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New Travel Policy Exception Form

To address the concerns raised by Principal Investigators regarding the difficulty in obtaining receipts in some countries / regions of the world, a form has been developed that allows an exception to the policy and the use of per diems.
Research Accounting Training Date Added

A Research Accounting training session has been added, and is scheduled to take place May 31/12.
2012 Year End Close Completed

The year-end close process has now been completed and carry forwards have been rolled into the 2013 fiscal year.
Useful Tips for Tri-Council Grants - Revenue Accounts

In order to ensure transactions posted to Tri-Council projects are accurately reflected in the General Ledger, please ensure that revenue accounts are never used when processing journal entries to these projects (accounts beginning with 4xxxxx).
New Statement of Operations Report Now Available

A New Statement of Operations report is now available.
April 2012 Month End

The fiscal period of April 2012 was closed on Monday, May 7, 2012 as per the month-end schedule posted on the Financial Services website.
April Month End Reminder

This is a reminder that, in accordance with the month end schedule posted on the Financial Services website, the fiscal period of April 2012 is scheduled to close on Monday, May 7th.
Payroll Account Recode for March

In response to the issue identified regarding March Payroll expense accounts being overridden due to certain PeopleSoft HR business rules, Finance has posted a manual correcting journal entry (JOURNAL # 0000094548).
Changes to the Chart of Accounts

Effective May 1, 2012, and for transactions posted to Fiscal 2013, there will be changes to the Chart of Accounts.
Issue with Account Codes for March Payroll

An issue has been identified with the accounts in which some March payroll expenses are being reported.
Issue Identified with March Payroll Expenses

An issue has been identified with some March payroll expenses.
Upcoming Training Available from Financial Services

Financial Services will be holding a training session to assist you in reading and understanding the contents of the Statement of Operations - Research reports, as well as some general financial information.
Changes to Research Statements Beginning March 2012

Beginning in March, a number of changes will appear in the Research Statement of Operations.
Useful Tips for Tri-Council Grants - Conference Travel

When charging the costs of travel to attend a research conference to a grant funded by one of the Tri-Council agencies (NSERC, SSHRC and CIHR), you must ensure you attach a copy of the conference itinerary to the travel claim.
Information Re: March Statement of Operations

For your information, the March statements will contain additional payroll journal entries that may cause confusion.
March 2012 Month End

The fiscal period of March 2012 was closed on Tuesday, April 10, 2012 as per the month-end schedule posted on the Financial Services website.
March 2012 Copier Usage Charges

Xerox and DCB copier usage charges for both February and March 2012 have been loaded into March 2012.
PeopleSoft HR Pay to GL Update

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PeopleSoft HR Pay to GL Update

We would like to update you that all pay groups’ Pay to GL/Accounting information has been generated for the most recent payrolls.
March 2012 Month End Reminder

This is a reminder that, in accordance with the month end schedule posted on the Financial Services website, the fiscal period of March 2012 is scheduled to close on Tuesday, April 10th.
PeopleSoft HR Pay to GL Update

We would like to inform you that for Academic and Casual pay groups, as of noon March 30, 2012, the Pay to GL/Accounting Data has not yet been generated for the most recent payrolls.
Research Accounting - Upcoming Training

Research Accounting is hosting another session on “Interpreting your Statement of Operations” on Tuesday March 27th, 2012.
Ontario Expense & Procurement Directives – Their impact on Queen’s

In 2011 the Ontario government established new directives for open, fair and transparent financial practices at all Broader Public Sector (BPS) organizations, including Queen’s. All BPS organizations must comply.
Useful Tips for Tri-Council Grants - Gift Cards and Certificates

The Tri-Council agencies (NSERC, SSHRC and CIHR) do not consider the cost of gifts to be eligible expenses.
February 2012 Month End

The fiscal period of February 2012 was closed on Wednesday, March 7, 2012 as per the month-end schedule posted on the Financial Services website.
February 2012 Month End Reminder

This is a reminder that, in accordance with the month end schedule posted on the Financial Services website, the fiscal period of February 2012 is scheduled to close on Wednesday, March 7th.
Research Year End Reminder

As we approach research year-end, this is a reminder that if you have a research project which is ending on March 31st, 2012, please ensure you complete all final spending by this date.
Fiscal 2012 Year-End Timelines

Financial Services and Strategic Procurement have published the Fiscal 2012 Research & University Year-end timelines.
Changes in Your Statement of Operation with Launch of PeopleSoft HR

With the new Peoplesoft HR system now live, Financial Services would like to make you aware of a couple of changes to the data on your statement of operations.
New Guidelines on Completing Form T2200

