Gra Grant nt Coordi rdina nato tor M r Meeti ting ng Febru ruary ry 2019 2019 Office of Research
Today’s Agenda • Prepaid Benefits & Payroll at a Glance (Kara) • NSF PAPPG (Brad) • FITC & OAC Updates (Anita) • PI Role for Award Action Request (Anita) • Provisional Requests & RFAs (Anita) • Payroll Exceptions (Anita) • Budget Adjustment Guidance (Anita) • SSN Exceptions (Nancy) • Open Forum .
Pam B am Bur urkhead ead HR/PAY
Prepaid Deductions ••••••••••••••••••••••••••••••••• KU does not have medical enrollment and is not the “System of Record” Academic Year “Pay Groups” (LCT and LTX = commitment) – receive 12 month coverage. Problem: No Enrollment - No process for existing calculation programs to work. Impact more than KU. Consulted: KU Budget Office, Office of Research, KBOR state Universities, KBOR, SEHP, KU Administration Various emails to campus contacts (KBOR-Kansas Board of Regents; SEHP-State Employee Health Plan)
Prepaid Deductions ••••••••••••••••••••••••••••••••• SEHP could provide the 1 solution with KBOR support: Allowable Cost – Funding - allowable as it is from the “System of Record” Less Audit Risk – don’t mess with it or it could be unallowable Shift in Summer FY Funding Pros/Cons No Additional Staffing or Additional Programs – no $$$ Key Commitment Date– unchanged in HR/Pay by end of January System of Record – MAP for all SEHP deductions (medical, dental, vision, Long term care, MetLife voluntary ) Amount will be doubled for 6 spring pay period in 2019 (MAP=Membership Application Portal for SEHP)
Prepaid Deductions ••••••••••••••••••••••••••••••••• Quarterly HSA/HRA contribution to the Employee which is paid by Employer, the July contribution will still be charged to the HR/Pay funding in place for 7/12/19 pay check. Medical Employer Cost will NOT be allowed to be a solo RFA (Retroactive Funding Adjustment). This year six spring pay dates: March 8, March 22, April 5, April 19, May 3 and May 17 will have the one amount (regular and prepaid cost) charged to cover the months of June, July and August). Dates will shift by Fiscal Year – KBOR Regent’s schools agreement.
PAAG – Payroll at a Glance ••••••••••••••••••••••••••••••••• https://oac.ku.edu/analytics Human Resource Dashboard > Payroll at a Glance > Interim Reporting for Employees Paid and Project End Dates tab > Project Funded Employee Monitoring Employee Data is from the Last Approved On cycle Payroll Period Funding is as of the Last Approved On cycle Payroll Period As of today comparison using Project End Date Future Request – Report from HR/Pay Directly and reading future funding rows. RFA tab (Retroactive Funding Changes for Pool IDs) > RFA PAAG RFA report is only to be used for Pool Funded (Temporary Employees) HR/Pay RFA process is only can be used for Position Funded (Regular Employees) No Exceptions are allowed to be granted.
Bra Brad Be d Berne rnet Interim Associate Director, Pre- Award
PAPPG NSF 19-1 ••••••••••••••••••••••••••••••••• The PAPPG is “the Proposal & Award Policies & Procedures Guide” This guide contains instructions that, “serve as the Foundation’s implementation of 2 CFR § 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. If the PAPPG and the award conditions are silent on a specific area covered by 2 CFR § 200, the requirements specified in 2 CFR § 200 must be followed.”
PAPPG NSF 19-1 ••••••••••••••••••••••••••••••••• The changes in the PAPPG took effect on 02/25/2019 What are these changes? Mostly clarifications of slight changes to past guidelines.
PAPPG NSF 19-1 ••••••••••••••••••••••••••••••••• Summary of changes: Chapter II.E, Types of Proposals, specifies that “RAPID”, “EAGER” and “RAISE” must be included in the proposal project title. Chapter II.B.2, Proposal Font, Spacing and Margin Requirements, has been updated to specify that fonts not listed in the PAPPG may be used for mathematical formulas, equations, or when inserting Greek letters or special characters.
PAPPG NSF 19-1 ••••••••••••••••••••••••••••••••• Summary of changes, continued: Chapter II.C.1.e, Collaborators & Other Affiliations Information, has been updated to reflect changes made to the template required for all proposals since the template was originally released for use in 2017. Chapter II.C.2.f(i)(d), Synergistic Activities, has been revised to specify that a list should include up to five distinct examples that demonstrate the broader impact of the individual’s professional and scholarly activities that focuses on the integration and transfer of knowledge as well as its creation.
PAPPG NSF 19-1 ••••••••••••••••••••••••••••••••• Summary of changes, continued: Chapter IX.E, Procurement Standards – Reminder that as of 06/20/2018, the micro-purchase threshold for procurement activities for all types of grantee organizations is raised to $10,000. Chapter II.C.2.g(v), Participant Support, has been updated to clarify when an individual should be classified as a participant or a speaker at a conference. This section also has been updated to clarify that participant support costs may not be budgeted to cover room rental fees, catering costs, supplies, etc., related to an NSF-sponsored conference.
Ani Anita ta Ab Abel Associate Director, Post Award
FITC & OAC Reminders/Updates ••••••••••••••••••••••••••••••••• POETA must match project - FITC does not use a “Speed Chart” as was in PeopleSoft. • Chart field string used for a transaction must match the project information. • Project Number to the Project Owning Organization must be correct – the system does not validate. P = Project O = Organization E = Expenditure Type (Account) T = Task A = Attribute
FITC & OAC Reminders/Updates •••••••••••••••••••••••••••••••••
FITC & OAC Reminders/Updates ••••••••••••••••••••••••••••••••• JRC requests between business units Requests to move transactions between business units cannot be processed by journal corrections. This is because the two business units are in separate banks – essentially different ledgers. See instructions tab on the JRC.
FITC & OAC Reminders/Updates ••••••••••••••••••••••••••••••••• OAC Projects • Project AR dashboard (testing complete) • Proposal Dashboard (data testing ongoing) • PPM Dashboard (requirements being gathered) PPM is a sub-ledger used for the sponsored projects PPM details not currently reflected in OAC unless posted at the General Ledger (GL) level Expenses in “exception” status could be reflected in OAC (payroll does not get held for payment so reflects at GL level) but not yet posted to PPM due to overages or budget period issues Invoices to sponsors are generated from the PPM
PI Responsibilities ••••••••••••••••••••••••••••••••• Principal Investigator – Execute scope, oversee expenditures, prepare technical reports PI has responsibility to ensure compliance with Uniform Guidance and has oversight of technical aspects of the sponsored projects. The PI should supply justifications for sponsor approved actions such as: • No Cost Extensions (NCE) • Budget Re-allocations or Budget Revisions
Provisional Requests & RFAs ••••••••••••••••••••••••••••••••• Reminder: Please submit provisional requests as soon as possible if work is to being and award or contract has not yet arrived. Refer to the Policy in the KU Policy Library: https://policy.ku.edu/research/provisional- sponsored-project-award-establishment Considerations: If department chair or director does not wish to approve a provisional then steps need to be taken to assign the payroll to non-restricted funds if employment is to continue.
Provisional Requests & RFAs ••••••••••••••••••••••••••••••••• Provisional for Payroll Appointments: Please note on the request for the provisional the need for payroll appointments and note any deadlines so priority can be established for these requests. The set up queue is up to date at this time – processing time is not an issue UNLESS – • No Budget • Compliance Issues • Other situations or conditions beyond our control
Recommend
More recommend
