Guides, Links, and Policies

There are helpful guides and policies available to assist the administrator. This section will provide access to finance-related guides, policies, and resources.

PDF Document: Account Reconciliation Guide (updated December 2012) . This is a comprehensive guide, prepared by the Controller’s Office, the Office of Hopkins Audits and a team of University experts, to provide information for monthly reconciliation and review of cost objects. This guide is an invaluable publication, and its contents go beyond just monthly reconciliation. Some of the areas that are documented are:

Conflict of Interest Policies. Please see information in the Audits section for conflict of interest policies.

Fast Facts. Fast Facts are information sessions on multiple topics. Each Fast Facts session is conducted by phone, with the materials available online. You can participate in a Fast Facts session at the time that it is presented, by registering for the presentation through the email announcement. You also have the option to catch-up on the topic after the session is done, by viewing the materials, and listening to the recorded session at the Fast Facts website.

Excel Document: General Ledger (GL) Crosswalk. The GL Account Code (GL) is a categorization within SAP to signify a specific category of expense, revenue, asset, or liability. The GL Account code assigned controls how posting will be made to the account. Before Johns Hopkins SAP, these were known as “object codes.” The GL Account is part of the FI ledger in SAP. Because Johns Hopkins SAP uses several different accounting systems, this same account code is known as a “Commitment Item” in the FM ledger, and a Cost Element in the CO ledger. GL Account codes are six digits long. GL Account codes for expenses begin with the number 6, and for revenues begin with the number 4.

JHU Policy and Procedure Manuals. This online manual is located on the Controller’s Office website. It provides the policies and procedures for multiple categories within each of the following financial units.

PDF Document: KSAS Supplement to JHU Travel and Business Expense Policy. This supplement provides guidance for determining which expenses may be charged to non-sponsored sources of funding, including faculty start-up funds, faculty research budgets (FRB), Gift, Endowment, Discretionary and Operating accounts.

SAP at Johns Hopkins. This website is sub-titled, “Your source for information about SAP at Johns Hopkins.”

PDF Document: SAP Upgrade Job Aids. This job aid was created in 2010, after an upgrade to SAP that affected many aspects of supply chain functions (such as shopping carts and purchase orders). Each line of this job aid will take you to a separate job aid, devoted exclusively to the topic.

Shared Services

Excel Document: Secondary Cost Elements. This is a “Cost Element” to record financial Transactions which occur within and between Johns Hopkins entities. These Transactions are posted using a Secondary Cost Element, instead of the regular Cost Center, Internal Order, or WBSE, to simplify annual financial statement preparation, and to easily exclude internal activity from the Ledgers.