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Transfer of Expense Manual - Business & Financial Services

Contents

1. ww Transfer of Expense List of Transfers a D mm v iPage v Tools y J espresso Transfer of Expense 1 52 Lynsey Knutson Sign out A Expenditures user Parame M r I List Mode View Prepare Modify Review Post Audit Reassignment Current Ledger Date 200902 Area Department CNS CALIF NANO SYSTEMS INSTITUTE v Transfer Status lt lt PENDING WORK gt gt Bg Four Month Period From Jan VY 2009 v High Risk Category CALL searchby O Vouchere Oreg sid Display O 31363 CHEM 01 08 2009 30 00 Pat L Walker HGRK een 31426 CNSI 01 12 2009 9 00 Matthew Delaney LOW RISK wee O 31452 CNSI 01 13 2009 10 00 Matthew Delaney HGRK nee O 31645 CNSI 01 20 2009 1 560 00 Theodore Thomas NO RISK P eee O 31905 CNSI 01 29 2009 339 50 Theodore Thomas UNKNOWN RISK a O 32013 CNSI 02 03 2009 523 50 Theodore Thomas HGRK lt lt Multiple gt gt P O 32139 CNSI 02 11 2009 22 27 Matthew Delaney HGRK lt lt Multiple gt gt A O 32141 CNSI 02 11 2009 41 20 Matthew Delaney HGRK lt lt Multiple gt gt omen O 32159 CNSI 02 11 2009 22 24 Matthew Delaney LOW RISK ee O 32169 CNSI 02 11 2009 26 52 Matthew Delaney UNKNOWN RISK lee PDF Print Modify Reassignment Statistics View Prepare Done e Reviewer I will receive the transfer in the Pending Work status requiring approval e Select the target transaction e View e This button will allow the Reviewer to view the tra
2. Expenditures Ise Paramelers Current Ledger Date 200902 Department NRULNEUROSCENCE FESEANCH INST WRINEUROSCENCE TESEANCHNET V RAR rE a arrnaveD Four Month Period From Fab 2008 ww High Risk Category Search by G m pima Owner Depl Date Taryel Amount Ciealed By Risk Caleyury t 7 i 7 a i 431 MII 021212009 36 67 Elisabeth A Kealy LOWRSK ne A 432 MSI 0242200 lisabeth A Kea Ob ae Q l 02122009 238 2 Elisabeth AKealy LOWRSK APIRAVED ame TE pi i i om 433 Mall 2 20 9260 40 Elisabeth AKeal LOWRS sie C i ais 02122009 ak Elisabeth AKealy ee LOW RSK APPROVED _ gt 43d Mall 02122009 266 96 Elisabeth AKealy LOWRSK M m A oun rsd me Ue ll er 32009 54 1 aura SUS LOW RSH Baas C 435 MSI 02132009 54 11 Laura SUSIN LOW RSK APIR JED EZ mae ha Done T Q Internet A 100 35 4 09 TOE Training Manual Chapter 3 PREPARER C High Risk Transfer How to Prepare a High Risk Transaction e Preparer selects the department that has the source transaction to be transferred e Press Prepare button Transfer of a List of Transfers Windows Internet Explorer Ge yr E htips fioeiscucshedytreyTOEServiet gg toe isc ucsb edu toe
3. EXPENGMLPE Nas ansactions J 50 00 0 00 Total Explanation of expenditure Adjustment 1 Explain why the expenditure was not directly charged to the app xplain fully with appropriate justification An explanation that mere inadvertently charged to incorrect account is insufficient After careful review of his grants the PI determined above expense belonged to 449000 07427 Per PI request the charge is being transferred to charge the appropriate project RDNS4 gt MF1i06 j2 Explain in detail the reason for the tardiness of the transfer 120 day memo is being submitted after 120 days from the original charge since the decision to transfer the expense was just made by the PI today 3 Prepare Modify PDF Print Done Internet R100 e The message above appears to the Preparer I confirming that the high risk transfer has been submitted to Reviewer I and Reviewer II for approval or rejection e Printing the Transfer e Ona High Risk transfer the transfer needs to be printed by pressing the PDF Print button e The transfer must be signed by the principal investigator chair or other academic official and maintained in the department for auditing e The backup documentation for the transfer must be maintained in the department to be accessible during an audit 44 4 09 TOE Training Manual Chapter 3 PREPARER C High Risk Transfer How to Prepare a High Risk Transaction continued gt Transfer of Expense Lis
4. e Save Feature e The save feature holds the transfer in the in progress status allowing for future View Modify Delete or Save amp Submit Non Payroll Expenditure Adjustment Request Request TE Journal Voucher Status IN PROGRESS 54 Department Creation Date Tees of ey Doc Date Ledger Date Identifier MSILMARINE SCIENCE INSTITUTE 02 13 2009 11 17 2008 200811 Cost MEE meetai Cost Tp pret deenen ro o amam 408906 53272 3 2000 NICOLE KLANFER 623 28 2m O 3 248750 fese00 5 fooo0 mozo INicoekanrer o 462 28 m SSS SS ee SSS ES SES aS _ SSeS 000 o BILD L TOC C Mee o 000 e l e BS 00 Be Be ee eee aE 000 sn OT T E L T T E Poo o oo NEE 20 a E i eee ee pe 000 sn DIIT T E TL D T E fo E 000 E Sees ee eS Ss E 000 om DOJITI FF 0 l L D D DSS P 000 Source Balance Target Balance Total Daae Une xplanation of expenditure Adjustment 1 Explain why the expenditure was not directly charged to the appropriate account fund number to which it is being transferred If the transfer includes a contract or grant please explain fully with appropriate justification An explanation that merely states the adjustment being made is to correct an error or to transfer to correct project or expenditure inadvertently charged to incorrect account is insufficient Expenses for lodging and airfare covered by MSI in connection with Carsey Wolf Center s business plan mee
5. Ky o Ph mi z R l Transfer of Expense User parameters wind Mt D R7 iPage y Tok Y E espresso Transfer of Expense 1 52 Lynsey Knutson sign out Email Acknowledgement Settings e Next click on Email Acknowledgement Settings e The User Parameters Settings box is where you turn your email on off e Click the save button after any corrections are made User Parameter Settings User bc LJIKNUT User Name Lynsey Knutson Activate prepare acknowledgment Activate review acknowledgment Activate send email for high risk transfers only Preparer Save 6 4 09 TOE Training Manual Chapter 1 SYSTEM INFORMATION E Emails continued e Turn off Emails e The employee can turn off receipts of email via user preferences e When a transaction is rejected or partially approved an email will be sent to all the preparers in the preparer group of the transfer even if they have email review acknowledgement turned off e Email preferences such as turning on or off email acknowledgements are not for rejections e Preparer e Save and Submit e After preparing a successful transfer an email will be sent to all required Level I and III Reviewers of the source and target transactions see Chapter IT Functional Terms amp Process for details on source amp target transactions who have email prepare acknowledgements turned on Pressing the cancel button on the email stops the transf
6. oo of T f J T T iJ i T l 7m Em E J 000 om DTT ff ff __ D o E T ooo 3m jH O i A _ we jol sf F ES J J gy sacs Balance Target Balance Total Explanation of expenditure Adjustment it Explain why the expenditure was not directly charged to the appropriate account fund number to which it is being transferred If the transfer includes a contract or jgrant please explain fully with appropriate justification An explanation that merely states the adjustment being made is After careful review of his grants the PI determined above expense belonged to 449000 07427 Per A PI request the charge is being transferred to charge the appropriate project JRDNS4 gt MF106 v 2 Explain in detail the reason for the tardiness of the transfer 120 day memo is being submitted after 120 days from the original charge since the decision to transfer the expense was just made by the PI today lt Done Internet 100 e Enter the target transaction to be submitted e There can be multiple target transactions 40 4 09 TOE Training Manual Chapter 3 PREPARER C High Risk Transfer How to Prepare a High Risk Transaction continued Transfer of Expense Creation Modification form Windows Internet Explorer Oo w k v e https ftoe isc ucsb edu toe T OEServlet Transfer of Expense Creation Modification
7. Current Ledger Date 200903 IN on Payroll Expenditure Adjustment Request Request a t a pa ete Musha is Status UN APPROVED Reviews 1 of 2 32863 Department Creation Date meee of ay Doc Date Ledger Date Identifier lt lt HIGH RISK gt 03 10 2009 02 01 2009 200902 Voucher No 08640 Project Description 1 8 EIEEEI 19900 Saeco cs Janos Toll Calls 196 72 m m f a 4o2560 41158 3 azs DPBO45 cs Jan09 Tol Calls 1 80 3M o e 402666 19900 eae DPIMO3 cs Janos Toll Calls 1 02 a4 am Tins aa rr rs am o e sszss0 sas36 3 azs mrsa esJanogtoncais gg BY o i as2550 24922 3 azs Fospos csvanngtoncals fgg 2 o e 442sso 22408 3 azas FeRoo fossanogtoncals fgg Source Balance V Approve Target Balance Total Explanation of expenditure Adjustment 1 Explain why the expenditure was not directly charged to the appropriate account fund number to which it is being transferred If the transfer includes a contract or grant please explain fully with appropriate justification An explanation that merely states the adjustment being made is to correct an error or to transfer to correct project or expenditure inadvertently charged to incorrect account is insufficient Toll calls recharged to ME dept 6 402550 19900 3 4125 DPBO04 After review of the ME Admin fax log sheet by the Analyst it was determine
