Accounting System & Reports

Business Services provides accounting for all university funds and is responsible for the preparation of university financial statements, accounting reports and other financial information requests.

The Web Based Accounting module is available at Web Based Accounting.

The Web Based Accounting system allows users the ability to view cost center balances, transactions and budget transfers. Notify Karen Lester via email to request viewing rights to Web Based Accounting.

You will need to utilize your StarID to access this system. Your StarID username and password is the same as your timesheet login information. If you do not have a StarID activate your StarID account.

Follow this link to the Accounting Department User Documentation and Training Materials. Begin by reviewing the videos in the section labeled Training. This will give you an overview of logging in along with navigation tips and tricks unique to this web application.

Department User Queries

Below are just a few queries that are available. You will need your StarID to login once you select a query.

  • Cost Center
  • Encumbrances
  • Transaction Details
  • Report Search & Create
  • Report Status

The online queries provide up-to-date information on account balances, open commitments, and transaction details needed to review a cost center. The MnSCU System Office has stated that their intent in designing the web accounting application was that a hard copy report would not necessarily be needed. Some users prefer to view their balances and transactions online, or perhaps utilize the download in Microsoft Excel function when performing a more detailed analysis of individual transactions. However, accounting reports of this same information are available and can be run for viewing or printing.

Cost Center Activity Review

Account activity needs to be reviewed periodically to ensure any errors are detected and corrected promptly. It is recommended that this review be performed at least monthly and that copies of source documents such as budget transfers, purchase orders, requisition forms, etc., are retained in a file or binder for reference and comparison.

Persons responsible for these accounts may monitor them using Web Based Accounting. The online queries provide up-to-date information on account balances, open commitments, and transaction details needed to review a cost center.

Some common accounting reports are:

  • AC0513CP Available Budget Balance
  • AC0519CP Open Commitment Report
  • AC0531CP Transaction by Fund/GL/CC/Object

Tips for running the reports:

  • Login to Web Based Accounting and choose "Reports" in the upper right corner
  • Enter information requested. NOTE: MSUM campus ID is 072
  • If the object code range is left blank, the report will pick up all payroll transactions.
  • NEVER LEAVE ALL RANGES EMPTY – YOUR PRINTER WILL BE TIED UP FOR HOURS/DAYS!
  • You may choose to receive reports by "on-Line", "printer" or "email"
  • When creating new reports, or if you aren't sure of the report you need, choose the "online" option. You then click on "view monitor" and you can see the report and from here you can print or email if it is correct.
  • AC0513CP requires a fiscal year
  • AC0531CP requires a starting date
  • AC0531CP change to a ‘Y’ for Print Trans Description and Print Trans Comment

Definition
Agency accounts are funds held by Minnesota State University Moorhead as custodian or fiscal agent for student organizations or other campus activities.

Policy
Organizations are not authorized to establish checking accounts in the name of Minnesote State University Moorhead at a bank or other financial institution. Agency accounts are provided to campus organizations and ensure that a detailed accounting of receipts and expenditures is maintained. Controls are in place to safeguard cash against unauthorized activity.

Procedure
A University employee must sign as the responsible person for type of account. The responsible person, generally the organization’s advisor, ensures there are sufficient funds in the account to cover all expenditures.

Deposits to the account are made at the Cashier’s Desk, 106 Owens Hall. Checks from the account are requested by completing a Local Check Request Form, signed by the responsible person, and submitted to Business Services, 106 Owens Hall. Instructions regarding the handling of the check (to be picked up, to be mailed with attachment, etc.) should be indicated.

Expenditure requests using agency account funds will be reviewed to ensure they are allowable expenses; however, agency accounts are not required to follow the university’s normal purchasing procedures. Agency account funds cannot be used for alcohol, tobacco products, synthetic marijuana products, and ammunition or weapon purchases.

Cost center balances and activity can be viewed and monitored through the Web Based Accounting Application.