Contact Us
Cartref Building - 2nd Floor
(610) 526-7870 FAX

Bryn Mawr College
Controller's Office
101 N. Merion Ave.
Bryn Mawr, PA 19010-2899

Frequently Asked Questions

 

Payroll General Questions


How do I request an extra compensation payment for a faculty or staff member?
Complete a Staff Extra Compensation Request Form or Faculty Extra Compensation Form and submit it to the authorizing department; Provost’s Office for faculty members or Chief Administrative Office for staff members.


Payroll Paychecks, Direct Deposit and Deductions


How do I view my paycheck online?
Instructions can be found at http://www.brynmawr.edu/controller/payroll/viewpay.htm


I no longer work at the College, can I still view my paychecks online?

You can continue to view and print your paychecks online as long as your BIONIC account is active. If your BIONIC account has been inactivated, please complete a Payroll Release Form and submit it to the Payroll Office.

It is recommended that you print your final check once it has been processed.

When is my next paycheck date?
Click here to see a list of monthly, biweekly and student pay schedules.

I have more than one job, how do I know if I’ve been paid for both?
If you have multiple jobs at different rates, your paycheck will show them on a different line, indicating the rate of pay and number of hours paid. If you have multiple jobs paid at the same hourly rate, the system combines the total hours on your pay stub.

It is recommended that you keep copies of your time sheets (or keep a log of the hours you submit).


How do I sign up for (or change) direct deposit?
You need to complete a direct deposit form and submit it to the Payroll Office.


Why am I getting a check for $0?
You will get a $0 net check if you have payroll deductions or taxes that equal or exceed your net pay.


Why did I get a check when I signed up for direct deposit?
If you signed up for direct deposit but received a check, it could be because your direct deposit information was pre-noted (tested) or not received by the Payroll Office in time to be processed for the current pay period.


Who do I call if I have a question about my paycheck?
You may contact Lee Brown , x5267 or Christine Eigenbrot, x5252.


How do I sign up/contact the Credit Union?

Contact ComTrust directly at 610-337-0357 or 800-441-3576 or you can stop by the branch located at 720 Moore Road, King of Prussia, PA 19406.

How do I change my credit union deduction?
Complete a Direct Deposit Form and submit it to the Payroll Office. You should also contact ComTrust directly at 610.337.0357 or 800.441.3576 to let them know that you have made the change.


Who do I contact about the leave balances on my paycheck?
Contact Human Resources x5261


What do I do if I don’t receive a paycheck?
The Payroll Office contacts any biweekly paid staff/student when a time sheet is received that cannot be processed. Staff members not receiving a paycheck should first contact their supervisor. Student employees can also contact the Student Employment Office.


Please note: The Payroll Office cannot process a time sheet for an employee who does not have an active job in the system for the job being submitting.

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Payroll Time Submission


When is my next time sheet due?

Click here to see a list of monthly, biweekly and student pay schedules and deadlines.

How do I indicate holiday pay on my time sheet?
See the Biweekly Time Sheet Instructions document.


How do I indicate an emergency closing (bad weather) day on my time sheet?
See the Biweekly Time Sheet Instructions document.


How do I get a new time sheet?
Timesheets are located on the Payroll Information page.
Timesheets can be downloaded and saved to your computer for future use.


How do I submit hours from a previous pay period?

You must submit a separate time sheet for the pay period that includes the dates you were not already paid.

I worked more than my standard authorized hours, will I compensated for the extra hours?

If your supervisor authorizes the time sheet, the hours will be paid.

Why won’t my time sheet print on one page?
If your time sheet will not print on one page, make sure that you have enabled the macros and use the print button located on the time sheet and do not use the file>print option. If that does not solve the problem, and you are using Office 2007, click here for help. For more assistance, please contact the Payroll Office.


Why does my time sheet calculate overtime when I worked less than 40 hours?
Did you record time in/out on days you were not here? If so, remove the time in/out.


A Bad Weather Day was declared while I was on vacation. How do I record that on my time sheet? Once you have scheduled time off, it remains as such. You must still record a vacation day.

Why is my time sheet calculating less time than I actually worked?

Your time sheet will not properly calculate time if you record the AM/PM inaccurately. Double check your time entry. If this does not solve the problem, please contact the Payroll Office for assistance.

I submitted my time sheet but it was returned to me, why?

The Payroll Office will return any time sheet that cannot be processed to the employee. An email will be sent to you explaining why it was not processed. You must consult with your supervisor and/or Human Resources or Student Employment to resolve the matter. The time sheet can be submitted the following pay period for processing.

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Payroll Employee Taxes and Tax Forms


How do I change the withholding for my federal taxes?
You need to complete a new W-4 Form and submit it to the Payroll Office.


How do I know how many federal allowances or the marital status I am claiming?
The number of federal tax exemptions or marital status can be found in the upper right hand section of your printed or online pay stub.


If you claim married but withhold at higher single rate, your status will be indicated as single.


What should I claim as allowances on my W-4?

The IRS has a withholding calculator that can assist you with figuring out how many allowances to claim. The Payroll Office cannot advise you on how to complete your W4 Form.

When will I get my W-2 or other tax forms?
W-2 Forms are postmarked by January 31st

1042-S Forms are postmarked by February 15th

1099 Forms are postmarked by January 31st

Why is the Local Services Tax (LST) not reported on my W-2?
The LST is not an earned income tax and therefore is not reportable on the W-2.

