Financial TrainingAugust 2017

18/22/17

Financial Training Agenda

u Introductions

u Student Payroll

u Financial Information

u House Coordinator Information

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Financial Center

u Office:u Stouffer Commonsu 3702 Spruce St/6027u 215-898-1119 phoneu 215-573-6789 fax

u Alicia Harrell, Financial Services Assistantu Du Bois, Gregory, Kings Court English, Riepe, Rodin, and Stouffer

College Houses

u Victoria Bowen, Office Admin Assistantu Fisher Hassenfeld, Harnwell, Harrison, Hill, New, and Ware College

Houses

u Rosalind Carter, Business Administratoru Gina Marziani, Associate Director

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Student Payroll

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Student Payroll - Types of Student workers

u Work-study studentsu Grant for a specific amount

uGrant 60%/Department 40%

u Two typesu Federal work-study – federally funded

u International work-study – Penn funded

u Non-work-study studentsu Department 100%

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Student Payroll – Information Needed

u ALL student workers complete College Houses & Academic Services (CHAS) Questionnaire u Supervisor – HC or HD must complete supervisor section

u Appointment Letter – all students CHAS templateu W-4 – student workers new to the University or

revisionsu I-9 Employment Eligibility Verification 2 part

process – students workers new to the Universityu Social Security Card – all new workersu Job Appointment– work-study students ONLY –

online process

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Work-study Job Appointment

u On-line Job Appointment processu Supervisor appoints student to job in SEMS

u Any different wage rate from SEMS must have HD signature on Questionnaire

u Mid-year raises need approval of HDu Start date must fall within current pay period

u Students cannot begin working before Job Appointment is completedu House budget may be charged full salary

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I-9 Employment Eligibility Verification u On-line validation process – must be started first

day of employment or prioru 2 Parts

u 1-Employee completes their part on-line according to our instruction sheet at CHAS I-9 Instructions

u 2-Employee must show original, unexpired documents in person to Alicia or Vicky within 3 days

u We need employee’s paperwork to complete part 2

u I-9 Validations Hours in Septemberu Monday 3-5, Tuesday - Friday 9-12:30 and 2-5:00 or by

appointment – call 215-898-1119

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Student Payroll – Information for International Studentsu Please refer your new international students to

International Students and Scholars Services at Penn Globalu Orientation sessions for new international students

u Instructions on what they need to do to work on campus

u Social Security Card application instructions

u Web-site: http://global.upenn.edu/isss

u Address: 3701 Chestnut St, Suite 1W

u Phone: 215-898-4661

u Email: oipadm@pobox.upenn.edu

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Student Payroll – International Students Special Notesu Must apply for SSN before they start working

u 10-day waiting period from when they check-in at ISSS before they can apply

u SSN application instructions: https://global.upenn.edu/isss/ssn

u Proof of SSN application required for the hiring process

u Cannot work until the hiring process is completed

u Send CHAS Questionnaire, appointment letter, and additional forms with them when they come to complete I-9 validation

u If we have no paperwork we cannot complete the I-9 validation

u List of additional required forms: Foreign Nationals Forms

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Students Working at Penn

u No more than 20 hours/week classes in sessionu No more than 40 hours/week during breaksu Work week is Monday to Sundayu Students cannot start working without completing

all of their paperwork & all online processesu Do not hold paperwork

u Batch paperwork by student – questionnaire, appointment letter, etc.

u Send complete sets to us as it is gathered

u Online work-study job appointment must be completed before students start workingu Work-study begins 8/21/17

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Time Reporting

u Two timesheet processes this year –eTimeSheets and paper timesheets

u eTimeSheetsu Fisher Hassenfeld, Gregory, Harnwell,

Harrison, Kings Court English, New, Stouffer, Ware

u Paper TimesheetsuHill, Riepe, Rodin, W.E.B. Du Bois

u Full roll-out ongoing12

Time Reporting continued

u If paperwork is not completed they cannot work

u Time must be reported when it is worked – Do Not Hold Hoursu eTimesheets allow 4 week look back

u Paper timesheet for a previous week must be marked “LATE”

u Do not combine weeks on a single time sheet

u All timesheets must be reviewed & approved or signed by the House Coordinator or House Dean

