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TRANSCRIPT
Table of Contents
Page
Transaction Verification Overview 2-6
Transaction Verification Process Flow 7
Downloading Transactional Data from eReports 8-10
Selection of Verification Sample 11
Loading the Sample Transactions into Access Database 12-14
List of Sampled Transaction Types 15
Verification Workflows by Transaction Type 16-37
Required Documentation 38
Recording Findings and Unit Contact 39
Review and Final Approvals 40
Timelines and Deadlines for Transaction Verification 41
Required Reporting for Transaction Verification 42-43
Appendix
Data Column Calculations 44-45
Correcting Transaction Types 46
Necessary System Access for Transaction Verification 47
1
Office of Academic Affairs
Transaction Verification and Reconciliation Process
Overview
Due to the recent consolidation of the Office of Academic Affairs Service Center, the way in which GL reconciliation has been performed within the OAA units will undergo a process change. The Office of Academic Affairs is moving towards a sampling approach in order to meet auditing requirements for transaction verification. With all the new service center processes in place and much tighter controls on the front end of HR and Fiscal processing, the sampling approach can be used in place of the standard line by line reconciliation process. This document will outline the differences between budget analysis, reconciliation, and transaction verification. It will also explain the details behind how the sampling approach was developed.
Definitions:
GL Reconciliation - Comparing the General Ledger standard monthly reports (90, 91, 61, 45, etc.) to supporting documentation in order to verify that all transactions were reconciled, posted correctly and in a timely manner. If it is found that a transaction is posted incorrectly, the reconciler will be required to correct the error in the General Ledger in order to resolve the issue. This reconciliation process assures that all budgets are operating within the correct parameters and all transactions are accurate and completed in a timely manner.
Transaction Verification - Comparing a selection of data from the General Ledger 91 report to supporting documentation in order to verify not only if the transactions were posted correctly but also if the Service Center followed correct procedures during the posting process. This verification process takes a sample of transactions from each unit and transaction type to verify if the transactions were accurate, complete, correctly documented, reviewed for compliance and had adequate signature authority. If these transactions were lacking any of the previously stated requirements, the verifier will follow up with the processor and correct as necessary. This verification process reviews to ensure that transactions are posted correctly and fall into compliance with University guidelines.
Budget Analysis - Reviewing various GL reports to assure the unit is operating within the parameters of their budget. Identifying and investigating any abnormal balances (large variances, deficits, high balances, errors, etc.) and assuring that all budget information is accurate and monitored on a consistent basis.
2
Sampling Method
The sampling process will contain a total of three sample populations which will be reviewed and verified to ensure the transactions are accurate, have a reasonable business purpose and abide by the University compliance procedures. A majority of these transactions will be pulled using a sampling method developed by the Institutional and Research Planning department.
The Office of Academic Affairs, in conjunction with, Institutional and Research Planning has developed a sampling approach in order to complete transaction verification for all OAA units and comply with all auditing requirements.
All transaction data will be downloaded into an excel file from the University’s eReports system on a monthly basis. A sample will then be pulled from the full transaction list.
In order to determine the sample size and parameters, the following variables were taken into account.
o Number of touch points on each transaction typeo Likelihood of errors for transaction typeo Frequency of transactionso Overall compliance/fraud risk of transaction
To obtain necessary transactions, Institutional and Research Planning has created the following process in order to get the necessary sample population:
There are approximately 16000 transactions per month in the OAA transaction population. In order to achieve a 5% margin of error on the accuracy/compliance rate, a maximum sample of 376 transactions would be necessary, assuming that the accuracy/compliance rate is close to 50%. If the accuracy/compliance rate is consistent and close to 80%, fewer than 250 transactions would need to be sampled. Because the accuracy rate is unknown, and because we want to oversample certain transactions, the initial samples will contain 320 transactions per month.
Sample Selection Steps:
1) Random numbers from a normal distribution (Mean = 100, SD = 10) are assigned to each transaction.
2) Risk adjustments are calculated for each transaction:
a) Transactions rated as "medium" or "high" in compliance/fraud risk by their units are given 1.25 points, all others receive 1 point.
b) The average scoring of error rate, on a 1-5 scale, for each transaction type is determined. Points equal to one half of the resulting error rate value are added to the risk adjustment subtotal.
3
c) The natural log of the absolute dollar value of each transaction is calculated. For transactions over $20, the log value is divided by 10 and added to the risk subtotal. For transactions of $20 and below, no calculations are made and the transactions are marked for a separate selection process.
d) The risk subtotal is divided by the number of touchpoints.
e) That quotient is multiplied by 5
f) That product (typically ranging from greater than 1 to less than 15) is the risk adjustment, and it is added to the randomly generated number to create a selection value.
3) The 242 transactions with the highest selection values, regardless of unit or type, are selected. At an 80% accuracy/compliance rate this will typically yield an estimate within 5% of the true rate 95% of the time.
4) To ensure adequate representation from all units in the sample, the two remaining transactions with the highest selection values from within each unit are selected (22 transactions).
5) To ensure that low frequency / low risk transactions are represented, the two remaining transactions of each transaction type with the highest selection values are selected (56 transactions)
6) If fewer than 78 total transactions satisfy the selection requirements in steps 4/5, transactions are selected using the process in step 3 until a total of 320 transactions is achieved.
The risk-weighting process is subject to change as risk ratings in each category are modified in response to actual compliance rates discovered through the audit process. Reviews of these risk adjustments will be done on a quarterly basis. Risk adjustments will still be held to no more than 1.5 standard deviations of the randomly generated numbers.
In order to ensure that low dollar transactions are sampled on a monthly basis, an additional 40 transactions will be randomly pulled by the Data Manager which will consist of transactions that have dollar values between $-20.00 and $20.00. This sample will be created by taking the total transactions that fall in this range during the month and randomly selecting 40 transactions. This second sample will be reviewed using the same process as the first sample mentioned in the prior paragraphs.
Lastly, the final population of transactions will include transactions which failed prior reviews. This sample will be derived from the Review List (list of failed transactions from prior month) which will be unit specific and will monitor transactions that failed the transaction verification process. A unit will show up on the monthly Review List if they have a fail rate of 20% or more in a specific month. This failed rate will stay constant for the first three months of the transactions verification process as higher errors are anticipated during the first few months but will change and remain constant at 15%. A failed transaction for this population will be defined by lack of necessary documentation, not following University procedures and inconsistent amounts and Chartfield values. Errors related to transcribed or
4
mistyped numbers will not be counted as these are normal and expected mistakes that are low risk to the University. These failed transactions will be counted as errors against the unit or Service Center based on who completed the transaction to ensure the proper follow up and corrections are completed. This sample will be limited to a total of 25 transactions in one month for all units and will be allocated based on the distribution of fail rate percentages. If a consistent pattern of failed transactions occurs over a span of three months for a specific unit or in the Service Center, the Data Manager will follow up with the direct Manager to assure that errors are being reviewed and corrected.
Transaction Verification Process
GL transaction verification is a primary internal control and monitoring technique that helps detect (and possibly prevent) a wide range of fiscal-related risks. We define general ledger transaction verification as the process of comparing source documents (electronic or paper) provided by a unit, to the general ledger transaction details, as depicted on the university’s general ledger detail “91 report” (electronic).
Each month, statisticians at the Office of Institutional Research and Planning will perform a sampling analysis and identify the appropriate sample size to pull a random sample of transaction identification numbers. Once the sample is pulled from the monthly general ledger data, the sample will be sent to the OAA Service Center for transaction verification. The Service Center Data Manager will upload the sample into an access database to perform the monthly transaction verification.
Each type of transaction will have its own specific verification check points. For a detailed list of each transaction type, please refer to page 11 of this document.
Common Transaction Verification Check Points will include:
5
Check Point Category Check Point Question Possible AnswersApproval Does the transaction have the appropriate
approval per the signature authority document? Does it need additional approval?
YesNoOther (specify)
Dollar Amount Does the GL posted dollar amount match the system documentation (quote, PO, invoice, etc)?
YesNoOther (specify)
Chartfield Does the GL chartfield match the system documentation? Do the chartfields used seem appropriate?
YesNoOther (specify)
Documentation Is there appropriate documentation to verify the transaction?
YesNoOther (specify)
Compliance Was a compliance review performed by the OAA Service Center?
YesNoOther (specify)
All “No” or “Others” answers identified during the transaction verification process will be investigated. The OAA Data Manager will work with the appropriate service center staff member and/or the appropriate unit staff member to inquire about the situation and resolve the discrepancy as soon as possible. Any corrections that need to be made to the transaction verification will be resolved by the OAA Service Center. The entire process will be documented in the Transaction Verification Access Database. At the end of each verification cycle, data will be summarized and reviewed to identify relative risk levels and help inform the next sampling process.
6
Transaction Verification Process:
7
Unit Service Center Systems & Reports
Proc
ess:
OAA
Tra
nsac
tion
Verifi
catio
n
1
Dow
nloa
d tr
ansa
ction
al
data
from
eRe
port
s and
ex
port
into
Exce
l
2
Send
Exce
l doc
umen
tto
Insti
tutio
nal a
nd R
esea
rch
Plan
ning
to p
rodu
ce a
sam
ple
sele
ction
3
Load
sam
ple
sele
ction
into
Ac
cess
dat
abas
e fo
r tr
ansa
ction
verifi
catio
n re
view4
Com
pile
nee
ded
docu
men
tatio
n an
d lo
ad
to A
cces
s dat
abas
e fo
r tr
ansa
ction
s ver
ifica
tion
revi
ew4
If ne
eded
, obt
ain
mis
sing
docu
men
tatio
n fr
om u
nits
5Pe
rfor
m tr
ansa
ction
ve
rifica
tion
on lo
aded
da
ta
6Re
cord
find
ings
and
resu
lts w
ithin
dat
abas
e
7Fi
scal
Man
ager
and
AVP
re
view
s and
appr
oves
tr
ansa
ction
s ver
ifica
tion
Verif
y:-A
ppro
val:
Does
the
docu
men
t hav
e ap
prop
riate
appr
oval
? -D
olla
r Am
ount
: Doe
s the
amou
nt m
atch
the
GL p
oste
d am
ount
?-C
hartf
ield
: Doe
s the
GL
char
tfie
ld m
atch
the
syst
em d
ocum
enta
tion?
Are
the
char
tfie
lds a
ppro
pria
te?
-Doc
umen
tatio
n: Is
the
re ap
prop
riate
doc
umen
tatio
n?-C
ompl
ianc
e: W
as a
com
plia
nce
revi
ew p
erfo
rmed
by t
he O
AA Se
rvic
e Cen
ter?