What is the LS Tax that appears on my pay stub?
The Local Service Tax replaces the Lower Merion Emergency and Municipal Tax. This tax is deducted differently than before. For more information, please refer to the Lower Merion FAQ page. You may also find information online at New PA.com.

I live in New Jersey; do I have to have Pennsylvania taxes deducted?
No, you do not have to have PA taxes withheld. You can complete a New Jersey W-4 and PA tax exemption form and send them to the Payroll Office. Both forms must be completed together.


I lost my W-2 from a previous year, how can I obtain another copy?
You can obtain W-2s for prior tax years by using IRS Form 4506-T. The request is free of charge and may take up to 30 days.

You can also complete a Payroll Release Form and submit it to the Payroll Office. Requests will be processed within two weeks of receipt.

Who do I contact if I move in or out of Philadelphia?
Contact Human Resources to change your address and complete a new W-4 form to be sent to the Payroll Office.

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Accounts Payable General Information

Who are the Accounts Payable (AP) staff and how can I contact them?

Mary Ellen Gardner, AP Coordinator

Email: mgardner@brynmawr.edu

Phone: 610-526-5258

Julianne Zona, AP Clerk

              Email: jzona@brynmawr.edu

              Phone: 610-526-5257

Annemarie Thompson, Assistant Controller

              Email: athompso01@brynmawr.edu

              Phone: 610-526-5262

Where is the AP Office located?

The AP office is located in the Controller’s Office (formerly Comptroller’s Office) on the 2nd floor of Cartref Hall.  Cartref Hall is located on the corner of North Merion Avenue and New Gulph Road.

If I want to drop off my AP forms instead of sending them through inter-office mail where should they go?

You should place the AP form(s) in an inter-office mail envelope.  When you enter the Controller’s Office on the 2nd floor of Cartref Hall there is a bin on the wall to your left that says “ACCOUNTS PAYABLE MAIL DROP”, place the envelope in that bin. 

Are we changing all AP forms from Comptroller to Controller?

The Controller’s Office changed its name in spring of 2008 from Comptroller to Controller.  The AP forms will be revised when the current supply runs out.

Will the college reimburse me for the sales tax portion of purchases I make for college business?

No, for any purchase made on or after 6/1/09 in Pennsylvania the college will not reimburse the sales tax portion of purchases for college business.  The purchase itself will be reimbursed, provided it is within College policy, however not the sales tax portion.

How can I avoid paying sales tax for purchases I make for college business?

There are several ways.

1- The College Purchasing Credit Card is available to all employees with departmental approval.  Bryn Mawr’s sales tax exempt number is embossed on the face of the card for the users’ convenience.  The application to request a Purchasing credit card is located under Credit Card Program

2-Sales Tax Exemption Certificates are available on the Controller's Office website, click here.

3-Place your order using the college's purchasing sytem called E-Market, saving both the time and the expense of going off campus.

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Accounts Payable Forms, Documentation and Payments

What is the normal AP payment schedule?

Requests for payment that are received Tuesday through Monday result in a payment on the following Monday.  To see the Current Year AP weekly payment schedule click here.

Can I request an off-cycle AP check and/or EFT?

No.  Due to time constraints in the weekly process, only in rare emergencies would AP process an off-cycle check and/or EFT.

 

How many paper AP forms are there and what type of expense should be submitted with each form?

Paper AP forms are no longer used for payments to 3rd party vendors, please use E-Market to process all payments to 3rd party vendors (except honorariums and guest travel).  There are currently 2 AP forms used to process payments, they are located on the Forms and Schedules webpage.  An explanation of each form is as follows:

  • The Request for Payment form is used to submit employee/student expense reimbursements, employee advances for non-travel purchases and honorariums for guest speakers.
  • The Travel Advance/Reimbursement form is used to submit employee travel advances, reimbursement of employee/guest travel expenses, or an accounting of a travel advance.

How do I fill out the AP form if I want to split a payment between two different accounts?

AP forms have multiple lines; please fill in one line for each unique account.  If a payment is to be split, make sure that all budgets charged are authorized by the appropriate signers. 

 

How and where should I attach receipts and/or required documentation to AP forms?

All receipts and/or required documentation should be stapled to the back of all AP forms.

I have a statement from a vendor with one or more invoices listed.  Can I submit this as documentation for payment?

No, AP cannot pay from a statement.  If the original invoice cannot be found, contact the vendor and request a faxed copy.  If the invoice is for a PO generated in E-Market send it to the AP office and if there is no PO then the invoice should be entered in E-Market as a non-po invoice..

 

What type of receipt is acceptable as documentation for expense reimbursements?

Based on IRS regulations and current college policy when requesting reimbursement for an expense a detailed receipt AND proof of payment is required.  Receipts are considered “detailed” if they contain all of the following elements:  vendor name, date, detail of item(s) or service(s) purchased and cost.  Proof of payment is often shown on the detailed receipt however if there is no proof of payment on the detailed receipt a proof of payment must be submitted in addition to the detailed receipt.

If I pay for a college expense using my personal credit card what type of receipt is required for reimbursement?

Please see answer to question above.  

 

Should the receipts for purchases made on a BMC credit card be attached to an AP request?

No, the receipts for BMC credit card purchases should be stapled to the credit card statement and given to the designated supervisor to approve.  BMC Employees should not seek reimbursement for any purchase made on a BMC credit card.

