I need to deposit a check. What do I do?

Where do I find an A/P check being held for pickup?

How do I make a journal entry?

Do I need to report donated or transferred capital assets?

How can I get rid of a piece of equipment?

Is my account number set up?

What is an A-133 Audit?

What is our current Fringe Benefit and O/H rates?

If a PI has a payroll account change/cost sharing, how do I report it on their time and effort?

What is the current annual salary and % distribution of an employee?

How can I obtain an update on my grants and contracts?

Where can I obtain detail information about charges to my grants/contracts?

Can I re-budget my balance from laboratory supplies to equipment?

How much money do I have left?;

Can I carryover my projected balance into the next budget year?

Can I see a list of who was charged to each grant/contract?

How long do I have to keep my files/reports?

What does FAME stand for?

What is CUFS?

What is a Chart field?

How do I request a new Chart field?

How can I establish eReports security for my employees and myself?

Q: I need to deposit a check. What do I do?
A: Obtain a “Transmittal for Funds to be Deposited” form. Complete the form, attach the checks, an adding machine
tape and bring to the Treasury department in SC1-129, either to Alan Wagschal (3-5305) or Luz Ibanez (3-2664).

Q: Where do I find an A/P check being held for pickup?
A: Gladys Johnson (3-5300) in the Cashier's Office. She will call you when she receives the check from Accounts Payable. Please make sure you bring proper ID when picking up these checks.

Q: How do I make a journal entry?
A: If you wish to make a journal to a non-grant fund, contact Willie Williams (3-8529) in the Accounting department.
He will send you a journal template and instructions; fill it out and e-mail back to Willie. The journal will not be
posted until you send him the hard copy backup and a journal form with appropriate approvals.

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Q: Do I need to report donated or transferred capital assets?
A: All assets donated must be reported to both the Development Office (for the donation acknowledgement) and Plant Fund Accounting. All assets purchased on grants or contracts and transferred to the School must be reported to the Restricted Fund and Plant Fund Accounting departments. The location, utilization, descriptive and estimated asset
value information will be included in the General Ledger and Property System for insurance coverage and
grant/contract reporting and expense recovery.

Q: How can I get rid of a piece of equipment?
A: First, get approval for removal or disposing of the equipment from the chairman/department head responsible for
the asset. If you don’t know who is responsible for the equipment, get the tag #, model, serial number, name of manufacturer and contact Plant Fund Accounting and they will research the system to determine the contact person. Second, complete a Property Relocation/Disposal form describing the asset, reason for relocation or disposal and appropriate account information for processing transaction. Third, forward completed form to Plant Fund department for determining if there are any restrictions on the disposition of the asset based on funding source. Once approved by Property Manager, the form will be forwarded to the Move Coordinator for processing. Finally, schedule the removal of the asset with the Move Coordinator and notify Plant & Maintenance of any electrical or plumbing involved with the removal of the asset. If item is to be sold or traded in for a new asset, please follow the same steps prior to generating the sale or purchase requisition and attached when processing the order.

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Q: Is my account number set up?
A: Once the award notification is received and all compliance issues satisfied in OGARS (Office of Grants
Administration & Research Services), an account number will be established.

Q: What do I do with a check received by our department?
A: Forward the check along with all supporting documentation to Angela Wallace (3-6604) in Sponsored Programs.

Q: What is an A-133 Audit?
A: All institutions that receive outside funding over 300K are required to have an outside public accounting firm
perform an audit of all sponsored programs as well as internal controls, including processes and procedures that manage the funds.

Q: If a PI has a payroll account change/cost sharing, how do I report it on their time and effort?
A: A payroll allocation change or cost sharing should be recorded directly on the effort report. Utilize the comments section to explain what and why.

Q: What is the current annual salary and % distribution of an employee?
A: If you require the latest salary distribution information, please contact Ken Nditsi (3-3036) in Sponsored Programs located in Greenberg Hall, SC1-129.

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Q: How can I obtain an update on my grants and contracts?
A: The eReports Grant Summary Report provides the budget, expenses and projections. For additional information,
please contact your Sponsored Program Financial Analyst.

Q: Where can I obtain detail information about charges to my grants/contracts?
A: The eReport Detail Report lists all revenue and expenses charged to the chart string for the requested time period. Special Detail Report is YTD.

Q: Can I re-budget my balance from laboratory supplies to equipment?
A: Since this is specific to the agencies rules and regulations, please contact your Sponsored Program Financial Analyst.

Q: Can I carryover my projected balance into the next budget year?
A: Since this is specific to the agencies rules and regulations, please contact your Sponsored Program Financial Analyst.

Q: Can I see a list of who was charged to each grant/contract?
A: The eReport Payroll Distribution Report lists the employees and amounts that were expensed against the requested chart string. For further information, please contact your Sponsored Program Financial Analyst.

Q: How long do I have to keep my files/reports?
A: According to OMB Circular A-110, Financial records, supporting documents, statistical records, and all other records pertinent to an award shall be retained for a period of three years from the date of submission of the final
expenditure report or, for awards that are renewed quarterly or annually, from the date of the submission of the quarterly or annual financial report, as authorized by the Federal awarding agency.

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Q: What does FAME stand for?
A: FAME is an acronym for Financial Accounting Made Easier. This was a name established for the NYU version
of the People Soft accounting system.

Q: What is a Chart field?
A: A chart field is a People Soft convention for determining the specific cost center for charges to it’s ledger. There are primarily 5 components to a chart field: Fund, Organization (Dept. ID), Program, Project/Grant and Account. Any
valid combination of these 5 chart fields can be used to record revenue and expenses.

Q: How do I request a new Chart field?
A: Once you have determined the need to establish a new (non-grant) Chart field, please submit a Chart field
Request Form to Steve McClendon (3-6939). Steve will process the request and, within two business days,
create a new chart field.

Q: How can I establish eReports security for my employees and myself?
A: The eReports security system is based on both individual and combinations of chart fields. Based on your position,
you may automatically have certain rights to chart fields. Determination of such security is the discretion of
the Department’s Administrator. If you are the Administrator, feel free to email Steve McClendon when you would
like to grant/limit access to a member of your staff based on changes in an employee’s function.

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