Financial Services has released guidelines to assist individuals in accurately completing Form T2200.
January 2012 Month End

The fiscal period of January 2012 was closed on Tuesday, February 7, 2012 as per the month-end schedule posted on the Financial Services website.
Useful Tips for Tri-Council Grants - Credit Card Receipts

When submitting expense reimbursement claims for purchases made using your personal credit card, please ensure the original receipt along with the credit card confirmation slip is attached to your claim.
January Month End Reminder

This is a reminder that, in accordance with the month end schedule posted on the Financial Services website, the fiscal period of January 2012 is scheduled to close on Tuesday, February 7th.
PeopleSoft Statement of Operations Training - Jan 20/12

Financial Services is offering a PeopleSoft GL Statement of Operations Workshop on Fri – Jan 20th with seating still available.
Useful Tips for Tri-Council Grants - Software Purchases

The Tri-Council (NSERC, SSHRC and CIHR) will allow the purchase of specialized software if required for a research project and is not normally provided by the institution.
New Web Page on Financial Services Website

In a continued effort to provide ongoing support to the University community, the Financial Services website has been updated to include a Trusts and Endowments section.
December 2011 Month End

The fiscal period of December 2011 was closed on Friday January 6, 2012, as per the month-end schedule posted on the Financial Services website.
Financial Services Training Notice

Among many other courses, Financial Services will be offering the following training: Research Accounting - Interpreting Your Statement of Operations.
December Month End Reminder

This is a reminder that, in accordance with the month end schedule posted on the Financial Services website, the fiscal period of December 2011 is scheduled to close on Friday January 6.
Financial Services Training - 2012

Financial Services is now accepting registrations for all training modules and workshops currently being offered during the January to May 2012 calendar period.
Research Deposits

In an effort to ensure research deposits are processed in an efficient and timely manner, this is a general reminder regarding details which should accompany every deposit forwarded to Research Accounting.
November 2011 Month End

The fiscal period of November 2011 was closed on Wednesday December 7, 2011, as per the month-end schedule posted on the Financial Services website.
Statement of Operations (non-research) Workshop Space Availability Fri - Dec 9, 2011

Financial Services offers PeopleSoft GL Statement of Operations Workshop on Fri – Dec 9th with seating still available.
Endowment Fund Income

In keeping with continued objectives to streamline process and promote financial stewardship of University resources, the opportunity to recapitalize endowment fund income will now only be offered once a year, in April.
Useful Tips for Tri-Council Grants - Office Supplies

The Tri-Council (NSERC, SSHRC and CIHR) will only allow the purchase of office supplies through the use of grant funds if they are not normally provided by the institution.
November Month End Reminder

This is a reminder that, in accordance with the month end schedule posted on the Financial Services website, the fiscal period of November 2011 is scheduled to close on Wednesday December 7.
Use of Account 480001

When using account 480001 to record a journal entry, the account 480001 must be used on both sides of the journal entry.
Research Reports Training Sessions

In a continued effort to provide helpful information to the research community, Research Accounting (Office of the Controller) will be providing some additional training sessions to assist users of the Statement of Operations (Research) reports, with help interpreting their monthly reports.
Important Notice for Bi-weekly and Casual Employees

The university regrets that a file transmission error and today’s banking holiday has caused a delay in bi-weekly and casual pays scheduled for deposit to employees’ bank accounts.
Update - Bi-weekly and Casual Payroll Delay

Financial Services staff have manually produced cheques for all employees affected by the delay in processing bi-weekly and casual payroll.
October 2011 Month End

The fiscal period of October 2011 was closed on Monday November 7, 2011, as per the month-end schedule posted on the Financial Services website.
Reminder - Equity Account Notice

This message is a reminder that all equity accounts, i.e. any general ledger accounts that begin with a “3”, are centrally controlled, and only Financial Services staff are permitted to post transactions to these accounts.
Useful Tips for Tri-Council Grants - Child Care Expenses

The Tri-Council (NSERC, SSHRC and CIHR) allow certain child care related expenses to be charged to a grantee’s award.
October Month End Reminder

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Paying Travel Agents Using a Research Grant

In an effort to ensure compliance with research funding agency guidelines and university policy, this communication is to advise you of the existing policy for paying travel agents directly using a research grant.
September 2011 Month End

The fiscal period of September 2011 was closed on Friday October 7, 2011, as per the month-end schedule posted on the Financial Services website.
Useful Tips for Tri-Council Grants - Chartfield Values on Research Claims

