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FAQs

Accounting and Financial Reporting - Assets Management - Plant Funds

For questions, please contact Shouk Naqvi at (732) 235-9116.

For questions regarding Plants Funds and Endowment, please contact Sue Heleno at (732) 235-9120.
 

Accounts Payable

Are reimbursements processed through my paycheck taxed?
Where do I find the Accounts Payable forms?
When do I use the Travel Approval Advance Report?
What is the current mileage reimbursement rate when traveling on UMD business?
When do I use the Travel Expense Report?
When do I use the Honoraria Form?
When do I use the Petty Cash Voucher?
When do I use the Request for Check Form?
Forms
Purchase Order Related - Slows Down Process if:
Non Purchase Order Related - Slows Down Process if:
How to apply for a UPS CampusShip account?
Who to contact to get my UPS CampusShip password reset?
How do I complete a UPS Airbill so that I am billed correctly?
 
Are reimbursements processed through my paycheck taxed?
No, there is no tax implication at all.  
   
Where do I find the Accounts Payable forms?

They can be found in the myUMDNJ portal in the Staff Toolbox.
https://my.umdnj.edu/cp/home/displaylogin

   
When do I use the Travel Approval Advance Report?
1. For overnight stay(s) and cash advances.
2. For all requests involving $150 or more per person.
3. For travel outside the New Jersey, New York City or greater Philadelphia area.
 
What is the current mileage reimbursement rate when traveling on UMD business? ^ Top of Page
Effective January 1, 2011 - 51.0 cents/mile
Effective July 1, 2011 - 55.5 cents/mile
 
When do I use the Travel Expense Report? ^ Top of Page
To account for advances and submit all expenditures related to overnight trips. (See UMD Policy 00-01-50-10:00 for details)
 
When do I use the Honoraria Form?
For non-employees visiting Lecturer Fees
 
 
When do I use the Request for Check Form?
1. Reimbursement to employees for miscellaneous business expenses
2. Dues and Membership fees
3. Subscription and books
4. Conference and/or seminar registration fees
5. Subject fees
6. Refunds (Patient, Student Application Fees, etc.)
7. Lease payments - (Office space, building rentals)
8. Fellowships and Stipends
9. Postage
10. Utilities
Forms
Be sure signatures are legible. Be sure that proper signatures are obtained along with budget approval. Original backup documentation must always be attached.
 
Purchase Order Related - Pitfalls to Avoid:
1. Ordering and arranging delivery before PO is issued
2. Lack of Funding on PO
3. Non response on vendor's invoice over $2,500.00 sent electronically for approval.
4. Invoice sent directly to department rather than Accounts Payable
5. Processing the PO after the invoice is received
NOTE - Items 1, 2, 4, and 5 are violations of UMD Procurement Policy.
 
Non Purchase Order Related - Pitfalls to Avoid:

1. No original documentation/receipts attached
2. Improper approval signatures
3. Selecting the wrong method for the procurement of product or service


 
How to apply for a UPS CampusShip account?
Send an email to upshelp@umdnj.edu and include your name, department, full street address (including room/suite number), 10 digit phone number and 10 digit fax number.
 
Who to contact to get my UPS CampusShip password reset?
Send an email to upshelp@umdnj.edu.
 
How do I complete a UPS Airbill so that I am billed correctly?
Reference number field is required and should contain your index number. Click here to see sample.

 

Billing and Collections

For questions, please contact Harold Alexander at (732) 235-9174.
 

Budget Office

How do I find the cost centers (i.e. indexes ) that are under my responsibility? 

How do I get access to additional cost centers (i.e. indexes)?

How do I know if there is enough money budgeted in cost center (i.e. Index)? 

How do I know if my request for check or travel expense reimbursement has been processed?

How do I go about transferring or moving people into different indexes?

Where is the staff position transaction form? 

How do I know what areas are under the responsibility of the budget coordinators in the budget office at UMDNJ Central Support?

 
WHow do I find the cost centers (i.e. indexes ) that are under my responsibility? 

This information is located in the Controller’s Report Library in Report #25.  You enter your Banner User ID to obtain a report with the information.

 
How do I get access to additional cost centers (i.e. indexes)?

This information can be located in the Controller’s Report Library in Report #99. Complete the form and forward to the Budget Office for approval.  It will then be forwarded to FISS for action and completion.

 
How do I know if there is enough money budgeted in cost center (i.e. Index)? 

This information can be obtained either by looking on the Banner forms FGIBSUM (high level) or FGIBDST (detail level).  It can also be viewed on Report #4 in the Controller’s Report Library.

 
WHow do I know if my request for check or travel expense reimbursement has been processed? 

This information is available in the Controller’s Report Library in Report #50.

 
WHow do I go about transferring or moving people into different indexes?  