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eTimeSheets Schedule

u Editing of the timesheet must be done by the designated times

u If supervisor changes timesheet employee must approve again

u Approvals can occur retroactively

u All timesheets must be approved by employee, supervisor and Org. Administrator

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eTimeSheets Email Notificationsu The system will send out email notifications as follows

u System generate message from: etimesheets_noreply@upenn.edu

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Paper Timesheets

u Timesheets are due in the Financial Center by 10:00 AM Fridayu Grace period - 10:00 AM Monday – may not get processed if

received later

u Enter name of College House or café/commissary and account number

u Enter week ending date - Work Week is Monday through Sunday

u Name MUST BE PRINTED LEGIBLY THEN SIGNED EACH WEEK on Time Sheets

u Do not use nicknamesu NO STUDENT SIGNATURE NO PAY WILL BE PROCESSEDu Make sure timesheet hours are totaled

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Receiving Student Pay

u Receiving student pay http://www.sfs.upenn.edu/Aline/student-pay.htm

u Encourage your staff to use Direct Deposit u If you have authorized direct deposit, your

paycheck is automatically deposited into your designated US bank account

u If you are not enrolled, sign up now using a US bank account

u Students who sign up for Direct Deposit for SRFS refunds are put on Direct Deposit for payroll

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Student Payroll - Important Information

u Always send personal information in a confidential mail envelopeu Please take a couple with you

u Additional supplies can be ordered from Penn Mail Service

u Do not email forms with personal information – use Secure Share instead

u Please use a cover sheet, call or email us when faxing timesheetsu Fax machine used by all Central CHAS staff

u Try to fax during normal business hours - M-F 9-4:30

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Payroll Problems

u Most problems need to be resolved with the College House supervisor/manageru We will not change reported hours without

authorization from the College House office

u Take time to review the information on the Student Employment Website

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Important Websites

u College Houses Financial Center u http://www.collegehouses.upenn.edu/resources/financial

u Student Employment Officeu http://www.sfs.upenn.edu/seo/

u International Student & Scholar Services (ISSS)u http://global.upenn.edu/isss

u I-9 On-line Verificationu https://www.newi9.com

u Receiving Your Student Payu http://www.sfs.upenn.edu/Aline/student-pay.htm

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Financial Information

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Financial Information

u Cash and Deposits

u Cash Handling Process

u Prizes

u Reimbursements

u Purchasing & Payments

u Other Information

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Cash Handling

u University Policy:u Requires all checks and cash received to be deposited on the

day of receipt

u Cash or checks received over the weekend or at night are to be deposited the next business day

u All Deposits are made through BEN Deposits

u Students are allowed to have BEN Deposits access with House Dean approval and upon completion of online training

u Types of cash received – co-pays, deposits for trips/programs, café sales, others

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Deposits

u All cash deposits require cash bags for depositsu Checks are to be made payable to “The Trustees of

the University of Pennsylvania and stamped with the “for deposit only” stamp

u Large amount of coins must be deposited separately – count before sending

u Deposits are prepared on-line in BEN Deposits u Funds & a print-out from BEN Deposits are sent to

Cashier’s Office, 1st Floor Franklin Buildingu Cash depositors are required to wait for a receipt

from the cashieru Receipts are kept on file in your House office

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New Cash Process

All cash received must be tracked by each College House

u A receipt must be given for cash received or returned

u A log must be kept to track the cash which includes

u the amount received or returned

u the date

u the business purpose

u Deposits must also be tracked in the log and include

u The amount deposited

u The date

u The account number & business purpose

u The log must be reconciled

u Discrepancies must be noted in the log

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Prizes

u Prizes should not have a value greater than $100

u We are required to track all prizes awarded to students as part of College House activities

u Tracking information must be kept in your College House office

u Tracking form can be found on CHAS Financial Center web-site

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Prizes – Gift Certificates, etc.

u The awarding of Gift Certificates, Gift Cards, or Gift Coupons is highly discouraged in CHAS

u Gift Certificates, Gift Cards, or Gift Coupons are considered as cash equivalents and therefore are subject to employment taxes without regard to their value

u The House Dean must request approval in writing in advance from the CHAS Executive Director

u Please allow 3 business days for requests to be approved

u Recipients of such must be reported to CHAS FC on a quarterly basis: 9/30, 11/30, 3/31, 6/30,

u Students on payroll will have awards added to gross income

u Students not on payroll are required to complete a W-9

u Gift cards must not be given out between Dec. 1st – 31st

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Purchasing & Payments

u The University has established purchasing policies and protocols in place to assist in making purchases effectively and compliantly

u Commodity Matrix – guide for approved methods

u Purchase Order – preferred methodu Purchasing Card – highly preferredu Student Program Card – highly preferredu PDA-form & Invoice – least preferred