In order to ensure claims for research expenditures are processed in a timely manner, please ensure the relevant chartfield values are included on the cheque requisition, travel expense claim form or journal entry.
September Month End Reminder

This is a reminder that, in accordance with the month end schedule posted on the Financial Services website, the fiscal period of September 2011 is scheduled to close on Friday October 7.
Update to Statement of Operations for Courier Charges

Financial Services has been working with the vendors who provide courier services for the University to achieve a consistent process for the reporting of courier charges and the non-refundable portion of the related taxes.
HST Self Assessment

Financial Services has published new guidelines on how to self assess Harmonized Sales Tax (HST) on purchases made at Queen’s University.
Updated Tri-Council Agencies’ Research Expense Guide

Please find attached an updated version of the Tri-Council Agencies’ Research Expense Guide, for your reference.
August Research Reports - UPDATE

August Statements of Operations – Research reports will be available in PDF Wednesday, August 14th, and Microsoft Excel on Thursday, August 15th. We apologize for the delay.
August Research Reports

We are currently experiencing technical difficulty in posting all of the August Research Statements of Operations.
August 2011 Month End Update

The fiscal period of August 2011 was closed on Thursday September 8, 2011, as per the month-end schedule posted on the Financial Services website. Research reports are scheduled to be available on the portal in PDF format on Monday, September 12 and in Excel format on Tuesday, August 13.
Useful Tips for Tri-Council Grants - Payments on Tri-Council Grants

In the past, each of the three Tri-Council agencies (NSERC, SSHRC, and CIHR) followed different practices with regard to the level of stipends which could be paid to students and postdoctoral fellows.
New Financial Services Training Modules Announced

Financial Services is pleased to announce the addition of the PeopleSoft Query Viewer training module to its list of workshops currently being offered this fall.
July 2011 Month End Close Update

Please note the July 2011 month end closure will proceed on schedule today with the exception of all July P-Card transactions.
Financial Services Closure - Aug 26/11

Please note that Financial Services will be closed Friday August 26th, 2011 for our Department Retreat.
Useful Tips for Tri-Council Grants – Approval Signatures

All research expenditures must be approved by the Principal Investigator responsible for the research project or their signing delegate.
Useful Tips for Tri-Council Grants - Approval Signatures

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Student Financial Transactions Update

On July 15th Financial Services issued a news story to report issues with loading July Student Financial activity into the Peoplesoft Finance system. This issue has now been resolved and transactions for July 2011 are up to date in the Peoplesoft Finance system.
Journal Entry Workshop Space Availability - July 28/11

Financial Services offers PeopleSoft Journal Entry Workshop on Thursday, July 28, 2011.
Issues Loading July Student Financial Transactions

We are currently experiencing issues loading July activity from the Peoplesoft student system into the Peoplesoft Finance system.
June Month End Now Closed

The fiscal period of June 2011 was closed on Tuesday July 12.
June Month End

Due to the technical issues currently being experienced with Peoplesoft Finance the June month end will not close today, as originally planned.
Recording an Internal Review Transfer

When an internal decision has been made to reallocate revenue from one unit within Queen’s to another unit within Queen’s, and that source of funding cannot be tied back to an external source, it is appropriate to use Account 480001 – Revenue University Funds.
Issuing Payments During Canada Post Lockout

With the Canada Post lock-out, payment delays to vendors and/or individuals in Canada who are not paid by electronic funds transfer (EFT) are inevitable. Overseas and US mail is NOT affected by the Canada Post lockout.
Research Accounting Deadline for Compensation Expenditures

Effective immediately, all research related compensation expenditures must be received by Research Accounting (Financial Services) no later than two business days prior to the Compensation Unit deadline.
May 2011 Month End Close Extended

Please note the May 2011 month end close has been extended to end of day Friday June 10, 2011.
Tri-Council Monitoring Visit Notification

The Tri-council (NSERC, SSHRC, and CIHR) is conducting a Monitoring visit and will be on campus from May 30 – June 2, 2011 interviewing relevant faculty and staff, and reviewing selected project transactions.
Clarification of Account Usage - Groups 612xxx vs 614xxx

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Wire Transfer Payments

Financial Services processes wire transfer payments every Wednesday.
Bank Reconciliation Update

In order to assist with the bank reconciliation process, the Office of the Controller would like to take the opportunity to provide you with an update.
Financial Services Training Modules

Financial Services now offering a total of 4 training modules during April through June.
March 2011 Research Overhead Notification

