| Q. | ChartField maintenance, journal entries, questions related to financial statements |
| |
| A. | Contact the Division of Accounting: (614) 292-4156. |
| |
| Q. | AP Payment status, non-payment, vendor questions, unresolved issues |
| |
| A. | Payment issues should be directed to the Division of Accounts Payable: (614) 292-6831.
Unresolved issues should be directed to the Office of the Controller: (614) 292-6220. |
| |
| Q. | Student Loan Information |
| |
| A. | Student loans are the responsibility of the Office of Student Financial Aid at (614) 292-0300.
Students can access their account information by calling (614) 292-EASE. |
| |
| Q. | How do I get copies of invoices? |
| |
| A. | Copies of invoices processed for payment are mailed to departments. If you do not receive a
copy, please fill out the Voucher Request Form and send it to
Accounts Payable, Attn: Voucher Retrieval, either by fax, (614) 292-2294, or campus mail. |
| |
| Q. | How do I check on the status of an invoice? |
| |
| A. | OSU customers can view the status of an invoice via the Procurement Inquiry pages in the PeopleSoft
Financials 8.4 system. If the information cannot be found there, contact Accounts Payable at (614) 292-6831.
External Customers should call Accounts Payable at (614) 292-6831. |
| |
| Q. | How do I pay an invoice in foreign currency? |
| |
| A. | If the department has an invoice that requires payment in foreign currency, send the invoice
to Accounts Payable indicating the currency type, amount to be paid, Purchase Order number, and chartfield
information, i.e., Org, fund, account, and other optional chartfield segments, if used.
If the department
does not have an invoice, send an OSU Request for Payment to
Accounts Payable with the same information.
Do not process via the web.
Contact Melanie Evans
at (614) 688-5465 or Melanie.Evans @ ctlr.ohio-state.edu
with questions. |
| |
| Q. | How do I contact the Accounts Payable department? |
| |
| A. | Accounts Payable - Staff and Contacts |
| |
| Q. | How do I place an invoice on hold or release a hold? |
| |
| A. | If a department does not want an invoice to be paid, they must notify Accounts Payable via
e-mail at approb@osu.edu and request that the invoice be placed on hold.
When the department approves the invoice, it is their responsibility to notify Accounts Payable (via email) to
release the invoice in the Financials System. |
| |
| Q. | How do I set up and replenish petty cash funds? |
| |
| A. | Petty cash funds are established and approved by the
Office of the Treasurer.
When Treasury Administration has reviewed and approved the request, the
information is sent to Accounts Payable, which issues a check for the start of the petty cash fund.
To replenish the fund, send a signed OSU Request for Payment
along with all receipts to Accounts Payable. Include the following: OSU Petty Cash + department name, followed
by the custodian's name and address. |
| |
| Q. | How do I contact the Accounts Payable department? |
| |
| A. | Accounts Payable - Staff and Contacts |
| |
| Q. | How do I obtain authorization to use the On-Line Payment Request? |
| |
| A. | Complete the Accounts Payable On-Line Payment
Request System-Request for Access form.
Fax, (614) 688-0555, or mail the form to
Accounts Payable which forwards the request to Systems Development in the
Controller's Office.
Systems Development will add the user to the database within 2 business days and
send an email notification, including instructions for using the online payment request. |
| |
| Q. | How do I contact the Accounts Payable department? |
| |
| A. | Accounts Payable - Staff and Contacts |
| |
| Q. | How do I update an asset? |
| |
| A. | Instructions for updating an asset in PeopleSoft can be found on the Equipment Inventory home
page at
http://www.ctlr.ohio-state.edu/equipment/equip.shtm#instruction. |
| |
| Q. | How do I receipt assets into the PeopleSoft system? |
| |
| A. | Instructions for receipting assets can be found on the Equipment Inventory home page under
Instructions at
http://www.ctlr.ohio-state.edu/equipment/equip.shtm#instruction. |
| |
| Q. | Can I run Asset Management reports myself? |
| |
| A. | Yes. Asset Detail by Location, Asset Detail by Profile Category, Equipment Activity, and
Physical Inventory & Equipment Review are Asset Managements reports which are available at
https://assist-erp.osu.edu. The instructions for these reports are posted
on the Equipment Inventory home page at
http://www.ctlr.ohio-state.edu/equipment/equip.shtm#instruction.
