Budget & Finance

New Hires

The hiring process within Academic Affairs and the law school is different from the instructions HR will give you. They provide a general overview, not the law school process.

Hiring/Terminating Administrators and Staff Employees

Note: 

  • ALL faculty hires are handled by the Vice Dean. 
  • ALL work study hires are handled by the Financial Aid Office.
  • Do not send any personnel documents directly to HR.  They must be signed by Janet Courtney-Smith and the Provost.

Hiring Administrators and Staff

Resignation, Retirement & Termination – Administrators and Staff

Administrator Vacation Documentation and Tracking

Administrator Vacation (Benefits-Based only)

Vacation tracking for law school benefits-based administrators is handled by Limly (x4711, WH109E).  New administrators should contact Limly for a vacation tracking form, which is to be completed and signed by the administrator and their supervisor and returned to Limly, who will record the vacation planned/taken.  Each time their vacation record is updated, the administrator will receive a confirmation email regarding the update(s).

Finance

ORACLE and NOETIX Financial Reporting

University personnel with budget oversight and individuals who complete and process purchase requisitions must attend Oracle training. 

Oracle Boot Camp and Noetix Financial Reporting

Attendance at Oracle Boot Camp is a requirement for access to Oracle and Noetix Financial Reporting.

The Noetix financial system is a reporting tool providing alternative views of Oracle financial data. This course teaches the basic navigation techniques used in identifying, creating, and exporting Noetix reports into Microsoft Excel. Persons with budget oversight responsibilities should enroll.

The entire training session requires approximately 5 hours. 

Oracle Requisitions – Required for Expenses over $2,500

This class refreshes the Oracle user on creating the electronic purchase requisition. Users learn to submit a completed requisition for online approval. Project Managers attending this course will learn to use the automated authorized signature screen that lists all individuals currently authorized to approve expenditures for a department, grant or restricted gift.
Completion of this course will require roughly 2 hours and will result in access to Oracle Purchase Requisitions only. 
To enroll in Oracle Boot Camp and Noetix Financial Reporting and/or Oracle Requisitions training classes, contact Limly Sun at x4711 or limly@sandiego.edu.

Appropriations

  • Budget Appropriation Form – This form is for adjustments to BUDGET LINES and is NOT for adjustments of ACTUAL REVENUES OR EXPENSES that have been recorded.  If revenues and/or expenses were incorrectly posted, a journal entry form from Accounting must be completed.  See instructions for Journal Entries.
  • Email the completed budget appropriation form to Janet Courtney-Smith:   janetc@sandieog.edu .

Journal Entries

Do not send journal entry requests directly to Accounting. 

  • All journal entry requests must be sent electronically Limly Sun (limly@sandiego.edu) for review and approval.  She will forward the request to Accounting for processing (the original requestor will be copied in the email to Accounting).
  • Accounting will not accept a journal entry that has not been submitted by Limly (or Janet Courtney-Smith).
  • Journal Entry Request Form – Use the Journal Entry Request Form to transfer or correct expenditures already recorded to your project. See various tabs in the file for detailed instructions.
  • Journal Entry (Cost Transfer) Request Form  - For Sponsored (“S” source) projects only.

Corporate Card Program

Travel and Entertainment (T&E)

The USD Travel and Entertainment Card (“T&E Card”) program enables cardholders to quickly and conveniently charge travel and entertainment related expenses from suppliers that accept Visa. Use of the T&E Card requires the cardholder and his/her supervisor to assume responsibility for obtaining and submitting appropriate receipts and documentation for reimbursement. Please refer to the TRAVEL AND ENTERTAINMENT CARD PROCEDURES for a complete description of cardholder and supervisor responsibilities as well as other important program guidelines. 