To align with funding agency reporting requirements, overhead charges and distribution transactions for the months of March and April 2011 will be posted to the months the related expenses were incurred.
March Interim Research Reports

In order to provide Principal Investigators and their delegates with a preliminary project balance prior to the upcoming research year-end deadline of March 31, 2011, Research Accounting will be posting interim research reports to the Queen’s portal by March 15, 2011.
GST Rebate Being Claimed on Purchases Charged HST

Since HST has been implemented on July 1, 2010, there have still been some instances when departments have applied the GST rebate to purchases instead of the new HST rebate. The old GST rebate on purchases was 67% and the new HST rebate on purchases is 73.77%. The net difference between the two rebates is 6.77%.
Foreign Currency Transactions

This communication is to inform you of a change in University practice for foreign currency transactions. This change is being made to improve the accuracy of the amounts being charged or credited to departments.
Updated Info Re: Recording Internal Sales, Cost Recovery and Transfers

Revised information has been recently posted to the Financial Services website.
Finance 101 Training Available in March

Financial Services offers Finance 101 training for first time administrators March 14, 2011.
Financial Services Training March 2011

Financial Services will offer 3 Regular Journal Entry module training dates in March 2011.
Administration of Student Awards by Financial Services

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Change in Procedure for HST Collected and Paid

There have been some recent changes to the HST policy/procedure in relation to HST collected and paid.
Purchase Requisition Year-end Blackout

In preparation for Queen’s fiscal 2010/11 year-end process, Purchase Requisition entries related to research projects will be cut-off for all Requestors between April 27th – May 12th
Tri-Council Research Expense Guide Now Available

The Tri-Council Research Expense Eligibility & Documentation Guide is now available on the Financial Services website.
Additional Purolator Charges

In January 2011, additional Purolator charges will be put through related to tracking numbers already processed for invoices billed between September and mid December.
Important Notice Regarding Research Deposits

Effective immediately, please forward all research deposits to the appropriate Research Accounting contact for review.
Financial Services Training Available in January

Finance will offer 2 training modules in January.
Processing Courier Charges

Courier charges have always been a challenging process to code correctly, and efforts continue within Financial Services and Strategic Procurement Services to streamline the process and educate users on how best to enter and/or process courier charges.
Office of the Controller Structural Changes

Over the last few months the Office of the Controller, Financial Services has completed an organizational design review.
New Resource Material is Available on Our Website

New resource material is now available on the Financial Services website.
Launch of Research Financial Reports

Earlier today the next generation of Research Financial Reports were launched in conjunction with an updated Research Portal.
Update Regarding Research Reports

We continue to work to resolve the technical issues that are preventing us from running the new format of the research reports successfully.
Electronic Receipting & Match Exceptions

Effective 15th November 2010, members of the community will no longer be required to receipts goods or services in the Peoplesoft financial system.
New Web Page on Financial Services Website

The Business Officer Advisory Group is a group of individuals from across the University Campus who meet monthly (with a rotating chair) to discuss items of common interest and to highlight concerns arising within the Community that are of a financial or financial business process nature.
New Queries Added to the PeopleSoft Public Query List

Three new queries have been created within PeopleSoft Finance.
Research Community Support

Starting 25 October 2010, Financial Services is changing how we support the research community.
Rush Cheque Policy Reinstated

Effective 18 October 2010, Financial Services will be reinstating its rush cheque policy.
Journal Source Code Listing

A listing of all journal source codes is now available on the Financial Services website.
PeopleSoft Scheduled Outage Sept 26, 2010

There will be scheduled outages to the PeopleSoft Financial application on Sunday, September 26, 2010 from 7:00 am to 11:00 am.
August Monthly Reports - Casual Salary Amounts

Your August monthly reports may seem to have higher than usual casual salaries.
Implementation of the New CFI Combo Edit Rule

Financial Services recenlty implemented the new CFI combo edit rule on September 2, 2010.
August Month End Closed

The fiscal period of August 2010 was closed last night as per the month end schedule posted on the Financial Services website.
PeopleSoft Finance Technical Issues Resolved

The technical issues within the PeopleSoft Finance Application have been resolved.
PeopleSoft Finance Application Experiencing Technical Issues

The PeopleSoft Finance Application is currently experiencing technical issues with the nightly batch.
Equity Account Notice

This message is a reminder that all equity accounts, i.e. any general ledger accounts that begin with a “3”, are centrally controlled, and only financial services staff are permitted to post transactions to these accounts.
Update - PeopleSoft Finance Scheduled Outage

