Resources

General Helpful Information

 

There are a number of resources across the university that are useful to Finance Directors in their day-to-day operations. 

Departmental Resources

Statement of Ethical Principles: This guide is produced by the Office of Compliance and Privacy and serves as an official reference to educate employees about key compliance issues, and provides information and resources for helping to understand and meet ethical and legal obligations. Manager's Toolkit: This guide is designed to help supervisors carry out their human resource duties. Human Resource Management & Development Employee Handbook: This handbook has been prepared for use by regular GW employees and outlines various policies, services, facilities, and resources. Academic Policies: Maintained by the Office of the Provost, these policies and procedures relate to academic life at GW. GW IT: Information is provided for incoming students that outlines technology accounts, support and services. OVPR Handbook for Sponsored Programs: This handbook covers roles, responsibilities and the lifecycle for sponsored programs at GW.  GW Identity Standards and Guidelines: These guidelines and standards apply to all of GW's branded touchpoints including advertising, print, collateral, stationery, signage and digital media.

Forms

Finance Directors work closely with several GW departments. A number of forms maintained by GW departments can be useful to the Finance Director in their role.

Finance Division

• University Payables Forms
• Financial Systems & Solutions Forms
• University Controller Forms
• Procurement Forms
• Tax Department Forms and Exemptions

Budget Office

Budget Office Forms

Human Resource Management & Development

• Human Resource Management & Development Forms
• Payroll Forms
• Benefits Forms

Research

Office of Vice President for Research (OVPR) Forms

Reports

The following is a list of reports that are useful in fulfilling the Finance Director’s responsibilities. Some can be generated by the Finance Director while others are generated by a specific department and sent for review.

Financial Operations

• GW Account Detail Report: This report lists detailed transactions and can be used to perform deeper analysis of selected account activity or trends. This report can be imported to Excel for ease of use. These and other reports are detailed more fully in Key Reports for Financial Management.
• P-Card Reports: Generated by the GW Expense Reporting system (operated by Concur). Varying reports show expenses that have not been assigned or allocated, or details of any transactions charged to your Oracle Alias.
• Financial Statement Generator (FSG) Reports: Monthly reports that provide a data dump of sorts. They are exported in excel and allow for monitoring budget, forecasting, looking at variances, etc. Common FSG Reports include: Encumbrance Activity Reports and Trial Balance.
• Census Reports: Generated by Institutional Research, census reports provide enrollment numbers. They can be used to help project tuition revenue and measure overall school performance (compared to enrollment projections).

Financial Reporting, of the Office of the University Controller, provides additional tools for financial operations at GW.

Grants & Contracts

• Award Status Report: Useful to monitor overall sponsored project performance. It provides analysis of available funds for awards, comparing total actuals and total open encumbrance balances to the budget for PTA combinations. This report is for schools where research grants and awards are active.
• Suspense Activity Reports (if you have an individual suspense account): Typically the Sponsored Project Administrator (SPA) runs these reports, but the FD needs to be aware of activity related to suspense accounts. It is recommended to have the SPA share this report with you periodically.
• Indirect Cost Recovery for Grants: The 121 Report, under the Grants Module in EAS, shows this information.

Budgetary Cycle Management

• Beginning Budget: This report is run in the Spring and used to complete the Budget Call.
• Budget Performance Reports (BPRs): Reports run through EAS to monitor progress against budget. Detailed reports can provide adequate information to monitor that transactions have posted to the appropriate organization and funding source. BPRs should be reviewed monthly.
• Forecasting Reports: These are sent out by the Budget Office in November, based off October close data. The purpose is to forecast the remaining fiscal year income and expenditures. This report is prepared by all schools and some divisions.
• Year-end close-out analysis (available through EAS): This report can be jointly prepared and reviewed by the Finance Director and Budget Analyst for accuracy.

Instructions for many budget-related reports are provided by the University Budget Office.

Human Resource Management and Development & Payroll

• Salary Plan: A report that can be run from Banner and is included in the Budget Call (Spring) and in the Fall Forecast
• Labor Tracking Reports (also known as Employee Payroll Summary by Org): Sent by Payroll Services through campus mail on the first of every month. These reports should be reviewed to ensure the right people are being paid out of the right organization’s budget.
• Monthly Payroll Overpayment and Late Timesheet Reports: Produced and sent by Payroll Services on a monthly basis. The purpose of this report is to monitor overpayments and work to ensure any issues are being resolved.