htm 

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ORGANIZATIONAL CHANGES:  Following are various organizational changes that have taken place effective July 1, 2004.  The accounting of these organizational changes will take place effective July 1, 2005.  If your department bills internally, please verify changes in your billing systems with your departmental contact person for each of the affected areas.    

Legal Affairs Organizational Change:  Effective July 1, 2004 the Office of Legal Affairs began reporting to the Office of the President.  The following organization is affected:   

03040 LEGAL AFFAIRS will become 01070 LEGAL AFFAIRS. 

Enrollment Management Organizational Change:  Effective July 1, 2004 the Offices of Admissions, Registrar, and Student Financial Aid began reporting under the Provost.  The following organizations are affected: 

20020 ADMISSIONS will become 33020 ADMISSIONS

20080 REGISTRAR will become 33080 REGISTRAR

20090 STUDENT FINANCIAL AID will become 33090 STUDENT FINANCIAL AID 

 The following organization is being added:
 33010 ENROLLMENT MANAGEMENT

ICA Organizational Change:  Effective July 1, 2004 organization 01560 ICA PUBLICATIONS WEB will no longer be utilized as part of the ICA chart of accounts and will be end-dated effective July 1, 2005. 

College of Osteopathic Medicine (COM) Organizational Change:  Effective July 1, 2004 the following organizations are no longer being utilized as part of the COM chart of accounts: 

30340 POST DOC ADMINISTRATION

30620 UMA FAMILY PRACTICE

30640 UMA GERIATRICS

30660 UMA OB GYN

30680 UMA PEDIATRICS

30700 UMA SPECIALTY MEDICINE

30720 UOMC SERVICES LABORATORY  

All of these organizations will be end-dated effective July 1, 2005.