8. Dp eC e ee e The transfer of expense journal screen contains the selected source transaction The Preparer now inputs the target transaction s to which the source transaction is to be moved on lines 2 to 10 A transaction has a maximum of 10 lines e This screen also contains a Source Transaction button that allows the Preparer to return to the general ledger search screen e Voucher It represents an incremental number 1 99999 assigned to each transaction done at the start of each fiscal year e Journal It represents an incremental number 1 999 assigned to each transaction done at the start of each general ledger cycle 29 4 09 TOE Training Manual Chapter 3 PREPARER B No Low Risk Transaction How to Prepare a No Low Risk Transaction continued Transfer of Expense Creation Modification form Windows Internet ZIG 6 GA T E https toe isc uceb edu toe T OEServlet v 4 X Pe i e ww Transfer of Expense Creation Modification f fr A mm iPage Y iQ Tools y J espresso Transfer of Expense 1 52 Lynsey Knutson sign out A Expenditures UserParameters MT mr Ia EE TS TE ret List Prepare Mode Post Audit Reassignment Current Ledger Date 200902 Non Payroll Expenditure Adjustment Request Request TE Journal Voucher Status IN PPROGRESS 54 Department Creation Date am of LEM Doc Date Ledger Date Identifier MSI MARINE SCIENCE INSTITUTE 02 13 2009 11 17 2008 20081
9. X a i w i We amp Erasto eee ma a A E Page Y Tools cu espresso Transfer of Expense 1 52 Lynsey Knutson Sign out 4 Current Ledger Date 200902 Transfer Status lt lt PENDING WORK gt Four Month Period From High Risk Category IALL Search by Voucher e Display O 31363 CHEM 01 08 2009 30 00 PatL Walker HGRK eae 31426 CNSI 01 12 2009 9 00 Matthew Delaney LOW RISK a O 31452 CNSI 01 13 2009 10 00 Matthew Delaney HGRK aa 0 31645 CNSI 01 20 2009 1 560 00 Theodore Thomas NO RISK aes O 31905 CNSI 01 29 2009 339 50 Theodore Thomas UNKNOWN RISK a 0 32013 CNSI 02 03 2009 523 50 Theodore Thomas HGRK Multiple gt gt a 0 32139 CNSI 02 11 2009 22 27 Matthew Delaney HGRK lt Multiple gt gt TERE 0 32141 CNS 02 11 2009 41 20 Matthew Delaney HGRK lt Multiple gt gt toon O 32159 CNSI 02 11 2009 22 24 Matthew Delaney LOW RISK ae 0 32169 CNS 02 11 2009 26 52 Matthew Delaney UNKNOWN RISK eee e Reviewer I selects the department of the source transaction if they are responsible for more then one department e Use the pull down button to select other departments 46 4 09 TT TOE Training Manual Chapter 4 REVIEWER A Approving a No Low Risk Transfer continued Transfer of Expense List of Transfers Windows Internet Explorer a er yy E httos toe isc ucsb edu toe TOEServlet v E X pe
10. 3 s000 GLOBAL MFG C USETX 011078 57972 04 24 2008 11023 53 19 43 MSI 21901 3 2000 COORDINATED USETX 011079 57923 04 18 2008 11023 53 Eia aa ie i E a aa ee a a Done Ca Internet 100 e Select the expense to be transferred e Click on the Select button to select the source transaction from the list provided from the search 39 4 09 TOE Training Manual Chapter 3 PREPARER C High Risk Transfer How to Prepare a High Risk Transaction continued Transfer of Expense Creation Modification form Windows Internet Explorer AnA O gt Y E https toe isc ucsb edu toe TOEServlet J 3 4 X l piv A ng he Transfer of Expense Creation Modification f fay D amy iy Page 7 Tools 7 espresso Transfer of Expense 1 52 Lynsey Knutson sign out E E Expenditures aneian ame ousa tambe a List Prepare Mode Post Audit Reassignment Current Ledger Date 200902 Non Payroll Expenditure Adjustment Request Request TE Journal Voucher Status IN PPROGRESS 54 Department Creation Date Type of Entry Doc Date Ledger Date Identifier MSI MARINE SCIENCE INSTITUTE v 02 17 2009 53 05 31 2008 200805 P O 119 8 1448750 21901 3 7280 ar aa ae 05 08 BIO SCI CHGS 574 49 om oli Faso i 07427 F f iG EEE 21 27 ee E i ol a ee o BIO fio Jot E l jo J ___j w Ee en SS SS Se ee 0 00
11. 81 Pe Pros cana onal Check No 2972917 Invoice215 80 SCIENTIFIC INSTRUMENT 215780 Voucher No F291 l PENTES Fiscal Month 06 KAST SCIENTIFIC INSTRUMENT 215780 eT 50 99 ma 0 00 Journal No 917 13 4 09 80 99 LL TOE Training Manual Chapter 2 FUNCTIONAL TERMS amp PROCESSES D Month End amp Year End Close Month End Close e During a month end close cycle the TOE System will not allow a department to Save amp Submit transactions e A message will appear indicating that transactions are temporarily stopped e The last day of the month is the deadline for submitting and reviewing transfers to be posted to the next ledger cycle e The Preparer can Save the transfers and submit them once the month end ledger cycle is completed Transfer of Expense List of Transfers Windows Internet Explorer Go v a https toe isc ucsb edu toe TOEServlet l v g 4 X i i Pe we Transfer of Expense List of Transfers fp mm v Page v iG Tools v k X33 espresso Transfer of Expense 1 52 stl a a a Current Ledger Date 200902 Lynsey Knutson sign out Area Department MSI MARINE SCIENCE INSTITUTE vi SENE lt lt PENDING WORK gt gt v Four Month Period From Feb 2009 v High Risk Category CIALL Search by Voucher O Req of Expenditures 0 0 Windows Internet Explorer A Notice Expenditur
12. EN co cos RATA PERSE Tienes 71201629 SOB a 7 0 I0 54 4 09 TOE Training Manual Chapter 4 REVIEWER e Statistics allow the user to review the history of all transactions for the fiscal year e Click the Statistics button at the bottom of the screen Transfer of ee eee List of Transfers Windows Internet Explorer i EIX Ge j Y E hitps ftoe iec ucsb eduftoe TOEServlt ge jitoe isc ucsh edu toe TOEServlet sll x lLivesexch pe w ob k k Erast of Expense List of Transfers i B m gt i Page E Tools eal Eh espresso Transfer of Expense 1 52 Lynsey Knutson sign out Expenditures Current Ledger Date 200902 Hi Area Department CNSLCALIF NANO SYSTEMS INSTITUTE Transfer Status lt lt PENDING WORK gt Four Month Period From Jan Y 2009 v High Risk Catego Tene aay OVAR ow Cf Transfer of Expense Statistic E E 1R T er O o O EE a E APPROVED 31363 CHEM 04 HGRK Expenditure Status By Fiscal Year UN Tai E J k 31426 CNSI 01 LOW RISK weaned UN 31452 CNSI 01 TE HGRK 0 i PENDING APPROVAL APPROVED IN AT l hi Sop 31645 CNSI vg NO RISK PROGRESS _ UN cr I i el kat EEES O 31905 CNSI 01 UNKNOWN RISK APPROVED ma UN l Ch l HGRK Multiple gt 32013 CNSI 0 HGRK lt Multiple gt inne 32139 CNSI yd i H
13. High Risk e Approved Transfers e An email will be generated automatically and sent to the Preparer that the transfer has been approved e Returned Transfers e lf the explanation is not sufficient the Reviewer III will return the transfer to the Preparer requesting additional explanation by changing the status of the transfer to In Process An email will be sent to all the preparers in the preparer group e Rejected Transfers e An email will be sent to all the preparers in the preparer group if a transaction has been rejected The Reviewer III will explain the reason for the rejected transfer e Transfers must be approved or rejected by the end of each month for the transfers to be processed for the current general ledger cycle 51 4 09 TOE Training Manual Chapter 4 REVIEWER C Approving a Partial Transfer Transfer of Expense Review form Mozilla Firefox File Edit View History Bookmarks Tools Help gt gt r eC amp f ea l https toe isc ucsb edu toe TOEServlet Ns G P 2 Most Visited W Tioga 4 Espresso DPM Quarterlies Vacation Notice Data Warehouse Accounting f UCSB Kronos M Sponsor Codes UCSB Directory G ORBIT CASHNet 4 iGoogle Tioga Technolo Y Widgets tagged CalendarsThat ORBIT 2 6 2 A Santa Barbara ORBIT 2 6 2 A Resources Main Transfer of Ex List Review Mode Post Audit Reassignment
14. Manual Chapter 1 SYSTEM INFORMATION C DSA Level of Responsibility DEPARTMENT SECURITY ADMINISTRATOR DSA e The Department Security Administrator will set up the employee as a Preparer Level I and or a Reviewer I using the appropriate security codes listed below e PREPARER LEVEL TOE PRE1 e The role of the Preparer is to create the transfer of expense The Preparer can only select non payroll source transactions from a department assigned to them or any department within their control point The source transactions are line item expenditures that are in the general ledger Only a Preparer can modify a transfer e REVIEWER I TOE REV1 e The role of the Reviewer I is to review and approve or reject department transfers The Reviewer can also review and approve or reject inter department transfers e REVIEWER II TOE REV2 e This level is assigned only to personnel within the Accounting Service amp Controls department The role of Reviewer II is an Accounting Service amp Controls function e REVIEWER III TOE REV3 e This level is assigned only to personnel within the Accounting Service amp Controls department The role of Reviewer III is to review and approve or reject all high risk transfers e AUDITOR TOE AUD e This level is assigned only to personnel within the Accounting Services amp Controls department The role of the Auditor is to review all transfers in the system e ADMINISTRATOR TOE ADM e T