|
| |
| Q. | When does Equipment Inventory mail out the Physical Inventory and Equipment
Review Report (Self-Audit)? |
| |
| A. | The Physical Inventory and Equipment Review Report is mailed out during the first week of the
new fiscal year (July). |
| |
| Q. | What is the deadline for turning in my Physical Inventory and Equipment
Review Report? |
| |
| A. | September 30th of the same fiscal year. |
| |
| Q. | Is the Self-Audit the same as a Physical Audit? |
| |
| A. | No. The self-audit is the Physical Inventory and Equipment Review Report mailed every summer
to the equipment coordinator to verify existence, tag/sticker, and location of each capitalized asset. The
physical audit is conducted biannually by the Physical Audit Coordinator on behalf of Equipment Inventory. |
| |
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| |
| Q. | Can I run the Physical Inventory and Equipment Review Report in a different format?
|
| |
| A. | Yes. The Asset Detail by Location and Asset Detail by Profile Category Report, found in
ereports, have the same information as the Physical Inventory and Equipment Review Report. These reports can
be run to an Excel spreadsheet or downloaded into a pivot table. Instructions for using the pivot tables can
be found at
https://assist-erp.osu.edu/assistereports84/WebHelp/ assistereports.htm. |
| |
| Q. | Can I retire capitalized assets in the PeopleSoft system? |
| |
| A. | No. Only the equipment inventory staff has access to retire UNIV capitalized assets. A
retirement form must be initiated by the organization and appropriately signed and submitted to equipment
inventory in order for capitalized assets to be removed from the organization's records. Retirement forms can
be found at
http://www.ctlr.ohio-state.edu/equipment/equip.shtm#form. OSURF asset retirements must be submitted to the
OSURF Asset Management department for approval. |
| |
| Q. | How do I retire non-capitalized assets in the PeopleSoft system? |
| |
| A. | Instructions for retiring non-capitalized assets can be found on the Equipment Inventory home
page under Instructions at
http://www.ctlr.ohio-state.edu/equipment/equip.shtm#instruction.
|
| |
| Q. | Do I have to track non-capitalized assets? |
| |
| A. | Organizations do not have to track non-capitalized assets in the PeopleSoft system. It is
highly recommend that theft-prone items, such as computer equipment be tagged and tracked through Asset
Management in the PeopleSoft system. |
| |
| Q. | How do I order non-capitalized tags? |
| |
| A. | Contact the Equipment Inventory department at 292-6048 or
ei.tagger @ osu.edu. |
| |
| Q. | Do I have to pay for non-capitalized tags? |
| |
| A. | An unlimited number of tags are available to all organizations at no charge. |
| |
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| |
| Q. | Can I transfer capitalized assets to another organization in the PeopleSoft
system? |
| |
| A. | No. Only the equipment inventory staff has access to perform an inter-unit or
intra-department transfer in the PeopleSoft system. An inter-unit transfer occurs when moving assets from on
Business Unit to another Business Unit. An intra-unit transfer occurs when moving assets between organizations
within the same business unit. The organization wanting to transfer equipment out of their organization is
responsible for filling out an OSU Equipment Interdepartmental Transfer Form, getting it appropriately signed
by both organizations, and submitting the form to equipment inventory. The form is used for both types of
transfers. Transfer forms can be found at
http://www.ctlr.ohio-state.edu/equipment/equip.shtm#form. OSURF asset transfers must be submitted to the
OSURF Asset Management department for approval.
|
| |
| Q. | Can I transfer non-capitalized assets to another department in the PeopleSoft
system? |
| |
| A. | No. The organization transferring equipment out should retire those non-capitalized assets
from the PeopleSoft system. The organization receiving equipment should directly enter those non-capitalized
asset into the PeopleSoft system. Instructions for Retiring Non-Capitalized Assets and Direct Entry of a
Non-Capitalized Asset are located at
http://www.ctlr.ohio-state.edu/equipment/equip.shtm#instruction. OSURF non-capitalized asset transfers must
be submitted to the OSURF Asset Management department for approval. |
| |
| Q. | Can I donate equipment that no longer has a useful life? |
| |
| A. | Please defer to the Dean or Vice President of your college and The Surplus, Materials, and
Disposal Department.
http://www.ctlr.ohio-state.edu/surplus/surplus.shtm. |
| |
| Q. | How do I access the Treasure or Trash Program? |
| |
| A. |
http://www.ctlr.ohio-state.edu/tot/public/default.asp |
| |
| Q. | Can I sell equipment that no longer has a useful life? |
| |
| A. | Please defer to The Surplus, Materials, and Disposal Department.
http://www.ctlr.ohio-state.edu/surplus/surplus.shtm.
|
| |
| Q. | Can a professor keep or purchase equipment after a project is over? |
| |
| A. | Please defer to the Dean or Vice President of your college. |
| |
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| |
| Q. | Can I take a piece of equipment off campus? |
| |
| A. | The ability to take equipment off campus is at the discretion of the organization. A
Permission to Use Off Campus Form must be filled out, appropriately signed, and kept in the organization's file.
