Ohio University

Quick Reference Guides

The three tables below contain all quick reference guides (QRG) available on the Finance site; the first table lists Accounting/Procurement Process QRGs, the second lists Travel QRGs, and the third table lists Systems/Reporting QRGs (scroll to view). The search box can be used to look for keywords about the Quick Reference Guide. 

Accounting/Procurement Process Quick Reference Guides

QRG Name Description
COA - General Ledger An overview of the new General Ledger Account Structure including parent and child hierarchy values for all segments, except Object. Refer to the Account Code Structure page for more details. 
COA - Grants Accounting An overview of the Grants Accounting Structure which is used for all Sponsored Projects, Capital Projects, and Internal Awards. Refer to the Grants Accounting section of the Account Code Structure Page for more details. 
COA - Entity Segment An overview of the new Entity Segment of the General Ledger Chart of Accounts. Refer to the Account Code Structure page for more details. 
COA - Organization Segment An overview of the new Organization Segment of the General Ledger Chart of Accounts. Refer to the Account Code Structure page for more details. 
COA - Source Segment An overview of the new Organization Segment of the General Ledger Chart of Accounts. Refer to the Account Code Structure page for more details. 
COA - Function Segment An overview of the new Organization Segment of the General Ledger Chart of Accounts. Refer to the Account Code Structure page for more details. 
COA - Activity Segment An overview of the new Organization Segment of the General Ledger Chart of Accounts. Refer to the Account Code Structure page for more details. 
COA - Internal Charges An overview of  the revenue and expense object codes defined for Internal Charges (internal to the University)
COA - Funding and Investment Transfers An overview of the transfer object codes (funding transfer and investment transfers). Funding transfers are movement of operating funds and investment transfers are movement to/from non-operating funds. 
COA - Revenue and Expense Allocations An overview of Revenue Allocations/Distributions and Expense Allocations which refer to all object codes that are mapped under those respective B-Levels in the Object Code Hierarchy.
Contract and Insurance Matrix An overview of how to use the Contract and Insurance Matrix to determine what contract to use and what insurance level is needed for purchased services.
Foundation and Endowment Accounting An overview of Foundation and Endowment Accounting with the new Chart of Accounts; specifically using Sources and Entities.
Student Organization Funding An overview of Student Organization accounts, including OBI - Student Funds Available, Transfers, & Internal Billings
Federal Workstudy Instructions on how to charge Federal WorkStudy (FWS), cost share requirements and FWS reporting. 
Internal Award - How To Guide Instruction on how to set up and maintain Internal Awards in the Oracle Grants Accounting Module.
How to charge PACE Instructions on how to charge PACE ( Program to Aid Career Exploration)
SOR Investment Funding Instructions on journal entries related to the areas of investment will look different for the remainder of FY18 than they will starting in FY19 as a result of the mid-year Chart of Accounts conversion.
Fund a Capital Account Overview of how to complete the funding source sections in the Project Initiation Form (PIF) and the Project Authorization Reqest (PAR) form for funding an approved Capital Project. 
How to Charge Rebill Accounts Overview of how to charge a rebill account which is the University's process to facilitate certain external billing authorizations known as Rebill accounts. 
Payment Request The Payment Request form is found in the Internal Forms section of BobcatBUY. This form should be used for payments that do NOT require a Purchase Order (PO). If your transaction requires a contract, you cannot use this process. For a list of accepted payments, please access the Payment Request Matrix.
Payment Request Form: Approver Overview of how to complete the approval process for the Payment Request Form.
Purchasing Roadmap Overview of how to use the web-based purchasing roadmap
Services Agreement Overview of how to complete the Services Agreement Form in BobcatBUY. 
Services Agreement: Old vs. New Provides a crosswalk between the old and new Services Agreement types and provides an overview of the Services Agreement and Honorarium process.
Supplier/Payee Information Form Quick Reference Guide Overview of how to complete the Supplier/Payee Information Form.

Travel Related Quick Reference Guides

QRG Name Description
CBT: Lowest Price Guarantee An overview of Christopherson Business Travel (CBT) process for airfare price match. 
Concur Mobile - Cost Object Approver Process The purpose of this document is to guide Concur users through the process of approving reports in the Concur Mobile app.
Concur Mobile - Pin Setup The purpose of this document is to guide Concur users to setup Concur Mobile app to use on their mobile devices.
e-Receipts The purpose of this document is to guide Concur users on how to enable e-receipts and prevent e-receipt processing errors.
Itinerary The purpose of this document is to guide Concur users on how to create an itinerary to claim Per Diem.
Itemization and Allocation The purpose of this document is to guide Concur user on how to itemize and allocate expenses.
Mileage Calculator The purpose of this document is to guide Concur users through the process of using the mileage calculator to add personal vehicle mileage to their Concur report.
Per Diem Allowances An overview of Per Diem Allowance for Travel.
Save a copy of Travel Itinerary The purpose of this document is to guide Concur users through the process of printing and emailing a copy of their travel itinerary in Concur.
Set up Travel Profile in Concur The purpose of this document is to guide Concur users through the process of setting up the required fields in the travel profile. A travel profile is required in order to book travel in Concur
Spousal and Family Travel The purpose of this document is to guide Concur users through the process of booking business travel combined with family travel.
View Unused Tickets The purpose of this document is to guide Concur users through the process of locating unused airline tickets in Concur.

Systems/Reporting Quick Reference Guide

QRG Name Description
Concur - enabling e-receipts This document will walk you through the process of enabling e-receipts and how to use them properly.
Concur - itemization and allocation This document explains the itemization and allocation process in Concur. 
OBI - Conversion Lookup  
OBI - Cost Center Lookup  
OBI - Object Lookup  
OBI - Segment Lookup  
OBI - GL Funds Available  
OBI - Grants Funds Available  
OBI - Grants Installments Dashboard  
OBI - Effort Reporting Use this dashboard to view the supporting payroll amounts included on the Effort Reports that are distributed by the Grants Accounting office for certification each academic term.
OBI - F&A / IDC Distribution Process  
OBI - Payments  
OBI - GL Balance Sheet Dashboard  
OBI - PO Summary  
OBI - Expenditure Inquiry  
OBI - Summary Report  
OBI - Transaction Export  
OBI - Legacy Transaction Export  
OBI - Equipment Inventory  
OBI - Income Statement by Org Level  
OBI - Monthly Income Statement by Org Level  
OBI - Dashboard Overview & Access  
OBI - Dashboard Functionality    
OBI - Accessing Gift Agreements  
OBI - FARM Approvers  
OBI - HR Payroll Forecasting  
Concur Expense Interface Upgrade This document the visual changes to the Concur Expense User Interface as of February 5, 2019.
FSE - FMS Reports to OBI Dashboards Crosswalk from discontinued FMS Reports to new OBI Dashboards. 
FSE - Account Validation Tool (AVT)  
FSE - BobcatBUY  
FSE - Concur  
FSE - Workforce  
FSE - Online Graduate Appointments  
FSE - Scholarship Management System  
FSE - Mail barcode  
FARM - Navigation  
FARM - Fiscal Officer  
FARM - Delegate