15. Prepare a High Risk Transaction continued Please review and approve this transfer e An E mail notification from the Preparer to the Reviewer I and Reviewer III of a high risk transfer will appear e The Reviewers will receive this email prompting them to review and approve the transfer 43 4 09 TOE Training Manual Chapter 3 PREPARER C High Risk Transfer How to Prepare a High Risk Transaction continued Transfer of Expense View Windows Internet Explorer eT yy Y e http toe test2 isc ucsb edu toe T OEServiet i w t X Pe w amp 99 Transfer of Expense X Transfer of Expense Li gt GB m fppagey Gtook espresso Transfer of Expense 1 52 Connie Feeley signout 4s List View Mode Prepare Post Audit Reassignment Current Ledger Date 200902 Non Payroll Expenditure Adjustment Request Request TE Journal Voucher Status UN APPROVED Reviews 0 of 2 434 54 0 0 Department Creation Date Type of Entry Doc Date Ledger Date Identifier MARINE SCIENCE INSTITUTE 03 03 2009 53 05 31 2008 200805 Voucher No 11649 Y 448750 21901 3 7280 es Sor L ai m 2m 1449000 07427 7 7280 21 27 0 00 0 00 0 00 Expenditure 434 has been saved and submitted for review 0 00 0 00 MOTE E diture has HIGH RISK tr ti ssid
16. charge since the decision to transfer the expense was just made by the PI today Save Save amp Submit Clear Aone Internet 100 Two Options e Save Press the Save button to save it without submitting for review e Save amp Submit Press the Save amp Submit button to be reviewed by the Reviewers e This screen appears when the target transaction is entered and the Save and Submit button is selected e A window indicating NOTE Expenditure has HIGH RISK transactions will appear 41 4 09 TOE Training Manual Chapter 3 PREPARER C High Risk Transfer How to Prepare a High Risk Transaction continued e Any transfers being processed over 120 days from the ledger date of the expense are required to give a full explanation why this required adjustment is late e After Save or Save and Submit is selected a notice will appear stating that additional questions must be answered for the late transfers if the transfer needs a 120 day memo e Select Save or Save amp Submit once the 120 day memo has been entered gt Transfer of Expense Creation Modification form Windows Internet Explorer Ok 3 v E https toe isc ucsb edu toe TOEServlet J 4 4 X P m w k igg Transfer of Expense X Transfer of Expense C fay amp dh Page v Tools v 3 espresso Transfer of Expense 1 52 Lynsey Knutson Sign out 4 Expenditures UserParamete
17. of Expense 1 52 Lynsey Knutson sign out Current Ledger Date 200902 Non Payroll Expenditure Adjustment Request Request TE Journal Voucher Status UN APPROVED Reviews 0 of 1 31426 a4 0 0 Department Creation Date Type of Entry Doc Date Ledger Date Identifier CALIF NANO SYSTEMS INSTITUTE 01412 2009 53 12 18 2008 200812 Voucher No 06651 moo Acc Obiect Co oiect_ Descrintion aren T 20 8 447810 wy Are you sure you want to submit your review now 9 00 30 Warning If you reject the source transaction the entire expenditure will be rejected ee l TEAR w w _ so on E m 0 00 10 0 00 Ea J m Source Balance o Target Balance Total Dane 49 4 09 TOE Training Manual Chapter 4 REVIEWER A Approving a No Low Transfer continued espresso Transfer of Expense 1 52 Lynsey Knutson sign out A List View Mode Post Audit Reassignment Current Ledger Date 200902 on Payroll Expenditure Adjustment Request Request pa ae Voucher Status APPROVED 32123 5264 Department Creation Date am of faa Doc Date Ledger Date Identifier CALIF NANO SYSTEMS INSTITUTE 01 12 2009 12 18 2008 200812 Voucher No 06651 v Cost er 447800 22501 7280 PHYSICS RECH DEC 83 15 2 8 447810 05397 3 7280 a 9 00 a
18. ucsb edu toe TOEServlet v 4 4 X Pir B w k E6 Transfer of Expense Creation Modification f fo SY am Page v iG Tools v 3 espresso Transfer of Expense 1 52 Lynsey Knutson sign out 4 List Prepare Mode Post Audit Reassignment Current Ledger Date 200902 Non Payroll Expenditure Adjustment Request Request TE Journal Status IN PROGRESS 54 Department Creation Date eee of remy Doc Date Ledger Date Identifier MSI MARINE SCIENCE INSTITUTE 02 13 2009 11 17 2008 200811 PS n n 408906 53272 2000 NICOLE KLANFER 623 28 2m all 4 448750 55800 aN 2000 IMJ01ZD NICOLE KLANFER 462 28 ss Cn ae ee ee ee ee eS Eee a la 000 am DJI T ff L L D ff ooo 000 s e E e Ee S Ew S EEE y 000 6m miil 0 00 c Um SS SS eS eS ES ES _e E E o0 a EL F Ii COU F E G o 000 om O i 0 00 tom a Li iz 0 00 Source Balance Target Balance Total Explanation of expenditure Adjustment a 7 E 1 Explain why the expenditure was not directly charged to the appropriate account fund number to which it is being transferred If the transfer includes a contract or grant please explain fully with appropriate justification An explanation that merely states the adjustment being made is to correct an error or to transfer to correct project or expenditure inadvertently charged to incorrect account is insufficient v Save Save Submit Clear Done Internet 100
19. 032 243A 3 T280 iacD Poster Recharge 2 m C B T84132 23233 3 T280 O64RD i CD Poster Recharge e A target transaction is the account and fund number where the source transaction Is being transferred e There can be multiple target transactions List Prepare Modify Mode Post Audit Reassignment Current Ledger Date 200902 Non Payroll Expenditure Adjustment Request Request TE Journal Voucher Status IN PPROGRESS 32249 54 0 0 Department Creation Date me of Eny Doc Date Ledger Date Identifier MSI LMARINE SCIENCE INSTITUTE 02 12 2009 06 30 2008 200806P NN 448750 21885 7280 06 08 BIO SCI CHGS 360 45 2m o 448750 21286 J feo00 06 08 BIO SCI CHGS f 200 00 3m O 8 fesrsof21285 f3 A EA elects 200 00 wo olll r Tr w Total target transactions cannot be greater than the source transaction sm O f J p J 3 JN 6m oiid I If you have a source use tax and or source freight make sure you are not 0 00 inputting the target transactions for such expenses TOE will do it for 7 0 00 i oi J you automatically when you submit the transfer sm Ol H 0 00 om m A J ff a ee 10 7 oO a lf f p 00 e The target transaction cannot be larger than the source transaction e The target transaction must have the same sign debit or credit as the source transaction o Credit transfers moved to a target source must enter a credit amount on the target line 12 4 09 TOE Training Manua
20. 1 e en 408906 53272 2000 NICOLE KLANFER 623 28 2m C 5 448750 55800 z 2000 M MJ01ZD NICOLE KLANFER 462 28 e R ee a E E S ES E 0 00 4w DJ i 0 00 oe Os E ee a ee en a f sm oji g 0 00 ie EA eS ES ee BS SBS aes ms ee am D i 0 00 d EEN aS Se ee en Ee E _EEeee f o 10 oJ i 0 00 Source Balance Deke Irek Target Balance Total Explanation of expenditure Adjustment 41 Explain why the expenditure was not directly charged to the appropriate account fund number to which it is being transferred If the transfer includes a contract or grant please explain fully with appropriate justification An explanation that merely states the adjustment being made is to correct an error or to transfer to correct project or expenditure inadvertently charged to incorrect account is insufficient Expenses for lodging and airfare covered by MSI in connection with Carsey Wolf Center s business plan meeting i Done Internet 100 e All transfers require an explanation for the expenditure adjustment e Transactions containing contracts grants and cooperative agreements require a full explanation for the transfer being made e The Preparer can now Save Save amp Submit or Clear e The Clear button only clears the Target transaction s 30 4 09 TOE Training Manual Chapter 3 PREPARER B No Low Risk Transaction How to Prepare a No Low Risk Transaction continued
21. 5 Laura Susin LOW RISK PROGRESS O 32194 PSYC 0212 2009 36 67 Elisabeth A Kealy LOW RISK Ne O 32242 PSYC 02 12 2009 238 20 Elisabeth A Kealy LOW RISK N ee L PROGRESS O 32243 PSYC 02 12 2009 260 10 Elisabeth A Kealy LOW RISK IN l 4 PROGRESS O 32244 PSYC 0242 2009 161 40 Elisabeth A Kealy LOW RISK IN l PROGRESS of Expenditures 5 5 15 4 09 TOE Training Manual Chapter 2 FUNCTIONAL TERMS amp PROCESSES E Change Status In Process continued e The Change status to In Process button is located on the bottom of the screen e This button will allow the Preparer to reject the transfer or modify the explanation E ef Manual Frepare Modify Fost Audit Reassignment on Payroll Expenditure Adjustment Request Journal Status UN APPROVED Reviews 0 of 1 ism 902 SSS Sk a A Cost Acc Fumd 5 Object Porter Cost Type Project Description Sis amoa sro 300m DRIIMVELENENTS EC 2m a 447636 57910 al a085 o a GM01 DREWWWELEMENTS INFO CORN Oo J J re eee ee ee Pee a sm Ee SSS SSS 5 am _ ee a ee w S Source Balance 149 95 Target Balance 149 95 PDF Print e An explanation can be sent with the email detailing why the status is being changed 16 4 09 TOE Training Manual Chapter 2 FUNCTIONAL TERMS amp PROCESSES F Department Codes e The department codes Cost Center Cost Type and Proje
