Below is a list of tasks a Business Manager may be responsible for within their college/department. Sections include links to training resources that support each task.
Note: Each year the Controller’s Office provides refresher trainings starting the month of February thru the end of April. Registration links for all scheduled trainings are sent to our BIZMANAGER listserv end of January, provided in our monthly newsletter, and in a prior week reminder email. On demand training can be found in the sections below.
An Account Funding Change eForm is used for any employee that requires a funding change
before the next payroll.
The below training resources are available:
- Understanding Account Funding and Payroll Retro Funding Changes Recording
- Understanding Account Funding and Payroll Retro Funding Changes Presentation [pdf]
- Using the Account Funding Change eForm Recording
- Using the Account Funding Change eForm Job Aid [pdf]
- How to Select Funding in eForm [pdf]
- Earning Code Reference [pdf]
- Monthly Payroll Account Funding Review Checklist [pdf]
System: PeopleSoft HCM
Contact: payroll@mailbox.sc.edu
AP uploads are a way to pay a supplier or individual in one of the following categories instead of keying each payment into payment request; prizes and awards, stipends, services rendered, preceptor payments, refunds, and participants.
The below training resources are available:
- AP Upload Webinar Recording
- AP Upload Presentation [pdf]
- Accounts Payable Voucher Lookup Inquiry [pdf]
- Visit the Accounts Payable page for additional AP Upload information.
Training: AP Upload
System: PeopleSoft Finance
Contact: apupload@mailbox.sc.edu
Cash advances are payment types issued to advance funds for athletics team per diem & study abroad participant per diem. All cash advances must be settled within 30 days of the ending period for the advance.
Cash advances are no longer allowed for educational programs, gift cards & research participant incentives. These purchases should be made using the Program Expense Card.
The below training resources are available:
- Cash Advances Webinar Recording
- Cash Advances Presentation [pdf]
- Visit the Accounts Payable page for additional Cash Advances information.
System: PeopleSoft Finance
Contact: cashadvc@mailbox.sc.edu
A Cost Transfer is a reassignment (transfer) of charges involving one or more sponsored
awards. This includes both direct charges and cost share. Review projects monthly
to determine and submit adjustments as soon as possible. PI signature and approval
are required.
The below training resources are available:
- Cost Transfer Policy Webinar Recording
- Cost Transfer Policy Presentation [pdf]
- The Cost Transfer Justification Form [pdf] must be completed when it involves sponsored awards.
- Be sure to review the Grants and Funds Management – Cost Transfer Policy (FINA 3.35) [pdf] for additional details.
- Visit the Sponsored Award Management page for additional Cost Transfer information.
Training: Using HCM Distribution and Time and Effort Reporting for the Business Manager
System: PeopleSoft Finance
Contact: controllercompliance@sc.edu
Departmental Deposits are payments received by the University for any purpose other than to pay for charges on a student’s account, such as tuition, fees, and related charges.
The below training resources are available:
- Looking Up a Deposit [pdf]
- Deposit Correction Attachment Example [xlsx]
- Creating a PeopleSoft Direct Deposit [pdf]
- Guidelines for Attaching Deposits in PeopleSoft: Do’s and Don’ts [pdf]
- Sample Deposit Attachments [xlsx]
- View the General Ledger page for additional Deposit information.
Training: Depositor Training
System: PeopleSoft Finance
Contact: genacctg@mailbox.sc.edu
Employee reimbursement (non-travel) is processed through the expense module. The expense module is an online payment tool that allows an employee or a proxy to create an expense transaction. This tool has strict guidelines and an employee reimbursement (non-travel) matrix for allowable types of reimbursement.
The below training resources are available:
- Employee Reimbursement (non-travel) Proxy Training Recording
- Employee Reimbursement (non-travel) Proxy Training Presentation [pdf]
- How to Create an Employee Reimbursement (non-travel) in Travel and Expense Training Recording
- Preparing an Employee Reimbursement (non-travel) in Travel and Expense JobAid [pdf]
- Employee Reimbursement (non-travel) Matrix [pdf]
- Visit the Accounts Payable page for additional Employee Reimbursement (non-travel) information.
