| 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: |
| |
| When
do I use the Travel Approval Advance Report? |
|
1. For overnight stay(s) and cash advances.
2. For all requests involving $145 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, 2009 - 55.0 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 Petty Cash Voucher? |
|
For miscellaneous
non employee reimbursement expenses under $100
(See UMD Policy 00-01-50-70:00 for details) |
| |
| 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 to print legibly and be sure signatures are legible.
Be sure that proper signatures are obtained along with budget
approval. Original backup documentation should always be attached. |
| |
| Purchase
Order Related - Slows Down Process If: |
|
1. Ordering and
arranging delivery before PO is issued
2. Lack of Funding on PO
3. Non response on vendor's invoice over $4,500.00
4. Invoice sent directly to department rather than Accounts
Payable
5. Ordering items not listed on a line item PO
6. Price differentials on line item PO
7. Processing the PO after the invoice is received
|
NOTE - Items 1, 2, 4, 5 and 7 are violations of UMD Procurement Policy. |
| |
| Non
Purchase Order Related - Slows Down Process If: |
|
1. No original
documentation/receipts attached
2. Improper approval signatures
3. Original and one copy of order form/membership application
etc. not submitted when appropriate
4. Selecting the wrong method for the procurement of product
or service
5. Printing not legible
6. Self Addressed Return Envelope not attached |
|
| 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 do the Journal Entry Code List 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? |
| How to apply for a UPS CampusShip account? |
| Who to contact to get my UPS CampusShip password reset? |
| 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 do the Journal Entry Codes 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 = Custodian |
| JE = Lookup userid/document number scheme refer to your |
|
| |
| What is the scheme for Journal Entrues? |
| The eight character document number shall be entered according to the following scheme: J U M Y YNN 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 b 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 nino, 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 Access 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. |
|
| |
| How to apply for a UPS CampusShip account? |
| Send an email to fiss-help@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 fiss-help@umdnj.edu. |
|
| |
| 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. |
|
| |
| |
| 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? |
| Call
Payroll for Instructions. (732-235-9209) Ask for Sharie Lane. |
|
| How
do I submit time for a new employee not on the timesheet? |
| Fill
in the name and social security 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? |
| Submit a Staff
Information Adjustment Form to your local Human
Resource Office. |
| |
|
|
| How
do I change the Cashier Code for check or direct deposit advice
for an employee? |
| Submit a Staff
Information Adjustment Form to your local Human Resource
Office. |
| |
|
|
| How
do I change my Federal and/or State withholding information? |
|
You can request a copy
from Payroll @ payroll_help@umdnj.edu or from your local Human Resource Office @ www.umdnj.edu/hrweb/index.html or click any form below:
|