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Making Purchases

u What’s it for u House Activities: pizzas, cookies and milk, movie night

– Student Program Card

u Equipment: DVD player, sporting equipment, pots and pans for group kitchen – PO or other approved University purchasing method

u College House Supplies – PO, Purchasing Card or other approved University purchasing method

u Yoga instructor, DJ – New Independent Service Provider process

u Work with your House Coordinator for purchases that cannot be made with your Student Program Cardu Advance approvals are required for items or services

that cannot be handled via Student Program Card

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Payments to Non-PO Vendors

u Plan in advanceu Work with your House Coordinator

u All contracts must be signed by Purchasingu Students must not negotiate contracts with

vendors

u Allow 3-business days for review and signing

u Vendors not on the approved vendor list will need to submit a W-9 form

u Original invoices are needed for all payment processing

u Be sure invoices are handled in a timely manner

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Independent Service Provider (formerly Independent Contractors)

u A new process for paying individuals was established in January 2017

u All individuals must be vetted prior to being engaged for a service or program

u All individuals must be vetted in advance through Human Resources

u Students must paid through Payroll – check with SRFS

u This process will take several days to complete and must be completed in advance of the activity for which they are to be paid

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PDA Forms

u Procurement Disbursement Authorization (PDA) Form – for payments that are not able to be transacted by PO or approved procurement card

u Guest speaker travel reimbursements

u Pre-approved payments for services

u Your House Coordinator will need to prepare all PDA forms

u Under the new Supplier Portal Initiative PDA forms will transition to electronic forms – anticipated January 2018 rollout

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Reimbursements

u All reimbursement for Penn faculty, staff & students must go through the Concur Systemu On-line booking and reimbursement systems

u http://cms.business-services.upenn.edu/penntravel/

u Used when Student Program Card cannot be used

u House Coordinators will act as delegate for reimbursements so that the correct account number is usedu Prevents needless delays

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Reimbursements –PennTEM/Concur

u All reimbursements to Penn affiliates are only done electronically as EFT

u Direct deposit to bank account or pay card

u If no payment information in the database the student must sign up for Direct Deposit

u Concur reimbursements cannot be processed without payment information

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Additional Information

u SEPTA token distribution must be tracked

u Who received

u Date

u How many

u Business Purpose

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Useful Websitesu College Houses Financial Center

u http://www.collegehouses.upenn.edu/resources/financial

u BEN Financials Commodity Matrixu http://cms.business-services.upenn.edu/purchasing/making-

purchases/purchasing-basics/commodity-matrix.html

u Office of the Comptroller Form Libraryu http://www.finance.upenn.edu/comptroller/forms/

u Individual Service Provider Classificationu https://www.hr.upenn.edu/policies-and-procedures/processes-

and-procedures/service-provider-classification

u Office of the Comptrolleru http://www.finance.upenn.edu/comptroller/index.shtml

u Travel Websiteu http://cms.business-services.upenn.edu/penntravel

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House Coordinator Information

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Reimbursements and Concur

u All Penn faculty, staff and students are reimbursed through Concur

u All others are reimbursed using Guest Travel Reimbursement (GTR) Worksheet and PDA-NA form

u Non-Penn affiliated partners of senior staff in the College Houses

u All Concur reimbursements are done via EFT (electronic funds transfer)

u Students will need to sign up for direct deposit

u Concur classes offered several times a year

u New Concur Users – how to do an expense report

u Open House Q&A for Experienced Users

u Expenses older than 182 days will not be approved38

Concur

u Check that all of the account information is correctu Business justification is a full description of why and it

includes the name of the College House and date of eventu The full amount of the receipt/bill is on the expense

report – partial reimbursement require itemization u Each receipt is listed as a separate expense item (line)u Tell your student when you complete an expense report for

themu Be sure your students actually submit the expense report u Multiple events can be combined on one report

u give a generic business justification in the header (i.e. Expenses for Rodin College House activities from date to date);

u on the expense line provide a specific business justification (i.e. expenses for Sophomore career workshop).

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Concur

u Expense reports for House activities are sent to the House Dean for final approval after CHAS approvalu Do not have reports sent to the House Dean first as this may add extra

steps

u Default Reviewer/Approver based on Payroll department for faculty and staff – never changes

u Default Reviewer/Approver based on Payroll or funding department for students – this can change

u Reimbursements for those whose default reviewer is outside of CHAS should include a note u “Please Approve and Forward this expense report to Rosalind

Carter without review. The report will be thoroughly reviewed by College Houses & Academic Services (CHAS). The cost object has been set for a CHAS account.”