22. 5600 00 IN PROGRESS ol 34237 MSI 04 21 2009 2 040 24 IN PROGRESS ol 34235 MSI 04 21 2009 3 743 00 IN PROGRESS ol 34239 MSI 04 21 2009 1 495 03 IN PROGRESS ol 34240 MSI 04 21 2009 1 659 16 IN PROGRESS ol 34241 MSI 042112009 7 356 09 IN PROGRESS ol 34242 Nl 042112009 4 960 61 IN PROGRESS ol 34243 MSI 04 21 2009 5 775 00 IN PROGRESS ol 34244 MSI 04 21 2009 2 162 23 IN PROGRESS ol 34245 MSI 042112009 6 450 00 IN PROGRESS oO 34246 Nl 04 21 2009 2 306 70 IN PROGRESS ol 34279 MSI 041212009 196 67 UN APPROVED select the Reassignment Mode e Select the transfer to be reassigned e Select the person it should be reassigned to e Click the Reassign box e Anemail message will be sent to the new Preparer of the transfer notifying that he she has been assigned to a transfer previously prepared by another Preparer 53 4 09 TOE Training Manual Chapter 4 REVIEWER E Acknowledgement of a Rejected Transfer The preparer must acknowledge when a transfer that they have prepared has been rejected e Select Acknowledgment of Rejected Transfer in the Transfer Status window e Select the transfer that is to be acknowledged and click the view box List Mode View Prepare oddity Review ost Audit Reassignment Current Ledger Date 200904 Department MRI NEUROSCIENCE RESEARCH INST Transfer Status ACKGMT OF REJECTED TRANSFER w Four Month Period From 2008 w Search by Vouche
23. Applications Carry Forward of Funds Fiscal closing process to carry funds forward to the next fiscal year Computer Support Forum CSF A support forum for campus IT professionals FlexCard FlexCard Transaction Review and Allocation Module GradNET Graduate Student Information Services for Staff and Faculty Online General Ledger Online Ledger reconciliation tool Purchase Order Repository View processed purchase orders Transfer of Expense Transfer of ledgerized expenses from one valid account fund subaccount to another Transfer of Funds Transfer of funds among valid account fund subaccounts Student Applications WEB ADDRESS TO TOE http toe isc ucsb edu toe TOEServlet Note the User Guide contains copies of the TOE system produced from the test version of the system Use the Web address listed above to access the system in production Log in requires LDAP user ID and password and to be registered in the UCSB Directory To establish a user name and password go to the Information Systems and Computing department Web address to the UCSB Directory http directory ucsb edu Then the Department Security Administrator DSA needs to assign a security group as a Preparer or a Reviewer 18 4 09 TOE Training Manual Chapter 3 PREPARER A Login amp Initial Screen Information continued Initial Screen e This screen will appear on your computer once you login to the application Transfer of EEE List of Transfers Wind
24. ERMS amp PROCESSES A Source Transaction continued e The source transaction is located in the first column in the first row indicated by an S on the right of the row number Non Payroll Expenditure Adjustment Request Request S UN APPROVED Reviews 1 of 2 31968 Department eation Date Type of OEY Doc Date lt lt HIGH RISK gt 01 30 2009 12 31 2008 ae Cost a Acc Fund Object eee pae O em ae a pm Cost Type Project De a QCD Poster Recharge O64RD QCD Poster Recharge e The Warning Message below appears when the entire or partial expenditure has been previously transferred on Payroll Expenditure Adjustment Request er E Status IN PROGRESS 02112 2009 141812008 Cost Act Fund S Object es aC z afo 7 1 _ Cost Type Project Description oman window Internet ETOT sm Olt J A E a is being used by other expenditures on OUT J m oT a re fol TT TT om fOr S fey yo jol T TITT T 11 4 09 TOE Training Manual Chapter 2 FUNCTIONAL TERMS amp PROCESSES B Target Transaction Target Transaction e The target transaction is located in the first column of the second row indicated by a T on the right of the row number Non Payroll Expenditure Adjustment Request Request Status UN APPROVED Reviews 1 of 2 31968 Department Creation Date Type of oeny Doc Date lt lt HIGH RISK gt 01 30 2009 12 31 2008 OSE nr 8 444
25. ESerylet jal HX pi Ww at Transfer of Expense FTO Source Trangacti 3 espresso _ Transfer of Expense 1 52 4 a k me A m ly Page Y iQ Tools 7 Lynsey Knutson sign out Ledger Transaction Search Dialog Type Entry Ledger Date YYYYMM anng Location Account Fund Sub Voucher AP Reference Mandatory entry e This screen appears after the Prepare button is chosen This screen is used to select a source transaction 26 4 09 TOE Training Manual Chapter 3 PREPARER B No Low Risk Transaction How to Prepare a No Low Risk Transaction continued Ledger Transactio Type Entry Ledger Date YYYYMM 200811 Location 8 Account 408906 Fund 53272 Sub e Preparer enters general ledger data to select the source transaction e Mandatory entries are marked and must be completed e This screen is a General ledger listing of source transactions that meet the search criteria e Press Ok button 21 4 09 TOE Training Manual Chapter 3 PREPARER B No Low Risk Transaction How to Prepare a No Low Risk Transaction continued Transfer of Expense Source transaction window Windows Internet Explorer yy e https toe isc ucsb edu toe TOEServlet E _ EEEk ve searc E ww Transfer of Expense Source transaction wi f
26. GRK lt lt Multiple gt E PARTIALLY APPROVED LL z PENDING CN 0 ae HGRK lt Multiple aaa OJ am ENSI 2 ACKGMT OF REJECTED TRANSFER oo APPROVAL O 32159 CNSI ozil POST AUDIT NOT SATISFACTORY LOW RISK AP TE JR CH ai POST AUDIT icin UN 32169 CNSI 0 UNKNOWN RISK Peara _WIN PROGRESS UN O 39470 CNSI 02 UNKNOWN RISK APPROVED ACKGMT OF HIGH RISK STATUS CHANGE TT 32171 CNSI VA f UNKNOWN RISK O ERROR UPDATING TO FTD n 2 UN CN UNKN 5 32173 CNSI ozi UNKNOWN RISK APPROVED g eH Internet UN AT Ch Lh Ur Ni l RI A 32174 CNSI 0 UNKNOWN RISK APERT J z UN i Lh ARI anh elan UNKN f E O 32175 CNSI 02 11 2009 0 66 Matthew Delaney UNKNOWN RISK APPROVED of Expenditures 15 34 Ca Internet 100 55 4 09
27. TOEServlet 4 X a f Transfer of Expense E Transfer of Expense x UCSB Espresso Navigation UCSB Espresso ee Fii A faf w 6 m Eag Took espresso a Transfer of Expense 1 52 Lynsey Knutson sign out Current Ledger Date 200902 Area Department VSI MARNE SCENCE NSTTUTE Four Month Period From Feo v 2009 v ingri Categor lt lt KCF REK cATeSORE D ALL Search by O vouchere E C of Expenditures 0 0 gt Prepare 36 4 09 TOE Training Manual Chapter 3 PREPARER C High Risk Transfer How to Prepare a High Risk Transaction continued e This screen appears after the Prepare button is chosen This screen is used to select a source transaction Transfer of Expense FTD Source Transaction Search Dialog Windows Internet Explorer G j v E http b isc ucsb edu toe TOEServlet vif t x wa Transfer of Expense FTD Source Trareacti A espresso Transfer of Expense 1 52 z A aa kii w Do r i pag r Tools Lynsey Knutson sign out Ledger Transaction Search Dialog Type Entry Ledger Date YYYYMM 200902 Location i Account Fund Subi Voucher AP Reference Mandatory entry 37 4 09 TOE Training Manual Chapter 3 PREPARER C High Risk Transfer How to Prepare a High Risk Transaction continued e Preparer enters general ledger d
28. TRANSFER OF EXPENSE WEB APPLICATION USER TRAINING MANUAL TABLE OF CONTENTS PAGE I SYSTEM INFORMATION A Overview 2 B Workstation Requirements 3 C Level of Responsibility DSA 4 D Risk Levels 5 E Emails 6 ll FUNCTIONAL TERMS amp PROCESSES A Source Transaction 10 B Target Transaction 12 C Journal amp Voucher Numbers 13 D Month End amp Year End Close 14 E Change Status In Process 15 F Department Codes 17 lll PREPARER A Login amp Initial Screen Information 18 B No Low Risk Transfer 25 C High Risk Transfer 36 IV REVIEWER A Approving a No Low Risk Transfer 46 B Approving a High Risk Transfer 51 C Approving a Partial Transfer 52 D Reassignment of a Transfer 53 E Acknowledgment of a Rejected Transfer 54 F Statistics 99 1 4 09 TOE Training Manual Chapter 1 SYSTEM INFORMATION A Overview The Transfer of Expenditures TOE application allows for the transfer of non payroll expenditures recorded in the general ledger It is a secure web based application using SSL protocol to encrypt data Authorization to the application is based on the user s level of responsibility The level of responsibility for one or more departments is assigned to a user when a password is issued for access to TOE There are Preparers and various levels of Reviewers The application also contains an edit process based on Risk Levels Risk Levels are determined by the funds included in the transfer age of the original transaction
29. The page at https toe isc ucsb ed X a 4m 0 00 Review has been submitted 5m 0 00 6m 0 00 7m 0 00 8m 0 00 9 71 0 00 10 7 0 00 Source Balance Target Balance Total Explanation of expenditure Adjustment Explain why the expenditure was not directly charged to the appropriate account fund number to which it is being transferred If the transfer includes a contract or grant please explain fully with appropriate justification An explanation that merely states the adjustment being made is to correct an error or to transfer to correct project or expenditure inadvertently charged to incorrect account is insufficient Transferring miscoded administrative supplies to departmental account benefiting from expense End _ user provided incorrect account number at the time of usage Error discovered once PI reviewed physics recharges v Prepare PDF Print Done Internet 190 e Reviewer I approves the transfer and the following screen is the result of an approved transaction e An email will be sent confirming Approval of the transfer e Select the List Mode to return the initial screen of Pending Work transactions 5O 4 09 TOE Training Manual Chapter 4 REVIEWER B Approving a High Risk Transfer e A transfer that is identified as a High Risk transfer by the TOE system will require approval from the Reviewer III See page 5 for Risk Levels that identify when a transfer is considered