 

How should I request the direct payment or reimbursement of a conference registration fee?

Direct payment should be requested through the non-PO invoice process in E-Market.  Reimbursement of registration fees paid by the employee are requested on the Travel Advance/Reimbursement form.

What AP form should I use to request reimbursement for mileage?

Mileage is reimbursed from the Travel Advance/Reimbursement form.

How do I complete an AP request to pay someone less than their attached receipt(s)?

When entering the Total Amount to pay on a Request for Payment form, please write the word “only” after the amount so that AP knows that the person is being paid a lesser amount than the total receipts attached.

If I request a reimbursement through AP will the payment be in my next paycheck or will I receive a separate payment other than my paycheck?

Any request through AP will result in a separate payment from AP.

How should I process a payment for services performed by a non-BMC employee and/or student (an outside contractor)?

Payments for outside contractors (3rd party vendors) for services are processed through the non-PO invoice process in E-MarketA BMC employee or student should never personally pay an outside contractor.  Payment to an outside contractor is considered taxable income and will generate a 1099 form at year end.

 

If the person provides the Form W-9 information over the phone, is that sufficient?

No, the IRS requires that a signed and dated Form W-9 be received in order to process a payment.

 

What is a travel advance?

An advance is given to a BMC employee for estimated travel costs.  Receipts to back up the advance must be turned into the AP office within 10 working days of the trip completion date.   In accordance with Internal Revenue Service regulations, business travel expenses not submitted or submitted more than 60 days after completion of the travel activity may be reported as additional taxable income to the individual.

What AP Form should I use to request a travel advance?

Travel advances are requested on the Travel Advance/Reimbursement form.

When should I request a travel advance?

A travel advance should be requested at least one week before the Monday before travel.  Travel advance payments will only be paid the Monday before departure.

Who should approve travel advances and reimbursement requests?

The employee’s manager is required to approve travel advances and reimbursements.  Department secretaries and/or co-workers cannot authorize travel requests.  If the manager is unavailable, then the manager’s manager should approve.  For example, if a faculty member’s manager was the chair of the department and they were on vacation then the faculty member should send their request to the Provost Office to approve since they are the department chair’s manager.

How do I request an honorarium payment for a US citizen or a resident alien guest?

A request to pay an honorarium is submitted on a Request for Payment form along with the payee’s Form W-9.

How do I reimburse a BMC employee who has paid an honorarium out of his/her own pocket?

An honorarium should never be paid by a BMC employee. 

 

Can an honorarium be paid to a US Citizen or a resident alien guest without a Form W-9? 

No, IRS regulations require that a signed and dated Form W-9 be received in order to process a payment for an honorarium.

 

How do I request a travel expense reimbursement for a non-resident alien guest?

Requests for travel and expense reimbursement to a non-resident alien guest should be submitted on the Travel Advance/Reimbursement form.

 

How do I request an honorarium payment for a non-resident alien guest?

Certain steps need to occur before the guest arrives on campus, when the guest is actually on campus and then after the guest has left campus.  Follow the international guest procedure located on the Provost Office website.

If Monday is a BMC holiday, when are requests for payment due in order to be paid the following Monday?

Requests for payment are due by 5pm the previous Friday.  To see the Current Year AP weekly payment schedule click here.

If Monday is a holiday will the AP check/EFT date be Tuesday for that week?

Yes, if payment is by AP check the check date will be Tuesday.  If the payment is by AP EFT and the holiday is also a bank holiday, the AP EFT will be deposited Tuesday. However, if the holiday is not a bank holiday then the AP EFT will still be deposited Monday.

When are AP checks and EFT advices mailed?

Typically, AP checks and EFT advices are mailed on the date of the check or advice.  So if the AP check/EFT was processed under the normal AP payment schedule it typically would be mailed on Monday.  

I received a refund check from a vendor.  How do I deposit it?

If you are receiving a refund from a vendor for an expense posted in the current fiscal year the check should be deposited into the exact account number/project that was used to pay the original invoice.  If you are receiving a refund from a vendor for an expense posted in a prior fiscal year please contact the Controller’s office for further instruction.  Questions regarding the procedure to deposit funds should be directed to the Cashier (ext. 5251).

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Accounts Payable Fellowships (including student travel)

How do I pay a student for travel expenses?

If a student travels for the benefit of their studies, then the travel is considered Fellowship and should be entered on the one time payment fellowship spreadsheet.  If the student travels for BMC business, then the travel should be submitted on the Travel Advance/Reimbursement form.

Where are the Fellowship Forms located on the Controller’s office website?

The Fellowship forms are located in Forms and Schedules under Accounts Payable and Fellowship Forms or click on the link below:

http://www.brynmawr.edu/controller/forms_schedules.shtml

What is the fellowship payments schedule and when are fellowship payment requests due?

The Fellowship payment schedule and submission deadlines are located on the Controller’s website under Forms and Schedules or click on the link:

http://www.brynmawr.edu/controller/forms_schedules.shtml#schedules

 

Can I request a Fellowship payment on a date other than the payment schedule date?

No, fellowships are processed monthly with a payment date of the first Monday of the month.

 

Is the Fellowship payment schedule the same for Haverford students as it is for Bryn Mawr students?

Yes.

Are Fellowship payments required to be reported by Bryn Mawr College to the Internal Revenue Service on a W-2, 1099 or other form?

