| 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. | Invoices are scanned and imaged by central Accounts Payable, and are available online in PeopleSoft Financials or
through the Office of the Controller website "View Invoice". |
|
| Q. | How do I check on the status of an invoice? |
|
| A. | OSU customers can view the status of an invoice by running the "Paid Voucher Report" and "Unpaid Voucher Report" via
eReports or through 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. |
|
| Q. | How do I pay an invoice in foreign currency? |
|
| A. | If the department has an invoice that requires payment in foreign currency, send a Foreign Draft Request Form and 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 a Foreign Draft Request Form to
Accounts Payable with the same information.
Do not process via the Payment Request Entry Page "PREP".
Contact Diane Goubeax
at (614) 688-4978 or Goubeaux.18 @ osu.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 aphelpdesk@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 and pay an approved invoice formerly on hold 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 departments submit a Payment Request, and a check is generated to start the petty cash fund.
To replenish the fund, the department submits a Payment Request via PREP. Departments are responsible to retain receipts, and ensure
necessary approvals and controls. |
|
| Q. | How do I contact the Accounts Payable department? |
|
| A. | Accounts Payable - Staff and Contacts |
|
| Q. | How do I obtain authorization to use the Payment Request Entry Page? |
|
| A. | Department submits request to OIT Data Security. |
|
| 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 Asset Management home
page at
http://www.ctlr.ohio-state.edu/am/am-home.shtm#instructions. |
|
| Q. | How do I receipt assets into the PeopleSoft system? |
|
| A. | Instructions for receipting assets can be found on the Asset Management home page under
Instructions at
http://www.ctlr.ohio-state.edu/am/am-home.shtm#instructions. |
|
| 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
http://ereports.osu.edu. The instructions for these reports are posted
on the Asset Management home page at
http://www.ctlr.ohio-state.edu/am/am-home.shtm#instructions and in the PeopleSoft Assist Pages.
|
|
| Q. | When does Asset Management provide the Physical Inventory and Equipment
Review Report (Self-Audit)? |
|
| A. | The Physical Inventory and Equipment Review Report is published to eReports in the Financials\Physical_Inventory_YR
folders by college and org on July 1st of each year. |
|
| 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 used by equipment coordinators
to verify the existence, tag/sticker, and location of each capitalized asset. The physical audit is conducted biannually by
the Physical Audit Coordinator on behalf of Asset Management. |
|
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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 Asset Management 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/am/am-home.shtm#forms. 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 Asset Management home
page under Instructions at
http://www.ctlr.ohio-state.edu/am/am-home.shtm#instructions.
|
|
| 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 Asset Management department at 292-6048 or
amhelpdesk @ 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 Asset Management 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 Asset Management. The form is used for both types of
transfers. Transfer forms can be found at
http://www.ctlr.ohio-state.edu/forms/forms.shtm#am. 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/am/am-home.shtm#instructions. 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/smd/smd-home. |
|
| Q. | How do I access the Surplus Property Management System? |
|
| A. |
https://www.ctlr.ohio-state.edu/su/public.aspx |
|
| 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/smd/smd-home.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/forms/forms.shtm#permfor. |
|
| Q. | Do I have to dispose of equipment through the Surplus Materials and Disposal Department? |
|
| A. | Please defer to the Surplus Materials and Disposal department.
http://www.ctlr.ohio-state.edu/smd/smd-home.shtm.
|
|
| Q. | Can I download Asset Management forms, policies and procedures? |
|
| A. | The asset management forms, policies and procedures are available online at
http://www.ctlr.ohio-state.edu/am/am-home.shtm#forms. |
|
| Q. | Can I tag my own capitalized assets? |
|
| A. | Yes. Contact the manager of Asset Management 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 Asset Management 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/staff/risk_mgt/index.html. |
|
| 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 from the e-mail account of the Senior
Fiscal Officer or the Chartfield Approver.
A
Financials Access Request 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/Financials.
