Check Cost Center Button:  Required for all Financial Transactions

All documents that will result in a financial transaction should be entered into VReconcile Filemaker Pro (FMP) system as an outstanding or encumbered item.  The red Check Balance button in FMP should be used everytime you enter or modify a transaction in FMP.  It is located on the Quick Entry, Monthly Summary (the screen you go to when you post payroll assignments), and Budget Input screens.  It should be used when you modify or create any transaction record on any cost center, including payroll assignments, position requests, work requests, vouchers, journal entries, purchases, etc.  If more than one cost center is used on a particular document, each cost center should be checked.  In a Commitment, review the info on commitment code using the same method.

Press the Check Balance Button while on the record just added or modified, and choose the Account Status Summary.  Review the following:

1. Start and End Dates--ensure that your expense totally lies within that period.  E.g., if a cost center ends on 9/1/07, and you are paying membership through 12/31/07, the full membership cannot be charged to the cost center.  This applies also for travel dates and payroll dates.
2. Balance in the Budget node in which the expense lies--ensure that there is enough budget in the node you are using.  For projects, follow special instructions in the cost center details or usage at the bottom--it may allow it, or may not.  If it doesn't, confirm with the Office Coordinator and then request a new cost center from the PI.  For non-projects, notify the Office Coordinator that not enough budget exists in the budget node so that they can move budget around as appropriate.  
3. Balance--Confirm that the Current Balance is positive as well as the Total Balance in the Budget section. If there is an issue, contact the DBA.
4. Usage and Cost Center Details--There are a few very strict grants that we have, and each cost center has its own issues--what you can and cannot use the funds for.  This panel will tell you if you need to make special arrangements or modify the record somehow (like adding a subaccount code or requesting approval from OCG or the sponsor on particular transactions).  If you modify the transaction, be sure to reuse the Check Balance button.  Also check here to make sure that your purchase/assignment is not specifically unallowable. 
5. PI or designee approval--ensure that either the PI listed at the top left of the sheet or one of their designees has approved that particular transaction in writing in at least the amount of the transaction.  The designee names will be listed in the Account Comments area at the bottom as, "Expenditures must be approved by _______________."  The approval must be retained at least in the department files, if not in the backup of the transaction. 
6. On each grant (non-NA cost center), there is a notation that there are "**___ days to clear encumbrances after expiration of award.**"  Add that many days to the expiration date (if any) at the top of the Status Summary and ensure that your transaction posts by that date.  The Budgets group will also work to ensure proper closeout during the amount of time given.

If any of these reviews result in an issue, consult with the Math Budget/Grants group or email budgets@math.uh.edu.  Do not forward the document for certifying approval until the issue is resolved.  If the issue cannot be resolved, return the request to the requestor denied.

You may take the Check Cost Center Button Training if you would like a visual training, located on each of the share drives in the Training Presentations folder.