Permission to Use Off Campus Forms can be found at
http://www.ctlr.ohio-state.edu/equipment/equip.shtm#form. |
| |
| Q. | Do I have to dispose of equipment through Surplus? |
| |
| A. | Please defer to The Surplus, Materials, and Disposal Department.
http://www.ctlr.ohio-state.edu/surplus/surplus.shtm.
|
| |
| Q. | Can I download equipment inventory forms and policies and procedures? |
| |
| A. | The asset management forms and policies and procedures are available on-line at
http://www.ctlr.ohio-state.edu/equipment/equip.shtm. |
| |
| Q. | Can I tag my own capitalized assets? |
| |
| A. | Yes. Contact the manager of equipment inventory at 688-4788. |
| |
| Q. | I have a tag that is worn or has fallen off. Can I get a new one? |
| |
| A. | Yes. Contact the manager of equipment inventory at 688-4788. |
| |
| Q. | Is my equipment insured when it is off-campus or at a remote location? |
| |
| A. | Please defer to Risk Management at
http://www.treasurer.ohio-state.edu. |
| |
| Q. | Help with the General Ledger. |
| |
| A. | Contact the Division of Accounting: (614) 292-4156 or by e-mail through
glhelpdesk @ osu.edu. |
| |
| Q. | How do I set up ChartField values? |
| |
| A. | The New ChartField Value Request Form is designed
as an Excel spreadsheet. There is one page for each ChartField segment (i.e., organization, fund, account, program,
project) that is centrally maintained. The spreadsheet may be completed and sent to
Chartfield-Request @ osu.edu as an
attachment to an e-mail message. This message must be sent to Accounting using the e-mail account of the Senior
Fiscal Officer or the Chartfield Approver.
A Security Access Form
must also be completed when creating a new Organization value. |
| |
| Q. | How do I change ChartField values? |
| |
| A. | To close, inactivate, rename or change project end dates, send an e-mail to
Chartfield-Request @ osu.edu with the
appropriate information. |
| |
| Q. | How do I obtain a ChartField Reference Guide? |
| |
| A. | ChartField Reference guides are available from the Corner Store. The Stores stock Number is #53755. |
| |
| Q. | How can I determine if a ChartField value is valid? |
| |
| A. | Chartfield Informational Reports are located in eReports/eReports Links/Chartfield Informational Reports.
The ChartField Reference Guide (revised 6/15/00) contains valid account values as of 6/15/00.
This may be useful in determining the proper numeric range for an online search. |
| |
| Q. | Will paper monthly reports be distributed from the PeopleSoft general ledger? |
| |
| A. | The Division of Accounting will distribute paper reports. You may also access and print
your reports using the eReports server. |
| |
| Q. | How can I get my name added to the distribution e-mail list (to let me
know when printed general ledger reports are ready)? |
| |
| A. | Contact Brenda Payne at (614) 688-3595 or
Brenda.Payne @ ctlr.ohio-state.edu to be added to the distribution list. |
| |
| Q. | What is the monthly cut-off for interdepartmental billings? |
| |
| A. | IDB's (both online and interface) may be processed through the end of business on the
second working day of the following month. |
| |
| Q. | What is the monthly cut-off for online journal entries? |
| |
| A. | Online journal entries (excluding IDB's and deposits) may be processed through 7:00 pm on
the fifth working day of the following month. |
| |
| Q. | How do I post an entry to the prior month before the monthly cut-off? |
| |
| A. | Override the system default date by entering a date in the prior month or by clicking on the calendar
icon and choosing the appropriate date of the prior month. This may be done only while the prior month is still
open (i.e., before the appropriate cut-offs during the following month). |
| |
| Q. | When is the GL system available for online entries and inquiries? |
| |
| A. | The GL is available from 7:00 am to 7:00 pm each weekday. |
| |
| Q. | Will there be two closings for June at fiscal year-end? |
| |
| A. | Yes. The first close will follow the normal monthly close schedule. Then, period 12 (June)
will re-open for adjusting entries. See year-end schedule at
http://www.ctlr.ohio-state.edu/accounting/accounting.shtm. |
| |
| Q. | Where do I find help with PeopleSoft 8.4? |
| |
| A. | Help is available through ASSIST at
http://www.oit.ohio-state.edu/hrfin/assist.html or through e-mail at
glhelpdesk @ osu.edu. |
| |
| Q. | How do I find keystroke equivalents? |
| |
| A. | Keystrokes are available through ASSIST at
https://assist-erp.osu.edu/assistgl84/WebHelp/ start.htm. |
| |
| Q. | How do I contact the Accounting department? |
| |
| A. | Accounting - Staff and Contacts |
| |
| Q. | How do I get a printed copy of the University's Financial Report? |
| |
| A. | Contact Tricia Privette at (614) 688-3728 or
Tricia.Privette @ ctlr.ohio-state.edu. If you would like to be added to the annual mailing list, please indicate
this. |
| |
| Q. | Is the Financial Report available on the webpage? |
| |
