Maricopa Emergency Management System Alert

COVID-19 Update: The EMCC campus is open for classes, appointments, and walk-in services. Masks are required for everyone inside ALL buildings at EMCC.  All student support services are still available online. Students are encouraged to contact their instructors for additional information.

Expense Correction

Expense Correction allows the division to move an expense after the expense is posted in FMS. The expense can be moved from one FMS Department to another FMS Department, correct the FMS Chartfield string or to move an expense from district or sister college.

Divisions should use FMS Account Summary Inquiry (ASI) or Budgets Overview to review expenses. If budget needs to be moved within a FMS Department, submit a Budget Transfer.

  • To find ASI and verify budget, log into Employee Learn Center>Resources>Technology Training Materials>FMS>View Budget Invoices (Account Summary Inquiry)

Examples:

  • District Office purchased a license agreement for all of the colleges and now the college must reimburse District for the expense
  • A ProCard expense was charged to the wrong FMS Chartfield and needs to be corrected

NOTE: If expense correction is related to employee wages or benefits, please contact the Budget Office.

Process to Request Expense Correction:
1. Collect the following expense details:

  •  If expense was done via Purchase Order:
    • Find PO #, Voucher ID, expense date, and supporting documents such as receipts and email approval of purchase
      • Click here for instructions to find Voucher ID in Document Status
    • FMS Pathway: Main Menu > Purchasing > Purchase Orders > Review PO Information > Document Status
  • If expense was done via ProCard:
    • Find the ProCard holder’s name, Voucher ID, expense date and supporting documents such as the receipt and email approval of purchase
      • Click here for instructions to find Voucher ID in Budgets Overview
      • If expense is travel related, supporting documentation is the travel authorization email and expense receipt.
    • FMS Pathway: Main Menu > Commitment Control > Review Budget Activities > Budgets Overview
  • If expense was done via Petty Cash:
    • Find Voucher ID and expense date
      • Click here for instructions to find Voucher ID in Budgets Overview
    • FMS Pathway: Main Menu > Commitment Control > Review Budget Activities > Budgets Overview

2. Once all information is gathered, send an email to Fiscal Services, cc the FMS Budget Manager (person in charge of the account), and include the following information:
Move Expense From:
GLBU - ACCOUNT - OPERATING UNIT - FUND - DEPARTMENT - FUNCTION

  • If grant funds, must include PC Business Unit, Project, Activity, and Source

Move Expense To:
GLBU - ACCOUNT - OPERATING UNIT - FUND - DEPARTMENT - FUNCTION

  • If grant funds, must include PC Business Unit, Project, Activity, and Source

Amount: $1,234.00

Justification:

  • Ex: Purchase Order
    • The District Office paid under 1 purchase order and each college is sharing the cost.
  • Ex: ProCard Expense
    • Move expense reconciled to wrong department on John Doe’s Procard, Voucher ID, for Jane Doe’s registration expense in TA#30000
  • Ex: Petty Cash
    • Move expense reconciled to wrong department

Supporting Documents:

  • Ex: Purchase Order
    • Attach receipts and email approval of purchase
  • Ex: ProCard Expense
    • Attach receipts and email approval of purchase
    • If expense is travel related, supporting documentation is the travel authorization email and expense receipt
  • Ex: Cost Sharing or Reimbursement
    • Attach email notification showing college reimbursement requested
      • When doing an expense correction for cost sharing, the Chartfield strings required above will be FROM an EMCC account TO a District Office account.