Best Practices

Best Practices
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Finance
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Best Practices
Process Types
Advances
Business and Travel Reimbursements
Business Purpose
Check Deposits
Check Management
Contracting
Corporate Card Transactions
Employee Time Reporting
Invoices and Other Payments
Journal Entries/Sources System Corrections
Payroll Supplemental Payments
Personnel Authorizations
Procurement Card (PCard) Transactions
Reporting
Student Prizes and Awards
Signature Authority
Wage Transfers
Advances
Requesting a Payables Advance:
Submit through the
Payment Request eForm
by selecting the Payables Advance
Only one chart string is necessary on the request.
Entity and Org (e.g. 20.507), then 909000.910000.0000, then 1463 for Foreign Study
Payables Advances and 1465 for all other Prepaid Payables Advances.
Settlement Date should be within 10 business days of the end date.
Employees should limit Payables Advance requests to when traveling with groups of
students, otherwise should consider obtaining a College‐paid Corporate Card.
Payables Advance Settlement:
Employees settle via
Expense Report Request eForm
* (see
Business and Travel Reimbursements
*Geisel Faculty and Staff should complete directly in iExpense
Students settle via the
Payment Request eForm
selecting: Travel/Business Expense. (see
Business and Travel Reimbursements
Enter the Payables Advance Number in the Payables Advance field as OBCA + Request
ID (e.g. OBCA1234567).
Returning Unused Funds:
There are two methods for returning unused advance funds.
To return funds via debit or credit card go to:
Returning Funds to Dartmouth College
If returning funds via check made payable to the "Trustees of Dartmouth College",
complete the
Advance Returns form
and submit to the Cashier's Office.
Business and Travel Reimbursements
Employees submit using iExpense for business and travel reimbursements or clearing
corporate card expenses.
Employees should submit an iExpense Expense Report for the most direct reporting and
processing of Business and Travel Related Expenses.
Go to:
iExpense
, select DC iExpenses > iExpenses Home > Create Expense Report
Go to the
Quick Start Guide
for more information.
To have the Finance Center prepare the iExpense on behalf of the employee (this is
not available for Geisel Employees):
Use
Expense Report Request eForm
to request the Finance Center to prepare the iExpense Expense Report
Attach only required receipts and other documents (detailed expense worksheet, etc.)
Do not submit receipts under $75, unless for entertainment, gifts, lodging, or relocation,
but do provide itemization of these expenses
Keep original required receipts until verified they are legible
Students and Non‐Employees submit using
Payment Request eForm
If the Student or Guest name doesn’t pull up in Payee Name field, check New Payee/Address
and enter the Name, Student NetID if applicable, and Address.
Do not include receipts under $75 unless business purpose is entertainment, gifts
or lodging.
All travel expenses should be listed under a single travel natural class, unless reimbursement
is for local expenses:
8148‐TRAVEL DOMESTIC Non‐Emp or Student or
8118‐TRAVEL FOREIGN Non‐Emp or Student,
Attach only required pdf or image file of receipts. Keep original required receipts
until verified they are legible
Please add any additional information to comments field
Additional Resources
Expense Reporting & Reimbursements Guidance
iExpense Guides, Resources and Videos
How to Pay Students
Meals & Entertainment Matrix
Spotting and Removing Pre-Itemization
Returning funds for a personal expense charged to a Corporate Card or unused Advance
Business Purpose
A “Business Purpose” is necessary when submitting expense reports, payment requests,
and PCards. Concise business purposes of less than 50 characters are encouraged. Additionally,
please be sure not to copy any special characters into the business purpose. This
can cause delays in payments to students.
Examples
Sufficient Information:
Trip to NACUBO Conference
Not Sufficient Information:
Business Trip
Too Much Information:
Trip to NACUBO Conference in Washington DC on April 12 – April 16. Topics discussed
included higher education finance.
Sufficient Information:
Lunch meeting with visiting professor, Sam Smith
Not Sufficient Information:
Lunch
Too Much Information:
Lunch at Canoe Club with Professor Sam Smith, Visiting Professor from the University
of California at Berkeley.
Sufficient Information:
Dinner meeting with Bio 101 class (20 attendees)
Not Sufficient Information:
Dinner
Too Much Information:
Pizza dinner for Bio 101 class meeting in Silsby 104 with 20 students…(names of students)
Sufficient Information:
Office supplies
Not Sufficient Information:
Supplies
Too Much Information:
Office supplies: staplers, pens, post-it notes, and paper for supply closet
Sufficient Information:
Event with alumni donors
Not Sufficient Information:
Entertainment
Too Much Information:
Event at Sue Smith’s house in Boston, MA for 26 alumni donors, including ….(names
of donors)
Check Deposits
All deposits should be accompanied by a
miscellaneous receipt form
Take form and deposit directly to the Cashier’s Office in McNutt Hall, Room 103 or
send to HB 6132.