30. ata to select the source transaction e Mandatory entries are marked and must be completed e This screen is a General ledger listing of source transactions that meet the search criteria e Press Ok button 38 4 09 TOE Training Manual Chapter 3 PREPARER C High Risk Transfer How to Prepare a High Risk Transaction continued Transfer of Expense Source transaction window Windows Internet Explorer Kox Ge ha E htips tve isc uceb edy toe T OEServlet JE 4 X i Sear Pie w cu Transfer of Expense Source transaction ie a A Ej En od Tools espresso Transfer of Expense 1 52 Lynsey Knutson signout Location a Account 445750 el SE al EE se a SO cS paren erm ete otro pao J 21901 2000 ALLISON C WHITMER 439744 05 21 2008 41044 s26 00 MS g 21901 3 7280 104108 BIO SCI CHGS 05 31 2008 11649 53 sa3a e0 MS MH 21901 3 7280 05 08 BIO SCI CHGS 05 31 2008 11649 53 5574 49 MSI gl 21901 3 7280 SUP MSI May 2008 05 30 2008 11657 53 51 50 MS O 21901 3 7280 SUP MSI May 2008 05 30 2008 11657 53 533 16 MS E 21901 3 7280 SUP MSI May 2008 05 30 2008 41657 53 725 52 VA 21907 3 7280 SUP MSI May 2008 05 30 2008 11657 53 s4g972 MS io 21901 3 7280 SUP MSI May 2008 05 30 2008 11657 53 see0 44 MSI T 2901 3 s085 IC Licensing 114538 RDN52 05 31 2008 11644 53 361 09 MSI O 21901
31. bmitted directly to the FTD No and Low risk transfers must be reviewed by the Preparer and Reviewer I If the transfer is interdepartmental it must be reviewed by each department s Reviewer I lf the transfer is high risk then a Reviewer III from Accounting must review the transaction e Error updating a transaction to FTD This message appears when transfers failed to update to the General Ledger e In Progress When a transfer is saved using the save button the transfer is In Progress but not submitted for review An In Progress transfer may be modified or deleted by the Preparer A transfer in progress has been saved but not submitted for review and approved The Preparer will need to Save amp Submit or Delete the transfer e Partially Approved Partially approved transfers are transfers where one or more target transactions are rejected Rejected transactions will not be sent to the FTD A message will be sent back to the Preparer and Reviewer The Preparer must submit another form for the rejected transactions 23 4 09 TOE Training Manual Chapter 3 PREPARER A Login amp Initial Screen Information continued Partially approved cont Whenever a transaction is rejected the Preparer must acknowledge that some or all of their transactions are rejected Upon rejecting a transaction all the preparers in the preparer group will receive an email message indicating this fact however the approved
32. ct are available for department input E Non Payroll Expenditure Adjustment Request Request TE Journal Status UN APPROVED Reviews 0 of 1 31902 54 0 Department Creation Date mes a Doc Date Ledger Date NEUROSCIENCE RESEARCH INST 01 29 2009 0141 262009 200901 ar mc 1 a 447036 57910 8000 DREWWW ELEMENT5 INFO 2m 8 447636 57910 3 8085 GM01 DRFWWW ELEMENTS5 INFO 3m Am 5m m 7 am Im 10m Source Balance Target Balance 17 4 09 TOE Training Manual Chapter 3 PREPARER A Login amp Initial Screen Information 7 yt a 9 Transfer of Expense Li aaa aaa https fuwaL isc ucsb edu loginas html mn og FE CSE Espresso Sign In UCSB Espresso Sign In Welcome to Espresso Sign in to Espresso Espresso is your springboard to jump into UCSB s uUCSBnetID O collection of web based tools and online services Sign in here to begin using the Espresso Password environment a espres SO Activate your UCSBnetID Forgot your Password See the Espresso Help for sign in and usage instructions WEB ADDRESS TO ESPRESSO https uwa1 isc ucsb edu loginas html UCSB Espresso Navigation Windows Internet Explorer O x https espresso ucsb edu adminsso navigation a T E hl we 33 ucse Espresso Navig X Transfer of Expense Li i oa espresso UCSB Espresso Navigation Staff
33. d the toll calls benefit the projects shown Transfer from ME dept to the accounts specified on the fax log sheet which benefited 10m Oo e 442ss0 47631 3 azs GFKKO cS Jan09 Tol Calls 0 45 J 4 x Find fa9550 08 1 046 Next Previous Highlight all C Match case Done toe isc ucsb edu 4 Check the boxes next to the transfers that you would like to approve and leave the others blank e Select the approve button e Refer to page 49 amp 50 for the rest of the approval process D2 4 09 TOE Training Manual Chapter 4 REVIEWER D Reassignment of a Transfer e A transfer may be reassigned from one Preparer to another if the transfer is being returned by a Reviewer I or Reviewer III and the original Preparer is no longer a valid Preparer in that department e This can only be done if the current transfer status is IN PROGRESS and the new Preparer has access to the same department PE GE Saeed Es ai iia iii iiai i Prepare iiaii Mo _ _ ia _ Post Audit on n Reassignment Mode Current Perea 1 Date 200904 owner Department Created By Reassign to MSuMARNE SCENCENSTTUTE Y chee Orel w a Michael P O neil a m O O oi 34247 MSI 0421 2009 E i 2 136 87 IN PROGRESS ol 34248 MSI 04 21 2009 Mol Budget Student 402 94 IN PROGRESS ol 34233 MSI 04 21 2009 1 583 92 IN PROGRESS oO 34234 MSI 04 21 2009 975 00 IN PROGRESS ol 34236 MSI 04 21 2009
34. e reviews are temporarily suspended due to G L processing Year End Close e When the fiscal year close is in process Ledger dates ending in P W or F will disable the Level I reviewer from being able to review transfers during this period e The Preparer can Save the transfers and submit them once the year end ledger cycle is completed 14 4 09 TOE Training Manual Chapter 2 FUNCTIONAL TERMS amp PROCESSES E Change Status In Process e Transfers can be modified by Preparers as long as it has not been approved e This applies only to transfers in the In Process status e An email box will pop up addressed to the preparer and reviewers where an explanation can be indicated why the transfer is being returned e The Reviewer I Reviewer II and Reviewer III can change the transfer status to In Process return it to preparer if additional explanation is required or the Preparer requests for the transfer to be returned e Change status to In Progress e Select the In Progress transfer e Press the View button 3G espresso Transfer of Expense 1 52 Lynsey Knutson sign out Current Ledger Date 200902 Department NRI NEUROSCENCE RESEARCH INST Transfer Status lt lt PENDING WORK gt gt Four Month Period From Jan v 2009 v lt A ca rsx coreconee Search by Voucher m e Display p N O NRII 01 29 2009 149 9
35. er from being saved and submitted The transfer can be modified and submitted or deleted Unregistered Departments e When an attempt is made to send an email to a department with no assigned TOE users an error message will display that warns the Preparer of this fact The page at https toe isc ucsb edu says The following recipients do not have a valid complete ID in LDAP or they do not have an email address If any of the users listed below is a new employee it would take until the next business day to be acknowledge by the system as a valid user Preparer Approved Transfers e Anemail is sent to the preparer if the transfer is approved Returned Transfers e lf the explanation is not sufficient the Reviewer I will return the transfer to the Preparer requesting additional explanation by changing the status of the transfer to In Process An email will be sent to all the preparers in the preparer group 7 4 09 TOE Training Manual Chapter 1 SYSTEM INFORMATION E Emails continued Preparer continued e Rejected Transfers by reviewer I or III e Whenever a transaction is rejected the Preparer must acknowledge that some or all of their transaction was rejected e Upon rejecting a transaction all preparers in the preparer group will receive an email message indicating this fact however the approved target transactions will be updated to the FTD Financial Transaction Database immediately e The Pre
36. ewer I continued e No Low Risk Becomes High Risk e fa transaction is saved and classified by the system as a no or low risk and then becomes high risk due to lag time then an email will be sent back to the creator at the time the transaction is converted to high risk Reviewer III e Save and Submit e After preparing a successful transfer an email will be sent to all required Level I and III Reviewers of the source and target transactions see Chapter II Functional Terms amp Process for details on source amp target transactions Approved Transfers e An email will be sent to the preparer if the transfer is approved Returned Transfers e lf the explanation is not sufficient the Reviewer III will return the transfer to the Preparer requesting additional explanation by changing the status of the transfer to In Process An email will be sent to all the preparers in the preparer group e Rejected Transfers e If any target transaction s are rejected the Level III Reviewer will be prompted to add additional text to the body of the email explaining why some or all of the transfer was rejected e The rejected transfer email will be sent to the Reviewer I and all the preparers in the preparer group All the preparers in the preparer group will receive this email even if their email review acknowledgment is turned off 9 4 09 TOE Training Manual Chapter 2 FUNCTIONAL TERMS amp PROCESSES A Source Transaction e So