Insti
tutio
nal a
nd R
esea
rch
Plan
ning
will
col
lect
a sa
mpl
e of
the
tran
sacti
onal
dat
a w
eigh
ting t
he sa
mpl
e ba
sed
on n
umbe
r of
touc
h po
ints
per
tran
sacti
on ty
pe, l
ikel
ihoo
d of
err
ors p
er tr
ansa
ction
type
, fre
quen
cy o
f tra
nsac
tions
bas
ed o
n un
it an
d tr
ansa
ction
type
and
over
all c
ompl
ianc
e an
d fr
aud
risk o
f the
tran
sacti
ons
6If
a tr
ansa
ction
fails
the
verfi
catio
n re
view
, a fo
llow
up
will
be r
equi
red
with
the
unit
or se
rvic
e cen
ter
Process #1: Downloading Transactional Data from eReports
Below are the necessary steps to take in order to download monthly transactions from eReports. For example purposes, this illustration will represent how data is pulled for the month of June 2012:
1.) Once on the homepage of eReports, open the Financials folder2.) Within the Financials folder, click Flexible Reports3.) Within the Flexible Reports folder, select the Detail Activity Report SQR job4.) Once this report is opened, there are many needed fields to fill in:
a. Business Unit should be UNIVb. Organization should be ACAD_ADM_SUPPORT and the Print Order should be 1c. Fund should be ALL_OSU_FUNDS and the Print Order should be 2d. Account should have a print order of 3e. Under the Ledger Specific Parameters, you should list the current Fiscal Year and
Accounting Period. For this example, Beginning Fiscal year will be set to 2012 and the Beginning Accounting Period will be 12 – June. Since this example only needs one month worth of data, the Ending Fiscal Year and Ending Accounting Period will be set equal to the information above.
f. At the bottom of the Ledger Specific Parameters, make sure that Accounts Payable, P_Card and Inventory are selected as Yes
g. Click Run to begin the Query5.) A Hyperion Workspace Question box will open, click “OK”
8
6.) The Flexible Reports home screen box will appear again. This query will run in the background and will not display a status box nor will it alert when it had completed. In order to refresh the screen and show the completed query, click F5 until the completed query appears on the homepage. Double click the selected query results
7.) The data is presented in four formats: PDF, HTML, SQR Log File and Excel CSX. In order to manipulate the data in Excel, select the CSX file
9
8.) A File Download box will appear asking whether or not the file needs to be Opened or Saved. Click Open and a Microsoft Word file will appear. Open a new WordPad document and copy and paste the information in the Word document to the WordPad document. Save the file at the following path: OAA_Bricker -> OAA_FiscalHR_Students -> OAA Service Center – Data -> Monthly Text Files
9.) Open a new Microsoft Excel document and under the Data tab, select From Text from the Get External Data section and select the file saved above
10.) Follow the Text Import Wizard through all three steps with the following commands:a. Step 1: Select Delimited and make sure the Start import row is set at 1b. Step 2: Make sure comma is selected under the delimiters sectionc. Step 3: Change the following columns to Text format: Per, Org, Fund and Journal IDd. Click Finish and a second box will pop up asking where to put the data. Make sure A1 is
selected11.) Save this Excel document at the same path listed above but in the Monthly Excel Files folder
10
Process #2: Sample selection of the Transactions
Once the data has been downloaded from eReports, the transactions are sent to Institutional and Research Planning in order to obtain a smaller sample of the downloaded monthly transactions.
1.) Open the saved Excel document from Process #12.) Add the additional columns to this document explained in Appendix 1.13.) Right click on the data tab and make a copy of the tab within this same worksheet. Name the
copied tab Raw Data – Unique and name the original Raw Data4.) On the Raw Data – Unique tab, sort all values by the Amount column5.) Once sorted, delete all line items that have blanks or null values for the “Amount”. These
transactions are being removed in order to provide a unique posting count as some postings contain multiple transactions which show up multiple times in the data. These items are being temporarily removed in order to avoid duplicate values
6.) Insert a pivot table from the Insert tab in Excel7.) Drag Transaction Description under the row labels section in the pivot table options, OSU Unit
under the Column labels and Type under the Values (ensure Type is being counted and not summed)
8.) Hide the Raw Data tab and save the document9.) Remove the following transactions prior to submission:
a. Cash Advance (OSP - any transactions for the Office of Research that have an Org of 40209 as well as an Org of 40200 with a Fund of 011500 and an Account of 64615 and any transactions which has “Hay” as an Account Description – these items are already reviewed by OSP and will not be included in this sample
b. Deposits – any transactions that have an Account Description of University Cash Control as these transactions are system offsetting items of the actual deposits
c. Delete all transaction types on page 15 that have “Will not be Documented”10.)Due to coding, some of the transactions types may not accurately depict the correct transaction
description. Prior to submitting the data for sampling, follow the steps listed on page 1.2 of the appendix
11.)Email this document to Jason Sullivan at the Institutional and Research Planning and CC Gretchen Gombos
11
Process #3: Load Sample Transactions into Access Database
Once the data has been put into a smaller sample size, the sample data will be uploaded into an Access database where the information will be reviewed and documented. Prior to importing the document into access, the following columns need to be added into the excel document:
1.) Columns to be Updated:a. POID – If the transactions have a sub-line items on the master raw file, the Purchase
order ID will be imported into this fieldb. TNumber – If the transactions have a sub-line items on the master raw file, the Travel
Number will be imported into this fieldc. VNumber – If the transactions have a sub-line items on the master raw file, the Voucher
Number will be imported into this fieldd. InvoiceID – If the transactions have a sub-line items on the master raw file, the Invoice
ID will be imported into this field
2.) Columns to be left blank (these columns will be left blank during import):a. Comments:b. Approvalc. Dollar Amountd. Chartfielde. Documentationf. Complianceg. Attachment Commentsh. Pass?i. Failed Unit/SCj. Primary/Secondaryk. Processor
Once these updates have been completed, this sample file will be saved at the location below and will be named as the proper year and month followed by the word “Load”. For example, for July 2012 sample data, the file will be named “2012.07.Load”.
OAA_Bricker (W:) -> OAA_FiscalHR_Students -> OAA Service Center – Data -> Monthly Excel Files -> Load Files
After the document has been saved, the following steps will be taken to load the document into Access:
1.) Once the database is open, click External Data2.) Above Import & Link, click Excel3.) Click browse and use the file path listed above to find the Load document previously saved
above. Make sure “Import the source data into a new table in the current database” is selected and click Ok.
4.) A security notice may appear, if so click Open
12
5.) On the first prompt, click the check box next to “First Row Contains Column Headings” and then click Next
6.) On the next two prompts, click Next7.) On the final prompt, change the name of the table. Use the same name listed above when
previously saved as an Excel document. For our example, the document will be named 201207Load and click Finish
8.) The excel document will now be listed as a Table under the Access Objects column on the left side
After the file has been loaded, an additional column will need to be added prior to linking to the Verification Home Page. Below are the steps to update:
1.) Double click the newly created table that was just imported (in this example, 201207Load”2.) Scroll to the last column on the document where it says “Click to Add”. Left click and select
“Attachment”3.) Once added, save the table and close
The final step to loading the sample data is to ensure the Verification Home Page is referencing the new table. In order to do this, follow these steps:
1.) Under the All Access Objects column on the left side, right click on the Form listed and select Design View (in this example, the Form is named “JulyReview”). Below is a screen shot of the location of the form:
2.) Once the form is opened in Design View, ensure that the Property Sheet is open on the right side of the screen. If it is not, on the Design Tab, click Property Sheet above Tools
13
3.) On the Property Sheet column, click the Data tab4.) On the top drop down, make sure Form is selected. On the Record Source dropdown, check and
see if the dropdown says the name of your imported table (this example would say 201207Load). If not, click the dropdown arrow and select that table.
5.) Once changed, save the Form and close it
Once these steps have been completed, the Verification Home Page can be used to interact and verify the transactions. Below is a screen shot of what the home page will look like:
14
Process #4 and #5: Obtain Needed Backup Documentation and Perform Transaction Verification Process
The following chart shows all transaction types found within the transaction data:
15
Tran
sacti
on D
escr
iptio
nDo
cum
ente
d?Tr
ansa
ction
Des
crip
tion
Docu
men
ted?
Bene
fits
Will
Not
Be
Docu
men
ted
(allo
catio
n)O
ther
Pay
men
ts (d
epos
its)
Oth
er P
aym
ents
W
orkfl
ow
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Adv
ance
(OSP
)W
ill n
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e Do
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yrol
lHR
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kflow
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rest
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not
be
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men
ted
(rev
iew
ed b
y co
ntro
ller)
P-Ca
rd, T
rave
l Air
Fare
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-Pay
men
tsP-
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kflow
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sits
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sit W
orkfl
owPe
tty
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Not
Be
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men
ted
(Rec
onci
led
by U
nit)
Debt
Prin
cipa
lW
ill n
ot b
e Do
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ente
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evie
wed
by
cont
rolle
r)Ph
arm
acy
Billi
ngID
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Empl
oyee
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mbu
rsem
ent p
ushe
d fr
om e
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est
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r Sta
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e #s
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ent I
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men
t Inc
ome
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kflow
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Ref
und
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Wor
kflow
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res
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Wor
kflow
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, Spe
cial
Con
veni
ence
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er N
umbe
rs w
ith P
aper
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t Req
uest
sPO
Wor
kflow
Fee
Auth
oriz
ation
s, F
ee W
aive
rs, S
chol
arsh
ips a
nd A
ccou
nts R
ecei
vabl
e (S
tudy
Ab
road
)Fe
e W
orkfl
ows
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e Re
ntal
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kflow
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vidu
al G
ifts t
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t Fun
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fts W
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t Fed
eral
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kstu
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ill n
ot b
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vidu
al G
ifts t
o Pr
inci
pal F
und
Will
not
be
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men
ted
(rev
iew
ed b
y co
ntro
ller)
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com
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Site
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not
be
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men
ted
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by M
ed C
ente
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rdep
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l Bill
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ts In
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rest
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not
be
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ted
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iew
ed b
y co
ntro
ller)
Tran
sfer
sJo
urna
l and
Tra
nsfe
r W
orkfl
owJo
urna
ls -
Corr
ectio
ns, A
ccou
nts R
ecei
vabl
e, B
ad D
ebits
, Cos
t Dis
trib
ution
s, C
ost
of S
ales
and
Insu
ranc
eJo
urna
l and
Tra
nsfe
r W
orkfl
owTr
avel
Pay
men
tsTr
avel
Wor
kflow
Lock
box/
Mer
chan
t Fee
sLo
ckbo
x an
d M
erch
ant
Fee
Wor
kflow
UNIT
S Bi
llsUN
ITS
Wor
kflow
Mer
chan
t Ser
vice
Dep
osit
- Cre
dit C
ards
Mer
chan
t Cre
dit C
ard
Wor
kflow
Univ
ersi
ty M
eter
Mai
l, Po
stag
e an
d Pa
rcel
Mai
l Wor
kflow
OSU
Sto
re T
rans
actio
nsPR
EP W
orkfl
owUn
iver
sity
Ove
rhea
dW
ill n
ot b
e Do
cum
ente
d (a
lloca
tion)
Oth
er (d
isco
unts
lost
)O
ther
- Di
scou
nts L
ost
Wor
flow
Workflows:
16
Wor
kflow
s: D
epos
its
Step 1 - Reconcile Amount/Chartfield Values
(PeopleSoft)
Step 2 - Contact Unit
Sinc
e th
e de
posi
ts a
re ta
king
pla
ce o
utsi
de o
f the
OAA
Ser
vice
Cen
ter,
the
Units
will
be
cont
acte
d di
rect
ly re
gard
ing
addi
tiona
l doc
umen
tatio
n fo
r the
ver
ifica
tion
proc
ess.
