Transfer Request Table of Contents

Transcription

1 Table of Contents Page 1 Page 2 Page 5 Page 10 Page 15 Page 16 Page 19 Page 23 Page 26 Page 29 Page 31 Press Ctrl and the hyperlink to be directed to the right page. Overview Initiating Department Creating a New Form Receiving Department Completing the Form Receiving Department Return to Initiating Initiating Department When Your Form is Returned from Receiving Department Initiating Department Creating a New Form Both Departments are the Same Returns from Accounting Options: Adding Attachments Initiating Department Options: Adding Attachments Receiving Department Appendix Required Fields, Accounting Treatment and Workflow by Last Updated: February 21, 2013 Transfer Request Table of Contents

2 Overview The Transfer Request Eform is an On-Base project designed to streamline the process surrounding journal entries, interdepartmental charges, and budget requests. BENEFITS TO UNIVERSITY DEPARTMENTS Access to transfer requests through document retrieval (similar to invoices) One-form/process for all types of transfer requests Ability to track the requests being processed Automatic routing of transfer requests to the responsible individual A paperless/sustainable way of creating, approving, and keeping record of requests CONTACT DIRECTORY For specific questions about Transfer Requests/On-Base, please contact Jennifer Schick or Brian Van Doeselaar. Jennifer Schick X12231 Transfer Requests o Initiating/Receiving o Completing/Submitting o Retrieving/History Brian Van Doeselaar X12287 On-Base access/department codes The following people are also able to assist you. Audra Courtade X18124 Accounting General Fund Jennifer Kamradt X12205 Accounting Designated and Agency Funds Davidpaul Lemmen X12396 Budget Office Brenda Lindberg X12201 Accounting Endowment Funds Martha Moore X12204 Accounting Restricted Funds Michelle McCloud X18118 Accounting Restricted Funds Andrea Westdorp X18030 Accounting Auxiliary Funds The s generated from this process are currently coming from Please do not reply to these s or contact the Accounts Payable department with questions related to Transfer Requests. Instead, please contact the people noted above. Transfer Request Page 1

3 The key to the transfer requests working as intended is the selection of the correct. The drives the information that will be required, the person in the Accounting/Budget Office who will become responsible for processing the transaction, and the way the transaction will be loaded into Banner. Choosing the wrong purpose could result in the transaction being loaded incorrectly into Banner or in extra work on the department s part as the request may have to be started over again. The following guidelines are meant to help individuals choose the right purpose the first time. If you are unsure, please ask! You can also refer to the Appendix for additional information about each (required fields, resulting debits and credits, resulting budget impact, and workflow). VIP (Very Important Point): Choosing the wrong purpose could result in problems down the road or extra work if you have to start over again. If you are unsure what purpose to choose, please ask! We are happy to help! Transfer Request Page 2

4 1) CHARGE ANOTHER DEPARTMENT FOR GOODS OR SERVICES A department (such as Information Technology, Telecommunications, Institutional Marketing, Event Services, Facilities Services, University Promotions, Alumni Relations, or Motor Pool) provides goods or services to other departments on a routine basis and is charging other departments for these goods or services. 2) SPONSOR ANOTHER DEPARTMENT S ACTIVITY/EVENT A department wishes to provide broad support for an activity or event (such as a speaker, conference, luncheon, etc.) that is being organized by another department. o A department wants to be a co-sponsor. o A department wants to give a flat amount to the other department. The reverse of 3. 3) ASK DEPARTMENTS TO SPONSOR MY EVENT/ACTIVITY A department is seeking broad support for an activity or event (such as a speaker, conference, luncheon, etc.) that it is organizing. o A department is seeking a co-sponsor. o A department is seeking flat amounts from a co-sponsor (although these flat amounts may vary). The reverse of 2. 4) PURCHASE SOMETHING FROM THE BOOKSTORE AND I DO NOT HAVE A PCARD The Bookstore will initiate this transfer request and a transfer request will be sent to departments to complete. Other departments should not select this purpose. To be used only by the Bookstore. 5) REFUND A DEPARTMENT FOR GOODS AND SERVICES PREVIOUSLY CHARGED A department previously selected 1 to charge another department for goods or services and now needs to refund that department. Transfer Request Page 3

