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Best Practices

Who to Contact:

Contact the APFC at:
Email: Admin.and.Provost.Finance.Center@dartmouth.edu
Phone: 646-1310

More Technical Help required?
• iExpense Report: Expense.Reporting@dartmouth.edu
• Kronos: Kronos.Admin@dartmouth.edu
• Finance eForms/Unity Client: Admin.and.Provost.Finance.Center@dartmouth.edu

Processes and Services:

PCard Receipts

  • Use PCard eForm to submit PCard receipts
  • Keep original receipts until verified they are legible
  • Do not submit receipts under $75, but do submit an eForm with the business purpose and chart string
    • Exception for WB Mason: if office supplies and default chart string, no submission is necessary
iExpense - Request to Prepare for Employee
  • Use Expense Report Request eForm to request the Finance Center to prepare the iExpense Report
    • Attach only required receipts and other documents (cash advance voucher, detailed expense worksheet, etc.)
    • Do not submit receipts under $75, unless for entertainment, lodging, and relocation, but do provide the itemization of these expenses
    • Keep the original required receipts until verified they are legible

Purchase Requests

  • Submit using Purchase Request eForm.
  • A Purchase Order Request must be submitted before purchase of the goods or services
  • Be sure to include routing instructions (does the PO need to be faxed to vendor, etc.)

Reimbursements - Students and Non-Employees

  • Submit using Payment Request eForm
  • If Student or Guest does not pull up in Payee Name field, check New Payee/Address and enter Student ID, Student Name and Address
  • Do not include receipts under $75 unless business purpose is entertainment
  • Single travel natural class, 8148-TRAVEL DOMESTIC Non-Emp or Student or 8118-TRAVEL FOREIGN Non-Emp or Student
    • Unless reimbursement is for local expenses
  • Attach pdf file of receipts
  • Any additional information, please add to Comments Field

Paying Invoices and Internally Generated Payments (formerly MIPV and RFP)

  • All invoices that need to be processed for check or international wire payment, should be emailed to invoice@dartmouth.edu or a Payment Request eForm must be created
  • Honorariums, Fellowship/Scholarship payments or other payments to students or non-employees should be processed through the Payment Request eForm as an Other Payment

Payroll Authorizations

  • 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
    • APFC will get some information from DORR
  • HELPFUL HINT: When submitting a PA, use the PASF template included on the Finance Center forms page below the General Request eForm
  • Submit PA's as far in advance as possible, and no later than 5 days prior to effective date.

Kronos

  • 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

Payroll Supplemental Payments

  • 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

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 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

Cash Advances

  • Submit through the Payment Request eForm by selecting Cash Advance
  • Only one chart string and approver is allowed on the request
  • Settlement Date should be within 10 business days of the end date
  • Employees should limit Cash Advance requests to when traveling with groups of students, otherwise should consider obtaining a College paid Corporate Card

Cash/Checks

  • Take directly to the Cashier's office
  • Departments must always deposit cash and checks preferably on the same business day as receipt, but no later than 2 business days after receipt
  • Do not send cash through Hinman mail

Reporting

  • Submit through General Request eForm or your assigned analyst to request a report.

Retroactive Wage Transfer

  • Submit through Wage Transfer eForm

Future Dated Labor Schedule changes

  • Submit through MyLS eForm (MyLS – My Labor Schedule)

Student Prizes and Awards

  • Submit through Student Prizes and Awards eForm

Signature Authority

Last Updated: 3/15/18