The
Da
ta M
anag
er w
ill re
ach
out t
o th
e Un
its to
obt
ain
copi
es o
f the
dep
osit
rece
ipt,
depo
sit l
og, c
heck
copi
es, c
ash
tape
and
dep
osit
bag
tag.
The
doc
umen
tatio
n w
ill b
e re
view
ed
to e
nsur
e th
e am
ount
is co
rrec
t, th
e de
posi
ts w
ere
logg
ed co
rrec
tly a
nd to
iden
tify
any
poss
ible
frau
dule
nt a
ctivi
ty. T
his d
ocum
enta
tion
will
be
load
ed in
to th
e ac
cess
da
taba
se fo
r aud
it pu
rpos
es.
1
Clic
kGen
eral
Ledg
er
2
Clic
kPro
cess
Jo
urna
ls
3
Clic
k Rev
iew
Jour
nal
Stat
us
4
Unde
rJo
urna
l ID,
ente
r th
e Jo
urna
l ID
assi
gned
to
the
tran
sacti
on
5
On
the
sum
mar
y pa
ge, c
lick P
rint
Jour
nal
6
Confi
rm a
mou
nt
liste
d on
Jour
nal
mat
ches
the
GL
7
Revi
ew th
e Ch
artf
iled
to e
nsur
e ac
cura
cyan
d ap
prop
riate
ness
7
Ensu
re C
hartf
ield
is
corre
ct
Workflows Continued:
17
Wor
kflow
s: P
REP
Paym
ents
Step 1 - Verify Amount / Charfield
(eRequest)
Step 2 - Verify Approvers(eRequest)
Step 3 - Compliance Checklist(Shared Drive)
Step 4 - Document Business Purpose
Refe
r to
the
Busi
ness
Pur
pose
secti
on o
n th
e ho
me
page
of t
he re
late
d eR
eque
st. R
evie
w a
nd d
ocum
ent t
he li
sted
bus
ines
s pur
pose
to se
e if
the
purc
hase
s app
ear t
o be
no
rmal
and
exp
ecte
d fo
r eac
h un
it.
1
Clic
k Sea
rch
2
Ente
r Req
uest
#,
clic
k sea
rch
and
clic
k lin
k
3
Unde
r Att
achm
ents
, re
trie
ve an
d re
conc
ile
rece
ipt a
mou
nt
4
If re
ceip
t is n
ot li
sted
,co
ntac
t ini
tiato
r for
ba
ckup
1
Clic
kSea
rch
2
Ente
r Req
uest
#,
clic
k sea
rch
and
clic
k lin
k
3
Revi
ew th
e si
gner
s un
der W
orkfl
owIn
form
ation
4
Refe
rto
appr
oved
si
gnat
ure l
og an
d se
e if
addi
tiona
l app
rove
rs a
re
need
ed
5
Revi
ew a
ttach
men
tsfo
r add
ition
al
appr
over
s
5
Verif
y Cha
rfiel
d va
lues
to e
nsur
e th
ey ar
e co
rrec
t
1
Acce
ss th
eO
AA
shar
ed d
rive
(W:)
2
Ope
n O
AA_F
isca
lHR_
Stud
ents
3
Ope
n O
AA S
ervi
ceCe
nter
-Fi
scal
4
Ope
n O
AA S
ervi
ce
Cent
er U
nit R
evie
ws
5
Ope
n Co
mpl
ianc
eRe
view
s -Ac
cess
6
Ope
n M
aste
r Co
mpl
ianc
e Lo
g.pd
f
1
Acce
ss th
e O
AA
shar
ed d
rive
(W:)
2
Ope
nO
AA_F
isca
lHR_
Stud
ents
3
Ope
n O
AA S
ervi
ce
Cent
er -
Fisc
al
4
Ope
n O
AA Se
rvic
e Ce
nter
Uni
t Rev
iew
s
8
Verif
yth
at c
heck
list
was
com
plet
ed
corre
ctly
7
Sear
ch b
y PO
, In
voic
e, R
eqor
eR
eque
st #
Workflows Continued:
18
Wor
kflow
s: E
ndow
men
t Inc
ome
Step 1 - Reconcile the Amount(Financial Service Website)
1
Goto
htt
p://
ww
w.tr
easu
rer.o
hio-
stat
e.ed
u/En
dow
men
t/de
fau
lt.as
px
2
Clic
k the
End
owm
ent
Tab
3
Clic
k"De
scrip
tions
and
Ba
lanc
es"
4
Usin
gth
e Fu
nd ID
se
arch
, ent
er th
e fu
nd
ID a
nd c
lick s
earc
h
5
Sele
ct th
e de
sire
dfu
nd
and
clic
k Run
Rep
ort
6
Reco
ncile
the
amou
nt
unde
r Prin
cipa
l Bal
ance
to
GL
7
Ifam
ount
doe
s no
t tie,
fo
llow
up
with
Fin
anci
al
Serv
ice
is n
eede
d
Workflows Continued:
19
Wor
kflow
s: F
ee A
utho
rizati
ons,
Fee
Wai
vers
and
Sch
olor
ship
s (SI
S Co
ded)
Step 1 - Reconcile Amount (eReports)
1
Sele
ct F
inan
cial
s
2
Clic
kStu
dent
Fi
nanc
ials
3
Sele
ctSF
B000
-SI
S GL
Fina
ncia
l Rep
orts
4
Ensu
re R
epor
tDr
opdo
wn
is o
n SF
B010
-Re
con
5
Ente
r the
corr
ect O
rgun
der O
rgan
izati
on, e
nter
de
sire
d Ye
ar/P
erio
d an
d cl
ick
run
repo
rt
6
Clic
k Dis
play
Rep
ort
7
Reco
ncile
Nam
e an
d am
ount
Workflows Continued:
20
Wor
kflow
s: F
ee A
utho
rizati
ons,
Fee
Wai
vers
and
Sch
olor
ship
s (CT
L Cod
ed)
Step 1 - Reconcile Amount (PeopleSoft)
1
Clic
kGen
eral
Ledg
er
2
Clic
kJou
rnal
3
Clic
kPro
cess
Jo
urna
ls
4
Clic
k Rev
iew
Joun
ral
Stat
us
5
Ente
r Jou
rnal
ID a
nd
clic
k Sea
rch
6
Clic
k Prin
tJou
rnal
7
Sear
chby
Jour
nal I
D to
find
appr
opria
te
Jour
nal
8
Reco
ncile
amou
nt o
n Jo
urna
l to
GL
Workflows Continued:
21
Wor
kflow
s: In
divi
dual
Gift
s to
Deve
lopm
ent F
unds
Step 1 - Reconcile Amount/Constituents
(TAS)
1
Clic
kLo
gin
2
Ente
r OSU
ID a
nd
Pass
wor
d
3
Inth
e To
olba
r, cl
ick
the
Fund
rasi
ng ic
on
4
Sele
ct G
ener
al
Ledg
er T
rans
fer
Repo
rt
5
Ente
r app
ropr
iate
star
t dat
e, e
nd d
ate
and
Org
6
Loca
te c
orre
ct O
rg
and
Fund
num
ber
7
Reco
ncile
the
amou
nt
and
nota
te
Cons
titue
nt
Workflows Continued:
22
Wor
kflow
s: In
terd
epar
tmen
tal B
illin
g
Step 2 - Obtain Backup
Documentation
*In
orde
r to
dete
rmin
e w
hat t
ype
of d
ocum
enta
tion
is re
quire
d, p
leas
e re
fer t
o th
e O
SU In
tern
al V
endo
rs sp
read
shee
t at
https
://a
ssis
t-er
p.os
u.ed
u/as
sist
ereq
uest
/doc
umen
ts/I
nter
nal%
20Ve
ndor
%20
Listi
ng.p
df
Step 1 - Reconcile the Amount(PeopleSoft)
Each
Inte
rdep
artm
enta
l Bill
ing
tran
sacti
ons i
s uni
que
base
d up
on th
e bu
sine
ss p
urpo
se o
f the
tran
sacti
ons.
In so
me
case
s, th
e Jo
urna
l ent
ry w
ill p
rovi
de a
n eR
eque
st n
umbe
r w
hich
will
hav
e ad
ditio
nal i
nfor
mati
on a
long
with
PO
's an
d Re
quis
ition
s att
ache
d to
it w
ith a
dequ
ate
appr
oval
. In
case
s whe
re a
dditi
onal
info
rmati
on w
as n
ot p
rovi
ded
with
in
the
Jour
nal,
the
verifi
er w
ill n
eed
to re
ach
out t
o th
e Un
it or
the
vend
or d
irect
ly to
obt
ain
nece
ssar
y re
ceip
ts, v
ouch
ers,
requ
isiti
ons a
nd o
ther
nee
ded
docu
men
tatio
n in
ord
er
to co
mpl
ete
verifi
catio
n. T
he v
erifi
er w
ill u
se th
e co
ntac
t lis
t pro
vide
d by
eac
h un
it to
obt
ain
the
need
ed in
form
ation
.
