Financial Update Frequency

By Resource Category

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Updated May 2008

 

Category Charged Description Update Frequency Update Source Timeliness of Data Commitments Comments
   
SALARY
100, 102 Base Salary Monthly / Weekly LCDS / Payroll.    HR Data - updates occur when HR processes requests Reporting month for LCDS ends 10 days before the end of the calendar month.  LCDS data is reflected on the system at the end of the month. Not committed.  B&E Calculates balance as a Soft commitment See "Processing Schedules" under the Budget Office home page for specific monthly dates.
105 Temp Base Salary Monthly / Weekly LCDS / Payroll Ditto Ditto Ditto
110 Shift Salary Monthly / Weekly LCDS / Payroll Ditto Ditto Ditto
120 Overtime Premium Monthly / Weekly LCDS / Payroll Ditto Ditto Ditto
121 Overtime Base Salary Monthly / Weekly LCDS / Payroll Ditto Ditto Ditto
130, 131 Paid Absence Monthly   PS allocation process As calculated at end of month Ditto Ditto
140, 141 Fringe Benefit Monthly PS allocation process As calculated at end of month Ditto Ditto
150 Awards Monthly / Weekly LCDS / Payroll As reported at end of month Ditto Ditto
PUR-LABOR
190 Contract Labor Daily PS Pay Contract Module Costs appear as requests for reimbursement are submitted  Requisitions and POs are committed as processed  
180, 185, 187 Consultants, Research Collaborators and Joint Appointments Daily PS Pay Contract Module Costs appear as requests for reimbursement are submitted  Contracts / agreements committed as processed  
RECHARGE
600, 603 Building Trades Shops, General Labor Daily Maximo Current to 2 days previous One-time Work orders create Soft commitment.  Yearly commitments can be entered in PS  
602 Building Trades Shops - Assigned Daily Maximo Current to 2 days previous Yearly commitments can be entered in PS  
605 Central Fabrication Services Weekly Global Systems Solutions Current to the last working day of the previous week Approved Shop estimates  
609 Copy Service Monthly JV Reflects current month activity excluding last 4-5 days of month leading up to month end processing Not committed  
614, 616, 618, 619, 621, 622 Sampling Team Rate;  Whole Body Count Rate;  Lost Dosimeter Replacement Rate;  TLD Chip (Area & Environ) rate;  Ring Dosimeter Rate;  and Basic TLD Badge Rate (B) Monthly ESH Manual JV via P/S Current Month costs - based on ETR schedule of 21st to 20th each month.  Processed as JV upload between 22nd & 24th of each month. Ditto Pending charges can be viewed beginning ~10th of each month via the "Dept Admin Home Page" under "Reports & Query Mgr"; "ES&H Charge Back Detail Reports"; "FO-008 - Pending ESH Charges by Account Number"
635 Off-site Bioassay Monthly ESH Manual JV via P/S Within 3 - 4 mths after Sample Ditto Due to nature of analysis (takes up to 45 days for contractor to perform analysis) plus sample prep and data validation after analysis is complete
637, 638, 639, 640 FSS Professional;  FSS RCT (In-house);  FSS RCT (Contractor);  FSS RCT OT Every 12 days ICO Process by ESH via P/S 10 day periods Committed by ICO work order Charges processed within 2 business days after end  10 day period.
641 I&C Special Services Monthly ESH Manual JV via P/S Processed once a mth and follows the ETR schedule of the 21st to the 20th each mth Not committed  
647 Respirator Cleaning (WM) Monthly ESH Manual JV via P/S Charge is processed immediately following the service provided. Ditto  
652 Waste Mgmt Prof Recharge Monthly P/S charge initiated by ETR Charges reflect services provided between the 21st and 20th of each month Ditto Charges reflected within 2 days after labor closing
653 Waste Mgmt Tech Recharge Monthly ESH Manual JV via P/S Charges reflect services provided between the 21st and 20th of each month Ditto Charges reflected within 2 days after labor closing
660 Motor Vehicle Recharge-Distributed Monthly PS allocation process As calculated at end of month Ditto See "Processing Schedules" under the Budget Office home page for specific monthly dates.
680 Misc Recharge Services Monthly JV As reported by submitting organization Ditto  
685 Central Recharges-Distributed Monthly PS allocation process As calculated at end of month Ditto See "Processing Schedules" under the Budget Office home page for specific monthly dates.
various Recharge categories not listed above Monthly / As required PS As reported by submitting organization Ditto  
MSTC-LV / COMM-MISC
210, 212, 214 Maint. / Service / Construction Contracts - Low Value Daily PS - Accounts Payable Module As activity is processed each day by Fiscal Requisitions and POs are committed as processed.  Change Orders not committed until placed)  
240 Registration Fee Daily PS - Accounts Payable Module Ditto Not Committed  
270 Communications - Contract Monthly Telephone System Vendor Data as received by DOE (for FTS) Ditto Category only used by ITD to record FTS accruals /actuals
271 Communications - Recharged Monthly Telephone system upload to PS and JVs depending on service Depending on type of service, either Current period costs, prior period or for cell phones 1 to 2 months prior Ditto Timing of costs driven by invoice and any necessary adjusttments
272 Communications-Distributed by SWI Monthly PS allocation process As calculated at end of month Ditto See "Processing Schedules" under the Budget Office home page for specific monthly dates.