Departments must always deposit checks preferably on the same business day as receipt,
but no later than 2 business days after receipt.
The Cashier's Office does not accept cash.
Review the
Cash and Check Handling Policy
for more information.
Check Management
Void a Check
Void a check if the check is outdated, no longer needed or was issued in the wrong
amount, to the wrong payee, or with the incorrect address.
Stop Payment
A Stop Payment should be requested when the physical check is not available and has
been:
reported either lost or stolen
sent to the wrong payee or address
not received after 10 business days from being issued
deemed unusable for another reason
Note:
If the check is available, a Stop Payment is not necessary and the check should be
voided.
Check Reissue
If the check has not been cashed, then a stop payment will be placed and a replacement
check will be mailed to the payee within 10 business days.
Note:
The request will be canceled if the check has been cashed in any of the above scenarios.
Additional Guidance
Check Management Guidance
Contracting
Contract Requests are submitted through the
Agiloft Contract Management System
Click on Contracts and select "Create a Contract Request".
Contract Requests are required when:
Hiring an Individual to provide a good or service, with the exception of honorariums
(See
Hiring Independent Contractors & Guests
).
When hiring an independent contractor an
approved
Independent Contractor Questionnaire
or
approved
International Staffing Questionnaire
must be submitted with the contract request.
The vendor has provided you a contract to review and sign.
A PO is required, but you or the vendor want a separate written agreement (see
Purchase Order Policy
).
Additional Resources:
Contract Management Guidance
Contract Management System Guidance
Determining when a PO or Contract is Required Decision Tree
Hiring Independent Contractors & Guests
Independent Contractor Decision Tree
Relevant Policies
Vendor Sourcing
Due Diligence
Corporate Card Transactions
Corporate Card transactions are cleared through the
iExpense Expense Reporting
within Oracle EBS.
Use
iExpense Expense Reporting
to submit directly into the system or complete the
Expense Report Request eForm
to request the Finance Center complete your expense report on your behalf.
For guidance in submitting an iExpense Expense Report, go to the iExpense section
of the
Expense Reporting and Reimbursement
site.
Note: Receipts are only required if the expense is $75 or more, or is for Business
entertainment, Gifts, Lodging, or relocation and house hunting. Additionally, due
to NCAA rules and regulations, all varsity coaches and non-coaching staff members
with sport specific responsibilities in those varsity sports are required to submit
receipts for all purchases and provide a descriptive business purpose, regardless
of amount.
Keep original receipts of $75 or more until verified they are legible.
See the
Business Expense Policy
for additional guidance.
Employee Time Reporting
Biweekly-Paid Employees Time Reporting
All hourly-paid biweekly employees must use the Kronos Electronic Timecard system
to record their work hours.  Employees with web-access to Kronos can access their
timecard using this URL:
Reports are generated weekly and sent to department.
Department supervisors review reports and notify the Finance Center if there are errors
in an employee’s time
Submit edits for Kronos reports on the
General Request eForm
Supervisor training and guidance is available on our
Employee Time Management
site.
Student Employee Time Reporting
All hourly-paid student employees must use the
TimesheetX
system to record their work hours. Student Employees can access their timesheet using
this URL:
Student supervisors review and approve student timesheets within the
TimesheetX
system
no later than noon on Monday
following the pay period.
It is recommended all supervisors conduct a weekly review of student timesheets and
at a minimum prior to the end of the pay period.
Supervisor training and guidance is available within the
JobX/TimesheetX
system.
Additional Resources
Payroll
Yearly Payroll Schedules
Staff and Student Time Reporting
Biweekly Employee Time Reporting
Student Employee Time Reporting
Supervisor Employee Time Management Training and Guidance
Invoices and Other Payments
All invoices that need to be processed for payment, should be emailed to
invoice@dartmouth.edu
or submitted through the
Payment Request eForm
, as either a PO Invoice or Non-PO Invoice.
Honorariums, Fellowship/Scholarship payments or other payments to students or non‐employees
should be processed through the
Payment Request eForm
as an Other Payment. The
Honorarium Acceptance Form
must be completed and attached to all Honorarium payments.
When submitting and approving invoices with contracts:
Agiloft Contract Number:
Provide the contract number of the Purchase of Goods or Services Agreement, Campus
Service Agreement or Statement of Work (SOW) in the Agiloft Contract Number field.
The contract number provided on the Payment Request eForm should never reference a
Master Agreement or Amendment.
Invoice review:
Ensure the invoice is "in scope" of the agreement.
Confirm that the services/goods being invoiced are consistent with the contract description
and statement of work.
