Controller FAQ

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General

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How do I get a printed copy of the university's Financial Report?

Contact Tricia Privette at (614) 688-3728 or Privette.3@osu.edu. If you would like to be added to the annual mailing list, please indicate this.

Accounting

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How do I find keystroke equivalents?

Keystrokes are available through ASSIST.

How do I get a printed copy of the University's Financial Report?

Contact Tricia Privette at (614) 688-3728 or Privette.3@osu.edu. If you would like to be added to the annual mailing list, please indicate this.

Is the Financial Report available on the webpage?

Yes. The FY03FY02FY01, FY00 and FY99 reports are available in PDF (Adobe Acrobat) format.

How do I get a copy of the State of Ohio CAFR?

Call the State of Ohio, Office of Budget and Management at (614)466-4034 to request a printed copy. The report (in PDF format) is also available on their website at: http://obm.ohio.gov/SectionPages/FinancialReporting/default.aspx.

How do I set up ChartField values?

The New ChartField Value Request Form is designed as an Excel spreadsheet. There is one page for each ChartField segment (i.e., organization, fund, account, program, project) that is centrally maintained. The spreadsheet may be completed and sent to Chartfield-Request@osu.edu as an attachment to an e-mail message. This message must be sent to Accounting from the e-mail account of the Senior Fiscal Officer or the Chartfield Approver.

Financials Access Request form must also be completed when creating a new Organization value.

How do I change ChartField values?

To close, inactivate, rename or change project end dates, send an e-mail to Chartfield-Request@osu.edu with the appropriate information.

How do I obtain a ChartField Reference Guide?

ChartField Reference guides are available from the Corner Store. The Stores stock Number is #53755.

How can I determine if a ChartField value is valid?

Chartfield Informational Reports are located in eReports/Financials.

The ChartField Reference Guide (revised 6/15/00) contains valid account values as of 6/15/00. This may be useful in determining the proper numeric range for an online search.

Will paper monthly reports be distributed from the PeopleSoft general ledger?

No. You may access and print your reports using the eReports server.

What is the monthly cut-off for interdepartmental billings?

IDB's (both online and interface) may be processed through the end of business on the second working day of the following month.

What is the monthly cut-off for online journal entries?

Online journal entries (excluding IDB's and deposits) may be processed through 7:00 pm on the fifth working day of the following month.

How do I post an entry to the prior month before the monthly cut-off?

Override the system default date by entering a date in the prior month or by clicking on the calendar icon and choosing the appropriate date of the prior month. This may be done only while the prior month is still open (i.e., before the appropriate cut-offs during the following month).

When is the GL system available for online entries and inquiries?

The GL is available from 7:00 am to 7:00 pm each weekday. 

Will there be two closings for June at fiscal year-end?

Yes. The first close will follow the normal monthly close schedule. Then, period 12 (June) will re-open for adjusting entries. 

Where do I find help with PeopleSoft 8.4?

Help is available through ASSIST or through e-mail at glhelpdesk@osu.edu.

Asset Management

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Do I have to track non-capitalized assets?

All capitalized assets must be tracked in the Financials system.  For non-capitalized assets, use of the Financials system for tracking is strongly encouraged in preparation for the transition to WorkDay in 2019.

How do I order non-capitalized tags?

To request non-capitalized assets tags, send an email to Asset Management Office including the requestor’s contact information, 5-digit unit number and number of tags needed.

Are my assets insured when off-campus or at a remote location?

Consult Risk Management for verification of insurance on assets that are in transit or in use off campus.

I have a tag that is worn or has fallen off. Can I get a new one?

To request a replacement tag, send an email to Asset Management Office including the requestor’s contact information, asset IT and tag number.

Can I take an asset off campus?

Authorization to take an asset off campus is at the discretion of the unit’s Asset Coordinator and Dean/VP/SFO/Designee and must be documented on the AM-Asset Off-Camus Stewardship Form.

Can an employee keep or purchase an asset after its use is complete?

An employee cannot take possession of an asset without documented authorization from the Dean or Vice President of the College/VP area and the Surplus Department.

Can I donate/sell assets that no longer have a useful life?

Please refer to the Dean or Vice President of your college and the OSU Surplus Department

How do I retire capitalized assets in the Financials system?

Disposition of an asset (e.g. retirement, sale, transfer, et al) must adhere to specific Asset Management policy criteria and properly documented in the Financials system.   A UNIV Asset Maintenance Form must be initiated by the unit and submitted to Asset Management in order for capitalized assets to be removed from the organization's records in the Financials system. OSURF asset retirements must be submitted to OSP Asset Management for approval.

How do I retire non-capitalized assets in the Financials system?

Disposition of an asset (e.g. retirement, sale, transfer, et al) must adhere to specific Asset Management policy criteria and properly documented in the Financials system.  For retirement of non-capitalized assets, see step-by-step ASSIST guide:  Retire an Asset.