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
Payne.11 @ osu.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. See http://oit.osu.edu/hrfin/systemhours.html
for the current HR and Financials system hours. |
|
| 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/acc/acc-home.shtm#calendars. |
|
| 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
Privette.3 @ osu.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://obm.ohio.gov/SectionPages/FinancialReporting/default.aspx. |
|
| 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, covering university policies
and procedures as well as how best to work with the offices that have central financial responsibility. |
|
| Q. | Are these workshops 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. 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 to your department. However, there is a cost to the university to provide this training. We often have people
waitlisted for our workshops, so if your schedule should change and you are unable to attend this training, please
cancel your
registration allowing another participant to be enrolled. |
|
| Q. | Who are the individuals who present the Financial Training workshops? |
|
| A. | Volunteer presenters from the
Office of Finance and across the campus present the sequence of workshops. In addition, liaisons from areas such as Purchasing, Travel,
Payroll, the Office of Financial Services and the University Archivist make short presentations and answer questions for their respective
areas. |
|
| Q. | How do I arrange to have a workshop presented in our department or college? |
|
| A. | Contact Char Jessie, 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
presentation skills! We offer a four-step train-the-trainer program to get you started. Contact
Char Jessie, Program Manager of Financial Training and Documentation, or call her at (614) 292-3357 for an initial discussion. |
|
| Q. | Who do I call for assistance with fiscal matters? |
|
| A. | Financial Training provides a Who Do I Call? document
containing a comprehensive list of contacts to call for assistance with fiscal matters. This document is updated on a quarterly basis. |
|
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|
| Q. | How do I contact the Financial Training and Documentation department? |
|
| A. | Please refer to the
Financial Training and
Documentation - Staff and Contacts website to contact a specific staff member. |
|
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|
| Q. | How do I find out what is presented at each workshop? |
|
| A. | Our Workshop Sequence page shows
the description and 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 contact Char Jessie
at (614) 292-3357. |
|
| Q. | How do I find out which workshops I should attend and in what order? |
|
| A. | Our Workshop Sequence page 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?” document or contact Char Jessie at (614) 292-3357
for advice. |
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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 prerequisite
workshops? |
|
| 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
Char Jessie at 292-3357 to discuss whether or not you should attend. |
|
| Q. | How do I find out how often a workshop is offered? |
|
| A. | Check the
OIT financial training 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 on the website. 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. | Financial Training uses a self registration method.
Our workshops are offered under the heading “Financial Concepts and Policies.
” Please view our
Enroll in Workshop
tutorial for detailed instructions. Note: we often have people waitlisted for our workshops, so if your schedule should change and you
are unable to attend the training, please cancel your registration allowing another participant to be enrolled. |
|
| Q. | If I am unable to attend the Financial Training workshop, am I required to cancel my registration? |
|
| A. | Yes. We often have people waitlisted for our workshops, so if your schedule should change and you are unable to attend the training, please cancel your registration allowing another participant to be enrolled. To cancel your registration, simply go to the
self registration page and follow the steps under the section titled "Class Catalog- Get Information, Enroll or Cancel a Registration."
Please Note: Failure to cancel your registration within 24 hours prior to the workshop will result in a "no show" status on your transcript. |
|
| 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 to add an additional
session if necessary. |
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|
| Q. | If I am unable to access the self registration page, who do I contact? |
|
| A. | You may contact Jon Rudolph at (614) 292-8316 or Jonnie Wilson at (614) 292-8411. |
|
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|
| 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 employees who have been given certain types of "approval authority" in the system. 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. | If you have been given certain types of "approval authority" in the online Financials and/or Human Resources systems,
you must complete the workshop. |
|
| Q. | Is there anyone 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. | How often is the required workshop offered? |
|
| A. | Approximately every six weeks, 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). 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 electronically by OIT after you complete the workshop. |
|
| Q. | How do I obtain a Financial Training workshop manual if I cannot attend the workshop? |
|
| A. | You may contact 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 or donated, which is no longer in service. |
|
| 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. | Public 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.
Departments are encouraged to view on Monday the department inventory available for tranfer (see the "Department
Inventory" tab on the Surplus Property Management System home page). |
|
| Q. | What is the Surplus Property Management System? |
|
| A. | The Surplus Property Management System is the online system for the disposal of surplus materials from university
departments. |
|
| Q. | Are the departments required to use the Surplus Property Management System? |
|
| A. | Yes. Use of the system is mandatory for departments. Department authorization is required to access the system.
User training is also required and is provided by the Office of the Controller. |
|
| Q. | Are the system access forms available online for department and user authorization? |
|
| A. | The department set up form and the user authorization form are available on the forms page of the Office of the Controller. |
|