5 6) MOVE AN EXPENSE TO ANOTHER FOAP An expense is in the wrong FOAP and needs to be fixed. o To move an expense that has already hit a FOAP. You can see it on your Eprint or through Banner INB/Self-Service. The expense has a Banner Doc Reference (I*******, J*******, etc.). o To move an expense that you are anticipating will hit a FOAP. You are expecting this to be processed. Processing will be put on hold until the actual expense hits your FOAP. The department has purchased goods or services and needs to share the expense with another department. 7) MOVE A RECEIPT (DEPOSIT) TO ANOTHER FOAP A receipt (deposit) is in the wrong FOAP and needs to be fixed. o To move a receipt (deposit) that has already hit a FOAP. You can see it on your Eprint or through Banner INB/Self-Service. The receipt has a Banner Doc Reference (CA******, F******, J******* etc.). o To move a receipt (deposit) that you are anticipating will hit a FOAP. You are expecting this to be processed. Processing will be put on hold until the actual receipt hits your FOAP. If you have a gift that needs to be moved, please contact Gift Processing (in Development Services). 8) REQUEST FUNDING/BUDGET FROM ANOTHER FOAP A department is seeking broad support, typically from the dean s office or divisional office. A department needs a transfer to fund a deficit in its general fund or other FOAPs. A department is requesting professional development funds from the dean s office. Similar in nature to 3 and the reverse of 9. 9) TRANSFER FUNDING/BUDGET TO ANOTHER FOAP The dean s office or divisional office wants to provide broad support to a unit. The dean s office or divisional office needs to fund a deficit in a unit s general fund or other FOAPs. A center or office, such as Center for Scholarly and Creative Excellence, Office of Undergraduate Research and Scholarship, Padnos International Center and Pew Faculty Teaching Learning Center, wants to provide support/funding for another department. Similar in nature to 2 and the reverse of 8. Transfer Request Page 4

6 Initiating Department Creating a New Form 1. Log into On-Base. The second drop-down menu defaults to Document Retrieval. Use the dropdown arrow and select New Form. 2. Under New Form, select AP-Transfer Request. Transfer Request Page 5

7 Initiating Department Creating a New Form 3. The first tab is the. Click on the drop-down menu and select the action you want to take. TIP: To bring the transfer request to full screen, click on this triangle. TIP: The JA number noted above will be the document reference number in Banner. SEE EFORM GUIDE FOR LOGGING IN TO ON-BASE DOCUMENT RETRIEVAL FOR REVIEWING TRANSFER REQUESTS OR TRANSFER REQUEST ATTACHMENTS. VIP (Very Important Point): When you start a new transfer request, write down the JA#. If you are timed out, if the document seems lost, or if you hit submit without entering all required fields, the transfer request can be retrieved easily IF you know the JA#. Transfer Request Page 6

8 Initiating Department Creating a New Form 4. The second tab is the Initiating Department Section. The user ID defaults in from the On-Base sign on. The required information for this section will vary based on the (see Appendix). TIP: Explanation is required and provides further support for the transfer request. Preferred Banner Description is your preference as to what the description will be in Banner; it is limited to 35 characters and subject to modification by the Accounting or Budget Office. SEE EFORM GUIDE TO ENTER COMMONLY USED FOAPS BY DEPARTMENT Transfer Request Page 7

9 Initiating Department Creating a New Form 5. After all of the required fields have been entered, and if there are no attachments, click the Submit button. OPTION: SEE SEPARATE SECTION ON ATTACHING SUPPORTING DOCUMENTS. TIP: If you wish to attach documents or if you need to save so you can complete at another time, click Save. Otherwise, click Submit. NOTES ON APPROVAL AUTHORITY: If you do not have the proper authority to approve a transfer request, please indicate the proper approval by attaching an (save the message from Outlook as an htm/html) or other support. Transfer Request Page 8

