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Reallocations

See http://www.uh.edu/af/survival/Finance/pdfs/imaging.pdf for Journal Entry Procedures and Workflow Entry. 

This is a supplement to that site.

Approval Process

Reconciliation Verification Notices (or .doc file): do every six (6) months
Transaction Verification Form (or .doc file)

Reallocation to clear T or P Card liability:

To run liability queries in PeopleSoft to clear the T-card or P-card liability, navigate in PS Finance:   Reporting Tools - Query - Query Viewer.

T-card liability query:      UHS_TRAVEL_CARD_LIAB_BALANCE

P-card liability query:      UHS_PCARD_LIABILITY_BALANCE

 

All reallocations:

Backup documentation required for each item reallocated:

  • The most recent 1074.2 showing the balance in the account code of the cost center reallocated from: to verify that the expense you are moving is still posted on the cost center.  This is required unless you are clearing P-card or T-card liability.

  • If you are clearing P-card or T-card liability, the most recent 1074.6 showing the balance in the account code (20109 or 20110) of the cost center reallocated from:  to verify that the liability you are moving is still posted to the cost center.

  • The 1074.3 showing the expense posted and the date it posted.

  • All original backup to the original expense.

  • A late justification for expenses posted more than 90 day prior to the reallocation date. 

  • If the reallocation involves a project (non-NA project ID), and it is more than 90 days old, attach the Cost Transfer Explanation and Justification Form.

  • The signed SDOL expense report if clearing T-card or P-card liability.  You may include only the page with the expense on it and the signature page.

  • Other backup documentation required by MAPP.

  • On all of the backup, provide a clear audit trail.  E.g., number each item reallocated on each piece of documentation that corresponds with that item.  This way, when the backup is scanned in, any auditor can clearly see what backup goes with what expense. 

The justification, attached in the backup or written on the header, should include:

  • What you are trying to do:

  •     On the backup, point to the item on the 1074.3 and write "Reallocate to ST 18083," or "Move to Acct 53900."

  •     On the header, at least give an explanation covering all items moved on the journal.  E.g., "Reallocate T-card liability expenses to correct cost centers," or "Reallocate expenses to correct their account codes," or "Reallocate paper from fees to DOE as it should have originally posted.

  • If it isn't clear (like obviously this is paper, so it should be coded 53900 instead of 53914), then an explanation of the reason for the reallocation.

  • The backup should already have a purpose/benefit statement for each expense.  However, especially when clearing P- and T-card liability due to a missing receipt at the time of SDOL entry, there may be a P/B missing.  Ensure that all expenses have an adequate P/B statement.

 

Other notes and tips:

Journal workflow:  If the reallocation involves a project (non-NA project ID), the workflow path through OCG must be selected.

FMP: 

  • When reallocating from T-card or P-card liability, the expense is most likely already entered in the FMP system.  Search for the initial expense (entered during SDOL reporting), and use that expense line, modifying it to specify that the expense posted to liability and you are clearing it.

  • Some corrections may have been entered by a reconciler.  Check to see if this is the case, and utilize any entered items after you confirm that they are the same expense.

  • Entry methods in FMP will remain the same as when you are handling a voucher, however, negative items will be entered as negatives, and T-card or P-card liability lines (the 20109 and 20110 lines) will not be entered at all.  However, you will enter the lines that those expenses are charging to.

Creating the Journal in PS:

  • Note that journals must be posted in the same month as the journal date.  So if you are nearing the end of a month and don't believe that the journal will post by the end of the month, and don't need the journal rushed through all areas, then use the first date of the next month when creating the journal entry.

  • Also note that journals can take as many lines as you dish out.  However, humans are involved, so it is a good idea to make sure that not too many lines are involved that make it difficult to audit.

  • Unless a grant is involved, you can combine expenses by acct code by cost center into one line.

  • Note that when reallocating the end result should be zero in PS.

  • Use the Reference area on each journal line for the speedtype to aid in other situations.

  • The journal line description should include a quick few characters about the expense and where it is moved to and from.  E.g., "Hilton Ramos from liability" would be good for the "to" cost center line for a Hilton hotel expense for Ramos cleared from liability.  However, for the line affecting the liability account for P or T cards, write "Clearing" and the dollar amounts only you are clearing.  E.g., to clear three items from P-card liability, $542.42, $30.90, and $57.12, you will have, "Clear 542, 30, 57" as the line description on the liability clearing line of the journal entry.  This will make it easier to identify expenses that still require clearing later on in the fiscal year.

  • On the header area, the Purpose/benefit should summarize what you are trying to do with the journal and possibly why (if it is not in the backup or obvious).  E.g., "Reallocate to clear T-card liability expenses to the correct cost center," or "Reallocate to correct the account code for some expenses," or "Reallocate travel to the cost center indicated on the TR.  A number was transposed during data-entry."

 

Examples

E.g., 2 T-card liability clearings, $200 for Visitor A and $300 for Visitor B needs 2 different cost centers.

Journal Line 1:  20110    ST 18083    $-500  Clear 200, 300

Journal Line 2:  52405    ST 18083    $200  Visitor B airfare from liability

Journal Line 3:  52405    ST 40001    $300  Visitor A hotel from liability

 

E.g., 20110  Canic-Croatia T-card expense $1000

Journal Line 1:  20110   ST 18083     $-1000  Clear 1000

Journal Line 2:  56118   ST 40001     $ 1000  Canic-Croatia airfare from liability

 

E.g., Expense posted on incorrect cost center:  $200 Paper expense posted on ST 36005 but should have posted on 18083.

Journal Line 1:  53914  ST 36005    $-200  Paper to 18083

Journal Line 2:  53900  ST  18083   $200  Paper from 36005

 

E.g., Account code posted incorrectly:  $200 Paper expense posted on 53914 on ST 36005.

Journal Line 1:  53914  ST 36005    $-200  Paper to 53900

Journal Line 2:  53900  ST  36005   $200  Paper from 53914