Grant accounting handbook

Section VIII

Maintaining documentation in MUNIS

ORGANIZATION

It is recommended that each program director track expenditures through MUNIS. MUNIS reports are available that allow tracking of all budget amendments, revenue receipts, personnel payments, and purchase order processing, liquidation and payment. Project reports allow the program director to monitor the overall financial status of their award.

NON-PERSONNEL EXPENDITURES

Non-personnel expenditures are made following the principles outlined in the purchasing manual (Section IX). A purchase order must be generated PRIOR to obtaining goods or services.

Each purchase order requires a six-digit vendor number. You may not use any vendor numbers that start with 2, 3, 7, or 9. Vendor numbers beginning with 2 are reserved for tax and community education reimbursement. Vendor numbers beginning with 3 are reserved for special student reimbursement. Vendor numbers beginning with 7 are reserved for payroll and insurance disbursements. Vendor numbers beginning with 9 are reserved for food services.

ACCOUNT CODES

Account numbers are made up of three components; organization (ORG) number, object number, and project number. An org and object are always required. For grants and awards a project number is also required.

The ORG number is 7 digits. The first three digits represent the location (002-899 are school numbers assigned by the state). The fourth and occasionally the fifth digit represent the fund.

The last 2-3 digits represent the type of activity (118 is regular instruction). Thus an ORG number 0011080 is read as follows:

001 Support Services, 1 general fund, 080 financial services

Expenditure object codes are four digits; a complete list is in the back of this section.

Project codes are usually 4 - 5 digits and are assigned by the budget office.

CHECKING COST DETAIL

The quickest way to check on your cost detail is to look at the GL inquiry screen. The following pages walk you through the MUNIS screens to look at detail. You should also print project reports on a regular basis. Instructions for printing these reports are found in Section XIV (Accounting Reports enclosed in the hardcopy of the handbook).

MUNIS SOURCE CODES

The following are common MUNIS source codes found in the detail review referenced above:

PURCHASE ORDER PROCESSING FOR PAYMENT

To process a purchase order for payment, the Accounts Payable Division needs the following:

1. The blue copy of the purchase order, 
2. proof of receipt signed and dated by the receiver, and 
3. the original invoice(s)

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Last update: 7/26/2004 9:47:09 AM