10 Initiating Department Creating a New Form 6. When the document has been moved to workflow and if there are no attachments you will be asked whether you want to complete a new document. Transfer Request Page 9

11 Receiving Department Completing the Form 1. An will be sent to individuals who are part of the Receiving Department. Click on the link in the ; this will take you first to the On-Base log-in and then directly to the transfer request form. SEE EFORM GUIDE FOR LOGGING IN TO ON-BASE WORKFLOW. Transfer Request Page 10

12 Receiving Department Completing the Form 2. The third tab is the Receiving Department Section. The user ID defaults in from the On-Base sign on. The required information for this section will vary based on the (see Appendix). TIP: Click on the Initiating Department Section tab to view that department s comments related to the transfer request. Also, if the initiating department has attached supporting documents, the View Supporting Documents button will be selectable. OPTION: SEE SEPARATE SECTION ON ATTACHING SUPPORTING DOCUMENTS. NOTES ON APPROVAL AUTHORITY: If you do not have the proper authority to approve a transfer request, please indicate the proper approval by attaching an (save the message from Outlook as an htm/html) or other support. Transfer Request Page 11

13 Receiving Department Completing the Form 3. To complete the Receiving Department Section: A. Enter the required fields & make certain that the FOAP difference is $0. A Enter required fields and make certain that the FOAP difference is $0.00. Transfer Request Page 12

14 Receiving Department Completing the Form 3. To complete the Receiving Department Section: B. Click the Save button (bottom of the screen) and wait for the screen to refresh. B Click the Save button and wait for the screen to refresh. Transfer Request Page 13

15 Receiving Department Completing the Form 3. To complete the Receiving Department Section: C. Click the Send to Accounting task button (top of the screen). C Click the Send to Accounting task button. 4. A message will appear that reads: Currently executing task: Please wait. When this message has disappeared, the document has been moved to the accounting or budget office. Transfer Request Page 14

16 Receiving Department Return to Initiating 1. If the receiving department needs to send the transfer request back to the initiating department to change the amount, select the Return to Initiating task button. 2. A notes box will pop-up for you to specify why the transfer request is being returned. Click OK. The transfer request has now been returned and an will be generated to the initiating department. Transfer Request Page 15

17 Initiating Department When Your Form is Returned from Receiving Department 1. An will be sent to individuals who are part of the Initiating Department. Click on the link in the ; this will take you first to the On-Base log-in and then directly to the transfer request form. SEE EFORM GUIDE FOR LOGGING IN TO ON-BASE WORKFLOW. 2. Click on the red X box to read the comments from the Receiving Department. TIP: DO NOT click on the red box next to Remove that will remove your document from workflow and you will have to start over. Transfer Request Page 16

18 Initiating Department When Your Form is Returned from Receiving Department 3. To update the Initiating Department Section: A. Read the return note and make appropriate changes. A Read the return note and make appropriate changes. Transfer Request Page 17

19 Initiating Department When Your Form is Returned from Receiving Department 3. To update the Initiating Department Section: B. Click the Save button (bottom of the screen) and wait for the screen to refresh. B. Click the Save button (bottom of the screen) and wait for the screen to refresh. 3. To update the Initiating Department Section: C. Click the Reprocess task button (top of the screen). C Click the Reprocess task button. 4. The transfer request has now been returned and an will be generated to the receiving department. Transfer Request Page 18

20 Initiating Department Creating a New Form Both Departments are the Same 1. When the departments are the same, select the. 2. Complete the Initiating Department Section: A. Enter your department name for both the Initiating Department and Receiving Department. Complete the Initiating Department Section. A - Enter your department name for both the Initiating Department and Receiving Department. Complete the Initiating Department Section. Transfer Request Page 19

21 Initiating Department Creating a New Form Both Departments are the Same 2. Complete the Initiating Department Section: B. Click the Save button (bottom of the screen). This will take you to the Receiving Department Section. B Click the Save button (bottom of the screen. This will take you to the Receiving Department Section. Transfer Request Page 20