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Highlights of SP-Card Program

u New cards for staff other than RA or GA please provide information before they apply for a card: u Full name, PennCard #, Penn email, phone, position

u 3 year renewal cycleu Cards are Tax Exempt – remind staff of this featureu Cardholder must tell vendor they are tax exemptu PA State and Use Tax number on back of cardu Tax exempt letters must be requested from Purchasing – Tax

Exempt Request – and sent directly to vendoru Once the letter is received cardholder can request a refund of the

tax paid

u If card is declined outside of normal business hours call the number on the back of the card for assistance

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Student Program Card Transaction Reconciliation

u Cardholders reconcile on a transactional basis u Submit transaction reconciliation within 2-3

business days of transaction u DO NOT allow staff to hold receipts until the end of

the monthu Reconciliations must be signed no digital

signaturesu Review for compliance and keep for use with

monthly statement reconciliationu Review what was purchased for program compliance

and appropriately documented business purposeu Check for taxes

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Monthly Reconciliation

u Access PaymentNet monthly to print statements for your College House

u Match transaction reconciliations to monthly statementu Check that the amounts are the same if not contact the

cardholder

u House Coordinators signs and House Dean signsu Follow-up with cardholder as neededu Complete monthly summary report and submit to

Gina by the 15th of the following monthu Include Faculty on this reports

u Use the notes and be sure to follow-up on next month

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SP-Card Cash Policy & Reconciliationu Cash withdrawal policy varies from house to house – check

with House Dean

u All cash transactions must be reconciled on a transactional basis on a Cash Reconciliation Form

u Small amounts of cash may be carried over

u Larger amounts must be turned into to the house for deposit through BEN Deposits monthly

u A copy of the deposit receipt is to be kept with the reconciliation

u Identify who has returned cash

u Do a separate deposit line on for each person on the deposit

u All unspent cash must be turned in at the end of the academic year before the cardholder leaves campus

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SEPTA Token Purchases

u SEPTA token purchases made with Student Program Cards must include the following information:

u Number of tokens purchased

u Number of tokens used

u Business purpose

u Left over tokens should be turned in or tracked as we do cash

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Cardholder Follow-up: Potential Problems

u Missing receipts and/or transactions

u Cardholder are required to obtain a duplicate receipt

u Accidental use of card for personal items must be reimbursed

u Credits need to reconciled

u Holding receipts to the end of the month to reconcile

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SP-Card Limits

u Plan ahead – limit changes are made in advance

u All requests go to Gina and Roz via emailu Provide a justification as well as amountsu House Dean’s approval requiredu Reconciliations must be up-to-date

u Change possible foru Default limitsu Temporary limits

u Set period of time

u One time use

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BEN & Reallocations

u All card transactions are imported into BEN Financial on a weekly basis

u Review transactions every week and reallocate if necessaryu House Coordinators are responsible for reallocating both

student card and House Dean card transactions

u CHAS FC staff are responsible for reallocating House Coordinator transactions

u Use appropriate Obj Code and C-Ref u i.e. staff retreat to Poconos – student domestic travel 5204 (not

student activities 5208)

u Staff training and related expense use C-Ref 3145

u Journals will post weekly

u Manual journal will be required for changes after posting

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eTimeSheets Supervisor

u Students are Positive Pay employees – hours must be submitted for them to be paid

u Supervisory review and approval required for all timesheets

u House Coordinator is primary supervisor

u House Dean is secondary supervisor

u Monday at 10 AM is the deadline for supervisory approval

u ORG Administrator can approve so that timesheet is submitted

u Late approvals can be entered after 3 PM Monday

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SEPTA Update

u Tokens are going away

u Currently working on multiple rider card solution

u SEPTA sales of tokens will end once multiple rider solution implemented

u Tokens can be applied to Key Cards at certain kiosks

u Third party vendors will continue to sell tokens until their supply is exhausted

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Supplier Portal Initiative

Objectives of this initiative include:

u Providing greater visibility into the status of onboarding, invoicing, and payment transactions for end users and suppliers

u Improving efficiencies through automation and supplier self-service

u Enhancing Penn’s controls through improved, electronic procure-to-pay workflows

u Jaggaer, formerly Sciquest, is the vendor

u BEN Buys PennMarket Place

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Human Capital Management Transformation Initiative

u University-wide effort to streamline Human Resources-and Payroll-related services and processes

u Website: https://www.hr.upenn.edu/hcm

u Did You Miss the HCM Transformation Initiative Town Hall

u View the presentation

u Print the presentation

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Questions???

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