Useful Websites & Forms
Points of Contact
Staff contacts (Coming Soon)
|Task||Point of Contact||Alternate Contact|
|Purchases- Equipment, supplies, and materials||Grants and Contracts Analyst/Specialist||Sr. Grants and Contracts Analyst|
|Shipments/Mailings||Grants and Contracts Analyst/Specialist||Sr. Grants and Contracts Analyst|
|Account Balances/Account Reconciliation||Sr. Grants and Contracts Analyst||Grants and Contracts Manager|
|Faculty Banking||Sr. Grants and Contracts Analyst||Grants and Contracts Manager|
|Travel/Non-Travel Expense Reimbursement||Grants and Contracts Analyst/Specialist||Sr. Grants and Contracts Analyst|
|Deposits-Cash or Check||Sr. Financial Analyst||Sr. Financial Manager|
What is SAP?
SAP (Systems, Applications, and Products in Data Processing) is the University’s financial system. All financial and payroll related expenses and reporting are processed through SAP. Financial and Administrative staff have access to complete and/or approve transactions in SAP.
SAP Security and Workflow
Workflow in SAP makes transaction approval easier and more automated. Each transaction type has its own workflow process for approval. The department maintains proper SAP workflow by ensuring the Approver has the correct roles and access to transactions. See the department’s Approver workflow document for more details. A more in depth explanation on SAP’s security and workflow can be found on the SAP @ Johns Hopkins Security and Workflow website.
Monthly Account Reconciliation
Monthly reconciliation is a critical control for fiscal management to ensure revenue and expenditure transactions are correct, allowable, and applied to the appropriate accounts. The department uses an electronic reconciliation procedure to ensure all accounts are reconciled each month. Please see the department’s detailed Account Reconciliation Guide (Coming Soon) for additional information.
Transaction Naming Convention
All transactions processed in the department are electronically saved using the department’s naming convention. This eases in the reconciliation process as well as ensures consistency in processing transactions.
All deposits, whether cash or check, need to be given to the department’s Sr. Financial Analyst for deposit. Cash or checks are not to be held in office or desk drawer.
All deposits need to include the following:
- 2 copies of the completed KSAS deposit form.
- 2 black and white copies of the check. No color copies. No copies of cash.
- 2 copies of all back-up documentation.
- Paperclip together, no staples.
Once the deposit is received by the Business Office, the receipt copied is stamped and signed. You receive this in return for your records.
Procurement Card and Procedures
Procurement Cards are one of the University’s two recommend methods for making small dollar purchases for urgently needed supplies and services. The maximum single transaction limit for Procurement Card purchases is $3,000 and cardholders may charge up to $10,000 in a single month. Please see the department’s detailed Procurement Card procedure guide for additional information.
Equipment and Equipment Purchasing
Equipment is defined as tangible, nonexpendable, personal property having a useful life of more than one year and an acquisition cost of $5000 or more per unit. Machinery, furniture, office machines, vehicles (cars, trucks, etc.), scientific instruments or other apparatus that may be used repeatedly without material impairment of its condition, and is not highly perishable.
Your GCS/GCA will determine the best method of making the purchase, i.e. procurement card or SAP Shopping Cart. The purchase may require a sole source justification, quotes from vendors, or additional information. The GCS/GCA will stay in constant contact with your to ensure all documentation is received and purchase is delivered timely.
KSAS Finance has posted a list of non-reimbursable expenses as well as the JHU Travel Guide. These lists are not all-inclusive. Any questions regarding the validity of an expense reimbursement should be discussed with the Department Sr. Financial Manager before proceeding.
Adequate salary support from grants tends to be cyclic. The KSAS Banking system allows tenure track faculty members to bank funds indefinitely with only a 5% administrative fee charged with each banking transaction. The administrative fee is to defray costs associated with tracking the myriad accounts involved over the long term.
Banking can only be done for 50% of the academic base salary (ABS), preserving the remaining 50% for teaching responsibilities. There is no limit on the duration of time the faculty member can bank funds. If the faculty member should leave the university, the remaining banked funds are returned to the school.
Banking requests need to be completed by May for the current fiscal year. For example, the banking request submitted by May 2018, will cover funds from July 1, 2017- June 30, 2018.
See Reimbursements for Travel Expenses- in the Travel Section of the Department Handbook
Faculty Research Budget
The dean and department chair establish these accounts for individual faculty need at the time of new faculty negotiations. They can be a fixed annual allocation or a one-time amount. The amount that will be put into the FRB on an annual basis is referenced in the faculty offer of appointment letter.
All University policies must be followed when making purchases or applying charges to this account.
Please see KSAS Office of Finance and Administration for additional information
State Sales Tax- Maryland
Due to its non-profit status, the University may have a sales tax exemption certificate for purchases made in various states. Each state has varying laws regarding what items they exempt from the imposition of state taxes, and some states do not exempt not-for-profit corporations from any of the state taxes imposed. Where a state tax exemption exists, it generally covers the purchase of tangible personal property used in the conduct of University business; such property includes office supplies and equipment. Please see the MD Sales Tax certificate for those purchases made in MD. Please contact the Tax Office for any other state’s sales tax information.
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