System Updates and Resolutions

Financial Management

Invoices not posted to the general ledger (Apr. 18, 2017)

The Controller's Office posted invoices for March FY17 close (April 24)

Incorrect default chart of accounts segment values for expense reports (Apr. 18, 2017)

  • Update default values with correct general ledger and Project strings
  • For expense reports that have been submitted, do a regular journal entry or a Project cost transaction (Project-to-Project, general ledger-to-Project, or Project-to-general ledger)

Data that converted incorrectly (Apr. 18, 2017)

Grant and Contract Accounting (GCA) and the Controller’s Office (UCO) completing conversion data analysis/effort

Actions to be taken by individual units

  • If the UDO is incorrect, contact gca@ored.rutgers.edu (sponsored), or coa@finance.rutgers.edu (non-sponsored) to request a project set-up correction for future transactions
  • If the general ledger opening converted balances have not been corrected, and...
    • You know the reclassification entry, prepare it and contact the Controller's office
    • You do not know the reclassification entry, contact the Controller's office

Variances in fringe benefit rates (Apr. 18, 2017)

The Controller's Office is making journal entries to correct variances under the new method and rate. The target date to complete this March FY17 monthly close (April 24)

Internal Purchase Order (IPO) credits applied to a default account (Apr. 18, 2017)

  • If you have not received IPO credits, run OTBI query, “IPO Invoices and Payments” report and contact Controller’s office to ensure the IPO process is working credits have been reclassified to your accounts
  • If a credit needs to be recorded to a project, do a general ledger-to-Projects entry. This will need to be done on an ongoing basis.

Payroll transactions dated after the grant end date +90 (Apr. 18, 2017)

GCA and the Controller's Office are correcting end dates, and will reprocess transactions to post to grant or operating account. A report is being developed to show unprocessed transactions.

Change in Source of Funds (CISF) and Salary and Wage Redistribution and Justification Cost Transfers (SWRJ) forms (Apr. 18, 2017)

GCA and the Controller's Office are reviewing and processing forms.

Actions to be taken by individual units

  • Refer to salary cost transfers adjustments update for guidance on the forms and instructions.

Indirect cost (F&A) credits not applied to correct general ledger accounts (Apr. 18, 2017)

The Controller's Office is booking the year to date credits to the appropriate units, target by March FY17 close (April 24)

Requisitions showing as duplicate commitment (Apr. 18, 2017)

Duplicate requisitions will be deleted by end of April 2017

Alternate reports and queries for Report #031 (Feb. 22, 2017)

We recently removed Report #031 (Sponsored Project Summary – Budget, Actual, Encumbrances & Balances) from BI Publisher because it was providing inaccurate balance information for sponsored and non-sponsored projects. We are fixing Report #031, which will be modified to run for sponsored projects only. We also are developing a separate Report, #060, for non-sponsored project reporting. We will send an update when Reports #031 and #060 are available.

Read more on alternate reports and queries for Report #031.

Processing cash receipts journals (Jan. 25, 2017)

When processing a cash receipts Journal, you must choose "RU Cash Receipts" as the category. This will allow you to populate the journal with the project number, task number and contract number which are required fields when creating a cash receipts journal.  All cashier receipts journals must be approved by the Cashier’s office.  Selecting the RU Cash Receipts category will route the journal to the cashier’s office for approval.

If you have questions, please send an email to cashjournal@sa.rutgers.edu.

 

Expense management

Availability of expense management mobile app

The mobile app is planned for release in 2017