If you are a US citizen or a resident alien - NO.

If you are a nonresident alien - YES.  You will receive a Form 1042S.

Does the IRS have a publication that explains the possible tax implications for fellowships?

Yes, it is Publication 970, Tax Benefits for Education.

For a more detailed explanation please see the Fellowships Policy and Payment Procedures

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Accounts Payable College Business Travel Expenses

What AP form should I submit to request the direct payment or reimbursement of a conference registration fee?

Direct payment should be requested through the non-PO invoice process in E-Market.  Reimbursement of registration fees paid by the employee are requested on the Travel Advance/Reimbursement form.

What AP form should I use to request reimbursement for mileage?

Mileage is reimbursed from the Travel Advance/Reimbursement form.

What type of receipt is acceptable as documentation for travel expense reimbursements?

Based on IRS regulations and current college policy when requesting reimbursement for an expense a detailed receipt AND proof of payment is required.  Receipts are considered “detailed” if they contain all of the following elements:  vendor name, date, detail of item(s) or service(s) purchased and cost.  Proof of payment is often shown on the detailed receipt however if there is no proof of payment on the detailed receipt a proof of payment must be submitted in addition to the detailed receipt.

If I pay for a college travel expense using my personal credit card what type of receipt is required for reimbursement?

Please see answer to question above.  

Should the receipts for purchases made on a BMC credit card be attached to the Travel Advance and Expense Report form (yellow form)?

No, the receipts for BMC credit card purchases should be stapled to the credit card statement and given to the designated supervisor to approve.  BMC Employees should not seek reimbursement for any purchase made on a BMC credit card.

Where can I find the Per Diem rates by location?

The college uses the rates published on the United States General Service Administration (GSA) website to reimburse for Meals and Incidentals expenses.  Rates are effective from October 1 to September 30 each year.  Follow the link:  www.gsa.gov

What is a travel advance?

An advance is given to a BMC employee for estimated travel costs.  Receipts to back up the advance must be turned into the AP office within 10 working days of the trip completion date.   In accordance with Internal Revenue Service regulations, business travel expenses not submitted or submitted more than 60 days after completion of the travel activity may be reported as additional taxable income to the individual.

 

Can AP pay a travel advance to someone who is not a BMC employee or student?

No, under the IRS Accountable Plan rule, AP cannot give a travel advance to anyone who is not an employee and/or student of BMC.

 

What AP Form should I use to request a travel advance?

Travel advances are requested on the Travel Advance/Reimbursement form.

When should I request a travel advance?

A travel advance should be requested at least one week before the Monday before travel.  Travel advance payments will only be paid the Monday before departure.

 

What is the current IRS Standard Mileage Rate?

The IRS Standard mileage rate effective 1/1/14-12/31/14 is 56 cents per mile.  

What is the IRS mileage rate for previous calendar years?

January 1 - December 31, 2013              .565 per mile 

January 1 - December 31, 2012             .555 per mile

When does the IRS mileage rate change each year?

The IRS issues the mileage rate for the next calendar year each December.  Occasionally, the mileage rate changes during the year, and when that happens, the AP office receives an email from the IRS which is sent to the college community.

I have someone submitting travel expenses that occurred prior to January 1st.  Do I use the current IRS mileage rate?

No, the mileage rate for reimbursement must coincide with the allowable IRS mileage rate for the date the expense was incurred while traveling.

 

In order to reimburse someone for airline travel, will the electronic ticket suffice or do we need the boarding pass as well?

No, the electronic ticket will suffice as long as it shows the details regarding the travel and proof of payment.

 

How do I pay a student for travel expenses?

If a student travels for the benefit of their studies, then the travel is considered Fellowship and should be submitted on the Fellowship Payment Request Form.  If the student travels for BMC business, then the travel should be submitted on the Travel Advance/Reimbursement form.

How do I request a travel reimbursement for a non-resident alien guest?

Requests for travel and expense reimbursement to a non-resident alien guest should be submitted on the Travel Advance/Reimbursement form.

 

Is a Form W-9 required to be submitted in order to reimburse travel expenses?

No, travel expenses are not taxable income.

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Coding and Authorizing Accounts Payable expenses

Can I change the account number on an AP expense that has already been paid?

Yes, as long as the expense occured in the current fiscal year.  Please follow the Procedure to change the account on Accounts Payable and/or Credit Card Expenses located under Accounts Payable on the Policy and Procedures page.

Can I charge an AP expense to a payroll expense account code (51000 to 51500)?

No, AP expenses may not be charged to any payroll expense account code.

How do I know who is authorized to sign for a particular department, account and/or project?

Authorized Signers Forms are sent to the managers of every budget that expends funds through AP.  Managers are instructed to keep a copy of this form and mail the original to AP by the beginning of September each year.  Check with your department’s budget manager.

Who should approve travel advances and reimbursement requests?

The employee’s manager is required to approve travel advances and reimbursements.  Department secretaries and/or co-workers cannot authorize travel requests.  If the manager is unavailable, then the manager’s manager should approve.  For example, if a faculty member’s manager was the chair of the department and they were on vacation then the faculty member should send their request to the Provost Office to approve since they are the department chair’s manager.

I see a charge on my budget.  Can you tell me what it is?

