Expense Correction

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) to review expenses. If the budget needs to be moved within an FMS Department, submit a Budget Transfer.

  • To find ASI and verify budget, log in to 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 Fiscal Office.

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

  • If the expense was done via Purchase Order:
    • Find PO #, Voucher ID, expense date, and supporting documents such as receipts and email approval of purchase
    • FMS Pathway: Main Menu > Purchasing > Purchase Orders > Review PO Information > Document Status
  • If the 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 the purchase
      • If expense is travel-related, supporting documentation is the travel authorization email and expense receipt.
  • If the expense was done via Petty Cash:
    • Find Voucher ID and expense date

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 the wrong department on John Doe’s Procard, Voucher ID, for Jane Doe’s registration expense in TA#30000

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 MCC account TO a District Office account.