Dartmouth Finance Collaborative

Join the Dartmouth Finance Collaborative to learn, share, and address questions! In these sessions we cover a broad spectrum of topics. Engage in collective discussion and learning during our monthly hour-long meetings, held every first Wednesday. Don't miss the opportunity to share insights and expand your knowledge with us. Join the Dartmouth Finance Collaborative at: Dartgo.org/JoinDFC.

Our sessions are held Wednesdays from 9:00 – 10:00AM.
Our upcoming sessions are on: April 3rd, May 1st, and June 5th
(we will not meet in July because of Fiscal Year-End)

March 2024

Register and mark your calendar for the 2024 Spring Finance Information Forum!

* Go to https://dartgo.org/FinInfoForum to register! 

Project Updates:

  • Kronos to the Cloud
    • Coming in April 2024
    • New look and feel for non-exempt biweekly paid employers
    • New dashboard, notifications, timecard review and other features
    • Training and guidance will be forthcoming
  • OnBase Upgrade
    • Coming in May 2024
    • No substantial change
    • The new Unity Client will be pushed to users and RDS will be updated

Inside Dartmouth's Budget Course

  • Registation ends March 15, 2024
  • Session dates and times are as follows:
    • Tuesday, April 30, 2024, 6:00 - 8:00 p.m.
    • Tuesday, May 7, 2024, 6:00 - 8:00 p.m.
    • Tuesday, May 14, 2024, 6:00 - 8:00 p.m.
  • More information on the F&A Inside Dartmouth's Budget site

Policy Updates

  • Code of Ethical Conduct
    • Name updated from Code of Ethical Business Conduct
  • Print Policy being updated (already updated in P2P Guide)
    • PCard/Corporate cards allowable for print purchases <$4999
    • Trademark Policy must be adhered to when using Dartmouth word marks and logo 
      (this includes clothing and other Dartmouth merchandise)
  • How we Pay Students Stipend Guidance
    • Undergraduate Internships and Fellowships paid through AP (7002/7005)
    • All Graduate Student Stipends paid through Payroll (7005)
    • Non-student Post-doc Fellowships paid through Payroll (7006) - not in guidance
  • Mobile Communication Stipend and Device Forms are being updated
    • Employee attests to understanding the policy on the form
    • Submits through General Request eForm
    • Approval processed on the General Request eForm
    • Working to merge Dartmouth and Geisel forms. 

Reminder for Vendor Invoices

  • Vendor Invoices should clearly identify:
    • Business Name or D.B.A remittance must match the registered name within PaymentWorks
    • Bill To: Dartmouth College (or Trustees of Dartmouth College)
    • Invoice Number (each invoice should have a unique invoice number)
    • Invoice Date
    • Contract Number* (if available)
    • PO Number* (if available)
    • WO Number (if working with Campus Services or FO&M)
    • Date or dates of when the goods and/or services were provided
    • Description of goods and/or services provided
    • Invoice Amount Due
    • Department
    • Department Contact

Other Updates

  • COVID-Mitigations expenses has been discontinued
    • All hand-sanitizer and other previous “COVID-mitigation” expenses should be coded as normal operational supplies
  • Agiloft IRA Reports coming soon - reports are in development
  • New project just started!! Finance Website Chatbot leveraging Dartmouth's LLM, to provide natural language to assist in searching for guidance on the Finance site
    • In collaboration with Research Computing, Library, Web Services, and others Finance is working on a proof of concept to build a chatbot using website information. The hope is that we will be leverage this new tool across the institution. 

February 2024

Reminder: Check out BigThink+ 

From last month, check out new resources: 

Policy and Process Updates

  • Honorarium Payments (and all forms) the amount field is the US dollar value - what is going to post in the GL regardless of if the payment is will be issued in foreign currency
  • Mobile Communication Stipends - Any monthly stipend >$50 requires additional justification
    • New form has been updated and approval and routing will be done through the General Request eForm, using the Request Type "Communication Stipend"
  • Sole Source Justification Form, new selection for "lowest price not chosen".
    • Must attach bids, quotes, pricing information and explain rationale for not selecting lowest bidder below
  • Car Rental Clarification coming soon
    • Dartmouth Employees and Students
      • All Dartmouth employees and students are required to become Approved Drivers if they are driving on behalf of Dartmouth
      • Enterprise/National Car rental service recommended in lieu of driving personal vehicles (significant cost savings to rent vs mileage)
      • Employees should use their Corporate Card when booking car rentals
      • Employees and students should not purchase CDW insurance, since this is included in the rental costs
    • Non-Dartmouth Employees and Students (Dartmouth Guests) Car Rentals should:
      • use the Dartmouth-Other code
      • book and pay for their own rental
      • purchase the Collision/Damage waiver insurance
      • submitting for reimbursement. 