First you should verify whether the charge was an AP expense by looking at the journal field.  If the charge was an AP expense the journal field will say Accounts Payable and the journal reference will have the name of the vendor and the invoice number.  If the charge is an AP expense, you can view the invoice details in The Financial Edge. Click here for the procedure.

                                                               

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Accounts Payable EFT (Direct Deposit) Information

If I have direct deposit for payroll, do I have it for AP?

Typically yes, direct deposit information from the payroll system is updated weekly in the AP system.

 

If I have direct deposit in payroll do I have to write the address where I want the direct deposit advice mailed for an AP payment?

Yes, you should because only the direct deposit information is updated during the weekly process.  If there is no address written on the AP form the direct deposit advice will be mailed to the default address in the AP system, if no default address exists in the AP system, the AP form will be returned to you to complete the necessary information and re-submit.

If I have a third party vendor or outside contractor who wants to be paid by direct deposit what should I do?

They should complete the Direct Deposit Authorization For Payroll and Accounts Payable Checks located on the Controller’s website under Forms and Schedules.

When they complete the form, under the Bryn Mawr Affiliation section they should check Non-Employee/Third Party Vendor.  You should attach the completed direct deposit form to the next invoice you send to the AP office for that vendor.

If a former employee or student had direct deposit, will a payment to them be processed as direct deposit or a check?

Direct Deposit will remain in effect as the payment method until the payee notifies the AP office otherwise.

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BMC E-Market Terms and Definitions

What is an Approver?

A Manager, Department Head and/or other employee designated to approve PRs and/or non-PO invoices/cms in BMC E-Market.

What is an Approval Queue?

A list of PRs and/or non-PO invoices/cms an approver needs to review for approval.

What is an approver Rejected Requisition/non-PO Invoice/cm?

An approver can reject an entire requisition/non-po invoice/cm or particular line item(s) in a requisition if the item(s) are not allowed to be purchased.  There are no corrections for rejected requisitions/non-PO invoices/cms so once a rejection occurs the requisitioner would need to create a brand new cart or non-PO invoice/cm. 

What is an approver Returned Requisition?

An approver can return an entire requisition or particular line item(s) in a requisition to the requisitioner to correct for various reasons.  When a requisition is returned it is sent back to the requisitioner’s shopping cart.  Possible reasons for returning are listed below:

       -Fund, account code, department and/or project are incorrect.

       -Fund, account code and/or department cannot be used with project.

       -Item(s) on requisition/non-PO invoice/cm are not correct.

       -Quantity(ies) on requisition are incorrect.

What is an Assignee?

A requestor designated to review and place the order for a shopping cart assigned to them by a shopper.

What is a Catalog/Enabled Supplier?

A vendor that has its catalog available through BMC E-Market, they can be either hosted or punch out.

What is a Hosted Catalog Supplier?

A vendor that has its product catalog loaded directly into BMC E-Market.

What is a New Supplier Add Form?

A non-catalog form used to request a new supplier be added to BMC E-Market.

What are Non-Catalog Forms?

A template used to order or record the purchase of products/services from non-catalog suppliers.

What is a Non-Catalog Supplier?

A vendor that does not have its product/service catalog loaded into BMC E-Market.

What is a Non-PO Invoice/Credit memo (cm)?

A request for payment for services rendered by a third party vendor.  A requestor enters the non-PO invoice/cm in BMC E-Market using the non-PO invoice process.

What is a PO Invoice?

A request for payment from the supplier for items ordered that have been received.  A PO invoice can be in electronic form or paper form.  Electronic PO invoices are sent to BMC E-Market by most catalog suppliers, paper PO invoices are sent by mail from all non-catalog suppliers and some catalog suppliers.

What is PO Invoice Matching?

A process used to approve PO invoices for payment.  Using tolerances that have been set up, the system compares quantity and dollar amount of invoice entered to what was ordered on the PR and what was received.  For the PO invoice to be approved the quantity received by the requestor must match to the quantity on the invoice.  The requestor will receive an email from Accounts Payable if an invoice fails the matching process.

What is a Punch-out Catalog Supplier?

A vendor that has its catalog available through BMC E-Market by “punching out” to the supplier’s website which is specifically designed for BMC.

What is a Purchase Order (PO)?

An order of items/services.  After PR is approved the purchase order is sent automatically (either by fax, email or xml) to the vendor (except for Does Not Auto-Distribute type forms).

What is a Purchase Requisition (PR)?

A request of the items/services being ordered.  After the requestor submits the order the shopping cart becomes a PR.

What is a Receipt?

A record of tangible items ordered that have been received, received and returned or canceled by the requestor.  By receiving the requestor is acknowledging that the PO invoice can be paid.

What is a Requestor (Orderer)?

An employee who logs into BMC E-Market and chooses what to request.

What does Sciquest (SQ) mean?

They are the company that hosts the BMC E-Market software.

What is a Shopper?

An employee (typically faculty member) who logs into BMC E-Market and chooses what to request.  Instead of placing their order they assign their cart to an assignee. 

What is a Shopping Cart?

Where a requestor/shopper places the items and/or services they want to purchase.  You can place items from different vendors in the same shopping cart.  Requestors place their order from the shopping cart and shoppers assign their cart to an assignee to have their order placed.

What is a System Rejected non-PO invoice/cm?

BMC E-Market will automatically reject an entire non-po invoice/cm to the requisitioner if any part of the 4-part 16-digit BMC account number is blank.

What is a Third Party Vendor?