This information is available in the Controller’s Report Library in Report #94.  Fill out the form and have it signed by both the department heads (present and future).  Send the report to the budget coordinator or grant analyst.

 
Where is the staff position transaction form? 

To obtain this form, go to the Human Resources tab on the UMDNJ home page. http://www.umdnj.edu/hrweb/.  Find the forms link on the left hand side of the page. Fill out and print the form.  Have it signed both by the requestor and the department head. Send the form to the Budget Office for approval.   The Budget Office will send the form to Human Resources and the requesting department.

 
 
WHow do I know what areas are under the responsibility of the budget coordinators in the budget office at UMDNJ Central Support?

Click here for the listing.

 
 

University Finance Office

Is UMDNJ a 501c3 Institution?
How do I get a copy of the Audited Financial Statements?
How do I get a W9 Form?
 
 
WIs UMDNJ a 501c3 Institution?
No, UMDNJ is a state agency. The UMDNJ Foundation is a 501c3 Organization.
 
WHow do I get a copy of the Audited Financial Statements?
You can find the Audited Financial Statements on the University Finance Department Web Site under the News Section on the right nav bar.
 
WHow do I get a W9 Form?
Contact Margie Reveron at 5-9105 or via email at reveroma@umdnj.edu
 
 

Finance Operations, Planning and Treasury

What is E-Print?
Where do I access E-Print?
Where is the E-Print Tutorial?
What does FOAPAL represent?
Where do I find IDT Information?
What does the Journal Entry Code Listing represent?
Need to identify the Org Layout or Fund Layout?
Who posted this particular IDT/Journal Entry? Backup?
What is the scheme for Journal Entries?
Can't access an E-Print Report, what do I do?
How do I request Banner access?
How do I request access to the Controller's Report Library?
How do I update my Controller's Report Library profile?
Have records to be destroyed?
E-Print vs Controller's Report Library Report results?
How do I determine my UPS/Fedex charges on my statement?
How do I request an archive account?
Why is a transaction hitting one of my inactive accounts?
 
 
What is E-Print?
UMDNJ's electronic report distribution system.
 
Where do I access E-Print?
The link for E-Print is: https://e-print.umdnj.edu
 
Where is the E-Print Tutorial?
The pdf E-Print Tutorial is located on our site at e-PrintTutorial.pdf.
 
What does FOAPAL represent?
F = Fund
O = Org
A = Account
P = Program
A = Activity
L = Location
 
Where do I find IDT Information?
Click here for the IDT Profile Summary.
 
What does the Journal Entry Code Listing represent?
Click here for the Journal Entry Code List.
 
Need to identify the Org Layout or Fund Layout?
Click here for the Org Layout
Click here for the Fund Layout
 
Who posted this particular IDT/Journal Entry? Backup?
IIDT = Backup documentation resides with the related IDT Custodian – to locate the related IDT Custodian refer to our IDT Profile Summary.
JE = Lookup userid – log into Banner Self Service
Scroll down and click on “Finance”
Then click on “View Document”
Click on down arrow for “Choose Type” and click “Journal Voucher”
Tab over to the Document Number field and enter the document #
Then click “View Document”
Note “UserID” field
 
What is the scheme for Journal Entries?
The eight character document number shall be entered according to the following scheme: J U M Y Y N N S
---The first character will be J to denote the document as a Journal Voucher.
---The second character will represent the unit or department preparing the journal voucher. Such as below.
A = NJMS O = UMG
B = NJDS P = Accounts Payable
C = SHRP Q = UCHC
D = SN R = CINJ
E = Plant Funds S = Chandler Health Center
F = Financial Reporting T = UBHC-P
G = Grants (Newark) U = UBHC-N
H = SPH/AR-Billing V = SOM
I = SN-FP W = SOM-FP
J = Grants (Piscataway) X = SOM-MSRP
K = University Hospital Z = Central Support
L = Grants (Camden)/SHRP-FP 3 = Public Health Research Institute
M = RWJMS 4 = Unrestricted-Educ Nwk-UPA
N = Budget Office 6 = Enterprise
   
---The third character will numerically designate the first nine months of the fiscal year. The tenth, eleventh and twelfth months of the fiscal year will be the alpha characters A, B and C. However, if this is an automatic journal voucher, the month character should be tnered as an "X".
---The fourth and fifth characters will represent the last two digits of the fiscal year..
---Characters six and seven represent a departmental number which pertains to a particular type of activity. These numbers are for departmental tracking and will be maintained by the departments.
---The last character will be used to record multiple transactions within the same month by incrementing this sequence number. This is necessary because document numbers (except on automatic journal vouchers) must be unique in Banner. The sequence number will begin with the numeric, one. After nine, the sequence number will continue with alpha A through Z, if necessary.
 