| A. | Yes. The
FY03,
FY02,
FY01,
FY00 and
FY99 reports are available
in PDF (Adobe Acrobat) format. The FY98
report is available in HTML format. |
| |
| Q. | Is the University included in the State of Ohio Consolidated Annual Financial
Report (CAFR)? |
| |
| A. | Yes. |
| |
| Q. | How do I get a copy of the State of Ohio CAFR? |
| |
| A. | Call the State of Ohio, Office of Budget and Management at (614)466-4034 to request a printed
copy. The report (in PDF format) is also available on their website at
http://www.state.oh.us/ obm/BusinessCommunityPage/Financial/cafr.asp. |
| |
| Q. | How do I contact the Accounting department? |
| |
| A. | Accounting - Staff and Contacts |
| |
| Q. | What does Financial Training and Documentation offer? |
| |
| A. | Financial Training offers a series of workshops on the University's fiscal procedures. |
| |
| Q. | Is that the same as the Financial Systems or PeopleSoft training offered
through the Office of Information Technology? |
| |
| A. | No. The training offered by OIT
is technical training in how to use the system. The sessions offered by Financial Training and Documentation
cover university policies and procedures as well as how best to work with the offices that have central
financial responsibility. However, the two series complement each other and a
combined curriculum is available so that you can choose the combination of workshops that best fits your
needs. |
| |
| Q. | What does it cost to attend the Financial Training Workshops? |
| |
| A. | The workshops are offered by the Controller's Office as a service to the university community
and are free of charge. |
| |
| Q. | What should I do if the class I want to attend is full? |
| |
| A. | Be sure to register and get on the "wait-list." This enables Financial Training to determine the need and add an additional
session if necessary. |
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| |
| Q. | How do I arrange to have a workshop presented in our department or college? |
| |
| A. | Contact Susan Litton at litton.1 @ osu.edu, or leave a
message with Jonnie Wilson at (614) 292-8411. |
| |
| Q. | How do I apply to be a Presenter for the Financial Training workshops? |
| |
| A. | We always like to hear from knowledgeable individuals who are willing to learn the necessary
presentations skills! We offer a three-step train-the-trainer program to get you started. Contact Susan Litton,
Director of Financial Training and Documentation, at (614) 292-5211 or via email at
litton.1 @ osu.edu for an initial discussion. |
| |
| Q. | How do I contact the Financial Training and Documentation department? |
| |
| A. | Financial Training and Documentation - Staff and
Contacts |
| |
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| |
| Q. | How do I find out what is presented at each workshop? |
| |
| A. | Our Workshop Description page shows
the content of each workshop. In addition, a combined curriculum is available showing both the policy and procedure
workshops offered by Financial Training and Documentation and the system-related classes offered by the Office
of Information Technology. If you would like to have further detail, please email Susan Litton at litton.1 @
osu.edu or call her at (614) 292-5211. |
| |
| Q. | How do I find out which workshops I should attend and in what order? |
| |
| A. | Our workshop descriptions and the
combined curriculum both show the recommended sequence of workshops. Your college fiscal officer may be your
best resource to determine your training needs. In addition, you can consult the
“What Training Should I Take?” or please feel free to call Susan Litton at (614) 292-5211 for
advice. |
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| |
| Q. | How do I find out how often a workshop is offered? |
| |
| A. | Check the website for a
complete schedule. |
| |
| Q. | How do I find the time and location of the Financial Training workshops? |
| |
| A. | The schedule of the
workshops is also on the web site. All Financial Training workshops are offered in the training facility, 231
Mount Hall on west campus. |
| |
| Q. | How do I register for a Financial Training workshop? |
| |
| A. | A self registration method
is used. Financial Training workshops are offered under the heading “Financial Concepts and Policies.
” |
| |
| Q. | How do I cancel my registration for a Financial Training workshop? |
| |
| A. | To cancel your registration, simply go to the
self registration page and follow the same steps as you would to register. |
| |
| Q. | If I am unable to access the self-registration page, who do I contact? |
| |
| A. | You may call Jonnie Wilson at (614) 292-8411. |
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| |
| Q. | Some workshops in the series have prerequisites. If I already know the material, do I still have to attend the prerequisites? |
| |
| A. | No, if you know the material, the Controller's Office does not require you to attend. However, your supervisor may require it.