A vendor we purchase items or services from that has no affiliation with Bryn Mawr College.  Guests are not considered 3rd party vendors.

What is Workflow (WF) and how is it used in BMC E-Market?

Workflow is a multi-step processes used to approve PRs and non-PO invoices/cms.  PRs and non-PO invoices/cms are routed for approval based on total dollar amount and/or parts of BMC’s 16-digit account number and minimum dollar thresholds.  A pre-determined approver is sent an email informing them they need to approve the document.  The approver logs into BMC E-Market and reviews items in their approval queue, they can approve, edit then approve, return (PR only) or reject.

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Financial Edge Queries and Reports

 

What is a query?

A query is a detailed list of transactions available directly from the database.  The detail shown is based on selections made when creating the query.  When you create or edit a query you can choose which fields you want to include in the query output.  To access query click on Query from the main menu.

What is a report?

Typically, a report is a summary of transactions.  The summary gives you the total of all transactions in an account(s) and/or project(s) based on the filters selected in the report.  When you create or edit a report you cannot choose which fields to include in the report output, the report is already programmed to use specific fields.  To access reports click on Reports from the main menu.

How can I learn to create a query or report?

There are several ways which are listed below:

  • Look at an existing query or report.

What are Financial Statements?

Financial Statements are a series of reports showing a summary view of the various financial activities of the college at a specific point in time.  Each statement tells a different story about the financial activity of the college.  To access financial statements click on Reports from the main menu then Financial Statements.

What is a Balance Sheet?

A Balance Sheet is a summary report of the college’s assets, liabilities and fund balance (net assets) on a specific date.  To access a balance sheet click on Reports from the main menu then Financial Statements, then Balance Sheet.

What is an Income Statement?

An Income Statement is a summary report that shows revenues and expenses over a specific period of time, typically a month, quarter or fiscal year.  To access an income statement click on Reports from the main menu then Financial Statements, then Income Statement.

What should I run to see my Budget versus Actual for my department or area?

You would want to run an Income Statement report.  To access an income statement click on Reports from the main menu then Financial Statements, then Income Statement.

What should I run to see my Budget versus Actual for a project?

You would want to run a Project Financial Statements report.  To access Project Financial Statements click on Reports from the main menu then Project Reports, then Project Financial Statements.

What do Filter and Criteria mean and is there a difference between them?

Both filter and criteria are a selection requirement that needs to be included in a query or report.  Filter is used in reports and Criteria is used in queries.  For example, if you apply the Account filter when creating a report, only the accounts you select are included in the report or if you apply the Account criteria when creating a query, only the accounts you select are included in the query.

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Financial Edge Records (Accounts and Projects)

 

What is an account?

An account is the 11-digit number used to properly classify the activity recorded in the General Ledger.  The college’s 11-digit account is made up of 3 components separated by dashes-fund, account code and department.  Each component can further describe the area of activity being recorded.

How do I view an 11-digit account (fund-account code-department)?

Click on Records from the main menu then Accounts.  In the field under Search for an Account by Account number type the 11-digit account number and hit the enter key.  The account will open; you can click on any one of the 7 tabs to see more information about the account number. To close the account click on the X located in the top right corner.

How do I view the Budget or Actual activity in an 11-digit account (fund-account code-department)?

After the Account is open click on the Activity tab.  The activity tab shows you the budget amount in the Budget column and shows you the Actual amount in the Actual column. Each row shows you the total of all transactions in that account by month.  To see the detail by month double-click on the Actual amount for the month you want to see.  A new window will appear which shows you each transaction for that month.  To see the detail of a transaction double-click on the transaction.  Another window will open which will show the detail.  To close each window click on the X located in the top right corner.

What is a project ID?

A project ID is an additional component added to the 11-digit account to provide further detail or identify grants or restricted funds. You can use projects with accounts from different funds and/or departments which allows you to monitor the balance in the project.  A college project contains 5-digits and must be used in conjunction with the college’s 11-digit account.

How do I view a 5-digit project ID?

Click on Records from the main menu then Projects.  In the field under Search for a Project by Project ID type the 5-digit project ID and hit the enter key.  The project ID will open, you can click on any one of the 10 tabs to see more information about the project ID.  To close the project ID click on the X located in the top right corner.

How do I view the Budget or Actual activity in a 5-digit project ID?

After the project ID is open click on the Activity tab.  The activity tab shows you the beginning and ending balances and the total of all activity for revenues and expenses in that project ID for a fiscal year.  To see the detail double-click on the Actual amount in either the revenues or expenses row.  A new window called Account Summary will appear which shows the total activity for each 11-digit account then to see the detail of the activity in one account double-click on the account.  A new window called Account Detail will appear that shows each transaction.  To see the detail of a transaction double-click on the transaction.  Another window will open which will show the detail.  To close each window click on the X located in the top right corner.

What is a wildcard?

 A wildcard is a keyboard character that can be used to represent many characters, the wildcard used in Financial Edge is the star (*) which is on the 8 button on your keyboard.

How can I use the wildcard (*) in Financial Edge?

You can use the wildcard to search for accounts or projects or it can be used in filter or criteria in queries and reports.  For example, if you wanted to see all accounts in department 01310 you would click on Records from the main menu then Accounts.  In the field under Search for an Account by Account number you would type 1-*****-01310 and hit the enter key.  A window will appear that lists each 11-digit account that exists in department 01310.  You can also use the wildcard to search on a component.  For example, 1-52***-01310 will list all of the account codes beginning with 52 in department 01310.