Note: This is a required training that is incorporated into the Travel Proxy training. Use the PeopleSoft Finance Training schedule to sign up for a date that fits into your schedule.
Training: Travel and Expense Proxy
System: PeopleSoft Finance
Contact: ap@mailbox.sc.edu
An endowment at the University of South Carolina is a permanent gift, an investment that gives back to the university forever. Endowment funds are managed to provide a permanent source of income to support the educational mission of the university.
The below training resources are available:
- Endowment Webinar Recording
- Endowment Presentation [pdf]
- Visit the Treasury Management page for additional Endowment information.
System: PeopleSoft Finance
Contact: treasury@mailbox.sc.edu
The Expense Report page in PeopleSoft Finance is where all Procurement, Program, Team, and Travel card transactions that represent the month end statement are copied using the My Wallet function in Travel and Expense.
The below training resources are available:
- How to Create an Expense Report for Card Programs Recording
- How to Create an Expense Report for Card Programs Presentation [pdf]
System: PeopleSoft Finance
Contacts:
- Travel Card: travelcard@sc.edu
- Program and Team Card: cards@mailbox.sc.edu
- P-Card: purchase@mailbox.sc.edu
An internal reporting site that houses various reporting tools and resources used to research PeopleSoft transactions and retrieve account balances.
The below training resources are available:
- How to Use the Finance Intranet Demo Video
- How to Use the Finance Intranet Presentation [pdf]
- Drilling Down into the Expenses/Payroll in the Grant Dashboard Job Aid [pdf]
- How to use the GL Dashboard Report Job Aid [pdf]
- How to use the GL Summary Report Job Aid [pdf]
- How to use the GL Activity Report Job Aid [pdf]
- How to use the Non-USCSP Project Dashboard Job Aid [pdf]
- To request access to the Finance Intranet, complete the PeopleSoft Finance Access Form, request access using the notes section of the form, and send the completed form to pssecure@mailbox.sc.edu.
- Visit the Operational Management and Reporting Page for additional Finance Intranet information.
Training: Using the Finance Intranet
System: Finance Intranet
Contact: intranet@mailbox.sc.edu
Chartfield strings are a combination of chartfields that are used for reporting. Only valid combinations can be used for transactions.
Use the Chart of Accounts Combinations Inquiry to find valid chartfields in PeopleSoft Finance.
Navigation: Main Menu – USC Conversion – USC Chartfield Mapping – USC CoA Combos Inquiry
The below training resources are available:
System: PeopleSoft Finance
Contact: genacctg@mailbox.sc.edu
Each year, the USC campuses participate in the National Science Foundation’s Higher Education Research and Development Survey (HERD) to provide key information on R&D expenditures. The HERD Survey is the primary source of information on R&D expenditures at U.S. colleges and universities. The survey collects information on R&D expenditures by field of research and source of funds, and gathers information on types of research, expenses, and headcounts of R&D personnel.
Each department chair/supervisor completes the HERD Survey eForm for A funded research effort by each faculty member. The eForm includes an attestation that the information submitted accurately reflects faculty member’s research effort. It is important for department chairs/supervisors to report research effort by individual faculty members rather than submitting data that reflects across-the-board research effort for everyone.
The below training resources are available:
- HERD Survey Webinar Recording
- HERD Survey Presentation [pdf]
- HERD Survey Job Aid [pdf]
- HERD Survey eForm Approval Demonstration
System: PeopleSoft HCM
Contact: HERD@sc.edu
An internal reporting tool that provides payroll information by employee, including their pay group, funding chartfield, gross earnings, and the cost of each employee’s benefits to the department.
The below training resources are available:
- Using HCM Distribution in the Finance Intranet Job Aid [pdf]
- Using HCM Distribution in the Finance Intranet Webinar Recording
- Using HCM Distribution in the Finance Intranet Presentation [pdf]
- Earnings Summary Payroll Report Job Aid [pdf]
- To request access, complete the HCM All Access Form and upload to a Service Now
- Be sure to always include Business Officer signature/approval.