Confirm that the services dates or provision of goods on the invoice are within the
contract term (contract effective date and end date).
Confirm the amount invoiced does not exceed the contract amount.
Confirm that your department/org/division is authorized to use the agreement. If the
org/award paying the invoice is outside the org or department of the contract request,
please explicitly state the rationale for using the agreement in the Comments field
(e.g. cross departmental collaboration, etc.)
Additional Resources
Payment Request Quick Guide
Payment Request Comprehensive Training Guide
How to Pay Students
Hiring Independent Contractors and Guests
PaymentWorks FAQ for Departments
Vendors Guide to Invoicing
Journal Entries/Source System Corrections
Submit through
Corrections, Journals, and Cost Transfers eForm
If GL correction, attach the IRA Transactions “Corrections View” Financial Report
which provides the necessary detail for the transaction(s) to be moved
If PTAEO correction, please attach the required documentation, SPUD Reclass or Cost
Transfer
Transfer From:  the account where the transaction currently exists
Transfer To:  the account where you want the transaction moved to
Additional Resources
Journal Entries
Forms & Guides
Correction Guidance
Transfers
Internal Revenue & Expenses
Payroll Supplemental Payments
Payroll Supplemental Payments are requested through the PASF or
General Request eForm
(see
Personnel Authorizations
).
Quick Pays: Off‐cycle check payments ‐ only for compliance processing
Advance: SEIU Vacation, Financial Burden
Admin Error: Kronos
Admin Error: Benefit
Late PASF
Termination: 72 Hour
Estate/Beneficiary
Next Payroll Cycle: Discretionary Payments
One Time Bonus
Taxable Business Expense Reimbursement
Pay In Lieu of Notice (PILN)
Termination Vacation
Lay Off Lump Sum
Additional Resources
Payroll Supplemental Payment (Quick Pays) Policy and Procedures
Personnel Authorization Guidance
Personnel Authorizations
If you have access to the
PA Smart Form
(PASF) system you may enter directly into the PASF System, otherwise, submit through
General Request eForm
. Select ‘HR/Payroll’ as request type and social security number and date of birth
will be encrypted.
Provide all pertinent information.
HELPFUL HINT: When submitting a PA, use the
PASF Information Template
Submit PA’s as far in advance as possible, and no later than 5 days prior to effective
date
Additional Resources
Personnel Authorization Guidance
Procurement Card (PCard) Transactions
Use
PCard eForm
to submit PCard transactions individually and receipts when required
Use the PCard Admin field if routing to an Administrator for PCard System Maintenance
or for verification of business purpose and chart string only. This is not an approval
process.
Keep original receipts until verified they are legible
Do not submit receipts under $75 but do complete an eForm with business purpose and
chart string
Exception for WB Mason: if office supplies and default chart string, no submission
is necessary
Additional Resources
Procurement Card Information
Procurement Card Policy
Procurement Card System User's Guide
Returning Funds for Personal Expenses
Purchase Order Requests
Submit using
Purchase Request eForm
A Purchase Order Request must be submitted before purchase of the good or service
is made.
Review the
Purchase Order Policy
Be sure to include routing instructions (does the PO need to be faxed to vendor, etc.)
Additional Resources
Determining when a PO or Contract is Required Decision Tree
Hiring an Individual Decision Tree
Reporting
If you have access to
IRA Financial Reports
, you may access reports directly.
Submit ad hoc report requests through
General Request eForm
or to your assigned analyst.
Additional Resources
Institutional Reporting and Analysis (IRA)
IRA Guidance and Training
Student Prizes and Awards
Submit through
Payment Request eForm
Verify residency with students receiving payment. Non-resident students must register
in Sprintax to ensure accurate payment processing.
All student payments default to digital processing through J.P. Morgan Chase.
Additional Resources
How to Pay Students
Student Payments Guidelines
Student Digital Payments
Signature Authority
The
Signature Authority Policy
identifies which Dartmouth College employees are authorized to enter into transactions
with external parties on behalf of Dartmouth and to submit requisitions for purchases
through Dartmouth's internal procurement system.
Agiloft
maintains a Signature Authority Dashboard that may be accessed to review authorized
approvers.
Wage Transfers
Retroactive Wage Transfer - Submit through
Wage Transfer eForm
Future Dated Labor Schedule changes
If you have access to MYLS system, you may direct enter Labor Schedule Changes, otherwise
Submit through
MyLS eForm
(MyLS – My Labor Schedule)
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Best Practices
Creating Adobe PDF Digital ID Signature
Creating Nicknames for iExpense and Finance eForms
How to Encrypt & Password Protect Documents
Finance Training
Systems Training and Guidance
Contract Management System
Contract Management System Training Videos
Kronos Electronic Time Management
Finance Website Survey
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