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Financial Edge Learning Tools

 

Does Financial Edge have a Glossary?

Yes, to access the glossary click on Help from the main menu then Help Topics then Glossary in the Contents tab.  The glossary is in alphabetical order, so for example, if you wanted to see a definition of the word Budget then you would click on the B located at the top of the window and look for the word Budget.

Does Financial Edge have User Guides?

Yes, to access the User Guides click on Help from the Main Menu then User Guides.  There are many user guides to choose from such as Sample reports, Query, Records, Journal Entry, etc.  Once you click on the guide name a PDF file will open which shows you a table of contents for that guide.  You can choose which area you would like to read about within that guide by clicking on the + sign next to each item listed.

Are there other tools to help me use Financial Edge?

Yes, there are self-paced online classes and Knowledgebase.  Please see the FAQ for each.

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Financial Edge Self-paced Online Classes

 

Where are the self-paced online classes available?
They are available on Blackbaud;s Training Central website, use How to use Blackbaud (Financial Edge) Training Central.

What are self-paced online classes?
A collection of online software classes that take you step-by-step through key concepts and tasks in The Financial Edge system. You can choose from a variety of classes that you can take at your own pace whenever you want. Classes have anywhere from 10 to 30 slides and take approximately 5-20 minutes to complete.

What are some helpful features of self-paced online classes?

  • Many different classes to choose from.
  • Unlimited access through the internet to all classes, 24 hours a day, 7 days a week.
  • You can take classes as many times as you want.
  • You can go at your own pace. During classes you can pause, go back, skip or repeat slides.
  • Learn as little or as much as you want about particular subjects.
  • Can follow a class and toggle back and forth between the class and your own Financial Edge session.

What are the advantages to using self-paced online classes?
There are many advantages to using this online tool. For new users it is a good introduction to the software and a way for them to learn key concepts and tasks in the Financial Edge on their own. For users who already use the software it is a way for them to learn more information about tasks they already perform. All users can learn about options and tools they may not be aware exist in order to best use all the capabilities of the software. Also, each lesson typically is only 5-20 minutes in length depending on the speed at which you take it so learning a new task will not take up your entire work day or even half your work day.

Are there any disadvantages to the average user when taking self-paced online classes?
Some technical words or phrases are discussed in the lessons that some users may not be familiar with however even if you do not understand every technical reference you can still go away with an understanding of the concept or how to perform the task.

How do I gain access to self-pace online classes?
In order to have access to self-paced online classes you need to obtain a user account on Financial Edge’s website. If you are a new user, a Financial Edge website account will be created at the same time as your Financial Edge software account. Most existing user’s of Financial Edge were assigned accounts during the implementation of this tool in 2008. However, if you already have a Financial Edge software account and you do not have a Financial Edge website account you can request one by emailing Annemarie Thompson in the Controller’s Office at athompso01@brynmawr.edu.

When a Financial Edge website account is created you will receive an email from Blackbaud (the company who owns the Financial Edge software) giving you instructions on how to log into your account.

 

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Finanical Edge Knowledgebase

 

What is Knowledgebase?
Knowledgebase contains answers to "how to" questions and steps to resolve issues and error messages. Support analysts record every question they are asked and the answers they provide in Knowledgebase. Knowledge specialists review the information and publish each solution, which means if another customer has asked Financial Edge a question you have, you can find the answer in Knowledgebase. They add new solutions and update existing solutions as needed throughout the day.

How do I access Knowledgebase?

Knowledgebase available on Blackbaud;s Training Central website, use How to use Blackbaud (Financial Edge) Training Central.

How do I search Knowledgebase?
Find answers in Knowledgebase by following the steps below:

1. Enter your question, error message, or a description of the problem.

  • Begin how-to questions with the words "How to" (e.g., How to print labels).
  • Enter the exact text of error messages (e.g., Error: No records meet specified criteria).
  • Briefly describe problems (e.g., Edit button is grayed out).

2. Click Ask button.

How should I phrase my question?
For best results, phrase your question or problem exactly as you would if you were speaking to a colleague or a support analyst. You don't need to use quotation marks or punctuation.

  • Begin your how-to questions with the words "How to," which means "How do I?" For example: How to import attributes
  • If you need to troubleshoot an error message, begin with the word "Error:" and enter the exact text of the entire error message. Include a space between the colon and the error message. For example: Error: No records met specified criteria
  • If you are experiencing an issue not associated with an error message, describe what happens as clearly as possible. Avoid vague phrases, such as “Unable to save,” if you are able to describe the issue with greater precision. For example: Save and Close is grayed out

How can I open and review the solutions in my search results?
When viewing your search results, click an answer to open it.

How can I print a solution?
After opening a solution, click printer-friendly version to display the print preview. On the preview page, click the link to print the solution. Many solutions contain links to other Knowledgebase solutions. Before you print, check the solution for links and open and print the linked solutions as needed.

If I have a question about Financial Edge’s website who should I contact?
You can contact Annemarie Thompson (ext 5262) or Betsy Stewart (ext 5632) in the Controller’s Office.

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General Accounting Common Accounting Terminology

 

What does Accounting mean?

Accounting is recording and reporting of financial transactions, including the origination of the transaction, its recognition, processing, and summarization in the financial statements.  For the definition of financial statement see What is a Financial Statement? below.

