Finance Forum
March 2008

The March 2008 Finance Forums were held on March 18 and March 20. Topics included presentations from Payroll and the University Business Office.

Chris Jones, Payroll, presented on JMU Time Entry. Some highlights of Chris' presentation include:

• The path to enter time entry is JMU Faculty/Staff Homepage>IS Applications>HR Core Office Users. Login with your user ID and password. JMU Applications>JMU Payroll>Time Entry. Leave box empty and click search to view all values. This will give you a listing of all approved/blank timesheets.
• JMU Time Entry Exceptions can be entered into the HR System to be looked at individually by the Payroll Office.
• No hours will be paid until a current Contract/PAR is received and processed in the Payroll Office. This includes salary advances.
• Always remember to hit "Save" frequently! Your session may time out and your data will be lost if not saved.
• Changes can be made at anytime during open access to data entry. You must first have the timesheet unapproved before changes can be made. Don't forget to save and have the timesheet reapproved.
• To add/update/delete signature authority of those who are able to enter and/or approve information, a new Signature Authorization Form must be submitted to the Finance Office MSC 5719.
• You can only view employees paid from department(s) that you have access to.
• Ensure time entry backups are in place to enter data during vacations, sickness, and holidays. Backups need to attend training in order to receive access to enter data.
• The deadline for time entry cannot be extended for anyone, for any reason, at anytime. Give Payroll a call if the deadline is approaching and you are unable to finish data entry on time.
• Maintain proper documentation for audit purposes.
• For more information, go to http://www.jmu.edu/payroll/
• Chris Jones can be contacted at jones5cm@jmu.edu or x86233.

Kathy Starick and Brandon Cline, University Business Office, presented AACP Modules 3.15 Authorized charges to student accounts, 3.16 Electronic Bill Presentment, 3.17 Departmental Scholarships, 9.2 Deposits, 9.10 Accounts Receivable. Highlights of their presentation include:

• The deposit transmittal is required when departments prepare deposits for the Cashier's Office. Remember, departments should not collect money of any kind without the written approval from the Assistant Vice President for Finance!
• All checks being deposited must be immediately endorsed upon receipt. The endorsement stamp must have specific verbiage per the state. Contact Bobbie Jones in the Cashier's Office for information on ordering a stamp.
• The official JMU invoice must be used by departments when invoicing customers for goods provided/services rendered. A copy needs to be sent to the University Business Office along with a completed Deposit Transmittal Form.
• The University Business Office handles incoming wire/ACH transactions for the university. If you are expecting a wire or ACH payment, complete the Wire/ACH Claim Form for Electronic Payment. UBO will notify the department when the funds have been received. UBO will then transfer funds to the department.
• If a department is expecting funds via wire/ACH and they have not yet been received, then the Unclaimed Wire/ACH Transfers spreadsheet should be checked for unclaimed wires. You will be required to enter your userid and password.
• The University Business Office sends reports to departments each month listing funds that UBO has collected for the departments of JMU. The report needs to be signed and returned to UBO by the department after verification of the outstanding invoices that are listed.
• If a department has billed goods provided/services rendered and after 90 days of an account being overdue, the department needs to submit the Delinquent Account Transfer From and all backup documentation to the University Business Office for collection proceedings to begin.
• Travelers may request a travel advance loan by completing the Request for Advance (Travelers Checques)
• The University Business Office maintains the Box Office, selling tickets for a department or concert on campus. The Warren Hall Box Office Departmental Ticket Sales Contract must be completed.
• The University Business Office maintains student accounts, student billing, and student receivables.
• Kathy pointed out the differences between a stipend and a scholarship that departments may wish to give a student. A stipend is used to pay a student for work performed whereas a scholarship is money given to a student with no work involved. Scholarship monies will appear on the 1098T tax form.
• For further information and the forms mentioned above, go to http://www.jmu.edu/ubo/departmental/
• Kathy Starick can be reached at staricks@jmu.edu or x83719.
• Brandon Cline can be reached at clinebm@jmu.edu or x88011.