Guides, Links, and Policies

Below are links to finance-related guides, policies, and resources.

Account Reconciliation Guide. This comprehensive guide, prepared by the Controller’s Office, the Office of Hopkins Audits, and a team of university experts, provides 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. Learn more about objectivity in research, conflict of academic interest, eDisclose, vendors, and nepotism.

General Ledger Crosswalk. The General Ledger (GL) account code 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.

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 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. Shared Services Centers provides timely, professional business support for the university and the health system to increase service and operational efficiency.

Secondary Cost Elements. This is a “cost element” to record financial transactions that 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.

Faculty Search Costs. Departments may request reimbursement of tenured/tenure track faculty search costs during the month of June for costs incurred during the current fiscal year. Reimbursement of up to $5,000 for a search will be granted if the department has exceeded its current operating and carry-forward budgets combined. The reimbursement will not exceed the projected deficit.