Financial Systems Management FAQs

How do I flag a project to be eligible for food purchases?

Requests for updates or charges to the Food Flag should be made by sending an email request to one of the following helpdesks:

Sponsored Projects: gc.ask@business.gatech.edu
Non-Sponsored Projects: gl.ask@business.gatech.edu

How do I flag a project to be eligible for tuition remission?

Requests for updates or changes to the Tuition Remission Flag should be forwarded to gc.ask@business.gatech.edu.

How do I determine if a project is active?

The project ID status can be viewed on the "Project ID Lookup" via the following Techworks navigation:  Techworks > My Work > Applications and Resources > Financials, Procure-to-Pay & Research Administration > Financials-Frequent Links > Chart of Accounts Lookup > Project Lookup.

How do I determine if a project is eligible for food purchases?

Please refer to the Procurement and Business Services Food/Group Meal Procurement Grid on the following website - http://www.procurement.gatech.edu/payables/food-policy.

How do I find the description of an account?

The account description can be viewed on the "Account Lookup" via the following Techworks navigation:  Techworks > My Work > Applications and Resources > Financials, Procure-to-Pay & Research Administration > Financials-Frequent Links > Chart of Accounts Lookup > Account Lookup.

How do I know if an account is active?

The account status can be viewed on the "Account Lookup" via the following Techworks navigation:  Techworks > My Work > Applications and Resources > Financials, Procure-to-Pay & Research Administration > Financials-Frequent Links > Chart of Accounts Lookup > Account Lookup.

How do I find the description of a project ID?

The project ID description can be viewed on the "Project ID Lookup" via the following Techworks navigation:  Techworks > My Work > Applications and Resources > Financials, Procure-to-Pay & Research Administration > Financials-Frequent Links > Chart of Accounts Lookup > Project ID Lookup.

How do I know if a project ID is active?

The project ID status can be viewed on the "Project ID Lookup" via the following Techworks navigation:  Techworks > My Work > Applications and Resources > Financials, Procure-to-Pay & Research Administration > Financials-Frequent Links > Chart of Accounts Lookup > Project ID Lookup.

What is a CPC journal?

Campus PCard (CPC) journals are web based journals for moving PCard charges within 60 days after they have posted to the Expense Ledger (38) report.

How do I move PCard charges outside of the 60-day CPC journal entry window?

For non-sponsored projects, forward a journal entry to the Controller's Office.  For sponsored projects, forward a cost transfer request to Grants and Contracts Accounting.  Supporting documentation should include a copy of the original receipt/invoice, a copy of the expense ledger, and the XN number for each transaction that needs to be moved.

How long are PCard charges available to be redistributed via the CPC journal entry page?

PCard charges can be redistributed via CPC journal within 60 days of the charge posting to the Expense Ledger.  Once the original amount has been completely redistributed, it is no longer available via this journal entry page.

What is a CSU journal?

Campus Service Unit (CSU) journals are web based journals used for the posting of original intra-departmental charges for the sale of goods or services.  When processing the journal entry, campus units should debit the expense account of the unit requesting the goods or services and credit the specific departmental revenue account for the goods or services provided.

What is a Cost Transfer journal?

Cost Transfers or Electronic Cost Transfers (ECT) are journals used primarily for moving posted transactions between sponsored projects.   These JE's are normally required to correct errors or to achieve proper, consistent, and equitable distribution of costs to sponsored projects.

What is a Standard Journal Entry?

A Standard Journal Entry is a paper journal entry form (MS Excel) used to move posted transactions between non-sponsored projects or to move PCard transactions that are more than 60 days old and require adequate supporting documentation.  The JE form must be printed and signed by both the JE preparer and manager/supervisor before it is forwarded to the Controller's Office for processing.

Where can I find a copy of the Standard Journal Entry form?

The Standard Journal Entry form can be found on the Controller's Office website on the Forms page.

Where can I find copy of the GL training material (i.e. GL Reports, GL Ad-Hoc Reporting, Financial Admin Overview, or CPC)?

The training manuals are located in the Administrative Systems Training Toolbox via the following TechWorks navigation: Techworks > My Work > Applications and Resources > Financials, Procure-to-Pay & Research Administration > Training > Admin Systems Training Toolbox > Financial Toolkits.

Where can I find the Monthly Production Calendar?

The Monthly Production Calendar is available on the Controller’s Office website - www.controller.gatech.edu/monthyear-end.

How do I establish a State Project?

To establish a State Project, use the online Project Number Request form via the following navigation on the Budget Office webpage: www.budgets.gatech.edu > Quick Links > Project Number Request.

How do I establish a Sponsored Project?

To establish a Sponsored Project, please follow the instructions in procedure 3.8, Project Set Up in Grants Management System via the following navigation: www.grants.gatech.edu > Policies and Procedures > 3.8 Project Set Up in Grants Management System.

How do I establish an Agency Fund Project ID?

To establish an Agency Fund Project ID, please complete the Request for Agency Fund Account form and forward it to the Controller's Office, Lyman Hall Room 325 - Mail Code 0257.  The form is available on the Controller’s Office website – www.controller.gatech.edu/forms.

How do I request a new Department be established?

All requests for new departments should be sent via email to budgets.ask@business.gatech.edu.

How do I get access to the Expense Ledgers?

In order to access reports such as the expense ledger, you will need to attend a General Ledger Reports training course.  You can register for the training course via the Office of Human Resources (OHR) training website – www.trains.gatech.edu.

How do you determine the funding source of a Project ID?

The Class Field indicates the source of funds for a project ID.  With the exception of GTRI project ID's, most project ID's have a "high level" fund source identifier in the 4th digit of the project ID.  The most common fund source identifiers are:  "1" (state funds), "4" (departmental sales & services), "6" (sponsored funds), "5" (GTF funds) and "9" (agency funds).

There is a transaction on my expense ledger that I do not recognize. How can I find out the source of the charge?

The Source Code (SRC) column will provide the acronym of the department that posted the transaction.   At that point, you should contact the department in question to provide additional information for the charge.  A complete listing of source codes is available in the General Ledger Reports training material located via the following navigation:  Techworks > My Work > Applications and Resources > Financials, Procure-to-Pay & Research Administration > Training > Admin Systems Training Toolbox > Financial Toolkits.

Where can I find the details of a Standard Journal Entry that was posted to my project?

An image of the journal with supporting documentation is normally available via Image Now within three days of the transaction entry date.  If the entry is not found in Image Now, please send an email request to accounting.ask@business.gatech.edu.

How do you export a General Ledger Report to Excel?

When running the report from the Process Scheduler, select "CSV" under format instead of PDF.  The report will open in MS Excel.