1
Clic
k Gen
eral
Ledg
er
2
Clic
kJou
rnal
s
3
Clic
kPro
cess
Jo
urna
ls
4
Clic
k Rev
iew
Jour
nal
Stat
us
5
Ensu
re B
usin
ess U
nit i
s UN
IV a
nd e
nter
Jour
nal
ID.C
lear
Use
rID
6
Clic
k Prin
tJou
nal
8
Confi
rmam
ount
an
d en
try re
ason
for
valid
ity
7
Reco
ncile
Jour
nal
Entry
am
ount
Workflows Continued:
23
Wor
kflow
s: Jo
urna
l Ent
ries a
nd T
rans
fers
Step 2 - Conact Processor
Step 1 - Reconcile the Amount(PeopleSoft)
Sinc
e Jo
urna
ls a
nd T
rans
fers
are
don
e on
a fr
eque
nt b
asis
, no
addi
tiona
l doc
umen
tatio
n w
ill b
e re
quire
d fo
r the
ver
ifica
tion
proc
ess
as lo
ng a
s th
e bu
sine
ss p
urpo
se
is c
lear
ly d
efine
d. If
bus
ines
s pu
rpos
e is
not
cle
arly
defi
ned,
the
unit
or in
itiat
or o
f the
tran
sacti
on w
ill b
e co
ntac
ted
to p
rovi
de fu
rther
det
ails
and
pos
sibl
y ad
ditio
nal
docu
men
tatio
n.
1
Clic
k Gen
eral
Ledg
er
2
Clic
kJou
rnal
s
3
Clic
kPro
cess
Jo
urna
ls
4
Clic
k Rev
iew
Jour
nal
Stat
us
5
Ensu
re B
usin
ess U
nit i
s UN
IV a
nd e
nter
Jour
nal
ID.C
lear
Use
rID
6
Clic
k Prin
tJou
nal
8
Confi
rmam
ount
an
d en
try re
ason
for
valid
ity
7
Reco
ncile
Jour
nal
Entry
am
ount
Workflows Continued:
24
Wor
kflow
s: Lo
ckbo
x an
d M
erch
ant F
ees
Step 1 - Review Fee Amount
Lock
box
and
Mer
chan
t fee
s ar
e co
mm
on tr
ansa
ction
s w
hen
chec
k an
d cr
edit
card
dep
osits
are
rece
ived
. Any
fee
char
ged
to th
e Un
iver
sity
for L
ockb
ox a
nd M
erch
ant
Fees
that
do
not e
xcee
d $5
0 w
ill n
ot b
e co
nsid
ered
exc
essi
ve o
r unu
sual
and
will
requ
ire n
o fu
rther
doc
umen
tatio
n. If
the
fee
does
equ
al o
r exc
eed
$50,
add
ition
al
docu
men
tatio
n is
nee
ded
Step 2 - Reconcile Fee
Amount
If th
e fe
e am
ount
is g
reat
er th
an $
50, t
he fe
es m
ust b
e re
conc
iled
to th
e m
onth
ly b
ank
stat
emen
t. Si
nce
thes
e ba
nk s
tate
men
ts a
re k
ept w
ithin
the
unit,
eac
h un
it ch
arge
d fo
r thi
s fe
e m
ust b
e co
ntac
ted
in o
rder
to o
btai
n th
e m
onth
ly s
tate
men
t. O
nce
rece
ived
, the
fee
will
be
reco
ncile
d to
the
stat
emen
t.
Workflows Continued:
25
Wor
kflow
s: M
erch
ant C
redi
t Car
d Pr
oces
sing
Step 1 - Obtain Backup
Documentation
Step 2 - Reconcile POS to
GL
Step 3 - Reconcile Monthly
Sinc
e th
e Cr
edit
Card
pro
cess
ing
docu
men
tatio
n is
kep
t out
side
of t
he O
AA S
ervi
ce C
ente
r, th
e ve
rifier
will
reac
h ou
t to
the
Units
to o
btai
n co
pies
of t
he P
oint
of S
ale
tran
sacti
on re
ceip
ts a
long
with
the
Units
mon
thly
cred
it ca
rd st
atem
ents
Each
Poi
nt o
f Sal
e tr
ansa
ction
rece
ipt w
ill co
me
with
a su
mm
ary
tape
alo
ng w
ith co
pies
of e
ach
indi
vidu
al tr
ansa
ction
that
mak
es u
p th
e ba
tch
tota
l. Ea
ch re
ceip
t mus
t be
adde
d to
geth
er a
nd su
m to
be
the
tape
sum
mar
y w
hich
will
als
o tie
to th
e nu
mbe
r lis
ted
in th
e GL
. If t
he n
umbe
rs d
o no
t tie,
then
the
Unit
will
be
cont
acte
d fo
r add
ition
al
info
rmati
on a
nd p
ossi
ble
reso
lutio
n.
The
mon
thly
Cre
dit C
ard
Stat
emen
t will
bre
ak d
own
the
tota
l cha
rges
for e
ach
day
durin
g th
e m
onth
. The
stat
emen
t will
allo
cate
tota
l cha
rges
bas
ed o
n w
heth
er o
r not
the
char
ges w
ere
Visa
, Mas
terc
ard,
Dis
cove
r or A
mer
ican
Exp
ress
whi
ch w
ill n
eed
to ti
e to
the
GL. M
atch
off
the
tota
l am
ount
from
the
GL to
the
stat
men
t to
ensu
re th
e am
ount
is
corr
ect.
On
occa
sion
, mul
tiple
cred
it ca
rd m
achi
nes m
ay b
e ru
nnin
g in
one
day
and
will
show
as a
tota
l on
the
Mon
thly
Sta
tem
ent.
In th
is in
stan
ce, r
evie
w th
e Fl
ex 9
1 re
port
to
see
if an
y ot
her t
rans
actio
ns w
ere
com
plet
ed o
n th
at d
ay a
nd e
nsur
e th
at th
e to
tal o
f all
tran
sacti
ons f
or th
e da
y ad
d to
be
the
amou
nt li
sted
on
the
stat
emen
t.
Workflows Continued:
26
Wor
kflow
s: O
ther
- Di
scou
nts L
ost
Step 1 - Reconcile Discount Amount(PeopleSoft)
1
Clic
k Pur
chas
ing
2
Clic
kPu
rcha
se
Ord
ers
3
Clic
kRe
view
PO
In
form
ation
4
Clic
k Pur
chas
e O
rder
s
5
Ensu
re B
usin
ess
Unit
is U
NIV
and
ente
r PO
#
6
Clic
k Acti
vity
Su
mm
ary
7
Clic
k Inv
oice
8
Chec
k th
e ch
eckb
oxan
d cl
ick V
ouch
er
Inqu
iry
9
Clic
k ico
n un
der
View
Invo
ice
10
Loca
te d
isco
unt
agre
emen
tsun
der
Term
s
11
Calc
ulat
e an
d ve
rify
disc
ount
am
ount
Workflows Continued:
27
Wor
kflow
s: O
ther
Pay
men
ts
Step 1 - Verify Transaction by
Type
Oth
er P
aym
ents
is th
e m
isce
llano
us ca
tch
all f
or th
e sm
alle
r and
less
freq
uent
tran
sacti
on ty
pes.
The
se tr
ansa
ction
s ran
ge fr
om e
Requ
est d
ocum
enta
tion
to jo
urna
l do
cum
enta
tion.
In o
rder
to v
erify
eac
h of
thes
e tr
ansa
ction
s, e
ach
tran
sacti
on w
ill b
e re
view
ed to
see
if do
cum
enta
tion
and/
or a
n eR
eque
st is
list
ed. I
f so,
pro
ceed
to
reco
ncile
usi
ng th
e PO
, Req
and
PRE
P W
orkfl
ow. I
f no
info
rmati
on is
pro
vide
d, p
roce
ed b
y fo
llow
ing
up w
ith th
e un
it an
d Se
rvic
e Ce
nter
to o
btai
n th
e ne
cess
ary
info
rmati
on
and
conti
nue
with
the
wor
kflow
s men
tione
d ab
ove.
Workflows Continued:
28
Wor
kflow
s: P
ayro
ll - M
onth
ly
Step 4 - Checklist(HR File Cabinet)
(pro
cess
is b
eing
de
velo
ped
as o
f 02
/08/
13 a
nd w
ill b
e en
forc
ed o
nce
prop
er
proc
edur
es h
ave
been
in
pla
ce)
Step 1 - Verify Who Was Paid(eReports)
Step 2 - Verify the Amount(eReports)
Step 3 - Employee Certification(eReports)
1
Clic
k on
HR
2
Clic
kFin
anci
al
Reco
ncili
ation
3
Sele
ct R
epor
t HR
B130
4
Sele
ct A
ppro
pria
teAc
coun
ting P
erio
d an
d Un
it to
run
7
Reco
ncile
User
Def
an
d Am
ount
5
Clic
kSch
edul
e 3.
3
6
Loca
teAp
prop
riate
O
rg a
nd F
und
Num
ber
8
Nota
te N
ame
and
Empl
ID
Plea
se N
ote:
Som
e tr
ansa
ction
s may
hav
e m
ultip
le in
divi
dual
s tha
t wer
e pa
id
with
in o
netr
ansa
ction
. Ens
ure
all i
ndiv
idua
ls ar
e id
entifi
ed o
n st
ep 7
and
are
refle
cted
on
step
s 8 an
d 9.
1
Clic
k on
HR
2
Clic
kFin
anci
al
Reco
ncili
ation
3
Sele
ct R
epor
t HR
B140
4
Sele
ct A
ppro
pria
teAc
coun
ting
Perio
d an
d Un
it to
run
5
Clic
kSch
edul
e 4.
4
6
Sear
ch b
y Em
plid
to
find
empl
oyee
id
entifi
ed a
bove
Plea
se N
ote:
Som
e tr
ansa
ction
s may
hav
e m
ultip
le in
divi
dual
s tha
t wer
e pa
id
with
in o
netr
ansa
ction
. Ens
ure
all i
ndiv
idua
ls ar
e id
entifi
ed o
n st
ep 6
and
are
refle
cted
on
step
s 7 th
roug
h 9.
7
Revi
ew p
aym
ents
to
see
if th
e pa
yrol
l is
cons
iste
nt
1
Clic
k on
HR
2
Clic
kFin
anci
al
Reco
ncili
ation
3
Sele
ct R
epor
t HR
B770
os
4
Sele
ct U
nit,
Fisc
al
Year
/Pay
Per
iod
and
set
certi
ficati
on st
atus
to
Certi
fied
Yes
5
Clic
kVie
w
6
Sear
ch b
y Em
plid
to
find
empl
oyee
id
entifi
ed a
bove
Plea
se N
ote:
Som
e tr
ansa
ction
s may
hav
e m
ultip
le in
divi
dual
s tha
t wer
e pa
id
with
in o
netr
ansa
ction
. Ens
ure
all i
ndiv
idua
ls ar
e id
entifi
ed o
n st
ep 6
and
are
refle
cted
on
step
s 7 an
d 8.
