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Roles and Responsibilities

There are roles and responsibilities you may have to do for your unit, regardless of your job title.  Following is a list of commonly-held roles and responsibilities along with resources to help fulfill them.

Click on any of the links below to learn more about each role:

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Administer Grants and Sponsored Projects

Grants Administration

Grant administrators at the department's and dean's office levels provide administrative support for one or more sponsored projects. With respect to financial management of sponsored projects, grant administrators are either "Preparers" or "Approvers." Preparers complete and process financial, human resource and other electronic and paper transaction documents such as complete financial transactions, initiate re-budgeting requests, initiate no cost extensions, ensure that cost sharing is documented, use monthly accounting statements to monitor and oversee expenditures posted to the projects, reconcile accounts on a monthly basis, assist in reviewing subcontract invoices prior to a Principal Investigator's approval, complete necessary cost transfers and labor redistributions, review and approve final financial reports and invoices, assist with the effort certification process, and assist with project closeouts. Approvers approve and monitor documents prepared by others. An Approver cannot be the same person as a Preparer.

You will need access to:

Resources:

Create Accounting Entries

Create Journal Vouchers

You will use Journal Vouchers to post accounting entries to the General Ledger.  You may make original accounting entries or adjustments and corrections to previously recorded transactions.

You will need access to:

Resources:

Manage General Encumbrances

You will use general encumbrances as a management tool to aid in providing an accurate budget balance and during year-end reporting. (These do not include procurement or labor holds on funds.)

You will need access to:

Resources:

Enter and Reconcile Accounts Receivable Transactions

Perform Budget Transactions

Adjust a Budget

Budget adjustments are made because the unit has changed its plan for allocating its budget. You will use your university Budget Adjustment Request Form to create and submit Budget Adjustments to the university Budget Office.

You will need access to:

Resources:

Use Budget Development

Purchase Goods and Services

Make or Approve Purchases Using the iBuy System

You will use iBuy to purchase or approve the purchases of goods for your department within the University of Illinois System's procurement guidelines.  Also, you can run reports of iBuy transactions.  

You will need access to:

  • iBuy - to enter and approve transactions; to view transaction reports

Resources:

Make Purchases Using the University of Illinois System's Purchasing Card (P-Card) System

Serve as a P-Card Approver or Reconciler

Supervise the Department's P-Card Program as Department Card Manager

Make or Approve Purchases Using the Banner System

Receive Goods for Banner Purchases

Make Payments to Vendors

Review Vendor, Invoice and Payment Records

You will locate and review records in Banner associated with vendor payments.

Resources:

Reimburse Employees, Non-employees and Students

Complete Employee and Non-employee Travel Reimbursement Forms

You will complete reimbursement requests for domestic or foreign travel and miscellaneous business expense. Reimbursable expenses include transportation, lodging, meals, parking, telephone, and miscellaneous charges.

You will need access to:

  • TEM System - to submit, approve and track requests for Travel and Miscellaneous Reimbursements, Non-Purchase Order Payments to Vendors, and Pre-Trip Approval (optional)

Resources:

Perform Human Resources Transactions

Hiring

Hiring employees to the University of Illinois System can involve conducting a search for candidates as well as processing the selected candidate as a new hire employee. HireTouch is a Web-based applicant tracking system, which allows users to easily post positions online and track candidates that apply throughout the entire hiring process. The HR Front End New Hire transaction is used to create a record for someone that is completely new to the system (new hire) or someone that has been completely separated and is returning to the system (rehire).

You will need access to:

Resources:

Job Changes

Separations

Salary Planning

Get Employees and Students Paid

Enter Time for Employees in Your Timesheet Organization Using Banner

You will serve in a Department Originator role to extract timesheets and enter time for employees using Banner.  Other tasks will require you to restart and submit timesheets for approval. You may need to correct timesheets that may be returned by the Department Approver. Also, you may want to create a Proxy to do these tasks in your absence.

You will need access to:

  • Banner - to perform entry, review and correction tasks

Resources:

Approve Time for Employees in a Timesheet Organization Using Banner

Approve Time for Employees in a Timesheet Organization Using Web Time Entry

Create Labor Redistributions

Make a Payment to a Student

Payments to Foreign Nationals

Process Payroll Adjustment Requests

Set Up Payroll Routing Queues

Manage Cash

Handle Cash Properly

Departments who handle cash in all forms (including currency, check, credit card and electronic payments) must clearly, accurately and securely account for its receipt, deposit and custodianship. The University Bursar unit is responsible for formulating, publishing and maintaining the policies and procedures relating to the proper handling of cash.

Resources:

Manage Petty Cash and Change Funds

Manage Equipment

Conduct Equipment Inventories

You must take a physical inventory of the unit's equipment biennially.  This involves comparing items of equipment physically located in each department's facilities with departmental equipment as recorded in Banner. You will use the Fixed Asset by Organization standard report to obtain a listing of the department's equipment.

You will need access to:

  • Banner - to view transactions
  • FABweb - to update equipment records and transfer and dispose of equipment
  • EDDIE - to run standard reports

Resources:

Process Equipment Transactions

Manage Different Types of Funds/C-FOAPALs

Manage or Reconcile Your Unit's Funds / Locate Budget Balances

Each department is responsible for reconciling their unit's funds each month. You will use standard reports as well as Banner queries to reconcile your Unit's Funds and locate budget balances.  Non-standard reports are used as additional management tools. (Non-standard reports must be written by a department user using the Business Objects tool.)

You will need access to:

Resources:

The following AITS training courses are recommended:

Manage or Reconcile Self-Supporting Funds

Request Establishment of Funds and other CFOP Segments

Request Termination of Funds and other CFOP Segments

Ship Items

Ship Items Using UPS CampusShip

You will use the UPS CampusShip system to perform various shipping tasks.

You will need access to:

Resources:

Use Reports

Run Standard Reports and Banner Queries

You can retrieve standard financial reports from View Direct (also known as Document Direct) or EDDIE (Enterprise Data Delivery and Information Environment).  Standard reports are a set of reports run at the close of every fiscal period. View Direct allows you to view the reports at month end while EDDIE allows you to retrieve the data using pre-developed reports. Banner is used to query the data source to view up to the moment data and additional information about the transactions.

You will need access to:

Resources:

Fiscal Year Close and Opening Activities

Perform Fiscal Year Close and Opening Activities

You will examine the funds and financial activities that you manage to determine transactions (labor redistributions, journal vouchers, purchases, etc.) that must be made before the end of each fiscal year.

You will need access to:

Resources:

Last Updated: April 30, 2018

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