- Visit the Operational Management and Reporting page for additional HCM Payroll Distribution information.
Training: Using HCM Distribution in the Finance Intranet
System: Finance Intranet
Contact: controller@sc.edu
To view a list of all available account codes, use the query SC_CF_ACCOUNT_LIST. Use this query to find the proper account code for payment requests, requisitions, deposits, and corrections.
Log into PeopleSoft Finance, and navigate to the Query Viewer page.
Navigation: Main Menu – Reporting Tools – Query Viewer
Enter SC_CF_ACCOUNT_LIST in the description field. Be sure to add to favorites saving the query to use in the future.
System: PeopleSoft Finance
Contact: genacctg@mailbox.sc.edu
Moving agreement and offer letter are sent to moving@mailbox.sc.edu for the University Controller’s signature. The signed agreement is returned to the requestor for signatures and completed packet is submitted to moving@mailbox.sc.edu.
The below training resources are available:
- Moving and Relocation Webinar Recording
- Moving and Relocation Presentation [pdf]
- Be sure to review the Moving and Relocation Allowance Policy (FINA 1.08) [pdf] and Moving and Relocation Allowance Procedure (FINA 1.08) [pdf] for additional details.
- Visit the Moving and Relocation page for additional information.
Training: General Accounting Hot Topics
System: PeopleSoft Finance
Contact: moving@mailbox.sc.edu
Payment request is an online payment tool in Finance PeopleSoft for paying invoices under $10,000. This tool has strict guidelines and a payment matrix for allowed types of payments.
The below training resources are available:
- Payment Request Entry and Inquiry Webinar Recording
- Payment Request Entry and Inquiry Presentation [pdf]
- Payment Request and Inquiry Job Aid [pdf]
- Payment Request - General Guidelines [pdf]
- Payment Request Matrix [pdf]
- Visit the Accounts Payable page for additional Payment Request information.
Training: Payment Request Refresher
System: PeopleSoft Finance
Contact: ap@mailbox.sc.edu
The Capital Asset team is responsible for tracking all assets retained by the University and for completing the Annual Physical Inventory. This includes recording additions, tagging assets, documenting stolen and damaged property, and retiring assets.
The below training resources are available:
- Physical Inventory User Webinar Recording
- Physical Inventory User Presentation [pdf]
- Physical Inventory User Job Aid [pdf]
- Physical Inventory Approver Webinar Recording
- Physical Inventory Approver Presentation [pdf]
- Physical Inventory Approver Job Aid [pdf]
- Visit the Capital Assets page for additional Physical Inventory information.
System: PeopleSoft Finance
Contact: physinv@mailbox.sc.edu
The Controller’s Office provides policies and procedures for Compliance, Grants and Funds Management, Capital and Assets, General Accounting, Travel and Reimbursements, and Payroll.
Visit our Policies and Procedures page on the Controller’s Office website for the most up-to-date policy information.
Contact: controller@sc.edu
The Program Expense Card is a credit card used for educational programs (eg. Study Abroad, Summer Programs, etc.) and participant incentive payments. The cardholder must be a USC employee. The Program Expense Card cannot be used for individual travel or any purchase subject to procurement.
The below training resources are available:
- Program Expense Card Recording
- Program Expense Card Presentation [pdf]
- Card Matrix [pdf]
- Visit the Treasury Management page for additional Program Expense Card information.
Training: Program Expense Card – Visit our PeopleSoft Finance Training Schedule for available training dates.
System: PeopleSoft Finance
Contact: cards@mailbox.sc.edu
Use the GL Dashboard, Grant Dashboard, or Non-USCSP Project Dashboard to view the project team for a project.
Log into the HUB and navigate to Finance Intranet – Grant Dashboard to view the Project Team.
To make Project Team updates, please reach out to Post Award Accountant (PAA).
Training: Using the Finance Intranet
System: Finance Intranet
Contact: controller@sc.edu
Use the Chartfield Request Form to: Request new fund, departments, USCIP and USCSA projects; Inactivate a project or chartfield string; Change description for a chartfield string.