Please discuss omitting any prerequisite with your supervisor. You may also contact Susan Litton (Litton.1@osu.edu) or 292-5211 to
discuss whether or not you should attend. |
| |
| Q. | Are any of the Financial Training Workshops required? |
| |
| A. | The workshop entitled: "Introduction to Your Business Responsibilities at OSU," is required by the Controller's Office
for certain employees. In addition, your college or department might require you to attend one or more of the workshops. |
| |
| Q. | Who does the Controller's Office require to attend "Introduction to Your Business Responsibilities at OSU?" |
| |
| A. | As of July 1, 2005, if you have been given certain types of "approval authority" in the online Financials and/or Human Resources systems,
you must attend the workshop. |
| |
| Q. | If I acquired approval authority before July 1, 2005, am I required to attend? |
| |
| A. | No. The requirement applies to July 1, 2005 and later. It is not retroactive. |
| |
| Q. | If I attended "Introduction to Your Business Responsibilities" before acquiring access, or before July 1, 2005, must I take
it again? |
| |
| A. | No. |
| |
| Q. | How do I know if I have "approval authority?" |
| |
| A. | To see if you have a type of systems access that gives you approval authority, check the user types and workflow roles
located on the OIT website: http://www.oit.ohio-state.edu/hrfin/securityandworkflow.html |
| |
| Q. | Who should I contact for help if I don't recognize the user types or workflow roles that have the
training requirement for the workshop? |
| |
| A. | If you are not sure if you have "approval authority," your supervisor can assist you in determining whether you are
required to attend the workshop. |
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| |
| Q. | Is there anyone else that can help me determine whether I am required to attend the workshop or not? |
| |
| A. | If you need additional guidance regarding your training requirements, your Senior Fiscal Officer for your College or Vice Presidential area can assist you. |
| |
| Q. | Even if I don't have "approval authority" in the Financials or HR systems, can I still attend
"Introduction to Your Business Responsibilities at OSU?" |
| |
| A. | Yes, absolutely. All interested university employees are welcome to attend. |
| |
| Q. | Is there a difference between the workshop "Introduction to your Fiscal Responsibilities" and the workshop called "Introduction
to your Business Responsibilities?" |
| |
| A. | Both workshops satisfy the requirement. "Intro to Business" is an expanded version of the "Intro to Fiscal." |
| |
| Q. | If I've already taken "Introduction to Your Fiscal Responsibilities," do I have to take the new
version of the workshop? |
| |
| A. | The Controller's Office does not require it if you attended the "Intro to Fiscal" version. However, you should check
with your supervisor because your college or VP may require you to attend. |
| |
| Q. | How often is the required workshop offered? |
| |
| A. | At least once a month, but if there is a larger demand, Financial Training will add sessions as needed. |
| |
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| |
| Q. | Who teaches the required class, "Introduction to Your Business Responsibilities at OSU?" |
| |
| A. | We have presenters from Business and Finance (B&F) and Human Resources. Char Jessie is the lead presenter. |
| |
| Q. | How do I qualify for a workshop certificate? |
| |
| A. | Each participant must attend the workshop in its entirety to be eligible to receive a workshop
certificate. Certificates are distributed at the close of the workshop. |
| |
| Q. | How do I obtain a Financial Training workshop manual if I cannot attend the workshop? |
| |
| A. | You may call Jonnie Wilson at (614) 292-8411 and request a manual. However, the manuals are
designed for initial use in a workshop setting, so it is best to attend the workshop and receive your manual there. |
| |
| Q. | How do I dispose of old equipment? |
| |
| A. | You need to contact your equipment coordinator. This person is usually located in the fiscal or
business office of your college or department. |
| |
| Q. | Can I put old equipment in the trash? |
| |
| A. | No. Contact Michele Tiburzi at 688-3545. |
| |
| Q. | What is surplus equipment? |
| |
| A. | Any equipment that is purchased with University funds. |
| |
| Q. | How do I dispose of Research Foundation items. |
| |
| A. | No department may dispose of Research Foundation items without prior authorization of the Research
Foundation. Contact Michele Tiburzi at 688-3545 for further information. |
| |
| Q. | How do I purchase items from Surplus? |
| |
| A. | Sales are conducted at the Surplus warehouse every Tuesday from 8:00a.m.-3:30p.m. on a first come
first serve basis. Only checks and money orders are accepted as payment. |
| |
