2 11/7/2011 Administrative Applications Development 2
Overview and Resources
Documentation
Journal Types
Workflow and Journal Status
Wasabi Features
Exercises and Reports
3
Reallocating money from one 33-digit chart of account combination
to another or to several accounts
For Example: ◦ Correction or Adjustment
◦ Moving expenses from one funding source to another
◦ Account for the sale of goods or services
◦ Transfer funds
11/7/2011 Administrative Applications Development 3
4 11/7/2011 Administrative Applications Development 4
Must meet “re-performance standard”
Any person can recreate the journal entry using the supporting documentation.
Use Wasabi entries to meet this standard ◦ General description field
◦ Journal notes field
◦ Journal line detail
Keep electronic or paper copy on file for 3 years (or longer, if sponsored guidelines require it.)
HSPH Policy on Journal Entry Review
5 11/7/2011 Administrative Applications Development 5
If you need to add supplemental documents, use the View/Attach Image feature: Select G/L radio button
Select Batch ID from picklist
Browse to upload file – or –
View document that was previously uploaded
6
Create Journal
Transmit/Proof
11/7/2011 Administrative Applications Development 6
Resources for Journals: OFS iSite/Journals and Policies Wasabi Manual/Journals HLCRA - Harvard Longwood Campus Research Administration H.U. Office of the Controller
7 11/7/2011 Administrative Applications Development 7
Y=Accepted by G/L
V=to be Verified
A-Accepted to HDW
Y V
E
X
H/W
A
E=Entered
X=Transmitted
H=Hold
W=Released from Hold
Journal “feed” to Central is every ½ hour Journal Status Descriptions
Wasabi Central-G/L Harvard Data Warehouse
8 11/7/2011 Administrative Applications Development 8
Equipment
Cost Sharing
Journal Types
9
I just transmitted a payroll cost sharing journal for a biweekly employee and I need to delete it. What should I do?
11/7/2011 Administrative Applications Development 9
ListTransactionsTransaction Types
Call the “Hold Reviewer” contact to reject the journal.
What transaction type do I use if I’m transferring between funds using object 8921?
I need to do a journal to object 6440. What journal type should I use?
Transaction type 85
Transaction Type 52
10 11/7/2011 Administrative Applications Development 10
Open Period = Current Month + 2 or 3 days into next month
*Use iCalendar to keep track of monthly G/L Blackout Dates
11
When charging to an Tub/Org outside of your own Org (Dataset)
1. Obtain other unit’s account string
2. Go to AccountsAccount Maintenance 3. Enter the account string and a title 4. Change status to “Current” 5. Select “Request Access”
Check Journal box
Leave default approver or select someone else
Select an expiration date (default is 2 weeks)
6. Select “Save” (Important!)
11/7/2011 Administrative Applications Development 11
Understanding Access Requests
12
Correcting Journal
In SAFSDEMO
Request Access to another Org’s account
Save journal (will use in a later exercise)
11/7/2011 Administrative Applications Development 12
13
Spending beyond the amount funded by the federal sponsor as defined by the award.
◦ Companion account--non-sponsored fund/sponsored activity combination – “no-no” in Wasabi
Use a cost sharing journal type when the coding results in a non-
sponsored fund and a sponsored activity:
Journal type 92 – Monthly (Faculty) payroll
Journal type 93 – Biweekly (Admin & Profess /Support Staff) payroll
Journal type 14 – Weekly (Temporary)payroll
Journal type 64 – non-payroll journal
11/7/2011 Administrative Applications Development 13
FAQs on Cost Sharing Journals Item b. HLCRA Website/Financial Policies
14
Journal Type 52 – Fee/Stipend Grants ◦ Objects 6410 and 6440
◦ Goes on hold with Student Services
Journal Type 95 – Scholarships (6430) ◦ Goes on hold with Student Services.
◦ Method to notify student services that funds need to be transferred
◦ They will transfer funds outside of the journal process
11/7/2011 Administrative Applications Development 14
15
Transferring an expense that was previously
recorded elsewhere in the General Ledger to a
federally sponsored account.
Examples:
Transfer pre-award costs from holding account
Correct clerical error
Reallocate salary and fringe to reflect actual effort
Reallocate shared services that were charged elsewhere
11/7/2011 Administrative Applications Development 15
Wasabi Online Manual-Cost Transfers HLCRA Website/Financial Policies OSP Cost Transfer Policy Website
16
Is the debit amount over $500?
Is the effective date and original transaction date in a different year or month
Is the journal between the same fund/activity?
Do the subactivities have different budget periods (start/end dates)?
11/7/2011 Administrative Applications Development 16
17
When approval from OSP is received or you need to override the CT prompts:
1. Bring up the journal in Wasabi.
2. Save it and answer “yes” to CT prompt
11/7/2011 Administrative Applications Development 17
Must have appropriate security rights. Department approver or Sr. Financial Administrators have these rights.
3. Enter date of OSP approval (today’s date for an override) 4. Save the journal 5. Go to Transmit/Proof and transmit journal.
18
By payroll type ◦ Weekly (Temporary)
◦ Biweekly (Admin & Profess./Support Staff) ◦ Monthly (Faculty)
All fringe adjustments controlled by Central
11/7/2011 Administrative Applications Development 18
19
Required when an error is corrected after the payroll cycle and the employee’s funding has changed Only objects 6050/6052 and 6070/6072
Debit and Credit must result in net of zero
Cannot debit or credit fringe objects
Cannot debit or credit payroll reimbursement objects
11/7/2011 Administrative Applications Development 19
OFS/iSite/Transactions/Vacation Journals
20
Where? - on payroll journals
When? – journal period is not the current fiscal year.
Why? – you want Wasabi to calculate fringe using the correct fringe rates.
How? – Select “Y” in the “Bypass Fringe” column on the Coding Tab
What? – Wasabi automatically adds fringe lines and amounts. Go back and add fringe amount to the control total.
11/7/2011 Administrative Applications Development 20
21
Your Own Dataset
Create Payroll journal
Use Fringe Bypass
11/7/2011 Administrative Applications Development 21
22
Copy a previous journal
Cannot delete a journal once it’s been transmitted
Steps to “delete” a journal: 1. Create a Reverse journal using the Clone feature
2. Transmit to “undo” the incorrect journal
3. Create a new, correct journal
11/7/2011 Administrative Applications Development 22
23
Separate file formats for: ◦ Payroll Journals
◦ Stipends
◦ All Other Journals
You can also use the Account Budget Report export as the journal import file.
11/7/2011 Administrative Applications Development 23
24
Detailed Transaction Report
G/L Journal Status Report
11/7/2011 Administrative Applications Development 24
25
Use Clone Feature to Reverse a Journal
Import a file to create a journal
Run Journal Reports
11/7/2011 Administrative Applications Development
25
26
Batch is accepted by G/L
Batch is reconciled and in the HDW
11/7/2011 Administrative Applications Development 26
27
Batch is on rejected by G/L Batch is on HOLD with HSPH contact Batch is rejected by HOLD contact
11/7/2011 Administrative Applications Development 27
29 11/7/2011 Administrative Applications Development 29
Presentation available in Wasabi Manual/Training page and OFS iSite/ Training Tab/Training Documents topic box