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Frequently Asked Questions

 

Level Reports

 

I did not receive my Level Reports on the anticipated date indicated on the Fiscal Year Closing Schedule.

 

Depending upon system resource availability, online level reports should be available to users within 5 calendar days of the on-line entry cutoff date.  If you do not have access to the reports after this period of time, the recipient of the reports should contact Peter DeNardis (pld7@pitt.edu, or 412-624-1092) in the office of Planning & Analysis, requesting assistance and noting the appropriate General Ledger Mart Group/folder and report that is missing. Go to Top

 

I have misplaced or lost a Level Report(s) from a prior period; can I obtain another copy?

 

You can run your own copy of a prior month’s level reports.  Instructions can be found at the Cognos Login portal at my.pitt.edu.  Click the “learn more” link under Cognos Login, and then click the “Training/Help” link.  Should you need further assistance, contact Peter DeNardis (pld7@pitt.edu, or 412-624-1092) in the office of Planning & Analysis.

NOTE: Requests for payroll related activity should be directed to the Payroll Department. Go to Top

 

I need to begin or stop receiving Level Reports or need to add or delete accounts to or from my distribution.

 

To remove your access to online level reports, complete the General Ledger Mart Access Request.  To add or delete accounts to or from a General Ledger Mart Group/folder, complete the General Ledger Mart Group Access Request.  Instructions for each form can be found at the technology.pitt.edu website’s “Access Authorization Forms” page.  Follow the instructions carefully and forward the form to the appropriate Financial Data Approver for your Responsibility Center (this can be found on the technology.pitt.edu website (RC Listing); the Financial Data Approver will then send it to the Financial Data Steward (Peter DeNardis) for further processing.  The documents can also be found on the Cognos Login Portal page – click the Learn More link under Cognos Login, and then click the “Request Access” link.  If you have questions regarding the completion of the form, contact Peter DeNardis (pld7@pitt.edu, or 412-624-1092) in the office of Planning & Analysis.

 

I have sent a Level Report Distribution Correction form but the changes have not been made.

 

Depending on when it was sent, it may not have been received in time for the current distribution. If the form was not completed correctly or did not have the appropriate approving signature from the Responsibility Center (RC), it would not have been processed but instead it would have been sent to the RC Business Manager for further action.

 

I cannot identify an item appearing on my Level Report.

 

If you have General Ledger access in the PRISM system, query the batch through the Journal Entry screen, select “More Details” and bring up the box containing the Preparer information to obtain the contact person. If you do not have General Ledger access within PRISM, submit an inquiry to General Accounting at GArequests@cfo.pitt.edu .Go to Top

 

What does APGL in the batch name mean?

 

Effective 2004, APGL was replaced with Payables in the batch name. These batches are generated by Payment Processing. All questions related to these entries should be directed to Mary Jane Ackerman in Payment Processing at (412) 624-6020. Go to Top

 

I was expecting a charge/income on my levels, but it has not yet appeared.

 

The journal entry may not have been processed by the department, Purchasing, Payment Processing, or Financial Records Services. Contact the appropriate area or submit an inquiry to General Accounting at GArequests@cfo.pitt.edu. Go to Top

 

PRISM

 

I have entered a Batch in PRISM but I cannot find it.

 

Before entering the Batch a second time, contact the PRISM Help Desk (412) 624-4357 or Sharon Sobol in the Office of the Controller at (412) 624-6068 to determine if there was a keying error in the Batch name. This will avoid duplication of entries. Go to Top

 

I have entered a Batch in PRISM and the totals were accurate. After the posting occurred, the totals are different or even doubled.

 

If the Batch contained accounts with multiple entities, a process occurs during posting which affects interfund accounting requirements. Additional entries are added to the Batch related to interfund accounts which you will not be able to view. The original transactions entered are not affected. The overall total of the Batch is the only change. Go to Top

 

I have entered a Batch in PRISM and it has not been posted.

 

Posting usually occurs within one to three days of the time the batch is released for posting. Delays can result from a number of reasons: an incorrect Batch name; a disabled account at the time of posting; a Batch or Journal control total error; required information is missing, such as IDC code information; debits and credits are out of balance; or scheduling related to those performing the posting processes in Central Administration. If the entry has not been posted within one week of the time it was entered, review the batch for any obvious errors. (The preparer of the Batch will usually receive an e-mail or voice mail indicating any errors that may exist related to the particular Batch.) Check to be sure you selected the appropriate period. If you are unable to identify why the Batch has not been posted, contact the PRISM Help Desk (412) 624-4357 for assistance. Go to Top

 

I am trying to enter a Batch in PRISM, similar to batches I have entered before, but now I cannot access the accounts.

 

Verify that you are in the appropriate PRISM responsibility. If you are in the appropriate responsibility and continue to experience the same problem, contact the PRISM Help Desk at (412) 624-4357 for further assistance. Go to Top

 

Currently I have PRISM General Ledger access to enter Interdepartmental Charge (IDC) transactions related to services provided by my department. I am unable to enter an account number given to me by another department. Should I submit the entry on paper?