37. f fn D any by tay Page iG Tools v i X23 espresso Transfer of Expense 1 52 Lynsey Knutson signout A Expenditures UserParameers T na Ei Prepare Mode Post Audit Reassignment Current Ledger Date 200902 Non Payroll Expenditure Adjustment Request Request TE Journal Voucher Status IN PROGRESS 54 Department Creation Date nper of Enay Doc Date Ledger Date identifier MSI MARINE SCIENCE INSTITUTE 02 17 2009 05 31 2008 200805 Cost Cost EOS He TAANE 115 8 448750 21901 3 7220 05 08 BIO SCI CHGS 574 49 om o Wa eoh 07427 7 7280 r 227 3m OTE T es Windows REMEI Explorer fx l T oo s E ij JU oo am Ol Ff T owl o D I f o 000 7m ne a amp 0 00 eo olr I I TT 000 SR N a fF o f o0 on O T C p o f o0 ie ia Explanation of expenditure Adjustment 4 Explain why the expenditure was not directly charged to the appropriate account fund number to which it is being transferred If the transfer includes a contract or grant please explain fully with appropriate justification An explanation that merely states the adjustment being made is After careful review of his grants the PI determined above expense belonged to 449000 07427 PI request the charge is being transferred to charge the appropriate project RDN54 gt MF1i06 2 Explain in detail the reason for the tardiness of the transfer 120 day memo is being submitted after 120 days from the original
38. his level is assigned only to personnel within the Accounting Service amp Controls department The role of the Administrator is to monitor and update system parameters 4 4 09 TOE Training Manual Chapter 1 SYSTEM INFORMATION D Risk Levels e No Low Risk Transfer e All no low risk transfers require department level Reviewer I approval e No low risk transfers are subject to Post Audit Review by the Accounting Office e No low risk transfers include any transfers that are not listed below as high risk e High Risk Transfer e All high risk transfers require department level Reviewer I e The risk level of the transfer will be determined by the highest risk level of all transfers on the form e All high risk transfers must be reviewed by a level III Reviewer in addition to the regular department level I Reviewer e The preparer is notified when the transfer is high risk e High risk transfers include the following transfers e Any transfers to Federal or Federal Flow Through funds e Any transfer made 120 days after the original ledger date of the expense 5 4 09 TOE Training Manual Chapter 1 SYSTEM INFORMATION General Information e Email acknowledgements can be turned off by the user e Click on User Parameters located on the top menu bar Transfer of Expense User parameters window Windows Internet Explorer EK 8 7 hse i usher TOESarvt v 4 HX pr da ia
39. l Chapter 2 FUNCTIONAL TERMS amp PROCESSES C Journal amp Voucher Numbers Journal Numbers e Journals numbers are assigned monthly by one 1 999 to each transaction submitted to be processed The starting value will be one and it will automatically wrap back to one when the current number reaches 999 It begins with 1 at the start of a new ledger cycle e In atransfer a drop down list under the Identifier indicates the journal number for the source transaction being transferred e Journal numbers are assigned to the expenditure when the reviewers approve it Voucher Numbers e Voucher numbers are assigned on an annual basis by one 1 99999 to each transaction submitted to be processed The starting value will be one and it will automatically wrap back to one when the current number reaches 99999 It begins with 1 at the start of each fiscal year e The Voucher number is a search field for the source transaction e Inatransfer a drop down list under the Identifier indicates the voucher number for the source transaction being transferred e Voucher numbers are assigned to the expenditure when the reviewers approve it Lynsey Knutson signout Current Ledger Date 200902 Request TE Journal Voucher 31417 54 54 4403 Creation Date Type of Entry Doc Date Ledger Date Identifier 0422009 4 11 10 2008 200812 Apex Reference No 200612LQU010119 Cost l aa Apex Reference No 200812LQU010119 enter
40. m Feb v 209 v C Calk searchty vouchert Oreg Dm lt 2 POST ALDIT NOT SATISFACTORY gt m ACKGMT OF HIGH RISK STATUS CHANGE ACKGMT OF REJECTED TRANSFER Request Y Owner Dept Target Amount APPROVED ERROR UPDATING TO FTD mel of Expenditures 0 0 IN PROGRESS PARTIALLY APPROVED n REJECTED UN APPROVED ze PENDING WORK ha lt lt ALL lt lt PENDING WORK se POST AUDIT NOT SATISFACTORY ACKGMT OF HIGH RISK STATUS CHANGE ACKGMT OF REJECTED TRANSFER APPROVED ERROR UPDATING TO FTO IM PROGRESS PARTIALLY SFFR EL REJECTED UM APPROYED 22 4 09 TOE Training Manual Chapter 3 PREPARER A Login amp Initial Screen Information continued Transfer Status Descriptions e Acknowledgment of High Risk Status Change This occurs when a transfer is converted to high risk after it was submitted as low risk A possible reason for this is that the lag time between the time the transfer was created and approved caused the transaction to become high risk Transfers with a status changed to high risk needs to be acknowledged by the original Preparer e Acknowledgment of Rejected Transfer e All The Preparer must acknowledge rejected partially approved or high risk status change transfers All transfers regardless of status e Approved lf the transfer detail is correct and the questions are answered sufficiently then the transfer status will be changed to approved and su
41. nsfer or select the Review button at the bottom of the screen to go into the approval mode In the View mode a Reviewer can return the transfer to the Preparer by selecting the Change Status to In Process e Review e This button will allow the Reviewer to approve or reject the transfer 47 4 09 TOE Training Manual Chapter 4 REVIEWER A Approving a No Low Risk Transfer continued Transfer of Expense Review form Windows Internet Explorer Ge ey e https iftoe isc ucsb edu toe T OEServlet y 8 4 X a pe w k Transfer of Expense Review form fy D am v Page Y iG Tools v S espresso Transfer of Expense 1 52 Lynsey Knutson Expenditures User Parameters Veer Manus List Prepare Review Mode Post Audit Reassignment Current Ledger Date 200902 Non Payroll Expenditure Adjustment Request Request TE Journal Voucher Status UN APPROVED Reviews 0 of 1 31426 54 0 0 Department Creation Date ype of uy Doc Date Ledger Date Identifier CALIF NANO SYSTEMS INSTITUTE 01 12 2009 12 18 2008 200812 Voucher No 06651 v Te aa 1s 447800 22501 7280 PHYSICS RECH DEC 83 15 2m 8 447810 05397 3 7280 PHYSICS RECH DEC 9 00 3 0 00 4m 0 00 5 1 0 00 6m 0 00 rau 0 00 8m 0 00 9m 0 00 10m 0 00 os Source Balance Target Balance Total Done a Reviewer I Approval e To approve all the transactions Click on the box at the top of the column between the and L
42. nt 341905 CNSI 01 29 2009 339 50 of Expenditures 1 4 MSI FMARINE SCIENCE INSTITUTE MSILMARINE SCIENCE INSTITUTE MTLM MATERIAL MANAGEMENT p MTRL MATERIALS RESEARCH LAB MUSC MUSIC DEPT 20 4 09 TOE Training Manual Chapter 3 PREPARER A Login amp Initial Screen Information continued e The initial filter will default to the current ledger month and three months forward e itis used to narrow the search for source transactions SU espresso Transfer of Expense 1 52 Area Department ACTG ACCOUNTING SERVICES amp CONTROLS ALL Search by Voucher Org Display e A Request number is assigned by the TOE system to each transaction that has been submitted for process by the Preparer to trace a transfer e Entering the unique request number above will bring up an immediate search for the specific transfer E espresso _ Transfer of Expense 1 52 TOE Training Manual Chapter 3 PREPARER A Login amp Initial Screen Information continued e The Transfer Status pull down bar defaults to Pending Work e A list of descriptions is provided on the following pages 5 espresso Transfer of Expense 1 52 Expenditures I Ge ses ee nic Fe Figr List Mode Prepare Modify Feassignment Area Department MSI MARINE SCIENCE INSTITUTE Transfer Status lt lt PENDING WORK v Four Month Period Fro
43. ow to Prepare a No Low Risk Transaction continued e Save amp Submit Feature e The Save amp Submit button sends the transfer to Reviewer I for approval Non Payroll Expenditure Adjustment Request Request TE Journal Voucher Status IN PROGRESS 54 Department Creation Date ee of i Doc Date Ledger Date Identifier 02 13 2009 1197 2008 200811 r 8 408906 53272 NICOLE KLANFER 623 28 an E E 448750 55800 J Mozo NICOLE KLANFER 482 28 Se hl gt __ EEE P 00 am EJET S ff f ff fe fo 000 A J E N OOOO l TO sm JOJI ff fF ff fo fo P Oe E A T ee ee Eee ee P am JOJI J ff f Ff f ff fo p 0 00 es Lo ae a ee ee ee P om O PF T Io Od 0 00 Source Balance Delete Line s Target Balance Total Explanation of expenditure Adjustment 4 Explain why the expenditure was not directly charged to the appropriate account fund number to which it is being transferred If the transfer includes a contract or grant please explain fully with appropriate justification An explanation that merely states the adjustment being made is to correct an error or to transfer to correct project or expenditure inadvertently charged to incorrect account is insufficient Expenses for lodging and airfare covered by M5I in connection with Carsey Wolf Center s business plan meeting Save amp Submit Done La Internet 32 4 09 TOE Training Manual Chapter 3 PREPARER B No Lo