For Automatic Journal Vouchers, the three character ID (on form FGAAUTO) should begin with the letter "J" followed with the unit letter from above and then follow with a one digit incremental sequence number.
 
 
Can't access an E-Print Report, what do I do?
E-Print Reports are based on your banner security profile. You should contact your Business/Grant Office to review your banner security profile.
 
How do I request Banner access?
The Banner Access Security Request form can be found in the my.umdnj portal under the Staff Toolbox.
 
WHow do I request access to the Controller's Report Library?
Please call the IST HelpDesk at 3-3200 and request access to the Controller's Report LIbrary. Instructions for Accessing the Controller's Report Library.
 
How to update my Controller's Report Library profile?
Your Controller's Report Library profile is based on your Banner security profile. If there has been a change to your Banner security profile, please put in a heat ticket by calling 3-3200 and indicate that your Controller's Report Library profile needs to be updated.
 
Have records to be destroyed?

You can find all the necessary information regarding document destruction on the Compliance WebSite at http://www.umdnj.edu/complweb/record/disposal/index.htm

 
E-Print vs Controller's Report Library report results?
Controller's Report Library = Online Realtime Banner
E-Print = Reports run monthly
 
How do I determine my UPS/Fedex charges on my statement?
Description on the report references the tracking number and week ending date of the transaction.
 
How do I request an archive account?
Use the Setup New Account Form.
 
Why is a transaction hitting one of my inactive accounts?
One possible reason is the Accounts Payable voids of vendor payments credits issued on originating account.
 
 

Grants & Contracts and Cost Studies

For questions regarding Grants & Contracts - Newark, please contact Frank Cangelosi at (973) 972-6456.
 
For questions regarding Grants & Contracts - New Brunswick, please contact Anthony Mayo at (732) 235-9198.
 
For questions regarding Grants & Contracts - Stratford, please contact Gerry Sabawa at (856) 566-6100.
 
For questions regarding Cost Studies, please contact Robert Szychowski at (732) 235-9186.

 

Payroll

When are timesheets due in Payroll?
What if the department head is not available to sign the timesheet?
How do I submit time for a new employee not on the timesheet?
Do you get OT for any hours over 35?
What are the codes for sick, vacation, etc?
What code is used for death in family?
May I fill out the timesheets in pencil?
If a non-exempt employee works a premium holiday, how do I fill out the hours worked on the timesheets?
If a non-exempt employee works a non-premium holiday, how do I fill out the hours worked on the timesheets?
How do you transfer someone from one timesheet org to another timesheet org?
How do I change the Cashier Code for check or direct deposit advice for an employee?
How do I change my Federal withholding information?
How do I change my State withholding information?
 
When are timesheets due in Payroll?
The timesheets are due the Monday after payday (Example: Payday October 31st - the timesheets for payday November 14th are due November 3rd.
   
What if the department head is not available to sign the timesheet?
The Department Head should have an assigned proxy .
How do I submit time for a new employee not on the timesheet?
Fill in the name and A number on the next available space. (Keep exempt with exempt and non-exempt with non-exempt.)
   
Do you get OT for any hours over 35?
NO. You must complete 40 hours before you are paid OT (Sick time is not counted towards the 40 hours.)
   
What are the codes for sick, vacation, etc.?
A list of codes are available in the Payroll Department or click here earnings code.
   
What code is used for death in family?
You would put a "D" on the right hand side of the timesheet and then charge those hours to bereavement code 040.
   
May I fill out the timesheets in pencil?
NO. Use Pen only (preferably black ink).
   
If a non-exempt employee works a premium holiday, how do I fill out the hours worked on the timesheets?
All premium holiday hours worked are entered as code 122 - this code pays overtime for these hours.
   
If a non-exempt employee works a non-premium holiday, how do I fill out the hours worked on the timesheets?
All non-premium holiday hours worked are entered as code 106. Code 106 pays straight time for these hours (code 106 is not counted towards the 40 hours).
   
How do you transfer someone from one timesheet org to another timesheet org?
Utilize the EPAF process. http://www.umdnj.edu/hrweb/hris/epaf_index.htm
   
How do I change the Cashier Code for check or direct deposit advice for an employee?
Utilize the EPAF process. http://www.umdnj.edu/hrweb/hris/epaf_index.htm
   
How do I change my Federal withholding information (Form W-4)?
In Employee Self-Service select Tax and Payroll Forms, then select W-4 Tax Exemptions/Allowances - Federal to make your changes on-line.
   
How do I change my State withholding information?

In Employee Self-Service select Tax and Payroll Forms, then select W-4 Tax Exemptions/Allowances - State to view your current information.

To make changes, click on the Form NJ-W4-WT link and complete the form. Once completed print the form and submit it to Human Resources for data entry into the Banner system.