What is an Asset?

An asset is what the college owns.  For example- land, property, buildings, equipment, cash in bank accounts, other investments and accounts receivable.

What is a Liability?

A liability is what the college owes.  For example-loans, taxes, payables, long term debt from a bond issue, funds held by the college for a third party such as a student group.

What is Fund Balance (net assets)?

Fund balance represents the net assets of the college.  To arrive at this number take total assets minus total liabilities.  Any excess revenue over expenses or cumulative appreciation or depreciation on investments will become a net asset at the end of the fiscal year. 

What is Revenue?

Revenue is funds collected by the college; it can also be called income.  For example-tuition, fees, rentals, income from investments.

What is an Expense?

An expense is funds paid by the college.  For example-paychecks to employees, reimbursements to employees, payments to vendors for goods or services.

What is an account?

An account is a record used to properly classify the activity recorded in the General Ledger.

What is the General Ledger?

The general ledger is the collection of all asset, liability, fund balance (net assets), revenue and expense accounts.

What is a Subsidiary Ledger?

A subsidiary ledger is a group of accounts containing the detail of debit and credit entries.  For example-detail information contained in Accounts Payable.

What is Accrual Basis?

Accrual basis is a method of accounting that recognizes revenue when earned, rather than when collected and expenses when incurred rather than when paid.  The college uses the accrual basis for its accounting.

What is a Fiscal Year?

A fiscal year is a period of 12 consecutive months chosen by an entity as its accounting period which may or may not be a calendar year.  The college’s fiscal year is June 1st to May 31st.

What is Net Income (loss)?

Net Income (loss) is the amount the college, a department or a project made or lost for a specific period of time.  To arrive at this number take total revenues minus total expenses.

What is cost of goods sold?

Cost of Goods Sold (CGS) is the cost of items purchased for resale.  For example-the bookshop purchases textbooks to sell in the bookshop, UnCommon Grounds buy rolls that will be used to make sandwiches that will be sold in UnCommon Grounds.

What is Double-Entry Accounting?

Double-entry accounting is a method of recording financial transactions in which each transaction is entered in two or more accounts and involves two-way, self-balancing posting. Total debits must equal total credits.   The college uses this method of accounting.

What is a Debit?

A debit is an entry on the left side of a double-entry accounting system that represents the addition of an asset or expense or the reduction to a liability or revenue.

What is a Credit?

A credit is an entry on the right side of a double-entry accounting system that represents the reduction of an asset or expense or the addition to a liability or revenue.

What is an account balance?

An account balance is the sum of debit entries minus the sum of credit entries in an account.  If positive, the difference is called a debit balance; if negative, a credit balance.

How to I INCREASE the balance in a general ledger account?

Asset – Debit account

Liability – Credit account

Fund balance (net assets) – cannot manually adjust this type of account

Revenue – Credit account

Expense – Debit account

How to I DECREASE the balance in a general ledger account?

Asset – Credit account

Liability – Debit account

Fund balance (net assets) – cannot manually adjust this type of account

Revenue – Debit account

Expense – Credit account

What is a budget?

A budget is an estimate of activity for a fiscal year or period.  A budget can be created for a department or a project.

What is an Unrestricted Fund?

An unrestricted fund is a fund of the college that has no restrictions as to use or purpose.  The college’s unrestricted fund is Fund 1.

What is a Restricted Fund?

A restricted fund is a fund established to account for assets whose income must be used for purposes established by donors or grantors.  The college’s restricted funds are fund 2, 3, 4, 5, 6, 7 and 9.

What is a Journal Entry?

A journal entry is a group of debit and credit transactions that are posted to the general ledger.  All journal entries must net to zero so debits must equal credits.

What is Accounts Payable?

Accounts Payable is an amount owed by the college for delivered goods or completed services.  Accounts Payable is a liability.  Certain expenses are paid through Accounts Payable, see What is an Expense? above.

What is Accounts Receivable?

Account Receivable is an amount owed to the college from a completed transaction of sales or services rendered.  For example-student account balances.  Accounts Receivable is an asset.

What is a fixed asset?

A fixed asset is any tangible item with a useful life of more than one year and a unit cost of $5,000 or more.  For example-campus buildings and major equipment.  A fixed asset is an asset.

What are Financial Statements?

Financial Statements are a series of reports showing a summary view of the various financial activities of the college at a specific point in time.  Each statement tells a different story about the financial activity of the college.

What is a Balance Sheet?

A Balance Sheet is a summary report of the college’s assets, liabilities and fund balance (net assets) on a specific date.

What is an Income Statement?

An Income Statement is a summary report that shows revenues and expenses over a specific period of time, typically a month, quarter or fiscal year.

What are GAAP and FASB?

GAAP stands for Generally Accepted Accounting Principles which are conventions, rules, and procedures necessary to define accepted accounting practice at a particular time. The highest levels of such principles are set by FASB.  FASB stands for Financial Accounting Standards Board which is an independent, private, non-governmental authority for the establishment of accounting principles in the United States.

Is the college required to follow GAAP and FASB rules?

Yes.

What is an Audit?

An audit is a formal examination and official endorsement of the accuracy of the financial statements of the college by an independent certified public accountant (CPA).   Based on GAAP and FASB rules the college is required to have an audit performed each fiscal year.  Audited financial statements are available on the Controller’s Office website by clicking here.

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