Table of Contents

1. How do I ... ?
2. Where can I find ... ?
3. Why can't ... ?
4. Who is ... ?
5. What is ... ?
6. When is ... ?
7. How do I find the correct object code?
8. How do I know when an invoice is paid?
9. What is FITS?
10. How do I know what the year end close out procedures are?
11. What items are tagged once received by the Institution?
12. What is the general ledger account structure?

How do I get a supply of requisitions, travel advance and travel expense forms ?

To get a supply of forms, complete the Request for Requisitions/Travel Expense Forms/Travel Approval Forms form.  It should be sent via e-mail ntavares@msm.edu fax (404) 752-1161 or interoffice mail to Finance Department, Nicki Tavares. 

Where can I find a policy on travel ?

The travel policy can be found on the intranet, Administration, MSM Policy Manual.  The link is  http://pluto.msm.edu/MSMpolicies/poltrav1.pdf.

Why can't I get my requisition processed even though I don't have funds in the needed line item?

Funds must be available before a requisition can be processed.  If there are no funds, a budget change must be done to move funds to the appropriate line item.

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Who is responsible for paying the bills for my department?

The Accounts Payable staff is responsible for paying the bills incurred by the institution.  However, proper documentation must be forwarded to the Accounts Payable department before payments can be made.

What is a blanket purchase order?

A blanket purchase order is prepared to "encumber" (commit or reserve funds against the budget) for goods or services.  The encumbered funds are used to pay an invoice as those goods or services are received.

When is the end of the institution's fiscal year?

Morehouse School of Medicine's fiscal year ends on June 30th of each year.

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How do I find the correct object code?

Object codes are found in the Chart of Accounts which also has object code definitions.

How do I know what the year end close out procedures are?

The close out procedures are in this document. (Link to close out procedures document.)

What items are tagged once received by the Institution?

The current threshold for which an inventory of fixed assets is maintained is $500, with a life expectancy of three or more years.

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How do I know when an invoice is paid?

Please refer to the FITS inquiry screen to determine if your requisition or invoice has been paid. (Link to FITS)

What is the general ledger account structure?

Please refer to the G/L structure 2000 for the Chart of Accounts. (Link to G/L 2000 structure)

What is FITS?

FITS is the Finance Information Tracking System. Institutional users are better able to determine the status of requisitions, purchase orders, payments and view other financial information.

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