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In this section

  • Standards
  • Roles and Responsibilities
  • Events
  • News
  • Spotlights

Standards

Contents

  • Annual Operating Budget Support
  • Capital Asset Management
  • Chart of Accounts
  • Financial Processing
  • Financial Reporting
  • Financial Systems Access
  • Payroll/Labor Distribution
  • Procurement Card
  • Purchasing/Accounts Payable
  • Student Hires
  • Turnaround Time Frames

The UBSC is customer-focused and committed to providing services to its customers within established turnaround and response standards. In addition to our financial services turnaround standards, UBSC will strive to acknowledge all phone calls, emails or faxes within 48 hours; however, it is understood some issues will need immediate attention and resolution to prevent business disruption.

Turnaround time is defined as the receipt of request,  through either email, phone call, and/or campus mail, from our customer until it is approved by the UBSC. Please note that some e-docs require approval outside of the UBSC before they reach "Final" status and are posted to the general ledger, which does not include lag time.

Lag time, is defined as any time spent waiting for the customer or vendor to supply additional information and/or clarification.

 

Annual Operating Budget Support

Service Turnaround Time
Annual operating budget support By the university-published deadline

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Capital Asset Management

Service Turnaround Time
Capital asset physical count By the university-published deadline

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Chart of Accounts

Service Turnaround Time
New account requests, sub-account, sub-object, etc. Within 5 days
KFS fiscal officer, primary/secondary delegation changes Within 5 days, after the new account is set up or any changes to existing accounts are made

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Financial Processing

Service Turnaround Time
Advance Deposit (AD) e-doc Within 24 hours
Auxiliary Voucher (AV) e-doc Within the same month as the request
Budget Adjustment (BA) e-doc Within the same month as the request
Cash advance Within 5 days, unless the trip is sooner
Disbursement Voucher (DV) e-doc Within 5 days
Distribution of Income and Expense (DI) e-doc Within the same month as the request
General Error Correction (GEC) e-doc Within the same month as the request
Internal Billing (IB) e-doc Within the same month as the request
I Want doc Within 5 days
Pre-Encumbrance (PE) e-doc Within the same month as the request
Transfer of Funds (TF) e-doc Within the same month as the request
Travel reimbursements/system (including DV e-doc) Within 5 days

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Financial Reporting (for Financial Management Service customers)

Service Turnaround Time
Monthly/quarterly reports By the 15th business day of the following month

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Financial Systems Access

Service Turnaround Time
Financial systems access requests Within 24 hours

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Payroll/Labor Distribution

Service Turnaround Time
Account Distribution & Adjustment Form (ADAF) Within 5 days (required prior to salary/benefit transfers - must be received by Payroll before the 20th of the month)
Benefit Expense Transfer (BT) e-doc Within 5 days
Kronos time collection systems Payroll sign-off within payroll deadline, unless otherwise notified by department
  • Leave balance adjustments
Within the payroll cycle within which the request is made
  • On-cycle check requests
Before 2:00 p.m. on every-other Thursday, when payroll confirms pay
Salary Expense Transfer (ST) e-doc Within 5 days

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Procurement Card

Service Turnaround Time
New and change requests Within 5 days
Procurement card purchases Within 3 days
Procurement card transaction release in KFS Prior to auto-approval with appropriate supporting documentation

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Purchasing/Accounts Payable

Service Turnaround Time
Payment Request (PREQ) e-doc Within 5 days before the pay date
Requisition (REQS) e-doc (not including e-SHOP) Within 5 days
e-SHOP REQS Within 24 hours

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Student Hires

Service Turnaround Time
Student employment actions Within 5 days (or before the hire date)

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Turnaround Time Frames


Within 24 hours

  • Advance Deposit (AD) e-docs
  • Security requests
  • e-SHOP Requisitions (REQS)

Within 5 days

  • Account Distribution & Adjustment Form (ADAF) (required prior to salary/benefit transfer – must be received by Payroll before 20th of month)
  • Cash advances (unless the trip is sooner)
  • Disbursement Voucher (DV) e-docs
  • I Want doc
  • KFS fiscal officer, primary/secondary delegation changes (after new account is setup or any changes to existing accounts)
  • New account, sub-account, sub-object, etc.
  • Payment Request (PREQ) e-docs (within 5 days before the pay date)
  • Requisitions (REQS) (not including e-SHOP)
  • Salary/benefit transfers
  • Student hires (or before the hire date)
  • Travel reimbursements (including the DV e-doc)

Within same month as request

  • Auxiliary Voucher (AV) e-doc
  • Budget Adjustment (BA) e-doc
  • Distribution of Income and Expense (DI) e-doc
  • General Error Correction (GEC) e-doc
  • Internal Billing (IB) e-doc
  • Pre-Encumbrance (PE) e-doc
  • Transfer of Funds (TF) e-doc

Other

  • Annual operating budget process: By the university-published deadline
  • Capital asset physical count: By the university-published deadline
  • Financial reporting (monthly/quarterly reports): By the 15th business day of the following month.
  • Kronos:
    • Payroll signs off within the payroll deadline, unless otherwise notified by the department
    • On-Cycle checks: Before 2:00 p.m. on every other Thursday, when payroll confirms pay
    • Leave Balance Adjustments: Within payroll cycle within request is made
  • Procurement Card:
    • New and change requests: Within 5 days
    • Procurement card Purchases: Within 3 days
    • Procurement card releasing in KFS: Before auto-approval, with appropriate supporting documentation

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The Division of Financial Affairs

341 Pine Tree Road, East Hill Plaza
Ithaca, NY 14850

Accounting:  7:30 a.m. - 4:30 p.m., Monday - Friday
Payroll: 8:00 a.m. - 4:30 p.m., Monday - Friday

 

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