1
Retre
ive
Diet
Dr.
Pepp
er a
long
with
a
cup
load
ed w
ith ic
e
2
Find
Kat
hy B
aker
in
office
391
3
Tell
Kath
y sh
e is
the
best
and
ask
for
need
ed c
heck
lists
4
File
chec
klis
ts fo
r au
dit r
evie
w
8
If pa
ymen
t is
unsu
sual
,ale
rt th
e HR
dep
artm
ent
7
Confi
rm
Certi
ficati
on s
tatu
sis
Cer
tified
Yes
1
Retre
ive
empl
oyee
ID
and
nam
e
2
Find
Kat
hy B
aker
in
office
391
3
Find
app
ropr
iate
ch
eckl
ist f
rom
file
cabi
net
4
Revi
ew c
heck
list t
o en
sure
it w
as
com
plet
ed
Workflows Continued:
29
Wor
kflow
s: P
ayro
ll - B
i-Wee
kly
Step 3 - Checklist(HR File Cabinet)
(pro
cess
is b
eing
de
velo
ped
as o
f 02
/08/
13 a
nd w
ill b
e en
forc
ed o
nce
prop
er
proc
edur
es h
ave
been
in
pla
ce)
Step 1 - Verify Who Was Paid(eReports)
Step 2 - Verify the Amount(eReports)
*Bi-W
eekl
y em
ploy
ees w
ill n
ot h
ave
the
empl
oyee
certi
ficati
on st
ep a
s the
ir di
rect
man
ager
s app
rove
subm
itted
tim
e ev
ery
two
wee
ks. S
ince
the
man
ager
s are
app
rovi
ng th
e tim
e, th
ey a
re
akno
wle
dgin
g an
d co
nfirm
ing
that
thes
e em
ploy
ees a
re cu
rren
t em
ploy
ees o
f the
Uni
vers
ity
1
Clic
k on
HR
2
Clic
kFin
anci
al
Reco
ncili
ation
3
Sele
ct R
epor
t HR
B130
4
Sele
ct A
ppro
pria
teAc
coun
ting P
erio
d an
d Un
it to
run
7
Reco
ncile
User
Def
an
d Am
ount
5
Clic
kSch
edul
e 3.
7
6
Loca
teAp
prop
riate
O
rg a
nd F
und
Num
ber
8
Nota
te N
ame
and
Empl
ID
Plea
se N
ote:
Som
e tr
ansa
ction
s may
hav
e m
ultip
le in
divi
dual
s tha
t wer
e pa
id
with
in o
netr
ansa
ction
. Ens
ure
all i
ndiv
idua
ls ar
e id
entifi
ed o
n st
ep 7
and
are
refle
cted
on
step
s 8 an
d 9.
1
Clic
k on
HR
2
Clic
kFin
anci
al
Reco
ncili
ation
3
Sele
ct R
epor
t HR
B140
4
Sele
ct A
ppro
pria
teAc
coun
ting
Perio
d an
d Un
it to
run
5
Clic
kSch
edul
e 4.
4
6
Sear
ch b
y Em
plid
to
find
empl
oyee
id
entifi
ed a
bove
Plea
se N
ote:
Som
e tr
ansa
ction
s may
hav
e m
ultip
le in
divi
dual
s tha
t wer
e pa
id
with
in o
netr
ansa
ction
. Ens
ure
all i
ndiv
idua
ls ar
e id
entifi
ed o
n st
ep 6
and
are
refle
cted
on
step
s 7 th
roug
h 9.
7
Revi
ew p
aym
ents
to
see
if th
e pa
yrol
l is
cons
iste
nt
1
Retre
ive
empl
oyee
ID
and
nam
e
2
Find
Kat
hy B
aker
in
office
391
3
Find
app
ropr
iate
ch
eckl
ist f
rom
file
cabi
net
4
Revi
ew c
heck
list t
o en
sure
it w
as
com
plet
ed c
orre
ctly
8
If pa
ymen
t is
unsu
sual
,ale
rt th
e HR
dep
artm
ent
Workflows Continued:
30
Wor
kflow
s: P
ayro
ll - A
dditi
onal
Pay
Step 3 - Needed Approvals(HRAction)
Step 1 - Verify Who Was Paid/Amount(eReports)
Step 2 - Business Purpose/Locate HRA Number
(PeopleSoft)
Step 4 - Employee Certification(eReports)
1
Clic
k on
HR
2
Clic
kFin
anci
al
Reco
ncili
ation
3
Sele
ct R
epor
t HR
B130
4
Sele
ct A
ppro
pria
teAc
coun
ting P
erio
d an
d Un
it to
run
7
Reco
ncile
User
Def
an
d Am
ount
5
Clic
kSch
edul
e 3.
3
6
Loca
teAp
prop
riate
O
rg a
nd F
und
Num
ber
Plea
se N
ote:
Som
e tr
ansa
ction
s may
hav
e m
ultip
le in
divi
dual
s tha
t wer
e pa
id
with
in o
netr
ansa
ction
. Ens
ure
all i
ndiv
idua
ls ar
e id
entifi
ed o
n st
ep 7
and
are
refle
cted
on
step
s 8 an
d 9.
1
Clic
k on
Payr
oll f
or
North
Am
eric
a
2
Clic
kCre
ate
Addi
tiona
l Pay
3
Ente
r Em
ploy
eeID
di
scov
ered
in S
tep
2 an
d cl
ick s
earc
h
4
Clic
k th
eEm
ploy
ee ID
hy
perl
ink,
if m
ultip
le sh
ow,
clic
k th
e lin
k whi
ch h
as
Empl
Rcd
Nb
equa
l to
0
5
Unde
r Add
ition
al P
ay,
nota
te th
e bu
sine
ss
purp
osef
or th
e ad
ditio
nal p
ay
6
Unde
r Pay
men
t De
tails
, not
ate
HRA
# fo
r fol
low
ing
step
Plea
se N
ote:
If H
RA#
is b
lank
, thi
s mea
ns th
e un
it pr
oces
sed
this
add
ition
al p
ay ra
ther
than
the
Serv
ice
Cent
er. I
n or
der
to re
treiv
e th
e HR
A #
and
need
ed
docu
men
tatio
n, t
he u
nit w
ill h
ave
to b
e co
ntac
ted
dire
ctly
to
obta
in th
is n
eces
sary
info
rmati
on. P
leas
e re
fer t
o un
it co
ntac
t lis
t
1
Clic
k on
HR
2
Clic
kFin
anci
al
Reco
ncili
ation
3
Sele
ct R
epor
t HR
B770
os
4
Sele
ct U
nit,
Fisc
al
Year
/Pay
Per
iod
and
set
certi
ficati
on st
atus
to
Certi
fied
Yes
5
Clic
kVie
w
6
Sear
ch b
y Em
plid
to
find
empl
oyee
id
entifi
ed a
bove
Plea
se N
ote:
Som
e tr
ansa
ction
s may
hav
e m
ultip
le in
divi
dual
s tha
t wer
e pa
id
with
in o
netr
ansa
ction
. Ens
ure
all i
ndiv
idua
ls ar
e id
entifi
ed o
n st
ep 6
and
are
refle
cted
on
step
s 7 an
d 8.
7
Confi
rm
Certi
ficati
on s
tatu
sis
Cer
tified
Yes
1
Clic
k Sea
rch
8
Nota
te E
mpl
oyee
ID
2
Ente
r HRA
# in
the
Requ
est #
fiel
d
3
Clic
k the
HRA
# hy
perli
nk w
hen
it ap
pear
s
4
Revi
ew a
ttach
men
tsfo
r bus
ines
s co
nfirm
ation
5
Revi
ew th
e ap
prov
alst
o en
sure
no
addi
tiona
l ap
prov
ers w
ere
need
ed
Workflows Continued:
31
Wor
kflow
s: P
-Car
d Pu
rcha
ses
Step 1 - Reconcile Amount/Chartfield
(eRequest)
Step 2 - Verify Approvals
(eRequest)
Step 3 - Compliance Checklist(Shared Drive)
Step 4 - Document Business Purpose
Refe
r to
the
Busi
ness
Pur
pose
secti
on o
n th
e ho
me
page
of t
he re
late
d eR
eque
st. R
evie
w a
nd d
ocum
ent t
he li
sted
bus
ines
s pur
pose
to se
e if
the
purc
hase
s app
ear t
o be
no
rmal
and
exp
ecte
d fo
r eac
h un
it.
1
Clic
k Sea
rch
2
Ente
r the
PR
#,cl
ick
sear
ch a
nd c
lick t
he
link
3
Revi
ew att
ache
d re
ceip
t and
reco
ncile
am
ount
s
4
If re
ceip
t is m
issi
ng,
cont
act i
nitia
tor f
or
docu
men
tatio
n
5
Revi
ew C
harfi
led
to
ensu
re co
rrec
t fiel
ds
wer
e us
ed
1
Clic
kSea
rch
2
Ente
r the
PR
#,cl
ick
sear
ch an
d cl
ick t
he
link
3
Ifap
prov
als w
ere
attac
hed,
revi
ew
docu
men
tatio
n to
see
if
appr
oval
is co
rrec
t
4
Veri
fy a
ppro
vers
liste
d un
der W
orkfl
ow
Info
rmati
on to
see
if th
ey
are
appr
oved
sign
ers
5
If ad
ditio
nal a
ppro
vers
ar
e ne
eded
, fol
low
up
with
initi
ator
1
Acce
ss th
eO
AA
shar
ed d
rive
(W:)
2
Ope
n O
AA_F
isca
lHR_
Stud
ents
3
Ope
n O
AA S
ervi
ceCe
nter
-Fi
scal
4
Ope
n O
AA S
ervi
ce
Cent
er U
nit R
evie
ws
5
Ope
n Co
mpl
ianc
eRe
view
s -Ac
cess
6
Ope
n M
aste
r Co
mpl
ianc
e Lo
g.pd
f
1
Acce
ss th
e O
AA
shar
ed d
rive
(W:)
2
Ope
nO
AA_F
isca
lHR_
Stud
ents
3
Ope
n O
AA S
ervi
ce
Cent
er -
Fisc
al
4
Ope
n O
AA Se
rvic
e Ce
nter
Uni
t Rev
iew
s
8
Verif
yth
at c
heck
list
was
com
plet
ed
corre
ctly
7
Sear
ch b
y In
voic
e or
eR
eque
st #
Workflows Continued:
32
Wor
kflow
s: R
equi
sitio
ns a
nd P
urch
ase
Ord
ers
Step 1 - Reconcile Invoice Amount/Charfield
(PeopleSoft)
Step 2 - Reconcile PO Amount(PeopleSoft)
1
Clic
k Pro
cure
men
tIn
quiry
Hom
e Pa
ge
2
Clic
kPur
chas
e O
rder
Inqu
iry
3
Inpu
tUNI
V fo
r Bus
ines
s Un
it an
d th
e PO
num
ber
unde
r Pur
chas
e Ord
er
4
Clic
k Acti
vity
Su
mm
ary
7
Und
er V
oich
erIn
quiry
Re
sults
, clic
k th
e ic
on
belo
w t
he V
iew
Invo
ice
5
Clic
k Inv
oice
6
Chec
kM
ark
the
Invo
ice
and
clic
k Vo
uche
r Inq
uiry
1
Clic
k Pur
chas
ing
2
Clic
kPur
chas
e O
rder
s
3
Clic
kRev
iew
PO
In
form
ation
4
Clic
k Prin
t PO
s
5
Clic
kSea
rch
6
Clic
kPO
_Prin
t
8
Confi
rm a
mou
nt o
n in
voic
eMat
ches
the
GL
and
mak
e su
re
Char
tfiel
d is
corr
ect
7
Ente
r UN
IV fo
r Bus
ines
s U
nita
nd th
e PO
# fo
r PO
ID.