22 Initiating Department Creating a New Form Both Departments are the Same 3. Complete the Receiving Department Section and then click Save Transfer Request Page 21

23 Initiating Department Creating a New Form Both Departments are the Same 4. Return to the Initiating Department tab and then click Submit. The screen will refresh and then close out of the document. OPTION: SEE SEPARATE SECTION ON ATTACHING SUPPORTING DOCUMENTATION. If both departments are the same, you should attach supporting documentation after the Receiving Department Section is complete and before pressing Submit. Transfer Request Page 22

24 Returns from Accounting 1. If the Accounting Office returns a transfer request form for additional information or correction, the Initiating Department will receive this . Click on the link in the ; this will take you first to the On-Base log-in and then directly to the transfer request form. SEE EFORM GUIDE FOR LOGGING IN TO ON-BASE WORKFLOW. Transfer Request Page 23

25 Returns from Accounting 2. Upon opening the transfer request form, click on the red X in the corner of the bottom pane to read the reason for return/request for additional information. TIP: DO NOT click on the red box next to Remove that will remove your document from workflow and you will have to start over. Transfer Request Page 24

26 Returns from Accounting 3. Whether you are from the Initiating Department or the Receiving Department, if the return note is directed to your department, please provide additional information, make a correction, or otherwise address the return note. Then click the Reprocess task button. If the return note is not directed to your department, then click the Reprocess task button. Transfer Request Page 25

27 Option: Adding Attachments Initiating Department 1. Select the and complete Initiating Department Section. If you want to add an attachment, click the Save button instead of Submit. 2. After clicking Save, click the Attach Supporting Documents button. TIP: The Attach Supporting Documents button is only selectable after you have clicked Save if you are the Initiating Department. Transfer Request Page 26

28 Option: Adding Attachments Initiating Department 3. In the pop-up window, browse for the document you wish to attach and then click Submit. TIP: You can attach word, excel, pdf, htm, html, and tiff documents. You CANNOT attach.msg (outlook message) OR.csv (Banner extracts, et al). 4. After you have selected and submitted your attachment, the pop-up window will close. Now click the Submit button on the form. TIP: View Supporting Documents becomes available when supporting documents are successfully attached. SEE EFORM GUIDE FOR LOGGING IN TO ON-BASE DOCUMENT RETRIEVAL FOR REVIEWING TRANSFER REQUESTS OR TRANSFER REQUEST ATTACHMENTS. Transfer Request Page 27

29 Option: Adding Attachments Initiating Department 5. After you click submit, you will be brought to the Receiving Department Section and you should close out of the document if you have no other transfer requests to enter. 6. If you do have additional transfer requests to enter, go to the New Form menu and click on AP- Transfer Request. This will take you to the starting point of a new form. Transfer Request Page 28

30 Option: Adding Attachments Receiving Department 1. Complete Receiving Department Section. If you want to add an attachment, click the Attach Supporting Documents button before Save. 2. In the pop-up window, browse for the document you wish to attach and then click Submit. TIP: You can attach word, excel, pdf, htm, html, and tiff documents. You CANNOT attach.msg (outlook message) OR.csv (Banner extracts, et al). Transfer Request Page 29

31 Option: Adding Attachments Receiving Department 3. After you have selected and submitted your attachment, the pop-up window will close. Click the Save button. TIP: View Supporting Documents becomes available when supporting documents are successfully attached. 4. Click the Send to Accounting task button. The form should automatically close. SEE EFORM GUIDE FOR LOGGING IN TO ON-BASE DOCUMENT RETRIEVAL FOR REVIEWING TRANSFER REQUESTS OR TRANSFER REQUEST ATTACHMENTS. Transfer Request Page 30