 

No. Once your IDC access is established in PRISM, you should be able to access all appropriate account numbers and subcodes approved for the charge. If you obtain an error message when entering an account number, read the message carefully. If the error is related to the subcode, change the subcode to the appropriate one you are authorized to charge in accordance with your IDC authorization set-up. If the error indicates the flexfield combination is incorrect or the account has been disabled, contact the person who provided the account number to obtain a correct one. If you continue to receive a flexfield error, such as department/purpose or department/purpose/subcode combination, contact the PRISM Help Desk at (412) 624-4357.

 

I am unable to print reports from PRISM.

 

Submit a help ticket to the PRISM Help Desk at (412) 624-4357. Go to Top

 

 

I am trying to enter my department account and am receiving a PRISM error message.

 

Submit a help ticket to the PRISM Help Desk at (412) 624-4357. Go to Top

 

Account and Subcode Usage

 

How does a department create a new account?

 

To submit a request for a new PRISM Account, visit the Forms section on the General Accounting website and select the link for the Account Request Form. Sign in to the PRISM Account Request Application (PARA) with your University Computing Account to access the request form. Instructions on how to complete the form are also available on the site at https://cfo.pitt.edu/documents/ga/GA_PARAinstructions.pdf.

Which subcode should I use?

 

To determine the correct subcode, refer to the subcode listing or submit an inquiry to General Accounting at GArequests@cfo.pitt.edu. Go to Top

 

Which subcodes are departments restricted from using?

 

Restrictions are determined based on transaction type. Refer to the subcode listing or submit an inquiry to General Accounting at GArequests@cfo.pitt.edu. Go to Top

 

Cash Receipts

 

How do I deposit a check received by my department?

 

Checks are processed as either gifts or non-gifts. Gifts are processed by the Office of Institutional Advancement (OIA). Send these checks, indicating which account (purpose code) should be credited, to Susan Boehm, 207 PLAZA, for processing. Unless you are established by the Office of Finance as a Direct Depositor, non-gift receipts are processed by the Student Payment Center. Prepare a Cash Report and submit it to the Student Payment Center, G-7 Thackeray Hall.Go to Top

 

Our department was expecting an electronic transfer of funds. Can you determine if the amount has been received?

 

submit an inquiry to General Accounting at GArequests@cfo.pitt.edu with the following information: amount, sender’s name, date of transfer, and the method of payment. Go to Top

 

Did we receive a tuition payment from a government agency for a particular student?

 

Submit an inquiry to General Accounting at GArequests@cfo.pitt.edu with the following information: amount, sender’s name, date of transfer, and the method of payment. Go to Top

 

My department would like to begin taking cash and check deposits directly to the bank. Is this permitted and what are the procedures?

 

To determine if your department is eligible to make deposits to one of the University’s affiliated banks, contact the Office of Finance at (412) 624-6620. Go to Top

 

 

Credit Cards

 

My department would like to begin accepting credit cards over the WEB. What is the proper procedure?

 

Contact the E-Business Resource Group. Guidance will be provided to help your department implement the process. Go to Top

 

How can my department begin to accept credit card payments in addition to cash and checks?

 

Contact the Office of Finance at (412) 624-6620 to obtain the necessary information and applications. Once you have been approved to accept credit card payments, refer to the “Guidelines for Transacting Credit Card Payments.” Go to Top

 

I am having difficulty settling my credit card transactions for a given day.

 

Contact PNC Merchant Services for assistance. NOTE: The day you settle the transactions is considered that day’s business and should be reported as such on the cash report, even if the transactions were from previous days. See "Guidelines for Transacting Credit Card Payments."Go to Top

 

 

Petty Cash Funds

 

How do I open a Petty Cash Fund?

 

See University of Pittsburgh Petty Cash Policy and Procedures www.cfo.pitt.edu/policies/policy/05/05-06-06.html. Go to Top

 

How do I close a Petty Cash Fund?

 

See University of Pittsburgh Petty Cash Policy and Procedures www.cfo.pitt.edu/policies/policy/05/05-06-06.html. Go to Top

 

NOTE: If you are closing a Petty Cash Fund, forward the Reimbursement Request Form and support documents to Lee Edwards, General Accounting, 412 Bellefield Hall.

 

How do I replenish a Petty Cash Fund? Where do I obtain the reimbursement form and to whom do I send it?

 

See University of Pittsburgh Petty Cash Policy and Procedures www.cfo.pitt.edu/policies/policy/05/05-06-06.html.Go to Top

 

How do I reconcile Petty Cash Funds on Hand to the Petty Cash Imprest balance and to the bank statement balance?

 

See “Guidelines to Reconcile Funds on Hand to Petty Cash Imprest Balance.”

 

How do I set up a bank account for a petty cash fund?

 

Contact Emily Gavin in the Office of Finance at (412) 624-1378.  Also see University of Pittsburgh Petty Cash Policy and Procedures www.cfo.pitt.edu/policies/policy/05/05-06-06.html. Go to Top

 

 

Miscellaneous

My department does not have access to PRISM. Where should I send the paper journal entry to be entered?

 

With the exception of entries containing research projects or RDF accounts, all journal entries should be sent to Financial Records Services, 116 Atwood Street. If the entry contains a research project or RDF account, send it to Research and Cost Accounting, 3100 Cathedral of Learning.

 

Where can I obtain information about endowments?

 

Questions regarding endowments may be directed to the Office of Finance at (412) 624-6620. Go to Top