Ensu
re P
rint
Cha
nges
onl
y is
unc
heck
ed
8
Clic
k Run
9
Clic
k OK
10
Clic
k Rep
ort
Man
ager
11
Clic
k Ref
resh
unti
lre
port
appe
ars
12
Sele
ct R
epor
t
13
Clic
k PDF
form
14
Reco
ncile
the P
O a
mou
nt
to G
L. If
amou
nt is
nteq
ual,
rese
arch
is n
eede
d
Workflows Continued:
33
Wor
kflow
s: R
equi
sitio
ns a
nd P
urch
ase
Ord
ers
Step 4 - Were Items Received
(eRequest)
Step 5 - Approval(eRequest)
*Ple
ase
note
, pac
king
slip
s are
not
requ
ired
for p
urch
ase
orde
rs le
ss th
an $
75 a
nd a
re n
ot re
quire
d fo
r pur
chas
es o
ver $
3,00
0 as
em
ail a
ppro
val t
akes
the
plac
e of
the
slip
Step 6 - Compliance Checklist(Shared Drive)
Step 3 - Payment Confirmation(eReports)
1
Clic
kFin
anci
als
2
Clic
kGen
eral
Pr
ocur
emen
t Re
ports
3
Sele
ct R
epor
t AP
U111
DW
4
Ente
r app
ropr
iate
Org
, PO
ID a
nd d
ate
rang
e an
d cl
ick r
un
5
Abo
x w
ill a
ppea
r, cl
ick o
k
6
HIt F
5 un
til
requ
este
d re
port
popu
late
s
1
Clic
kSea
rch
2
Ente
r Req
uest
#,
clic
ksea
rch
and
clic
k the
link
3
Pack
ing
slip
will
be
load
ed u
nder
Att
achm
ents
4
If Pa
ckin
gSl
ip is
not
lo
aded
, con
tact
re
ques
tor
for s
lip
8
Ensu
re th
e PO
nu
mbe
r/am
ount
mat
ch th
e GL
7
Clic
kthe
repo
rt an
d op
en th
e PD
F fil
e
1
Acce
ss th
eO
AA
shar
ed d
rive
(W:)
2
Ope
n O
AA_F
isca
lHR_
Stud
ents
3
Ope
n O
AA S
ervi
ceCe
nter
-Fi
scal
4
Ope
n O
AA S
ervi
ce
Cent
er U
nit R
evie
ws
5
Ope
n Co
mpl
ianc
eRe
view
s -Ac
cess
6
Ope
n M
aste
r Co
mpl
ianc
e Lo
g.pd
f
1
Acce
ss th
e O
AA
shar
ed d
rive
(W:)
2
Ope
nO
AA_F
isca
lHR_
Stud
ents
3
Ope
n O
AA S
ervi
ce
Cent
er -
Fisc
al
4
Ope
n O
AA Se
rvic
e Ce
nter
Uni
t Rev
iew
s
8
Verif
yth
at c
heck
list
was
com
plet
ed
corre
ctly
7
Sear
ch b
y PO
, In
voic
e, R
eqor
eR
eque
st #
1
Clic
k Sea
rch
2
Ente
r Req
uest
#, cl
ick
sear
ch an
d cl
ick t
he
link
3
Revi
ew a
ppro
vers
to
ensu
re p
rope
r ap
prov
al w
as d
one
4
If ov
er $
3,00
0, a
ppro
val
emai
l is n
eede
d fr
om
Serv
ice
Cent
er e
mai
l bo
x
Workflows Continued:
34
Wor
kflow
s: T
rave
l Pay
men
ts
Step 1 - Confirm Approvals /
Business Purpose(eTravel)
Step 2 - Verify Payment
Information(eTravel)
Step 3 - Compliance Checklist(Shared Drive)
1
Clic
k Tra
vel R
eque
st
2
Clic
k Sea
rch
3
Ente
r in
Trav
el #,
clic
k se
arch
and
clic
k Vi
ew
Paym
ent R
eque
st
4
Revi
ew th
e Bu
sine
ss
Purp
ose a
nd v
erify
if
tran
sacti
on is
rele
vant
5
Revi
ew th
e lis
ted
appr
over
sand
veri
fy i
f th
ey a
re c
urre
nt s
igne
rs
1
Clic
k Pay
men
t Re
ques
t
2
Clic
k Sea
rch
3
Ente
r in
Trav
el #,
clic
k se
arch
and
clic
k Vi
ew
Paym
ent R
eque
st
4
Verif
y Pa
ymen
t am
ount
mat
ches
GL
amou
nt
5
Verif
y th
at a
ll ch
arfie
lds a
re
corre
ct
6
Verif
y th
at T
rave
lor
and
need
ed
Appr
over
sign
ed
1
Acce
ss th
eO
AA
shar
ed d
rive
(W:)
2
Ope
n O
AA_F
isca
lHR_
Stud
ents
3
Ope
n O
AA S
ervi
ceCe
nter
-Fi
scal
4
Ope
n O
AA S
ervi
ce
Cent
er U
nit R
evie
ws
5
Ope
n Co
mpl
ianc
eRe
view
s -Ac
cess
6
Ope
n M
aste
r Co
mpl
ianc
e Lo
g.pd
f
1
Acce
ss th
e O
AA
shar
ed d
rive
(W:)
2
Ope
nO
AA_F
isca
lHR_
Stud
ents
3
Ope
n O
AA S
ervi
ce
Cent
er -
Fisc
al
4
Ope
n O
AA Se
rvic
e Ce
nter
Uni
t Rev
iew
s
8
Verif
yth
at c
heck
list
was
com
plet
ed
corre
ctly
7
Sear
ch b
y PO
, In
voic
e, R
eqor
eR
eque
st #
Workflows Continued:
35
Wor
kflow
s: P
repa
id T
rave
l
Step 1 - Confirm Approvals /
Business Purpose(eTravel)
Step 2 - Verify Payment
Information(eTravel)
1
Clic
k Tra
vel R
eque
st
2
Clic
k Sea
rch
3
Ente
r in
Trav
el #,
clic
k se
arch
and
clic
k Vi
ew
Paym
ent/
Trav
el
4
Revi
ew th
e Bu
sine
ss
Purp
ose a
nd v
erify
if
tran
sacti
on is
rele
vant
5
Revi
ew th
e lis
ted
appr
over
sand
veri
fy i
f th
ey a
re c
urre
nt s
igne
rs
1
Clic
k Pay
men
t Re
ques
t
2
Clic
k Sea
rch
3
Ente
r in
Trav
el #,
clic
k se
arch
and
clic
k Vi
ew
Paym
ent R
eque
st
4
Verif
y Pa
ymen
t am
ount
mat
ches
GL
amou
nt
5
Verif
y th
at a
ll ch
arfie
lds a
re
corre
ct
6
Verif
y th
at T
rave
ler
and
need
ed
Appr
over
sign
ed
Workflows Continued:
36
Wor
kflow
s: U
NIT
S Bi
lling
Step 1 - Reconcile the Amount(UNITS Website)
1
Chec
kmar
k the
Org
, Fun
d,
Func
, Pro
ject
,Pro
gram
an
d Us
erde
f
2
Chec
kmar
kth
e "V
iew
your
col
lege
or D
ept
Bills
" opti
on
3
Chec
kmar
k"A
ll bi
ling
acco
unts
I ha
ve a
cces
s to
gen
erat
e bi
lls"
4
Ente
r the
Org
and
Fun
d nu
mbe
r an
d Bi
ll m
onth
an
d cl
ick s
ubm
it
5
Sele
ct th
e "T
o Br
owse
r"O
ption
and
clic
k Sub
mit
6
Sear
chfo
r the
am
ount
lis
ted
and
reco
ncile
7
Mat
ch o
ff bu
sine
ss
purp
ose
and
nota
teex
pens
e
Workflows Continued:
37
Wor
kflow
s: U
nive
rsity
Mai
l
Step 1 - Reconciling to the
Mail Reporting(Mail Website)
Step 2 - Contact with Unit
(if $>$25 per piece)
*Ple
ase
note
: Lib
rary
's th
resh
old
will
be
>$50
0 as
thei
r vol
ume
and
fees
are
larg
er th
an th
e st
anda
rd u
nit.
This
thre
shol
d w
as co
nfirm
ed b
y Ja
nice
Cra
mer
1
Go to
rece
ivin
gand
mai
l.osu
.ed
u
2
Clic
kMai
l Rep
ortin
g
3
Ente
r nam
e.nu
mbe
r an
d pa
ssw
ord
4
Ente
r Org
, Fun
d,
Acco
unt a
nd d
ate,
th
en c
lick r
un
5
Verif
y th
at th
is it
em
mat
ches
the
GL
1
Call
OSU
Uni
tco
ntac
t
2
Verif
y th
e da
te a
nd
amou
nt o
f mai
l or
der
3
Confi
rm th
ebu
sine
ss p
urpo
se o
f th
e m
ailin
g
Required Documentation for Transaction Verification:
Paper and electronic documentation to backup each of the selected transactions will not be printed during this process. The backup documentation resides in multiple University systems and University archives and will not be required to keep another copy for audit purposes. Since this information will remain available on University servers for more than five years and since the paper copies will be kept on site, it will not be required to have this documentation saved with this access database. If copies are needed for audit purposes or other reasons, please refer to the workflows above in order to pull the necessary documentation.
