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[ BEN Balances Fast Facts ]

BEN Balances FastFact:

A Cost Transfer is moving an expense onto a sponsored project account (5 fund) when the expense was initially charged to another account (either a sponsored project or non-sponsored project).


BEN Balances FastFact:

In Journal Entry- General Responsibility, categories 02 & 07 should not to be used for sponsored project (5 funds) cost transfers.


BEN Balances FastFact:

Use Journal Entry- G&C Cost Transfers responsibility to transfer costs for sponsored project account (5 funds).


BEN Balances FastFact:

Category 15 G&C UN90 should be used when entering cost transfers within 90 days of the month end of the original transaction date. Category 16 G&C OV90 should be used when entering cost transfers that exceeds 90 days of the month end of the original transaction date.


BEN Balances FastFact:

If you are moving charges FROM a sponsored project to a discretionary fund (e.g. the Interfund) use Journal Entry – G&C Cost Transfers/ Categories 15 or 16.


BEN Balances FastFact:

Use Category 15/16 for all manual journal entries involving a 5-FUND (Debit or Credit) when you have a previous Batch ID. Otherwise, use Category 01- Intramural Goods & Services.


BEN Balances FastFact:

If you are moving charges within the same grant from one object code to another OR one center ref to another use Journal Entry – G&C Cost Transfers/ Categories 15 or 16.


BEN Balances FastFact:

If there is no previous Batch ID and/or the expense is coming from another entity, continue to use Category 01- Intramural Goods & Services.


BEN Balances FastFact:

Category 07- Grants/ Contracts should only be used when recording cost sharing or write-offs at the close of a grant. It should not be used to correct transactions created on a Manual Journal entry. This category is typically used by ORSS, ORS or Senior BA when closing a grant.


BEN Balances FastFact:

ORS conducts a case-by-case review for Cost Transfers > 90 days and makes their approval determination in accordance with the relevant University and Sponsor policies.


BEN Balances FastFact:

Cost Transfers should not be used as a means of managing cash flow.


BEN Balances FastFact:

Cost Transfers < 90 days: Journal entries will automatically post nightly according to the standard University procedures; journal entries must include a detailed explanation; supporting documentation must include a thorough explanation of the circumstances causing the delay in correcting the error; supporting documentation must be kept at the department.


BEN Balances FastFact:

Cost Transfers > 90 days: Journal entries must be approved by ORS prior to posting; journal entries must include a detailed explanation; supporting documentation must include a thorough explanation of the circumstances causing the delay in correcting the error and must be forwarded to ORS for review/ approval.


BEN Balances FastFact:

You should not reverse a budget journal for correction. Instead, create a new budget journal with the necessary lines/amounts to make the budget amounts correct. The last column on the Budget Entry form displays the total amount that will be budgeted for any specific 26 digit code combination as a result of the line entry.


BEN Balances FastFact:

Certain transactions will post after the grant end date, even if the fund is frozen. Invoice transactions from Accounts Payable related to existing PO's will post even after the grant is frozen. This would create both encumbrance and actual entries to the fund.


BEN Balances FastFact:

When checking account combinations one after the other; click the Flashlight on the browser toolbar. Doing this will open up the Find Accounts window, which will be populated with your previous query parameters.


BEN Balances FastFact:

The “Top Hat” icon can be used to change responsibilities. NOTE- when switching responsibilities, the “Navigator” window must be the active window.


BEN Balances FastFact:

On the ‘Find Requests’ window, there is a ‘Select Number of Days to View’ field that can be changed. Remember, regardless of the number entered, reports are purged after 5 days.


BEN Balances FastFact:

Session setting have been set to expire your BEN Financials session every 60 minutes for inactivity.


BEN Balances FastFact:

The object codes used in the Cash Effect report calculations can be viewed from BEN Reports. Run the Budget/Actual Variance and RCM Category Comparison reports. Drill down from the Cash Effect total to the object code detail that comprises it.


BEN Balances FastFact:

The following feeder files still use the 9-digit account: Bursar, Federal Express Domestic, Federal Express International, Bulk Mail, Bulk Labor, Mail Labor, DHL, Postage Due, International Mail and XPRESS.


BEN Balances FastFact:

In BEN Financials, most screens have the “Help” option on the menu bar. By selecting Help> Record History, you can obtain the user name for the individual responsible for creating and/or updating the transaction. In addition, you can also view the creation and updated dates. For additional information about the individual (campus address, email address, etc.), navigate to Inquiry>View User.


BEN Balances FastFact:

Salary reallocations entered on-line throughout the week are processed on Monday nights as part of the weekly payroll process. Once processing is complete, this activity posts to Salary Management. Salary Management posts to the General Ledger the following Thursday night. Salary Management will also post the night before the monthly payday.


BEN Balances FastFact:

Users who currently have their BEN Financials printer setup for ‘duplex’ printing do not have the option to manually change this print option in Printer Setup; unlike when printing to a network printer. If you would like your reports to print single-sided, it can be changed back to simplex by selecting ‘Modify BEN Printer’ when submitting a “BEN Financials Printer Request” eForm.

NOTE: If a printer is switched to simplex, all users who print to this printer will have their reports print simplex. This cannot be changed on an individual basis.


BEN Balances FastFact:

When completing the ‘Context flexfield’ at the end of the line for a Category 16 G & C OV90 journal entry and you receive a message box stating “There is no match for longlist. Enter a partial value to shorten list”, you have entered the ‘Original Batch Name’ which was created over 90 days.


BEN Balances Fast Fact:

A Commitment encumbrance gets created when you complete a purchase requisition.


BEN Balances Fast Fact:

An Obligation encumbrance gets created when a requisition transitions into a purchase order.

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Fast Facts


FastFacts are useful tips about BEN Financials. To see a complete FastFact, click MORE. To view all of the FastFacts click on 'FastFacts' from the left navigation column.
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