32 Appendix Required Fields, Accounting Treatment and Workflow by I NEED TO CHARGE ANOTHER DEPARTMENT FOR GOODS OR SERVICES Initiating Dept. Required: Initiating & Receiving Depts. FOAP Amount Contact Name/ Phone Number Explanation Receiving Dept. Required: FOAP Amount (must = initiating dept.) Contact Name/Phone Number Accounting: Initiating Dept. CR Receiving Dept. DR Flows to: Data Control Desk I NEED TO SPONSOR ANOTHER DEPARTMENT S ACTIVITY/EVENT. Initiating Dept. Required: Initiating & Receiving Depts. FO P Amount Contact Name/ Phone Number Explanation Receiving Dept. Required: FO P Amount (must = initiating dept.) Contact Name/Phone Number Accounting: Initiating Dept. DR or - budget Receiving Dept. CR or + budget Flows to: Accountant associated with first DR entry OR Budget Office if both sides general fund I NEED TO ASK DEPARTMENTS TO SPONSOR MY ACTIVITY/EVENT. Initiating Dept. Required: Initiating & Receiving Depts. FO P Amount Contact Name/ Phone Number Explanation Receiving Dept. Required: FO P Amount (must = initiating dept.) Contact Name/Phone Number Accounting: Initiating Dept. CR or + budget Receiving Dept. DR or - budget Flows to: Accountant associated with first DR entry OR Budget Office if both sides general fund Transfer Request Page 31

33 Appendix Required Fields, Accounting Treatment and Workflow by I NEED TO PURCHASE SOMETHING FROM THE BOOKSTORE AND I DO NOT HAVE A P-CARD. (To be used by Bookstore charging departments for purchases.) I NEED TO REFUND A DEPARTMENT FOR GOODS OR SERVICES PREVIOUSLY CHARGED I NEED TO MOVE AN EXPENSE TO ANOTHER FOAP. Initiating Dept. Required: Initiating & Receiving Depts. FOAP Amount Contact Name/ Phone Number Explanation Preferred Banner Description Receiving Dept. Required: FOAP Amount (must = initiating dept.) Contact Name/Phone Number Accounting: Initiating Dept. CR Receiving Dept. DR Flows to: Data Control Desk Initiating Dept. Required: Initiating & Receiving Depts. FOAP Amount Contact Name/ Phone Number Explanation Receiving Dept. Required: FOAP Amount (must = initiating dept.) Contact Name/Phone Number Accounting: Initiating Dept. DR Receiving Dept. CR Flows to: Data Control Desk Initiating Dept. Required: Initiating & Receiving Depts. FOAP Amount Contact Name/ Phone Number Existing Banner Document # Existing Banner Description Explanation Receiving Dept. Required: FO P Amount (must = initiating dept.) Contact Name/Phone Number Accounting: Initiating Dept. CR Receiving Dept. DR Flows to: Accountant associated with first DR entry Transfer Request Page 32

34 Appendix Required Fields, Accounting Treatment and Workflow by I NEED TO MOVE A RECEIPT TO ANOTHER FOAP. Initiating Dept. Required: Initiating & Receiving Depts. FOAP Amount Contact Name/ Phone Number Existing Banner Document # Existing Banner Description Explanation Receiving Dept. Required: FO P Amount (must = initiating dept.) Contact Name/Phone Number Accounting: Initiating Dept. DR Receiving Dept. CR Flows to: Accountant associated with first DR entry I NEED TO REQUEST FUNDING/BUDGET FROM ANOTHER FOAP. Initiating Dept. Required: Initiating & Receiving Depts. FOAP Amount Contact Name/ Phone Number Explanation Receiving Dept. Required: FOAP Amount (must = initiating dept.) Contact Name/Phone Number Accounting: Initiating Dept. CR or + budget Receiving Dept. DR or - budget Flows to: Accountant associated with first DR entry OR Budget Office if both sides general fund I NEED TO TRANSFER FUNDING/BUDGET TO ANOTHER FOAP. Initiating Dept. Required: Initiating & Receiving Depts. FOAP Amount Contact Name/ Phone Number Explanation Receiving Dept. Required: FOAP Amount (must = initiating dept.) Contact Name/Phone Number Accounting: Initiating Dept. DR or - budget Receiving Dept. CR or + budget Flows to: Accountant associated with first DR entry OR Budget Office if both sides general fund Transfer Request Page 33