Student Loans

How do I obtain a Deferment, Forbearance, Cancellation or Postponement form?
Who do I notify when I move?
Where do I send my Federal Perkins, Health Professions Student Loans or Loan for Disadvantaged Students payments?
If I need to get a forbearance on my loan, who do I contact - Campus Partners, Inc. or the Student Loan Department?
If I have a Federal Perkins Loan and was medical student, am I entitled to deferment while I am in an internship/residency program?
What about internship/residency deferments for the Health Professions Student Loans, Loans for Disadvantaged Students and Robert Wood Johnson Alumni loans?
 
How do I obtain a Deferment, Forbearance, Cancellation or Postponement form?
All of the above forms may be downloaded from our billing servicer website www.mycampusloan.com  You must fill them out and provide all of the information requested on the form and return to the Student Loan Office at 335 George Street, 4th Floor, New Brunswick, NJ 08901.
 
Who do I notify when I move?

You may contact the Student Loan Department by calling 732-235-9181 or email at atwelldm@umdnj.edu  or by calling Campus Partners at 1-800-458-4492.

 
Where do I send my Federal Perkins, Health Professions Student Loans or Loan for Disadvantaged Students payments?

All payments should be sent to Campus Partners, Inc., P.O. Box 2901, Winston-Salem, NC  27102.

 
If I need to get a forbearance on my lan, who do I contact - Campus Partners, Inc. or the Student Loan Department?

Forbearances are available for all campus based loans.  All requests for forbearances, including supporting documentation, must be directed to our office – UMDNJ-Student Loan Office, 335 George St., 4th Floor, New Brunswick, NJ  08901-for processing.

 
If I have a Federal Perkins Loan and was medical student, am I entitled to deferment while I am in an internship/residency program?

No, the federal Perkins Loan does not have a provision for internship/residency deferment for medical students. There are internship/residency deferment provisions for Dental School borrowers.  They are entitled to two (2) years of deferment of their federal Perkins loan and a six (6) month post-deferment grace period. Qualified graduate fellowship programs have unlimited deferment for both medical and dental borrowers.

 
What about internship/residency deferments for the Health Professions Student Loans, Loans for Disadvantaged Students and Robert Wood Johnson Alumni Loans?

Yes, the Health Professions Student Loans, Loans for Disadvantaged Students and Robert Wood Johnson Alumni Loans do have unlimited deferment provisions for  all borrowers while they are enrolled in an internship/ residency program and 2 years of deferment while enrolled in a qualified graduated fellowship program.

A deferment is granted on a yearly basis and borrowers must resubmit deferent forms annually.  Since these loans are subsidized, no principal or interest accrues during any period of grace or deferment.

 

Treasury

How to make a payment via electronic funds transfer?
How do I obtain a Merchant ID and terminal for credit card procesing?
How do I open a new bank account for my location?
How doI gt a credit application for a new vendor completed?
Am I allowed to contact our bank representatives directly?
How do I order deposit slips for my location?
How do I obtain deposit bags for my location?
 
 
 
How can I make a payment via electronic funds transfer?

An electronic funds transfer is the movement of funds by non-paper means (i.e. electronically), usually through a payment system such as the ACH network, Fed wire, or internationally.  If you have access to the Wire Transfer Request application, complete the appropriate form.  If not, then complete a Check Request and forward to Accounts Payable indicating that it is to be paid via wire and/or foreign currency.  Accounts Payable will then forward it to the Treasury Office for payment. 

 

How do I obtain a Merchant ID and terminal for credit card processing?

If there is a specific business reason regarding acceptance of credit cards, a request for credit card form is completed and sent to the Treasury Office for processing.  If all criteria are met, a Merchant ID and terminal will be issued to the requesting department.

 

How do I open a new bank account for my location?

Only the Treasury Office is authorized to open any new bank accounts for UMDNJ.  A request for a new bank account should be forwarded to the Treasury Office at treasury@umdnj.edu .  The request must include the business reason, business location, i.e. name and address, and responsible parties.

 

How do I get a credit application for a new vendor completed?

Forward the credit application to the Treasury Office for completion and submission to the vendor.

 

Am I allowed to contact our bank representatives directly?

Only the Treasury Office is allowed to contact our bank representatives.

 

How do I order deposit slips for my location?

Contact the Treasury Office directly.  Once ordered, the usual turn-around time is approximately one week.

 
How do I obtain deposit bags for my location?

Contact the Treasury Office directly indicating what size bag is required. (Available sizes are 9”x12”, 10”x15” and 14”x20”).  The bags will be sent the next day via interoffice mail.

 

 

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Audited Financial Statements
Finance Closing Schedule
 A133 Federal Report 2010
 A133 State Report 2010
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 NJ Sales/Use Tax Form
 Finance Focus Guide
 
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