System Updates and Resolutions

Actions being Taken by Central Administration

Financial reporting tools to help you manage your accounts (Oct. 3, 2017)

We are taking the following steps to provide better reporting tools for you:

  • Short-term (Jun. 2017-ongoing): More details in the existing queries
  • Medium-term (Sep. 2017-ongoing): Build more custom reports
  • Long-term (TBD): Working with Oracle to provide reports and screens in Projects that reflect input from users and provides better information for administrators and faculty

An overview of available tools and additional resources are posted on Cornerstone.

Finalize set-up for awards with no compliance hold to < 15 business days (Oct. 3, 2017)

  • The turnaround for awards since July 1 is <10 days
  • Oct. 1 - Initiated new budget process to expedite review, work to reduce compliance holds continues

Budget, revenue and demographic adjustments to correct conversion (Oct. 3, 2017)
Cash applied for grants, contracts and clinical trials (Oct. 3, 2017)

  • Project review has started and will take several months to: reconcile and make each project “whole”; and allow GCA to move forward using Oracle and its delivered services/ functionality. Projects are prioritized to address federal and state awards and expiring awards first.

Discretionary accounts (Sep. 14, 2017)

  • BR3 and RBHS Discretionary accounts that remain in GCA as sponsored projects will be cleaned up and moved to the Controller's Office as Non-Sponsored projects.

Availability of expense report management mobile app

  • The mobile app is planned for release in 2017.

 

Actions Units Need to Take

Manage PeopleSoft suspense transactions (August 10, 2017)

Unprocessed expenses remain in payroll suspense account (50190) and fringe suspense account (51220), including many items related to research projects with expired end dates. Units should correct employee charging instructions (ECIs) to generate correcting entries from PeopleSoft.

Test and use reports and queries (Sep. 14, 2017)

We are taking the following steps to provide better reporting tools for you:

  • Short-term (June 2017-ongoing): More details in the existing queries
  • Medium-term (August 2017-ongoing): Build more custom reports
  • Long-term (TBD): Work with Oracle to provide reports and screens with better information for administrators and faculty

An overview of available tools and additional resources are posted on Cornerstone.

Steps you can take:

  • The interim solution for reports to sponsoring agencies, and actual available balances is to run queries, which report only what is in the system.
  • Test and use reports and queries, and provide feedback on issues and improvements.
  • Follow guidance on how best to use reports and other functions to manage finances.
  • The “Commitments” report in the 505 dashboard shows encumbrances. Payroll encumbrances are not live yet, and there have been issues with Accounts Payable invoices relieving the encumbrances – these are not reporting issues. Report these as transaction problems and send specific examples to the project team so they can be addressed.
  • Contact uco@finance.rutgers.edu with feedback.

Support finalizing award set up, with no compliance hold (July 5, 2017)

  • Continue to complete compliance tasks (IRB and IACUC protocol submission, COI, updated budgets)

Budget, revenue and demographics adjustments to correct conversions (July 5, 2017)
Cash applications for grants, contracts and clinical trials (July 5, 2017)

  • Report specific budget, revenue and demographics adjustments issues to Grant and Contract Accounting at gca@ored.rutgers.edu.
  • Review unapplied cash to identify payments for clinical trials.
  • Submit clinical trial invoices submitted by the department to gcainvoice@ored.rutgers.edu.