Our Systems

LAST UPDATED: July 8, 2014

What You Should Know

Here is a brief overview of our financial systems. You'll find instruction guides and training resources at OIT Training and Documentation.

Departmental Charges

The Departmental Charges (DC) system is used to capture and manage service and billing details for goods and services purchased by departments using Departmental Credit Cards and through the MarketPlace. In addition, nearly 20 departments use the DC billing system to charge expenses to other departments, including restaurant sales, computer charges, and facilities or equipment use.

To request access to the DC system, email John Tarnecki.

For More Information:
John Tarnecki, Financial Reporting, Controller's Office

Information Warehouse

The Information Warehouse stores data from PeopleSoft Financials (purchasing, accounts payable, and general ledger), Labor Accounting (salary distribution), Departmental Charges (campus billing, Departmental Credit Card, and the MarketPlace), and the Invested Funds database. Predefined reports in the Information Warehouse enable users to generate and view detail- and summary-level financial information for a department, project grant, or project sponsor.

Financial Managers Portal: A new portal, designed specifically for financial managers, is now available in the Information Warehouse. This portal offers a single point of access to the most commonly used reports, financial announcement and deadlines, contact information, other financial systems links.  There are approximately 2,444 financial department report users.

The portal is an optional tab, which is part of our continuous effort to make financial system interfaces simpler and more user-friendly. We hope you find this portal useful and look forward to your feedback. Please note that MAC users will need to use the Firefox browser to avoid the typical quirks that surface when running Information Warehouse reports on a MAC. If you have feedback or questions, please contact Catherine Kossou at ckossou@princeton.edu or 258-9431. You may also contact the OIT helpdesk at 258-4357 (option 3).

Overview of the Financial Manager Portal View here

Helpful tips and instructions

  • Instructions on how to set up the Financial Managers Portal - View here
  • Instructions on drilling for a MAC - View here
  • How to open new windows as tabs in FireFox - View here
  • How to open new windows as tabs in Internet Explorer - View here

Follow these steps to Request Access to the Information Warehouse.

For more information:
Kathleen Swick, University Financial Systems & Support

Labor Accounting

Labor Accounting allows a user to enter, approve, and develop reports related to charges for compensation of individuals in a department or who are working on a project. It also allows users to review salaries for projects, or review and update the teaching budget for a department. 

Sponsored project effort certification is required at specific times during the year. The Principal Investigator (PI) of each project certifies that the percentages of effort reported are accurate and reasonably reflect the professional activity during the reporting period. The PI is required to comply with effort certification requirements using the Principal Investigator Sponsored Research Project Effort Certification application.

The following document is provided to assist PIs and department staff in the certification process.

PI Effort Certification Quick Reference

Instructor-led training sessions are offered by OIT. Once you are trained on the system, if you need assistance, call 258-help (258-4357) and select option 3, or send an email to helpdesk@princeton.edu.

Access to Labor Accounting is granted to a faculty member, staff member, or student with authorization from the department head or chair. Follow these steps to Request Access to Labor Accounting.

For More Information:
Craig Richmond, Director of Labor Accounting, Budget

The MarketPlace

The MarketPlace is a single web portal developed to streamline online transactions that do not flow through the University’s central PeopleSoft purchasing system or that are purchased with Departmental Credit Cards. The MarketPlace provides a single login, accounting profile, and checkout procedure for all suppliers on the system.

Follow these steps to Request Access to the MarketPlace.

For More Information:
Financial Service Center

Maximo Stockrooms

Maximo Stockrooms provides inventory management, purchasing, work order tracking, and asset management capabilities. Integrated with PeopleSoft Financials, Maximo Stockrooms enables academic departments to manage and track inventory, cost items, and generate GL journal distribution charges to user project grants. 

Maximo inventory and purchasing functionality is managed jointly by the University Financials Department and Facilities Finance and Administrative Services. For access, contact John Mollica.

For More Information:
John Mollica, University Financial Systems & Support

Payroll Self Service (ePay)

Payroll Self Service, or ePay, allows University employees to view and/or print current and prior pay statements, review or change tax withholding, view and print W-2 forms, and choose electronic-only distribution of your pay statements and W-2 forms. Online help is available on the system, or you can contact the Financial Service Center at (609) 258-3080 or finance@princeton.edu.  Walk-in assistance is also available at the Financial Service Center, 7 New South, during regular University business hours.

All University employees have access to ePay.

For More Information:
Financial Service Center

PeopleSoft Financials

PeopleSoft Financials stores budget, procurement, payables, and journal data. Activities include entering and approving purchase requests through a requisition or purchase order, receiving (or acknowledging receipt of) the purchase, entering, loading and posting general ledger journal entries, payables activities, and the reporting of these financial activities.

For More Information:
Financial Service Center

Works

Works, an online system hosted by Bank of America, records and processes Departmental Credit Card transactions. Users verify and approve transactions and can run reports in Works. 

All Department Credit Card holders have access to Works, as well as any approvers or proxies.

For More Information:
Financial Service Center


 

CONTACT US

finance@princeton.edu
Tel (609) 258-3080
Fax (609) 258-0442

Princeton University
Office of Finance & Treasury
701 Carnegie Center
Princeton, NJ 08540

Google Map
Princeton Shuttle

FINANCIAL SERVICE CENTER

7 New South
Tel (609) 258-3080
Fax (609) 258-5040
Open Monday through Friday,
8:45 am — 5:00 pm

SERVICES INCLUDE

Customer service, cashiering,
check pick-up, financial system access

FINANCE NEWSLETTER

The General Ledger is your link to updates on people, policies, and other information related to financial transactions at the University.

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finance@princeton.edu