The below training resources are available:
- Requesting New Chartfields Webinar Recording
- Requesting New Chartfields Presentation [pdf]
- Chart of Account Combinations can be found in PeopleSoft Finance.
Navigation: Main Menu – USC Conversion – USC Chartfield Mapping – USC CoA Combos Inquiry - Visit the Chart of Accounts page for additional Requesting New Chartfields information.
Training: General Accounting Hot Topics
System: PeopleSoft Finance
Contact: cfmaint@mailbox.sc.edu
Retro Funding Change Journal Entries are after the fact corrections to payroll. Please
note, if payroll corrections affect sponsored awards, they are subject to the Cost
Transfer Policy and must have a Cost Transfer Justification Form attached.
The below training resources are available:
- Understanding Account Funding and Payroll Retro Funding Changes Recording
- Understanding Account Funding and Payroll Retro Funding Changes Presentation [pdf]
- Monthly Payroll Account Funding Review Checklist [pdf]
- Retro Funding Change Webinar Recording (Training begins at 36:00 mins)
- Retro Funding Change Presentation [pdf] (Slides 63-69)
- Retro funding changes must be requested using a Payroll Retro Funding Change Form [pdf].
- Visit the Sponsored Award Management page for additional Retro Funding Change information.
Training: Using HCM Distribution in the Finance Intranet and Time and Effort Reporting for the
Business Manager
System: Finance Intranet
Contact: retroje@mailbox.sc.edu
A Salary Cap is a sponsor-imposed limit for the total salary rate allowed to be charged to a grant for an individual. Any amount above the salary cap must be recorded as mandatory uncommitted cost share in order to properly capture total expended effort and prevent the effort from being used on another sponsored project. Prevents double counting effort and ensures faculty do not become overcommitted.
The below training resources are available:
- Salary Allocations Related to Salary CAPs Webinar Recording (Training begins at 42:40 mins)
- Salary Allocations Related to Salary CAPs Presentation [pdf] (Slides 57-60)
- Salary Cap Calculation Template [xlsx]
- Visit the Sponsored Award Management page for additional Salary Allocation information.
Training: Time and Effort Reporting for the Business Manager
System: PeopleSoft HCM
Contact: gfmpay@mailbox.sc.edu
An online supplier registration system that gives potential suppliers access to self-service registration and change requests through a supplier portal in PeopleSoft Finance.
Visit our Supplier Management page for Domestic for Supplier Job Aids and Videos, International Job Aids and Videos, and Supplier Liaison FAQs.
The below training resources are available:
- An Introduction to Supplier Self-Service Portal Job Aid [pdf]
- Supplier Liaison Training
- Supplier Onboarding - Supplier Liaison Training Recording
- Supplier Onboarding - Supplier Liaison Training Presentation [pdf]
- Supplier Onboarding – Supplier Perspective for the Liaison Recording
- Directing Suppliers to the Self Service Portal Job Aid [pdf]
- Adding email address to PeopleSoft for Supplier Registration Approval [pdf]
- Approving a Supplier Registration Job Aid [pdf]
- Domestic Supplier Training
- Registering as a Domestic Business Supplier [pdf]
- Registering as a Domestic Business Supplier Demo Video
- Registering as a Domestic Individual Supplier Job Aid [pdf]
- Registering as a Domestic Individual Supplier Demo Video
- Requesting a New User ID [pdf]
- Requesting a Change for a Domestic Business/Individual Supplier Job Aid [pdf]
- Domestic Business/Individual Supplier Change Request Demo Video
- International Supplier Training
-
- Registering as an International Business Supplier [pdf]
- Registering as an International Business Supplier Demo Video
- Registering as an International Individual Supplier [pdf]
- Registering as an International Individual Supplier Demo Video
- Requesting a New User ID [pdf]
- Requesting a Change for an International Business/Individual Supplier Job Aid [pdf]
- International Business/Individual Supplier Change Request Demo Video
System: PeopleSoft Finance
Contact: apsupplr@mailbox.sc.edu
Tax management is a unit of the Controller’s Office that manages tax compliance, serves as a resource to the university community on tax issues, and remits tax payments to the appropriate federal, state, and local government agencies.
