Introducing the Fund Financial Manager Maintenance Tool in Comptroller's Toolbox

At the request of the University community, a new tool has been developed in the Comptroller’s Toolbox.  The Comptroller’s Toolbox houses the Journal Workflow 3.0 application and Fixed Asset Confirmation Tool used by many in the University community. This new application entitled, “Fund Financial Manager Maintenance,” can be found under the application menu in the Journal Workflow.

Who can access the Fund Financial Manager Maintenance Tool?

To use the Fund Financial Manager Maintenance Tool in the “Applications Menu” of the Comptroller’s Toolbox/Journal Workflow, you must have existing query or update access to Web Budget. The security classes for Web Budget are OBR for update access and QOBR for query only access. For more information about obtaining access to Web Budget, please contact budget@drexel.edu.

What does the Fund Financial Manager Maintenance Tool do?

The Fund Financial Manager Maintenance Tool allows the user to update the named financial manager on a particular fund. When you click on the Fund Financial Manager Maintenance option from the applications menu of the Comptroller’s Toolbox/Journal Workflow, you will be presented with the funds you currently have access to. 

You can only update the name of the financial manager for funds that you have been granted access to. If you know the person’s ID number, then simply click on the pencil icon and that will unlock the financial manager ID field, and you can then update it with the new financial manager and then click the check mark icon to save the change. You can also search for the financial manager ID by clicking on the icon with the magnifying glass. That will then open a pop-up box, which will allow you to search by Last Name, First Name, or ID. Once the information is entered, you can click “Search,” and the names and ID numbers will appear. Simply double click on the person you are interested in changing the financial manager to, and you will be redirected back to the opening screen of the Fund Financial Manager Maintenance Tool. Finally, click the check mark to save. 

What does the Fund Financial Manager field do?

The fund financial manager field is informational but does appear in various heading of reports in Web*Finance relating to fiscal account activity, outstanding encumbrances, and grant reporting. The University community, particularly Principal Investigators, find this information helpful to help them know whom to direct questions to about financial matters.

What funds can be updated using the Fund Financial Manager Tool?

Funds that start with 13, 14, 15, 16, 19, 310, 351, 38 and 39 are the only funds where financial manager names may be updated using the Fund Financial Manager Tool.

Any internally or externally sponsored funds are updated by Research Accounting Services in the Comptroller’s Office.  Funds under their jurisdiction are those starting with 21, 22, 23, 24, 28, 41, 42, 43, 44, 45, 46, 47, 48, 8, and 9.  If you identify a need to make a financial manager change that is associated with any of the funds managed by Research Accounting Services, please email the requested change to fundnumber@drexel.edu.

Any changes related to funds not mentioned previously can be directed to Anthony DiMartino at ad875@drexel.edu.

Please do not hesitate to contact me at russop@drexel.edu with any questions about the tool or if you have any suggestions for improvements.

Thank you!