Institute of Technology Fiscal Administration

Fiscal Administration Staff

Who to contact:

David Pappone: College policies and procedures, budget information, Dean’s Office commitments and other general questions

Mahin Noori: PCards, employee reimbursements, travel and other accounting issues specific to the Dean’s Office

Jay Delaney: Financial Team activities; oversight to ensure financial team is complying with University and sponsoring agency policies and procedures; create close connection to central program offices and departments to maintain customer service; facilitate collegiate budget process, back-up Certified Approver, sponsored projects.

PROCUREMENT SPECIALIST:
Manages purchase orders (PO) for their administrative departments, including PO changes, matching errors and capital asset receipts; completes contracts for professional services (CPS); journal entries; performs duties related to month-end and year-end close for purchasing activities.

• Mary Haverkost: Procurement Specialist – assigned to:
  Electrical & Computing Engineering, History of Science & Technology, Mechanical Engineering, Computer Science and Engineering, UNITE, DTC, MSI; billing and journal entry requests
• Jane Jensen: Procurement Specialist – assigned to:
  Astronomy, Aerospace Engineering and Mechanics, Chemical Engineering & Materials Science, Chemistry, Characterization Facility, IPRIME, MRSEC, billing and journal entry requests
• Wendall Roy: Procurement Specialist – assigned to:
  Dean’s Office, Student Affairs, Physics, ITCEP, CDTL, TPI, Babbage Institute, Civil Engineering, Mn Geological Survey, Geology, Institute of Math Applications, School of Math, Nano Fabrication Center, St Anthony Falls Lab, Bio-medical Engineering, billing and journal entry requests

VOUCHER PREPARERS:
Enter various types of vouchers; understand and handle miscellaneous voucher variables; make changes to entered voucher when necessary; review voucher errors and take appropriate actions.  Responsible for: resolving discrepancies and matching errors in partnership with Procurement Specialist; link vouchers to invoice images, close vouchers.

• Chandra Killebrew: Voucher Preparer
• Cheryl Anthony: Voucher Preparer

Forms:

• IT Pre-requisition Form (Download MS Word | Acrobat PDF)
• IT JE Form (MS Excel) - updated 3/31/09

JE Resources

• IT JE Job Aid (MS PowerPoint)
• IT Creating Manual Journal Entries (PDF)
• IT JE Workflow Process (PDF)

IT Procedures

• Requesting New Chartfield Values (PDF)
• FY10 - Budgeting for Combo Codes job aid

RRC Meeting Notes:

• October 21, 2009 (PDF)
• Sept 16, 2009 (PDF)
• May 20, 2009 (PDF)
• April 15, 2009 (PDF)
• March 18, 2009 (PDF)
• February 18, 2009 (PDF)
• January 14, 2009 (PDF)
• November 19, 2008 (PDF)
• October 15, 2008 (PDF)
• September 17, 2008 (PDF)
• August 7, 2008 (PDF)
• July 16, 2008 (PDF)
• June 27, 2008 (PDF)
• June 2, 2008 (PDF)

Reporting

• How Can I Tell if My Non-sponsored Chart String is Setup (PDF)
• How To Run a Sponsored Project Report in EFS (PDF)
• Obtaining a Balance (PDF)
• Requisitions (PDF)
• Sponsored: Does Budget Line Exist (PDF)
• Step by Step Guide to Reports (PDF)
• Step-by-Step Guide to Running Budget and Carryforward Inquiries in EFS (PDF)
• Vouchers (PDF)

Other Useful Documents and Data:

• 4/4/08 Last Chart of Accounts mapping file submitted by IT (MS Excel)
• 6/6/08 Chart of Accounts mapping from EFS (MS Excel)
• 6/24/08 Final Chart of Accounts mapping from EFS (MS Excel)
• List of PS Requisition Categories and Corresponding Accounts (MS Excel)
• Combo Code How To's (PDF)
• Guidelines for Procurement Specialists (PDF)
• Guidelines for Voucher Processors (PDF)
• Requisition Reminders (PDF)
• Sample Statement of Work (MS Word)
• IT Endowment Mapping (MS Excel)
• PUF Fund Withdrawal Process (PDF)

Commitments by Department (password protected)

• Aerospace Engineering and Mechanics (MS Excel)
• Astronomy (MS Excel)
• Biomedical Engineering (MS Excel)
• Chemical Engineering and Materials Science (MS Excel)
• Chemistry (MS Excel)
• Civil Engineering (MS Excel)
• Computer Science and Engineering (MS Excel)
• Electrical and Computer Engineering (MS Excel)
• Geology and Geophysics (MS Excel)
• Mathematics (MS Excel)
• Mechanical Engineering (MS Excel)
• Physics (MS Excel)

Links:

• Chart of Accounts Reference Manual (PDF)
• Code of Ethics for Department Staff (PDF)
• Purchasing Services Forms and How-To Documents

Forms for IT Dean's Office Staff

• P-Card Expenses Justification Template (Word)