44. ows Internet Explorer ee 7 E htps fiejecucsbedyjioe TOSServlet ag toe isc ucsb edu toe TOESerylet AIM w amp el espress Transfer of Expense 1 52 Lynsey Knutson sign out us 0 Jsf Falalmiele Solel Palalllelel Ser hanya amp Transfer of Expense G transfer ofExperse X Welcome to Tabbed Bro Welcome to Tabbed Bro Current Ledger Date 200902 Transfer Status lt PENDING WORK gt Four Month Period From Feb 2009 Cap lt ALL HIGH RISK CATEGORES Area Department MSI MARINE SCIENCE INSTITUTE ON ALL Search by O voucher Oms e Dei pe Expenditures 0 0 a Internet S 100 19 4 09 Chapter 3 PREPARER TOE Training Manual A Login amp Initial Screen Information continued e List of departments you are authorized to access to prepare source transactions or review target transactions Transfer of Expense List of Transfers Windows Internet Explorer ge GA E https toe isc ucsb edu toe TOEServlet ww ee fe Transfer of Expense List of Transfers Transfer of Expense List of Transfers E espres E espresso Transfer of Expense 1 52 Review Department MSI MARINE SCIENCE INSTTUTE Pe SIL ARINE SCIENCE INSTITUTE MTLM MATERIAL MANAGEMENT q MTRL MATERIALS RESEARCH LAB Search by MUSC MUSIC DEPT Request Owner Dept te Target Amou
45. parer will then need to acknowledge each transaction that was rejected on the creation screen by pressing the Acknowledge Rejected Transaction button e Refer to page 53 for the rest of the Acknowledgement of a Rejected Transaction process Reviewer I e Save and Submit e After preparing a successful transfer an email will be sent to all required Level I and III Reviewers of the source and target transactions see Chapter II Functional Terms amp Process for details on source amp target transactions e Approved Transfers e The last person who reviews a transfer will trigger the update to the Financial Transaction Database as well as an email acknowledgement that the transaction has taken place An email will be sent to the Preparer of the transaction if email review acknowledgement is turned on and the expenditure is not high risk e Returned Transfers e lf the explanation is not sufficient the Reviewer I will return the transfer to the Preparer requesting additional explanation by changing the status of the transfer to In Process located in the view screen An email will be sent to all the preparers in the preparer group e Rejected Transfers e lf any target transaction s are rejected the Level I Reviewer will be prompted to add additional text to the body of the email explaining why some or all of the transfer was rejected 8 4 09 TOE Training Manual Chapter 1 SYSTEM INFORMATION E Emails continued Revi
46. rs Reqt a O mme O J meena O aean O m _ gt lo 23585 MRI O32 6 2006 96 00 Laura Susin ACKGMT OF REJECTED TRANSFER lo 23587 MFI O3 26 2008 F 8 00 Laura Susin ACKGMT OF REJECTED TRANSFER le 23588 NEII Daza 00g 226 35 Laura Susin ACKGMT OF REJECTED TRANSFER oi nnn of Expenditures 3 3 PDF Pring P view J Frera e Select the Acknowledge box N on Payroll Expenditure Adjustment Request e RERNE Request a pa AOA Journal MOO a Voucher Status ACKIGMT OF REJECTED TRANSFER ee gt Department Creation Date Type of Entry Doc Date a Ledger Date z Identifier __NEUROSCENCERESEARCHINST_ oae200s 42 1aav2007 200802 _ Apex Reference No 200601MIM290107 _ ae al ec T 3m a a aa a fo E s T E a a e re a a a S U ios a ii l O E Ei E 5 g 10m E Source Balance Target Balance Fil Total t0 00 Acknowledge POF Print The status will change from Acknowledgement of Rejected Transfer to Rejected Mon Payvell Capone Adjustment Requicst Request TE Journal 2 Voucher Statuc hEJEG I EU Z45895 _ gt pepartment Creaton Date lypeotintry Loc Late Ledwervate Werther NEIRCSCENICE RESEARCH MST ogseanog A2 a 200802 Apex Reference fio 20G8OT WINZSGt GT 4 Project Degeription Center Type Vos 447636 24611 eana ISENEWIZINC _ f1 201829 pa S98 2i eS KEN Ema
47. rs nny hh seriianual 5 List Prepare Mode Post Audit Reassignment Current Ledger Date 200902 Non Payroll Expenditure Adjustment Request Request TE Journal Voucher Status IN PROGRESS 54 Department Creation Date of Ey Doc Date Ledger Date Identifier MSI MARINE SCIENCE INSTITUTE 03 03 2009 05 31 2008 200805 cect 448750 21901 7280 05 08 BIO SCI CHGS 574 49 2m o m 449000 07427 a i 2127 3m a Te 0 00 F E Windows Internet Explorer an olr 5m m 0 00 sm olll 0 00 7 O BY 0 00 em Of 0 00 om IlOI 0 00 om OJ o 0 00 Source Balance Target Balance Total Explanation of expenditure A Adjustment 7 E ai E 1 Explain why the expenditure was not directly charged to the appropriate account fund number to which it is being transferred If the transfer includes a contract or grant please explain fully with appropriate justification An explanation that merely states the adjustment being made is After careful review of his grants the PI determined above expense belonged to 449000 07427 Per PI request the charge is being transferred to charge the appropriate project RDNS4 gt MF1i06 2 Explain in detail the reason for the tardiness of the transfer v Save amp Subm Done a Internet 100 e Select Save or Save amp Submit once the 120 day memo has been entered 42 4 09 TOE Training Manual Chapter 3 PREPARER C High Risk Transfer How to
48. ry D am Page v iQ Tools v i espresso Transfer of Expense 1 52 Lynsey Knutson signout Location 8 Account 408906 Fund_ _ Sub _ Object__ CostCtr_ Project__ Cost Type Description ORF _ DeptReq _ _ Trans Date _ Voucher _ T E Expenditure _ Dept 53272 3 2000 NICOLE KLANFER 147193 11 17 2008 05014 53 623 28 PEVL E 53272 3 2000 NICOLE KLANFER 147724 11 20 2008 05014 53 24 58 PEVL C1 53272 3 2000 NICOLE KLANFER 147875 41 24 2008 05014 53 108 81 DEVE g 53272 3 2000 NICOLE KLANFER 147725 11 26 2008 05014 53 104 72 DEVL O 53272 3 7200 PARK Guest Permits 407819 11 30 2008 05622 53 30 09 DEVL 53272 3 7200 PARK Guest Permits 407887 41 30 2008 05622 53 30 00 PEVL g 53272 3 7200 PARK permit recharges 602546 41 30 2008 05622 53 45 00 PEVL O 53272 3 7200 PARK permit recharges 602552 41 30 2008 05622 53 40 00 PEVL O 53272 3 7750 NICOLE KLANFER 147725 11 26 2008 05014 53 56 68 PEVL E E T P E E T a nn nn ae Le aaa ee Done Internet 100 e Select the expense to be transferred e Click on the Select button to select the source transaction from the list provided from the search 28 4 09 TOE Training Manual Chapter 3 PREPARER B No Low Risk Transaction How to Prepare a No Low Risk Transaction continued Transfer of Expense Creation Modification form Windows Internet Explorer er yy e https toe isc
49. s Internet Explorer P oo RS l aera oo AU 3 olololololoalo m Ea j El a mal S f O I i E i I a D E HE o c 0 00 Source Balance ae n ut Explanation of expenditure Adjustment 4 Explain why the expenditure was not directly charged to the appropriate account fund number to which it is being transferred If the transfer includes a contract or grant please explain fully with appropriate justification An explanation that merely states the adjustment being made is to correct an error or to transfer to correct project or expenditure inadvertently charged to incorrect account is insufficient Expenses for lodging and airfare covered by MSI in connection with Carsey Wolf Center s business plan meeting 4 Done a Internet R 100 34 4 09 TOE Training Manual Chapter 3 PREPARER B No Low Risk Transaction How to Prepare a No Low Risk Transaction continued e By selecting the List Mode the Preparer can see the status of the submitted transfer Transfer of Expense List of Transfers Windows Internet Explorer 6i yr https toe sc ceb eduftoe T JEServle f E i T ue f Taser of Sense Litt Tarefas fey A Mrak Be espresso i Transfer of Expense 1 52 Lynsey Knutson i USer Mantai
50. t of Transfers Windows Internet Explorer go https toe isc ucsb edu toe TOEServlet 4 X Pir o r ae gt we de Transfer of List ai a A om Page v iG Tools 3 espresso Transfer of Expense 1 52 Lynsey Knutson sign out Expenditures UserParameters TMT Ser ian can ee List Mode View Prepare Modify Review Post Audit Reassiagnment Current Ledger Date 200902 Department CHEM CHEMISTRY DEPT v Transfer Status lt lt PENDING WORK gt gt v Four Month Period From Jan y 2009 v High Risk Category Search by Voucher Req Display 31363 CHEM 01 08 2009 30 00 Pat L Walker HGRK Pe lt _ 32122 CHEM 02 11 2009 252 88 Pat L Walker HGRK lt lt Multiple gt gt pea 32124 CHEM 02 11 2009 222 76 Pat L Walker HGRK lt lt Multiple gt gt ae 32128 CHEM 02 11 2009 194 56 Pat L Walker HGRK lt lt Multiple gt gt a Se O 32306 CHEM 02 17 2009 125 33 Pat L Walker UNKNOWN RISK a of Expenditures 5 5 Done a Internet R 100 e The status of the transfer submitted by the Preparer will view the status of transfer as UN APPROVED 45 4 09 TOE Training Manual Chapter 4 REVIEWER A Approving a No Low Risk Transfer Transfer of See List of Transfers Windows Internet Explorer Ge ihi E httpsytosiscucsbedufiefTOEServet fftoe isc ucsh edu toe TOEServlet 4