38
Process #6: Record Findings and Conduct Follow Ups with Units and Service Center for Failed Transactions
The Data Manager will complete the Transaction Verification process and will record all findings within the access database. During this process, if a transaction does not meet the five requirements listed on page 3 and 4 of this document, the Data Manager will proceed with the Follow Up process listed below:
Follow Up on Failed Transactions:
1.) Determine whether the error was a result of the Service Center or the Unit. Once the source of the error is determined, the Data Manager will reach out to the following contacts:Unit: Contact: E-mail PhoneGraduate School Rosemarie Thornton thornton.2 247-7269John Glenn Institute Julie Frary frary.1 292-1577Libraries Heidi Kovach kovach.148 247-7972
Kathryn Beach beach.111 247-8763Regina Patterson (Packing Slip) patterson.209 292-2400
OAA Admin Meg Dick (36021, 42000, 42007, 42015, 42019, 42031, 42032, 42033) dick.76 292-1176Elizabeth Eberlin (42001) eberlin.1 688-8559Josh Gillespie (42002) gillespie.85 292-2423Liana Crisan-Vendeborne (42013) crisan-vandebone.1 292-1340Christy Anandappa (42014) anandappa.1 292-3644
Offi ce of Outreach & Engagement Betty Ellis ellis.199 247-8007Offi ce of Diversity Inclusion (ODI) Betty Ellis ellis.199 247-8007Offi ce of Human Resources (OHR, HR) Diana Lantz (Orgs: 47031, 47041, 47042) lantz.30 292-2916
Ken Gast gast.13 292-5229Tamara Daniels daniels.413 292-4453
Offi ce of International Affairs (OIA) Kirti Jain jain.130 -Steven McCann mccain.251 -
Offi ce of Research Karen Liming (Orgs: 40000, 40180, 40200, 40201, 40202, 40203, 40204 and 40240) liming.1 688-4648Brooke Heslep HR (Org: 40000, 40180, 40200, 40201, 40202, 40203, 40204 and 40240) helsep.3 247-2584David Scarlett (Org 40003) scarlett.1 688-5640Stephanie Arend (Org 40012) arend.24 292-2368Justin Costa, Hope Harrison (Orgs: 40210, 40220, D4028 and D4029) costa.31, harrison.287 292-9394Drew White HR (Org: 40210, 40220, D4028 and D4029) white.1965 292-2318Zack Mikesell (Org 40013) mikesell.22 292-1582Ruth Luketic (Orgs: D40040 and D40050) PACKING SLIPS luketic.1 292-3446Robin Gates (Org 40041) gates.79 292-0689Angie Dockery (Org D4008) dockery.9 247-4670Mary McCleery (Org 40082) Nanotech West mccleery.7 688-3119Kelly Crawford (Org D4009) crawford.492 292-8704Jessica Rector (Org D4012) rector.36 688-8123Joetta Manion (Org 40260) manion.33 292-1840Michele Cook, Charmaine Koch (Org D4050) cook.942, koch.266 292-7972Bryan Ford, Grace Hicks (Org 40540) ford.95, hicks.519 247-6266
Offi ce of the Chief Information Offi cer (CIO) Kristi Davis davis.1724 292-9163OSU Online Sandy Bell bell.597 292-1073Undergraduate Education and Enrollment Services Jeff Allen allen.728 247-6984
Julie Schultz, Bernard Savarese (statements for UAFYE) savarese.3 688-7553Ashley Levesque [email protected] 247-2505
Wexner Center for the Arts (Wexner) Kevin Hathaway hathaway.3 292-0212
2.) Data Manager will follow up via email with each contact for each failed transaction type. The following information must be addressed:
a. The issue with the transactionb. Possible cause for the errorc. Resolution to ensure the error is corrected for future transactions
3.) Failed Transaction Type and responsible Unit will be added to the next month’s Review List
4.) Once issue has been addressed, upload email into access database
39
Process #7: Final Review and Fiscal Manager and AVP Approval
Once all the transactions have been reviewed and all failed transactions have been followed up on, a summary report will be generated that will summarize the overall performance of the transactions. The report will state how many transactions from each sample population there were and what the pass percentage is. This report will then be reviewed by the Fiscal Manager and Assistant Vice President of the Office of Academic Affairs. Below is a sample of the approval sheet:
40
xx
Sam
ple
Type
Tota
l Sam
pled
Tota
l Pas
sed
Pass
Per
cent
age
Com
men
ts:
IRP
Sam
ple
320
320
100%
No
Com
men
ts N
eede
d, N
o Fa
iled
Tran
sacti
ons
Gra
duat
e Sc
hool
6060
100%
No
Com
men
ts N
eede
d, N
o Fa
iled
Tran
sacti
ons
Joh
n Gl
enn
Insti
tute
1010
100%
No
Com
men
ts N
eede
d, N
o Fa
iled
Tran
sacti
ons
Lib
rarie
s30
3010
0%N
o Co
mm
ents
Nee
ded,
No
Faile
d Tr
ansa
ction
s O
AA A
dmin
2020
100%
No
Com
men
ts N
eede
d, N
o Fa
iled
Tran
sacti
ons
Offi
ce o
f Div
ersit
y In
clusio
n (O
DI)
4040
100%
No
Com
men
ts N
eede
d, N
o Fa
iled
Tran
sacti
ons
Offi
ce o
f Hum
an R
esou
rces
(OHR
, HR)
2020
100%
No
Com
men
ts N
eede
d, N
o Fa
iled
Tran
sacti
ons
Offi
ce o
f Int
erna
tiona
l Aff
airs
(OIA
)20
2010
0%N
o Co
mm
ents
Nee
ded,
No
Faile
d Tr
ansa
ction
s O
ffice
of R
esea
rch
1010
100%
No
Com
men
ts N
eede
d, N
o Fa
iled
Tran
sacti
ons
Offi
ce o
f the
Chi
ef In
form
ation
Offi
cer (
CIO
)60
6010
0%N
o Co
mm
ents
Nee
ded,
No
Faile
d Tr
ansa
ction
s U
nder
grad
uate
Edu
catio
n an
d En
rollm
ent S
ervi
ces
1515
100%
No
Com
men
ts N
eede
d, N
o Fa
iled
Tran
sacti
ons
Wex
ner C
ente
r for
the
Arts
(Wex
ner)
3535
100%
No
Com
men
ts N
eede
d, N
o Fa
iled
Tran
sacti
ons
Smal
l Tra
nsac
tion
Type
Sam
ple
4040
100%
No
Com
men
ts N
eede
d, N
o Fa
iled
Tran
sacti
ons
Gra
duat
e Sc
hool
33
100%
No
Com
men
ts N
eede
d, N
o Fa
iled
Tran
sacti
ons
Joh
n Gl
enn
Insti
tute
66
100%
No
Com
men
ts N
eede
d, N
o Fa
iled
Tran
sacti
ons
Lib
rarie
s2
210
0%N
o Co
mm
ents
Nee
ded,
No
Faile
d Tr
ansa
ction
s O
AA A
dmin
44
100%
No
Com
men
ts N
eede
d, N
o Fa
iled
Tran
sacti
ons
Offi
ce o
f Div
ersit
y In
clusio
n (O
DI)
55
100%
No
Com
men
ts N
eede
d, N
o Fa
iled
Tran
sacti
ons
Offi
ce o
f Hum
an R
esou
rces
(OHR
, HR)
99
100%
No
Com
men
ts N
eede
d, N
o Fa
iled
Tran
sacti
ons
Offi
ce o
f Int
erna
tiona
l Aff
airs
(OIA
)4
410
0%N
o Co
mm
ents
Nee
ded,
No
Faile
d Tr
ansa
ction
s O
ffice
of R
esea
rch
33
100%
No
Com
men
ts N
eede
d, N
o Fa
iled
Tran
sacti
ons
Offi
ce o
f the
Chi
ef In
form
ation
Offi
cer (
CIO
)2
210
0%N
o Co
mm
ents
Nee
ded,
No
Faile
d Tr
ansa
ction
s U
nder
grad
uate
Edu
catio
n an
d En
rollm
ent S
ervi
ces
11
100%
No
Com
men
ts N
eede
d, N
o Fa
iled
Tran
sacti
ons
Wex
ner C
ente
r for
the
Arts
(Wex
ner)
11
100%
No
Com
men
ts N
eede
d, N
o Fa
iled
Tran
sacti
ons
Prev
ious
Fai
led
Tran
sacti
ons S
ampl
e15
1510
0%N
o Co
mm
ents
Nee
ded,
No
Faile
d Tr
ansa
ction
s G
radu
ate
Scho
ol0
010
0%N
o Co
mm
ents
Nee
ded,
No
Faile
d Tr
ansa
ction
s J
ohn
Glen
n In
stitu
te0
010
0%N
o Co
mm
ents
Nee
ded,
No
Faile
d Tr
ansa
ction
s L
ibra
ries
22
100%
No
Com
men
ts N
eede
d, N
o Fa
iled
Tran
sacti
ons
OAA
Adm
in3
310
0%N
o Co
mm
ents
Nee
ded,
No
Faile
d Tr
ansa
ction
s O
ffice
of D
iver
sity
Inclu
sion
(ODI
)4
410
0%N
o Co
mm
ents
Nee
ded,
No
Faile
d Tr
ansa
ction
s O
ffice
of H
uman
Res
ourc
es (O
HR, H
R)1
110
0%N
o Co
mm
ents
Nee
ded,
No
Faile
d Tr
ansa
ction
s O
ffice
of I
nter
natio
nal A
ffai
rs (O
IA)
00
100%
No
Com
men
ts N
eede
d, N
o Fa
iled
Tran
sacti
ons
Offi
ce o
f Res
earc
h2
210
0%N
o Co
mm
ents
Nee
ded,
No
Faile
d Tr
ansa
ction
s O
ffice
of t
he C
hief
Info
rmati
on O
ffice
r (CI
O)
00
100%
No
Com
men
ts N
eede
d, N
o Fa
iled
Tran
sacti
ons
Und
ergr
adua
te E
duca
tion
and
Enro
llmen
t Ser
vice
s0
010
0%N
o Co
mm
ents
Nee
ded,
No
Faile
d Tr
ansa
ction
s W
exne
r Cen
ter f
or th
e Ar
ts (W
exne
r)3
310
0%N
o Co
mm
ents
Nee
ded,
No
Faile
d Tr
ansa
ction
s
Date
Sig
ned
xx
Gret
chen
Gom
bos,
Fisc
al M
anag
er o
f OAA
Matt
Yod
er,
Data
and
Qua
lity
Man
ager
Henr
y Zh
eng,
Ass
istan
t Vice
Pre
siden
t of O
AA
Tran
sacti
on V
erifi
catio
n Su
mm
ary
June
201
2O
ffice
of A
cade
mic
Affa
irs
Timing and Completion for Transaction Verification
The Transaction Verification process will follow similar timing guidelines as the reconciliation process. Listed below are the expectations for process and completion of a specific month when operating in a business as normal process:
1.) On the 5th business day of a specific month, the prior months data will be pulled from a flexible 91 report in order for the Verification process to begin
2.) The data pulled from the Flexible 91 report will be reviewed and summarized within one business day and sent to Institutional Research and Planning
3.) Institutional Research and Planning will review, analyze and sample the data and return the Verification sample no later than the 15th of the current month
4.) The Verification team will have the remaining part of the month to review, follow up and complete each transaction by the end of the current month
5.) In the event that a transaction needs additional information or documentation from a Unit, the Verification team will reach out to the Unit through a single email request giving the Unit one to two weeks’ time in order to respond with the needed information
6.) In the event that a transaction needs additional information or documentation from the Service Center, the Verification team will reach out to the Service Center through email requesting the documentation be sent with one to five business days
7.) The Verification team has 30 days to complete the verification process once the data has been received
8.) Once all documents have been received and transactions have been verified, the Data and Quality Manager will have one business day to compile the printed results and have the Fiscal Manager and the Assistant Vice President sign off on the results
9.) Results will be distributed to the Unit contacts along with the Service Center within one business day after signatures have been obtained