Due to complications during the server maintenance which took place yesterday, the PeopleSoft Finance Application was down until 5:00 pm yesterday.
Important Information Regarding Cash Deposits

If you are responsible for preparing cash deposits, please take a moment to reveiw the policy found on the Financial Services website.
PeopleSoft Financial Application Scheduled Outages

There will be scheduled outages to the PeopleSoft Financial application on Sunday, August 15th from 7:00 am to 10:00 am, and on Sunday, Aug 22nd from 7:00 to 10:00 am.
New Queries Added to the Public Query List

We have added two new queries as requested by users.
June Month End Reminder

This is a reminder that, in accordance with the month end schedule posted at http://queensu.ca/financialservices/dates/monthend.html, all journal entries must be entered, approved, all edits and errors corrected and validated, and the journal successfully posted by Thursday, July 8, 2010 to be reflected in the June 2010 financial results.
Update - May Month End

Last week we reported that we had encountered an issue where not all transactions had been posted to departments in the month of May. This issue has now been resolved and May is finalized and closed.
Update - Transactions Not Being Posted to Departments

The issue of transactions not being posted to departments is still under investigation.
May Month End

The May ledger is now closed.
URGENT: Form 300 Deadline Reminder

The deadline to approve annual reports for NSERC, SSHRC and CIHR was May 28, 2010. As per instructions summarized in an email sent to you on May 17, 2010, the annual reports (Form 300s) must be submitted electronically by the specified deadline.
Changes to the Treatment of Carryforwards on the Statement of Operations

The Statement of Operations has been improved to start the 2010-11 fiscal year. The report remains largely the same with the improvement being in the way that carryforwards are shown.
Journal Entry Policies

All departments should use the on-line journal entry functionality in PeopleSoft. The functionality is easy to use, allows journals to be input into the system on a real-time basis, and allows departments to control the journal description entered into the system.
May 18 - April Month End & Year End Close Update

The April ledger is now closed.
May 17 - April Month End Update

April month end close has been delayed to end of day Monday, 17 May.
Opening Carry Forwards

Open Carry Forwards trusts have been reviewed and corrected for errors. The Carry Forwards will now reside in surplus/deficit accounts.
How To Recode Journal to April Entered in May

The last day for departments to enter journals into April 2010 is 13 May 2010. In the event you have entered an April journal in May in error, the following instructions have been prepared to help you copy the journal and post it into April.
Update – Last Day for Departments to Enter Journals is May 13, 2010

Due to technical difficulties recently encountered, a number of journals did not post as expected over the last couple of days. This matter is expected to be resolved shortly.
Outstanding 2009-10 Journals Update

Enclosed is an update on charges that Financial Services staff are working to post to the general ledger as soon as possible.
April Month End Update

The deadline has been extended for departments to enter journal entries.
New PeopleSoft Public Queries Available

New queries available for all PeopleSoft GL Inquiry users.
PeopleSoft Statement of Operations Overview

Overview of the Statement of Operations in the form of a Power Point presentation.
Form 300 Deadline Approaching

The deadline to approve annual reports for NSERC, SSHRC, CIHR, and CRC projects is approaching.
Preparing for Year End

The University’s fiscal year end is 30 April 2010. Enclosed you will find some useful tips to help you to prepare for year end.
Interpreting Research Reports

There were 6 well attended “How to read your Research Reports “ sessions given in the month of April to help people better understand the current research financial reports. The power point presentation given at these sessions is included.
Harmonized Sales Tax

On July 1, 2010, the tax system in Ontario is changing. On this date Harmonized Sales Tax (HST) will be in effect and GST and PST will cease to exist.
Department, Program and Class Tables Now Available

Downloadable tables are now available to look up codes for the Department, Program and Class fields in the new Chart of Accounts.
Revised Courier Service Procedures

Procedures in relation to outbound courier services have recently changed.
Courier Charges Processed

Courier charges were processed on Thursday April 1st reflecting most charges incurred through the period between November 2009 and March 2010.
PeopleSoft Account Code Mapping Channel Removed

The PeopleSoft Account Code Mapping channel, formerly available under the Services tab in the portal, will no longer be available as of April 6, 2010.
HST Implementation

The following is information in relation to the July 1, 2010 implementation of the Harmonized Sales Tax (HST).
Launch of New Support Centre

Starting Monday, March 29th, all support questions relating to the new PeopleSoft applications and the new business processes for finance, procurement and research administration should be directed to the Financial Services Support Centre.
Important Journals Update

The following updates and key points will be of interest to Finance system users who create, update or have questions about journals.

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Financial Services

Financial Services News and Updates