51. target transactions will be updated to the FTD immediately The Preparer will then need to acknowledge each transaction that was rejected on the creation screen When a Reviewer rejects a transaction an email message will be sent to the Preparer of the transfer The Preparer must acknowledge the event by pressing the Acknowledge Rejected Transaction button located in the view mode Pending Approval Transfers A Reviewer I will normally see this status when your department has approved the transaction but other departments have not yet approved the transfer A transfer has the status of Pending Approval when it has not been completely reviewed by all the departments Pending Work Includes In Progress Unapproved Acknowledgement of Rejected Acknowledgement of High Risk and Error Updating FTD Rejected A transfer is considered rejected when all or a partial transaction has been rejected and then the following will occur e The user must acknowledge the rejected transaction by pressing the Acknowledge Rejected Transaction button which is located in the view mode e Once acknowledged the transaction of the source transaction will be set to R for Rejected e Note A new transfer must be submitted to satisfy the Reviewer Un approved A transfer that has not been approved by all the reviewers When a transfer is saved using the Save and Submit button the transfer is set to un approved status and it is then submit
52. ted for review An un approved transfer may no longer be modified Multiple departmental transfers will appear as pending approval within the department if it has been approved within the department It will appear as un approved by departments that can view the transfer if it has not been approved by the other department s 24 4 09 TOE Training Manual Chapter 3 PREPARER B No Low Risk Transaction How to Prepare a No Low Risk Transaction e Preparer selects the department that has the source transaction to be transferred e Press Prepare button Transfer of Se List of Transfers Windows Internet Explorer Ge AY E htps foeiscucsbedyfieTOESevet Hoe isc ucsb edu toe TOESery let X Li ue eel Te of Expense List of Transfers espresso l Prepare Transfer Status lt lt A Four Month Period Fom High sk Category Dau Search by C Voucher oa sey Ii Owner Dept tte Target Amount Created By ae Risk Category Area Department ACTG ACCOUNTING SERVICES amp CONTROLS fof Expenditures 00 gt Prepare _ Done 25 4 09 TOE Training Manual Chapter 3 PREPARER B No Low Risk Transaction How to Prepare a No Low Risk Transaction continued Transfer of Expense FTD Source Transaction Search Dialog Windows Internet Explorer _ e x 69 https toe isc ucsb edu toe TO
53. ting Save amp Submit Clear Done CE Internet e When the transfer is Saved a window appears indicating the Request assigned to the transfer Non Payroll Expenditure Adjustment Request Request Journal TE Status IN PROGRESS 54 Department Creation Date Tyee o of CERY Doc Date Ledger Date MSI MARINE SCIENCE INSTITUTE 02 13 2009 11 17 2008 200811 E Te Identifier 1 S 8 408906 ate Hl id 2000 NICOLE KLANFER 623 28 2m ill Js 448750 55800 on 2000 Juso1zD NICOLE KLANFER 462 28 3m CS ies ees et amp Ss 000 4m oO 0 00 5m oO fe nee Sais S ne a a 0 00 6m a OCE fo p rT fF o o00 70 es ee 0 00 8m oO 0 00 9M i Ba E 0 00 om OJT J i o 200 Source Trans Delete Line s Total Explanation of expenditure Adjustment 1 Explain why the expenditure was not directly charged to the appropriate account funs rant please xpilain fully with appropriate justification An explanation that merely states the adjustment being senate is gt to pace an error or to nair to E project or expenditure inadvertently charged to incorrect account is insufficient Expenses for lodging and airfare covered by MSI in connection with Carsey Wolf Center s business plan meeting v C Save S Submit Done Internet A 100 31 4 09 TOE Training Manual Chapter 3 PREPARER B No Low Risk Transaction H
54. to select all transactions Once the transactions have been selected for approval the Reject button will change to Approve Click on the Approve button on the bottom of the screen e To approve specific transactions Click on the each box for the specific row Once the transactions have been selected for approval the Reject button will change to Approve Click on the Approve button on the bottom of the screen Reviewer I Reject e To reject all the transactions Do not click on any box at the top of the column Click on the Reject button located on the bottom of the screen and the transfer is rejected e To reject specific transactions Click only on the boxes to approve a specific transaction that is to be approved All other boxes that are not selected will be rejected transactions Click on the Reject button located on the bottom of the screen and the transactions not selected are rejected e Refer to page 52 for information on approving a partial transfer 48 4 09 TOE Training Manual Chapter 4 REVIEWER A Approving a No Low Transfer continued e This screen appears upon approval of the transfer e f approved click on the OK box C Transfer of Ee Review form Windows Internet Explorer Ge i E https t sc ucsbeduioe TOESerlet ag foe isc ucsh edu toe TOESerylat tX a Eid ue A R Erast of Expense Review mn a H v E Page Tools espresso _ J Transfer
55. transfers crossing fiscal years equipment purchases 60 days prior to a contract or grant end date and balance sheet transfers to or from federal contracts and grants Review level required for a transaction depends on the Risk Level given to the transfer See Risk Levels on page 5 e The TOE User manual is located on the accounting website http accounting ucsb edu e Forms and Information e Extramural Funds Management e User Manuals e Transfer of Expanse User Manual The manual can also be launched from the TOE system located on the top menu bar next to system parameters 6 https toe isc ucsh edu toe TOESer viet w i a07 Transfer of Expense U Transfer of Expense espresso _ Transfer of Expense 1 50 e tis required to be registered in the UCSB directory to setup a NetID password to access the TOE System The directory is located at the following web address http directory ucsb edu webapp html Pi 4 09 TOE Training Manual Chapter 1 SYSTEM INFORMATION B Workstation Software Hardware Requirements e The employee must be registered in the UCSB Directory Service LDAP to access the Transfer of Expense TOE System The LDAP User ID and passwords are used to launch into the TOE system e Supported Browsers e Microsoft Internet Explorer 6 0 e Mozilla Firefox 1 0 e Apple Safari 1 2 e Netscape 7 0 e Adobe Reader 5 8 Non Professional and newer is supported 3 4 09 TOE Training
56. urce Transaction e A source transaction is the selected expense originally posted to the general ledger that is to be transferred to another account fund number Source transactions are from the general ledger located in the Financial Transaction Database FTD There can be only one source transaction to a transfer e Search for a Source Transaction e Select the Prepare button on the bottom of the initial screen for your department e The window below will appear Enter the mandatory information to request transactions located in the Financial Transaction Database FTD and click on the OK button Type Entry Ledger Date YYYY MNJ 20090 Location Account Fund Subse Object Code Wout heer AP Reference e A list of expenses will be displayed Click the box next to the transaction to be transferred and click on the select button Transfer of Expense Source transaction window Windows Internet Explorer Oe Eh https toe isc ucsb edu toe TOEServlet v Q 4 X Pi i Ja ww Transfer of Expense Source transaction wi a A am 7 i Page v iQ Tools v J espresso Transfer of Expense 1 52 Lynsey Knutson sign out Location 8 Account 448750 02S Sl SS EE a M 21149 7280 MCDB Departmental Recharges 12 31 2008 06639 53 111 13 MSI m 21149 3 7280 SUP MSI December 2008 12 31 2008 06657 53 238 15 MSI 10 4 09 TOE Training Manual Chapter 2 FUNCTIONAL T
57. w Risk Transaction How to Prepare a No Low Risk Transaction continued e Save amp Submit Feature e There is an e mail notification generated from selecting the Save and Submit button e Itis to notify the Reviewer I that a transfer is pending review and approval e The Preparer enters the e mail message Please review and approve this transfer 33 4 09 TOE Training Manual Chapter 3 PREPARER B No Low Risk Transaction How to Prepare a No Low Risk Transaction continued e Preparer will receive a confirmation that the transfer has been saved and submitted for department review and the Request assigned to the transfer Transfer of Expense View Windows Internet Explorer Oe j 7 Blhenyfosrestccucedufesomsevet CCUG ftoe test2 isc ucsb edu toe TOESer viet ka E http toe test2 isc ucsb edu toe TOEServlet lg X a pie i ue o x x Transfer of ERDENE hiig T A I ipag G Tools 3 espresso Transfer of Expense 1 52 Connie Feeley _ S tl Current Ledger Date 200902 Non Payroll Expenditure Adjustment Request Request TE Journal Voucher Status UN APPROVED Reviews 0 of 2 434 54 0 0 Department Creation Date Type Doc Date Ledger Date Identifier MSI MARINE SCIENCE INSTITUTE 02 4 3 2009 11 17 2008 200811 ESS Veep e e m 408906 53272 NICOLE KLANFER 623 28 448760 66800 7 forza NICOLE KLANFER J i Window

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