Coming Soon: 

  • Agiloft Contract Number on the Payment Request to be relocated and provide a list of contracts that may have invoice payments applied against them. Not MSA's and amendments. This will allow us to provide accurate contract spend down reports within IRA. 
  • Kronos is moving to the Cloud with a planned April release. 
  • OnBase is being upgrade with a planned May release. 

 

January 2024

Happy New Year! 

Oops! We forgot to record this session. Sorry. 

Public Announcements: 

  • Reminder: Monday, January 1 should be listed as HOL for biweekly paid employees
  • Standard Mileage Rate for 2024 increased from .655 to .67
  • New Duo coming, but has been delayed
  • News from IDE: MLK events coming!  Check out BigThink+

New Resources now available:

Discussion: 

Corporate Card and PCard Processing

  • Submission of receipts and expenses as soon as possible is always encouraged
  • For PCards, you do not need to wait to receive notification from the Finance Center that the transaction has posted
  • To clear them in the system, they do have to be posted, so if you are allocating your own expenses within iExpense or in A&S within PCard Maintenance system the transaction does require the transaction has posted when doing the reallocation
  • Dartmouth Credit Card Fraud Reporting
  • Corporate Card & PCard Notifications & Reports

December 2023

Agiloft Navigation, Dashboard and Table Searching, Views, and Reports

Video Contents:

  • 4:00 - Agiloft Navigation for Power Users (Department Admin/Approvers)
  • 5:30 - Department Admin Dashboard
  • 7:00 - Searching Agiloft vs. Searching a specific table
  • 8:00 - Sorting multiple columns and readjusting the column display
  • 10:30 - End-User visibility to see their own contracts/PIA
  • 11:00 - Power-User Dept Admin
  • 19:00 - Creating a Custom Search
  • 24:40 - Creating Custom Views
  • 28:00 - Exporting Tables
  • 30:00 - Automating Reports to send to email
  • 39:22 - Switching dashboards from Dept Admin to Approver, Independent Contractors, Signature Authority
  • 40:00 - Searching Independent Contractor
  • 41:45 - Navigating to other Tables through the Pendo Box
  • 43:00 - Viewing Employee System Access from the Employee record
  • 45:00 - PO vs. Contracts

November 2023

OnBase Troubleshooting and Agiloft Contract discussion

Video Contents:

  • 10:00 - OnBase Connectivity Issues
  • 14:00 - Rehires and Org Permissions
  • 17:00 - Payment Request eForm Contract Number
  • 20:00 - Future OnBase Projects
  • 22:00 - Vendors and PaymentWorks
  • 28:00 - Agiloft Contract Amendments - updating the original contracts
  • 29:00 - Agiloft Contract Types for Master Agreements vs standard Purchase agreement
  • 44:00 - Agiloft System Access
  • 45:00 - Finance Best Practices

October 2023

OnBase Unity Client through RDS

Video Contents:

  • 7:30 - Department Admin vs. Department without Payroll
  • 9:00 - Uploading documents within RDS
  • 13:20 - Adding Additional Admin Access
  • 15:00 - Resetting Approval in Additional Information Queue
  • 20:30 - Adding Items to the Favorites on the Ribbon
  • 24:00 - Adding Queries to your Personal page
  • 26:00 - Document Retrieval searching for specific keyword searching
  • 29:00 - Generating CVS reports from OnBase Unity Client
  • 33:00 - Customizing and Changing views within the Workflow queue
  • 41:00 - AP Payment Request eForm Pending Submission
  • 43:00 - Finance Center process for AP Payment Request Indexing
  • 47:00 - AP Payment Request eForm Pending Submission
  • 49:00 - PaymentWorks - Vendor Maintenance
  • 55:00 - Querying a vendor payment or Anticipated Payment Date

September 2023

OnBase Navigation and Custom Queries

Video Contents

  • 18:22 - OnBase Personal Page
  • 18:50 - Custom Queries
  • 20:15 - Visibility based upon Department Admin vs Department Admin without Payroll
  • 23:30 - Updating the eForm as approver
  • 26:00 - Adding an Org in the Department Administrator Access
  • 27:30 - Payment Request Queries
  • 30:00 - Using "*" as a while card vs. on the Payment Request Vendor field you may use "%" (for vendor only)
  • 31:30 - Searching Department
  • 33:30 - Duplicating fields
  • 38:30 - New Vendors on the Payment Request eForm
  • 46:30 - Adding documents to an already submitted eForm
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