The below training resources are available:
- Accommodation Tax Webinar Recording
- Accommodation Tax Presentation [pdf]
- Account Coding – 1099 Tax Implications Recording
- Account Coding – 1099 Tax Implications Presentation [pdf]
- Admissions Tax Webinar Recording
- Admissions Tax Presentation [pdf]
- Income (UBIT) Tax Webinar Recording
- Income (UBIT) Tax Presentation [pdf]
- Nonqualified Scholarships – Tax Implications for International Students Webinar Recording
- Nonqualified Scholarships – Tax Implications for International Students Presentation [pdf]
- Sales and Use Tax Webinar Recording
- Sales and Use Tax Presentation [pdf]
- Visit our Tax Management page for additional Tax Information.
System: PeopleSoft Finance
Contact: tax@mailbox.sc.edu
The Team Card is used to make purchases for athletic team related expenses (e.g. hotel, transportation, meals, etc.).
The below training resources are available:
- Card Matrix [pdf]
- My Wallet Team Card Webinar Recording
- Using My Wallet Job Aid [pdf]
- Expense Report Team Card Webinar Recording
- Creating a Card Statement Expense Report Job Aid [pdf]
- Team Card Approver Webinar Recording
- Team Card Approver Presentation [pdf]
- Approving a Card Statement Expense Report Job Aid [pdf]
- Using the My Wallet Pivot Grid Webinar Recording
- Using the My Wallet Pivot Grid Job Aid [pdf]
- Visit the Treasury Management page for additional Team Card information.
Training: How to Create a PeopleSoft Expense Report for All Card Programs
System: PeopleSoft Finance
Contact: cards@mailbox.sc.edu
Time and Effort Reports documents effort, the portion of time spent on a given activity
expressed as a percent of total activity for which an individual is employed by the
institution. Time and Effort Reports flow to Business Managers, employees, principal
investigators, and supervisors for approval.
Visit the Compliance and Tax Management page for additional Time and Effort Reporting information.
The below training resources are available:
- Time and Effort Training Refresher and Updates Session Resources
- Time and Effort Training Refresher and Updates – Business Manager Presentation [pdf]
- Time and Effort Training Refresher and Updates – Business Manager Webinar Recording
- Time and Effort Training Refresher and Updates – Principal Investigator Presentation [pdf]
- Time and Effort Training Refresher and Updates – Principal Investigator Webinar Recording
- Business Managers Resources
- Employee Resources
- Principal Investigator Resources
- Supervisor Resources
Training: Time and Effort Reporting for the Business Manager
System: PeopleSoft HCM
Contact: timeandeffort@sc.edu
A correction is a redistribution or change of a posted transaction. Corrections are used to adjust or correct posted vouchers, expense transactions, and journal entries.
The below training resources are available:
- Transaction Corrections Webinar Recording
- Transaction Corrections Presentation [pdf]
- Apex eForm Training Recording
- Apex eForm Training Presentation [pdf]
- Apex Voucher eForm Job Aid [pdf]
- Journal Entry Training Recording
- Journal Entry Training Presentation [pdf]
- Journal Entry Job Aid [pdf]
- Journal Entry Upload Template and JobAid [pdf]
- Journal Voucher eForm Job Aid [pdf]
- General Ledger Useful Queries and Job Aid [pdf]
- Visit the General Ledger page for additional Transaction Correction information.
Training: Journal Entry and Journal Voucher and General Accounting Hot Topics
System: PeopleSoft Finance
Contact: genacctg@mailbox.sc.edu
The Travel Card program reduces the monetary burden to the traveler when traveling on behalf of the University. There are two types of cards:
- Individual Travel Card: Individual travel for airfare, hotel, and registration.
- Department Travel Card: Airfare and registration for individuals within the department.
**Food purchases are not allowable expenses for either card under any circumstances. **
If you do not have a Travel Card but would like to participate in the program, please reach out to the Travel Team. They will provide all the information needed to better understand the program and complete the process.