280, 290 Foreign / Domestic Travel Daily (Air fare is monthly) Travel Vouchers = PS travel module                  Air Fare = BSD upload of Omega file Travel vouchers - dailty activity as processed by Fiscal;  Air Fare - activity thru 14-16th of month STA amounts create soft comitments Omega Air fare - cost posted approx on 20th of each month upon submission of monthly tape from Omega.
300 PO Purchases Daily PS - Accounts Payable Module As activity is processed each day by Fiscal Requisitions and POs are committed as processed.  Change Orders not committed until placed  
310 Stores Materials Daily PS As activity is processed each day by PPM Not Committed  
311 Sensitive Equipment Daily PS - Accounts Payable Module As activity is processed each day by Fiscal Requisitions and POs are committed as processed.  Change Orders not committed until placed  
316 Freight Daily PS - Accounts Payable Module As activity is processed each day by Fiscal Not Committed  
319 Credit Card Purchases Monthly Bank Tape Monthly tape as of approx 25th of month.  Contains data thru the 23rd Not Committed (Bank web site provides current information)  
PUR-HV
211, 213, 215 Maint. / Service / Construction Contracts - High Value Daily PeopleSoft As invoice or accrual is processed by Fiscal Requisitions and Pos are committd as processed.  (Change Orders not committed until placed)  
216 R&D Subcontracts Daily PeopleSoft As invoice or accrual is processed by Fiscal Ditto  
340 Special Procurements Daily PeopleSoft As invoice or accrual is processed by Fiscal Ditto  
EQUIPMENT
312 Equipment - Low Value Daily PeopleSoft As activity is processed each day by Fiscal Requisitions and Pos are committd as processed.  (Change Orders not committed until placed)  
400 - 475 Various Purchased Capital Equipment Daily PeopleSoft As activity is processed each day by Fiscal Ditto  
OTH-CHRGS
500 Allocated Services - Misc Monthly JV As submitted by department and processed by Fiscal Not committed.   
500 Safety Engineering Allocation Monthly ESH Admin Manual Standard JV via P/S Processed once a month between 10th and 12th of each month. Ditto  
501 Allocated Services - Distributed Monthly PS allocation process As calculated at end of month Ditto See "Processing Schedules" under the Budget Office home page for specific monthly dates.
502 ITD Allocation Monthly JV from ITD Processed once a month by 10th of each month. Ditto  
503 ITD Technician Services Monthly JV from ITD Processed once a month.  Coincides with ETR submission Ditto  
505 I&C Allocation Monthly ESH Admin Manual Standard JV via P/S Processed once a month Ditto Will process on between the 10th and 12th of each mth per BU request
506 Ground Water Well Monitoring (Alloc) Quarterly ESH Manual JV via P/S Quarterly Charge at month-end Ditto Can not be processed until ESH Chargeback is processed at the end of each quarter
507 Waste Management Allocation Monthly ESH Admin Manual Standard JV via P/S Processed once a month Ditto Will process on between the 10th and 12th of each mth per BU request
OTH-EXEMPT
161 Housing Weekly Housing JV weekly to bi-weekly by Staff Services Not Committed  
250 Electric Power Direct Charge Monthly JV from Plant Engineering previous month's electric usage Ditto processing of JV driven by timing of invoice from Company  and any necessary adjusttments
251 Electric Power - Distributed Monthly PS allocation process As calculated at end of month Ditto See "Processing Schedules" under the Budget Office home page for specific monthly dates.
DEPT-CHRGS
480 Space Charge - Direct Monthly JV from Plant Engineering Current month charges Not Committed  
481 Space Charge - Distributed Monthly PS allocation process As calculated at end of month Ditto See "Processing Schedules" under the Budget Office home page for specific monthly dates.
Other Direct Resource Categories Not Stated Above
    As Required JV / PeopleSoft As submited by Department    
Various Overheads and Indirect Charges
  Organizational Burdens, Material Burden, Traditional G&A, Common Support G&A, LDRD assessment, Etc Monthly PS allocation process As calculated at end of month Not Committed See "Processing Schedules" under the Budget Office home page for specific monthly dates.

 

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Last Modified: June 21, 2011
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DOE, Office of Science One of ten national laboratories overseen and primarily funded by the Office of Science of the U.S. Department of Energy (DOE), Brookhaven National Laboratory conducts research in the physical, biomedical, and environmental sciences, as well as in energy technologies and national security. Brookhaven Lab also builds and operates major scientific facilities available to university, industry and government researchers. Brookhaven is operated and managed for DOE's Office of Science by Brookhaven Science Associates, a limited-liability company founded by the Research Foundation for the State University of New York on behalf of Stony Brook University, the largest academic user of Laboratory facilities, and Battelle, a nonprofit, applied science and technology organization.

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