41
Reporting for Transaction Verification
42
ITEM PURPOSE Frequency Service Center Department
P-Card Compliance Reporting Monitor P-Card activity and approvals to ensure all activity is accounted for Monthly X
Purchase Order Reporting Monitor Purchase Order lifecycles Monthly X
Travel Status Reporting Monitor travel requests to ensure payments are processed within the 90 day deadline Monthly X
MBE/Edge Reporting Monitor all Minority buying percentages Monthly X
Access ReportingMonitor all PeopleSoft/Travel System and eRequest roles assigned to users in order to
maintain segregation of dutiesMonthly X
Training Reports Monitor all training recommendations and requirements for Fiscal personnel Monthly X
Sub-Certification Self-Assessment Annual compliance self-reporting process management Annual X
PIER Reporting Annual equipment inventory process management Annual X
COI Reporting Annual Conflict of Interest process management Annual X
Research Reporting Works with units to ensure that all e-Certifications and Sponsored Research is completed in
a timely fashionMonthly X
eReports - Standard Monthly 61 ReportLists asset, liability and equity balances for each Org and Fund according to the General
LedgerMonthly X
eReports - Standard Monthly 90 ReportReport that lists Budget and Actual expenses by Org and Fund in order to derive large
variance between each value, review open purchase orders and remaining encumbrancesMonthly X
eReports - Standard Monthly 91 Report Lists transaction detail from the General Ledger by Org and Fund from prior reported months Monthly X
eReports - Flexible ReportsIf variation or issues arise while reviewing the Standard Monthly 61 and 90 Reports, Flexible
reports will need to be run in order to resolve the issueAs Needed X
UMS Report (Mailing Report)*Report that details mail purchases by Org and Fund in order to show how much each unit is
spending on mailMonthly X
Purchasing Card Reconciliation Report* Report that lists all transactions completed on a specific purchasing card for each unit Monthly X
OIT T&N Billing Statements* Report that details total phone usage and charges based on Org and Fund Monthly X
University Development Report* TAS report which lists Fund transfers for the month Monthly X X
Fund Exception ReportReport which shows transactions in which the Fund is posted under an incorrect Org in order
to identify any issues with mismatched Chartfield valuesMonthly X
P-Card Clearing Accounts Verifies that all P-Cards have been reallocated from the 61206 clearing account Monthly X
*These reports will not be ran on a standard monthly basis but only when a relative transaction is pulled in the sampling process
Responsibility
General Ledger Reconciliation & Transaction Verification ProcessesFiscal Process
Reporting for Transaction Verification continued
43
ITEM PURPOSE Frequency Service Center Department
Job Data Report Verify HRA to Peoplesoft Entry - Run Daily Daily X
Bi-Weekly e-timesheet reportAllows SC to see what active employees have not yet submitted timesheets. Run Mon & Tue
of payroll deadline week. SC follows up with any employees that have not submitted. Wednesday is final run to verify etime to Peoplesoft
Mon/Tues of Payroll Week X
Additional Pay Report Verification of system entry to HRA and give SC lead list of all approval of add pay needed Periodically/by deadline X
HRB140 Analysis of YTD GL Activity - Month my month payout - verfiy and look for outliers. Monthly X
Position Worklist Used to see open positions created by the specialists which provides the list of approvals Every Wednesday X
Job Opening Worklist Shows all jobs that need to be approved for posting Every Wednesday X
Pay 364 - Check Distribution Report Verify if payments were correctly made in order to identify any anominalies Bi-Weekly X
HRB770 - Monthly Payroll Cert ReportUsed to confirm if an employee is a current employee of the University in order to avoid
paying terminated personelMonthly X
HRB110 - Analysis of General Fund Uncommitted Budget Balances
Shows budget and annual rates for each individual by Org and Fund After Each Payroll X X
HRB130 - Reconciliation of HR-GL Components of Actual Expense
Shows the names of the employees paid out of a specific Org and Fund After Each Payroll X X
HRB140 - Analysis of Year-toDate HR-GL Activity Shows YTD payroll payments which is used to determine unusual or irregular activity After Each Payroll X X
Bi-Weekly and Monthly Checklists Used to ensure that all payments are correct, current and fall into compliance Monthly X
HRB170 - Personnel Expenditure Transfer Used to reconcile the HRA to the PET Monthly X
Responsibility
General Ledger Reconciliation & Transaction Verification ProcessesHR Process
Appendix 1.1: Additional Data Columns for Monthly Transactions
This appendix will explain how to add the proper Unit, Voucher Code and Transaction Description to each transaction downloaded from eReports
Unit:1.) In cell AL1, type “OSU Unit”2.) In cell AL2, enter the following formula:
=VLOOKUP(D7,'W:\OAA_FiscalHR_Students\OAA Service Center - Data\Lookups\[UnitLookup.xlsx]Unit Lookup'!$A$2:$E$601,4,FALSE)
3.) Drag the formula in this cell down to the last transaction on the Excel document
Voucher Code:1.) In cell AM1, type “Voucher ID”2.) In cell AM2, enter the following formula:
=LEFT(MID(AA2,3,3))&LEFT(MID(AA2,3,4))3.) Drag the formula in this cell down to the last transaction on the Excel document
Transaction Description:1.) In cell AN1, type “Combined”2.) In cell AN2, enter the following formula:
=M2&N2&AM2&G23.) Drag the formula in this cell down to the last transaction on the Excel document4.) In cell AO1, type “Transaction Description”5.) In cell AO2, enter the following formula:
=VLOOKUP(AN2,[DescriptionLookup.xlsx]Description!$E$2:$F$2296,2,FALSE)6.) Drag the formula in this cell down to the last transaction on the Excel document7.) Review all of the lookup functions calculated in the above steps. If any of the formulas return
#N/A, that means that either the Unit or Transaction Description are new and need to be added to the lookup spreadsheets
8.) Once all formulas are completed, highlight columns AL through AO. Copy and paste special values in these columns
9.) Hide column AN
Survey Data:1.) In Cell AP1, type “Combined2”2.) In cell AP2, enter the following formula:
=AL2&AO23.) Drag the formula in this cell down to the last transactions on the Excel document4.) In cell AQ1, type “Rate of Error”5.) In cell AQ2, enter the following formula:
=VLOOKUP($AP2,'W:\OAA_FiscalHR_Students\OAA Service Center - Data\Lookups\[SurveyLookup.xlsx]Raw'!$C$2:$G$397,2,FALSE)
6.) In cell AR1, type “# of Touch Points”
44
7.) In cell AR2, enter the following formula:=VLOOKUP($AP2,'W:\OAA_FiscalHR_Students\OAA Service Center - Data\Lookups\[SurveyLookup.xlsx]Raw'!$C$2:$G$397,4,FALSE)
8.) In cell AS1, type “Compliance/Fraud Risk”9.) In cell AS2, enter the following formula:
=VLOOKUP($AP2,'W:\OAA_FiscalHR_Students\OAA Service Center - Data\Lookups\[SurveyLookup.xlsx]Raw'!$C$2:$G$397,5,FALSE)
10.)Drag the formulas in the previously mentioned three columns to the last transaction on the excel document
45
Appendix 1.2: Correcting Mislabeled Transaction Types:
Based on coding, some transaction types show up incorrectly when the Transaction Type is assigned to each line item. This issue is directly related to the Req, PO, Special Convenience Order Numbers with Paper Request description type but is also related to a few other categories such as Individual Gifts to Principal Fund and Journals. In order to correct these types, follow the instructions below:
1.) Open the current month raw data tab and sort the data based on “Amount”2.) Copy all line items which do not have a dollar value and paste into a new spreadsheet and name
this new spreadsheet “Blank Amounts”3.) Insert a new column between “Voucher ID” and “Transaction Description” and name this
column “Comb”4.) In the “Comb” column, enter the following formula in the 1st cell of that column:
a. =D2&E2&F2&G2&H2&I25.) Open the current month filtered file and insert two new columns between “Voucher ID” and
“Transaction Description”. Name the first column “Comb” and the second “New Transaction Type”
6.) Complete the same process listed in step 4 for the “Comb” column7.) In the first cell of the “New Transaction Type” column, complete a vlookup that pulls the
“Comb” column value from the Filtered file and looks up the Transaction Type from the “Blank Amount” file
8.) Where there are #N/A values in the “New Transaction Type” column, use the original Transaction Type
9.) Copy and paste all new values from the lookup function for the Req, PO, Special Convenience Order Numbers with Paper Request in the original Transaction Type column
10.)Review any other variances listed between the two Transaction Type columns to determine if other values need to be changed according to the type of transaction
46
Appendix 1.3: Necessary System Access:
In order to complete the Transactions Verification process, a processor must have access to the following systems:
1. PeopleSoft – HR2. PeopleSoft – Financial3. The Advancement System (TAS)4. Mail Website (receivingandmail.osu.edu)5. eReports – HR6. eReports – Financial7. HR Action 8. eTravel9. UNITS Website10. OAA Bricker Shared Drive (W:)
System access can be limited to read-only for each of these systems as no processing is necessary during the Transaction Verification.
47