The below training resources are available:
- Travel Card Program Webinar Recording
- Travel Card Program Presentation [pdf]
- Travel Card Job Aid [pdf]
- Travel Card Descriptions One Page Reference [pdf]
- Finding a Pending Travel Card Expense Report [pdf]
- Card Matrix [pdf]
- Visit the Treasury Management page for additional Travel Card information.
Training: Travel Card
System: PeopleSoft Finance
Contact: travelcard@mailbox.sc.edu
Travel is responsible for the review and disbursement of funds for faculty, staff, non-employees, and students in accordance with university policies and procedures.
Visit the Travel page for additional Travel Information.
Note: The travel account codes that may be referenced in the recordings below have been updated as of July 1, 2024. For the latest account codes, please refer to the New Travel Account Codes [pdf] document. All presentations have been updated to reflect the changes.
The below training resources are available:
- Most Commonly asked Travel Questions
- Employee Travel
- Travel and Expense Refresher Recording
- Travel and Expense Refresher Presentation [pdf]
- Travel and Expense Quick Reference Guide [pdf]
- Finding a Pending Expense Report for Travel [pdf]
- Travel and Expense – Traveler Training Recording
- Travel and Expense – Approver Training Recording
- Creating a Travel Authorization Recording
- Creating an Expense Report by Associating a Travel Authorization Recording
- Creating an Expense Report Recording
- Approving Expense Transactions – Traveler JobAid [pdf]
- Approving Expense Transactions – Approver JobAid [pdf]
- Student and Non-employee Travel
- Travel Authorization and Travel Reimbursement Voucher eForm Training Recording
- Travel Authorization and Travel Reimbursement Voucher eForm Training Presentation [pdf]
- Travel Authorization and Travel Reimbursement Voucher eForm Job Aid [pdf]
- Find a Saved Travel Reimbursement Voucher (TRV) Quick Reference [pdf]
- Find a Recycled Travel Reimbursement Voucher (TRV) Quick Reference [pdf]
- Create a Travel Reimbursement Voucher (TRV) Quick Reference [pdf]
Note: Training is required to receive the Travel Proxy role in Finance PeopleSoft. Use the PeopleSoft Finance Training schedule to sign up for a date that fits into your schedule.
Training: Travel and Expense Proxy
System: PeopleSoft Finance
Contact: teoffice@mailbox.sc.edu
For grant related transactions (payment request, expense report, requisition, etc.) The PI and all Approver 1s on the award’s project team must approve the transaction. This is required verification that the charges are true and accurate for the Notice of Award under penalty of law. If a PI plans to be out of the office, it is very important they designate someone as an Alternate User ID in their absence using the My System Profile page in the PeopleSoft Finance system.
This Out of Office [pdf] quick reference guide demonstrates how to assign an alternate approver in your absence.
Use the following queries to review approvers:
Navigation: Main Menu > Reporting Tools > Query > Query Viewer
- SC_SECURITY_DEPT_APPROVER_ROLE– Department Approvers by Role
This query shows level one and two department approval authority and which transactions each person can approve.
- SC_SECURITY_PROJ_APPROVER – Project Approvers
This query shows project team assignments. Level one approvals for projects does not use the department approval setup. It routes to project team members in the APPRV_1 and people with the Project Manager checkbox = ‘Y’ (typically a PI for USCSP projects). Level two approvals for projects route to the level two approvers for the department tied to the project.
- SC_SEC_JE_APPROVERS– Regular Journal (JE) Approvers
This query shows regular journal approvers. Of note, journal approvals are based on who enters the journal. So, journal approvers have profiles that include the people for whom they approve journals. The recommended practice is to have at least two approvers for every person.
- SC_SEC_KK_APPROVERS– Budget Journal (KK) Approvers
This query shows budget journal approvers. Of note, budget journal approvals are based on who enters the journal. So, journal approvers have profiles that include the people for whom they approve journals. The recommended practice is to have at least two approvers for every person.
The below training resources are available:
System: PeopleSoft Finance
Contact: Your Post Award Accountant (PAA)