Finance - Forms

Many of the forms used for regular business operations are changing with the implementation of the new financial systems effective July 1, 2004. Primary changes were made to forms that contained pre-formatted, limited character fields for the IFAS account. These forms have been modified to accommodate the new FOAPAL numbers.

Please see updated forms at http://apps.nd.edu/control_forms/search.cfm.

Revised Forms Available

Availability of forms—With the implementation of the new Finance System, many of the forms generated by the Controller’s Office used by campus units to used to conduct regular business activities have changed. For the vast majority of such forms, changes were minor and related primarily to replacing the spacing for the old account number with the new FOAPAL numbers.
Where are they—Links to forms originating in the Controller’s office can by found at the Controller's Office Web Site. In addition to the links to the Controller’s Office forms themselves, you will also find a Forms Inventory schedule. This schedule lists all forms by originating campus unit and indicates, whether or not a form has needs to be changed and the status of any changes. The schedule also indicates the campus unit contact for each form.
When to use them—All new forms should be used effective July 1, 2004. For those forms used to process transactions (Expense reimbursement, check reqs., journal voucher forms, etc.) please be sure to indicate whether such transactions are for fiscal 2003/04 0r fiscal 2004/05 as you would normally do.
What to do with old forms—The Controller’s office forms will be on writable PDF files. This means you will not be able to modify these files. This was done to ensure version consistency and to provide for future optical reading technology. Accordingly, it is imperative that you discard all previous versions of the Controller’s Office forms to ensure required information is submitted on the appropriate forms.
Employee Status Form (ESF)—The ESF has also been slightly modified to accommodate the FOAPAL account string. Given this form is not available electronically, it is recommended that you obtain replacement ESFs as soon from the Office of Human Resources begins to run down. New ESFs should be used effective July 1, 2004.
User Access—Given certain fundamental changes in the way access to financial data will be managed going forward, the Renovare team is developing a form to manage such access. This form will be distributed in early July. In the meanwhile, access to financial data should be requested by contacting your go-live partner or Mike Favorite (mfavorite@nd.edu).
Special needs/training—If you or others in your area would like to schedule an information session on all or specific forms, please contact Tom Guinan @ 631-7082 (tguinan@nd.edu)
How other forms were changed—During our go-live sessions with campus units, we requested each unit to provide us with a listing of forms that “originated” within their respective units. Go-live teams worked with these units in revising the forms, as necessary.

REVISED TRAVEL AND EXPENSE REIMBURSEMENT (T&E) FORM

The format for the Travel and Expense Reimbursement form has been modified slightly to accommodate the FOAPAL string of accounts. The new form, called the Faculty and Staff Expense Report form, should be used for expenses incurred after June 30, 2004. The Account codes for the most frequently used travel categories are provided in the column headers for each type of expense (airfare, lodging, etc). To access the Faculty and Staff Expense Report form, please visit http://apps.nd.edu/control_forms/search.cfm.

Expense Reimbursement Request Charging to a single Fund/Org
When charging all expenses to a single Fund/Org combination, you need not enter Account codes in the FOAPAL distribution section at the bottom of the form. However, if you are claiming expenses in the “Other” category column, you will need to furnish the account number you wish to charge in the “Account” column at the bottom of the form based upon the most appropriate category of expense. Should you not furnish an account number for the “Other” category, the Controller’s Group will determine the account based upon your description of the expenses incurred.

Expense Reimbursement Request Charging to multiple Fund/Orgs
In order to charge expenses to more than one Fund/Org combination, you should indicate the specific allocation in the “FOAPAL Codes” section of the form. Again, you need not enter Account codes in the FOAPAL distribution section at the bottom of the form unless you are claiming expenses in the “Other” category column as explained above. Should you not furnish an account number for the “Other” category, the Controller’s Group will determine the account based upon your description of the expenses incurred.

Additionally, you need not enter Social Security Numbers on the new Expense Report form.

As with other forms, the new Expense Report form will be in writable PDF format and should be used effective July 1, 2004. In order to ensure version consistency and to provide for future optical reading technology, you will not be able to modify this file (however, it can be saved to your hard drive). Accordingly, it is imperative that you discard all previous versions of the Travel and Expense Reimbursement form to ensure required information is submitted on the appropriate form.