Table of contents: alphabetical Table of contents: department


FRS and Payroll Distribution Reports

Reports and Helpful Hints.


Budget Main Page

FRS Handbook

Object Codes Numerical

Object Codes Alphabetic

Account IDs

Closing dates

Policies and Procedures

Helpful Hints

1. The object codes within budget pools (see list in appendix) must only be balanced at the pool level. Never charge expenditures to pool numbers.

2. As you look at the monthly FRS report, keep an eye open for expenses that look unusual or that look like they don't belong to your department. Call Accounts Payable with the BATCH REF. number and BATCH DATE. Batch reference numbers are helpful because they provide the information necessary for Accounts Payable to trace a payment and to find the original paperwork for that payment. If there is a problem, call the vendor and find out who made the purchase.

3. Look at open commitments, such as the one shown on page 9. An open commitment is an encumbrance against a particular line item. It is money for a purchase that was set aside (encumbered) and either wasn't spent at all or was only partially paid to the vendor. In the example, on page 9, $45. was encumbered and not spent for spring water/coffee. If the purchasing transactions for that vendor are completed, the encumbrance should be liquidated. If there are still payments to be made to the vendor, leave the encumbrance alone. See the Purchasing web site for details on Purchasing transactions.

The "Encumbrance Liquidation Form" is available on-line at and should be faxed to the Purchasing Office.

The reason for liquidating unneeded encumbrances is simple: open commitments are subtracted from the balance available in the budget and decrease the funds available for other purchases.

4. Look at the procurement card (object code 3330) of the sample report. The Procurement card can be used for a wide variety of purchases. Procard purchases are charged to the correct object code if the bank is able to determine the type of purchase. All other Procard purchases are charged to 3330. If you charge capital equipment using the Procard, please complete "Northeastern University Procurement Card Program Capital Equipment Purchases Form" which is submitted to Research Accounting, 251 RI.

The Procard charges to your budget must be checked monthly against the departmental procard envelopes that list vendor names and amounts. See "Procurement Card" in the on-line Administrative Manual for details on the procard policies.

5. Verifying the names and charges to your payroll accounts is required each month. For Part-time employees you must verify the dollars paid reflect the hours worked and the correct rate of pay. The Account Statement in Whole Dollars (page 6) gives the total for each category (e.g., salary - teaching assistant, overtime and part-time pool, and so on). If you see a problem with your payroll accounts, call the Payroll Office.

The Report of Transactions gives the breakdown of salary charges and shows the payroll totals. For example, our sample Account Statement (object code 1050) in Whole Dollars gives a total of $1,320 expended for teaching assistants during 10/99. The Report of Transactions shows that $660 was expended on both 10/15/99 and 10/29/99. If these amounts are incorrect, you could start researching the items using the batch reference number and date under BATCH REF and BATCH DATE.

6. Verify the names and payroll charges on the "Payroll Distribution for Month Ended" report monthly. Check the names against the printed salary detail you receive with the opening salary detail that receive from the Budget Office. Divide the annual salary by the number of payments to calculate the correct payroll amounts. Check for missing names, extra payments, and pay amounts.

The weekly payroll will increase when annual merit increases are processed which occurs on an employee's hiring date anniversary. The Budget Office will fund these raises.