Accounting Transaction Support Services
FSS handles core accounting transactions including Accounts Payable/Payment Requests, Journals, Procurement Cards, Purchasing and Travel Advance and Travel Reimbursements. We have separate preparers and approvers available for all transactions. Client's can request customized services as well, including billings, Capital Asset Management and Cash Receipts. FSS has primary audit responsibility for all transactions they prepare and approve.
Unit faculty and staff members need to be familiar with University Policy 3.14 Business Expenses to ensure transaction requests are within policy limitations.
Journal Vouchers/ Transfers
FSS Responsibilities
- Process journal and transfer of funds per request from department utilizing JEMS
- Electronically attach request to JEMS journal as back-up documentation
Department Responsibilities
- Forward all journal and transfer requests via e-mail or paper to FSS
- Note account number(s) to be used (if known) and/or provide explanation of transaction to assist with determination of appropriate account numbers.
Cash Receipt and Deposit
FSS Responsibilities
- Cash/checks are logged in when received and given to the appropriate PAR.
- The PAR completes and electronic deposit form and signs for verification of accuracy. (requires two signatures to authorize.)
- Electronic Deposit forms with signatures are scanned and saved on the FSS share for records retention purposes.
- Email acknowledgement of the receipt of the deposit [including amount] will be sent back to the appropriate person/department.
- Deposits are hand delivered to the Tompkins Trust Company for deposit.
- All cash/checks received will be deposited on Fridays.
- All cash/checks will be held in a locked lock box until the deposit is complete.
Department Responsibilities
- Forward all cash to FSS for processing.
- Cash must not be sent via campus mail.
- Note account number(s) to be used.
Capital Equipment/Asset Management
FSS Responsibilities
- Annual physical inventories
- Adding new purchases to the capital asset inventory
- Bar-coding new equipment
- Equipment transfers between departments
- Equipment disposals
Department Responsibilities
- Submit serial numbers to FSS via phone or e-mail when receiving capital equipment
- Assist with the scheduling of the annual physical inventory
- Inform FSS of any and all physical location changes for equipment, i.e., request dispositions or transfers before they occur
Setting up New Accounts
FSS Responsibilities
- If new account is needed, submit NAR at http://www.accounting.cornell.edu/Manage_Accounts.cfm per the department request
- Note: Once NAR is approved by Division of Financial Affairs, system will send notification of the new account number.
Department Responsibilities
- Forward your new account, stop, or delete need/request to FSS for processing.
- Include any/all information to determine account attributes