To apply for the T&E card, complete the application and send to:  Corporate Card Administrator, Hughes Administration Center, Room 204.  It typically takes approximately 7-10 business days for the Card Administrator (currently Frances Kuhn, x2337) to process the application and for a card to be issued from U.S. Bank.  Once the Card Administrator receives the card from U.S. Bank, the cardholder will receive an email from the Card Administrator informing them that their card has arrived.  The email also instructs the cardholder to view an online training video and to read the T&E card procedures prior to picking up their card from the Card Administrator. 

Documentation and Reconciliation

  • Cardholders are required to retain original receipts for purchases as documentation for a monthly reconciliation of their statements on an Expense Report.
  • The completed Expense Report with supporting documentation needs to be approved by the cardholder’s supervisor and budget administrator, then sent to Accounts Payable (Hughes 204) for processing and payment. 
  • Important – Finance charges may be assessed by the bank if Expense Reports are not submitted timely and will be the cardholder’s responsibility (non-reimbursable).

Purchasing Card (P-card)

The USD Purchasing Card ("P-card") program enables cardholders to quickly and conveniently purchase business-related goods and  services  directly from suppliers  that accept  MasterCard.  Use  of the Pcard requires  that the cardholder and his/her supervisor assume responsibility for obtaining, submitting and retaining appropriate receipts and documentation through a monthly reconciliation process. Please refer to the Purchasing Card Procedures for a complete description of cardholder and supervisor responsibilities as well as other important program guidelines. 

To apply for the P-card, complete the application and send to:  Corporate Card Administrator, Hughes Administration Center, Room 204.  It typically takes approximately 7-10 business days for the Card Administrator (currently Frances Kuhn, x2237) to process the application and for a card to be issued from U.S. Bank.  Once the Card Administrator receives the card from U.S. Bank, the cardholder will receive an email from the Card Administrator informing them that their card has arrived.  The email also instructs the cardholder to view an online training video and to read the P-card procedures prior to picking up their card from the Card Administrator.

Documentation and Reconciliation

  • Expenses charged to the Purchasing Card is automatically paid by Accounting and charged to the default POETS indicated on the application.
  • Cardholders are required to retain original receipts for purchases as documentation for a monthly reconciliation of their statements on a Purchasing Card Transaction Log.
  • The completed Purchasing Card Transaction Log with supporting documentation needs to be approved by the cardholder’s supervisor and budget administrator and sent to Accounts Payable (Hughes 204) for processing.

Expense Forms and Guides

Expense Forms

Employee Expense Reports:

  • Quick Expense Report - This "quick" one-page form should be used for employee expense reimbursements and if charging one or two POETS codes. This form can be used to reconcile T&E card expenses.
  • Itemized Expense Report - This form should be used for employee expense reimbursements and if charging more than two POETS codes. This form can be used to reconciled T&E card expenses.
  • Petty Cash Voucher - This form should be used for expense reimbursements totaling $100 and under.

Non-Employee Payment Forms:

Student Expense Forms (each tab is a different form):

Miscellaneous Expense Forms:

Purchasing Card Reconciliation Form – The purchase card reconciliation form should be used to reconcile the Purchasing Card transactions each month.

Expense Guides

For questions or instructions on proper completion and document of expense forms, contact Limly Sun at x4711 or limly@sandieog.edu.

Tutorials

Other Helpful Websites

Payroll

Payroll Website

Human Resources

HR Website

Endowment Accounts

  • For information regarding Endowment Accounts, go to the Finance Office's endowment web page. They can also direct you to the appropriate law school fund manager.
  • To open an endowment  or contribute to an existing endowment, contact Law School Development and Donor Relations at x4373.

Restricted Accounts

  • For information regarding Restricted Accounts, go to the Finance Office's restricted funds web page. They can also direct you to the appropriate law school fund manager.
  • To open a restricted account  or contribute to an existing restricted account, contact Law School Development and Donor Relations at x4373.

Grants and Contracts

Contact:

Finance and Administration
Warren Hall, Room 103
Assistant Dean of Finance & Administration
Phone: (619) 260-8876