cu-boulder campus controller's office jan 2015 fiscal news
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In This Issue
CA
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PUS CONTROLLER’S OFFICE presen
ts FI$CAL NEWS
Area Accounting | Sponsored Projects Accounting | Central Operations Cost Accounting | Technical Operations
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Save Time— Avoid Cost Transfers
December Month-End Close is Tuesday, January 6, 2015
Journal Entry Create and Approval Deadline
January 1 Reminder from the PSC: Revised Scope of Work
(SOW) Form and New PPS
NIH and NSF – New Guides and Updates
New Board of Regents Webpage: Principles of Ethical
Behavior
Administrative Policy Statements under Review
Elevate Fin Upgrade—Updates
and More
Capital Equipment Guidelines and Best Practices Workshop
Staff Updates
Staff Interview: Tzuyea Yu
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CU Campus Controller’s Office www.colorado.edu/controller2 3
. INSTRUCTIONS .Click here to access full descriptions
and to add an event to your personal calendar.
Monday Tuesday Wednesday Thursday Friday
• Finance System campus close for Dec 2014 – 6:00 pm
• Gift Expenditure cut-off to make the Jan 9 CUF wire transfer
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• Deadline for fully approved expense reports to ensure upload for Dec
• All Unposted Dec Journals will be deleted starting at 10:00 a.m. - Departments have until 10:00 am to copy them into the next period.
• Dec. Allocations Run and Finance System Closes
• Time collection for biweekly pay period ending Jan 3 - 5:00 pm
• CIW is now updated with month-end closing entries. Dec statements are ready for review and reconciliation
• Gift Expenditure cut-off to make the Jan 16 CUF wire transfer
• Gift Expenditure cut-off to make the Jan 23 CUF wire transfer
• Time collection for monthly pay period ending Jan 31
• Time collection for biweekly pay period ending Jan 17 - 5:00 pm
• HRMS inquiry only - HR production down for payroll processing
• Allocation changes and creates due for Jan business. Email [email protected]
• Check for unposted Jan journals to correct, approve or delete
• CIW is now updated with month-end closing entries. Jan statements are ready for review and reconciliation • Reminder: please do not create,
validate, or approve Jan JEs, BJEs and PETs after 6:00 pm
• Jan allocations run and Finance System closes, so please do not create, validate or approve any Jan journals today
• All unposted Jan journals will be deleted starting at 10:00 am. Departments have until 10:00 am to copy them into the next period
• Creation, validation and departmental approval of cost transfers, JE’s and PETs for Fund 30/31 projects and Fund 34 gift fund journals due for Jan
• Gift Expenditure cut-off to make the Jan 30 end-of-month CUF wire transfer
• Reminder: please do not create, validate, or approve Dec JE and PET after 6:00 pm
• Check for Unposted Dec. Journals to Correct, Approve or Delete
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4• Finance System campus close
for Jan 2015 – 6:00 pm
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CU Campus Controller’s Office4 www.colorado.edu/controller 5
CCO UPDATES Save Time—Avoid Cost Transfers
A cost transfer involves the recording of an expense in a
sponsored project FOPPS which had previously been charged elsewhere. Cost transfers should be considered an exception and not the rule and kept to a minimum. Timely communication between PIs and departmental administrators can reduce the need for cost transfers/journal entries (JEs) by appropriately assigning costs from the onset. Diligent review of financial reports can help quickly identify any expenses that may have been incorrectly assigned.
The Campus Controller’s Office (CCO) has a monthly deadline by which journal entries need to be created and approved within the department before we will provide secondary approval. See our calendar for dates, which will vary by month. Missing this deadline can put the university at risk. JEs created after the deadline may fail to receive secondary approval in time for month-end close.
When errors are discovered they should be corrected quickly because time limits apply. The limits below pertain to the number of days after the end of the month in which the transaction(s) appears on the Cognos statement:—Transfers made within 30 days are generally considered acceptable. An explanation in the JE header description of the
error provides sufficient justification and in most cases, no further documentation is needed by SPA.—Transfers made between 30 and 90 days – send SPA written justification and relevant back-up documentation. The explanation in the JE header description must include:• The benefit to the project
receiving the expense• Why this project did not receive
the original charge• A justification for the length of
time before the transfer was initiated
—Transfers made after 90 days require substantial and reasonable justification. The PI must provide a written statement to SPA that explains: • The benefit to the project
receiving the expense• Why this project did not receive
Due to multiple campus closures on Friday, January 2, CU-Boulder December Month-End Campus Close is Tue, January 6. System Close for December (FY2015 Period 6) will be completed on Wednesday, January 7, 2015.
December Month-End Close is
Tuesday, January 6, 2015(Funds 30, 31)
the original charge• A justification for the length of time
before the transfer was initiated
If you have questions about cost transfers, please contact Kathy Loudermilk, SPA Compliance Manager at 303.492.1679.
If you have questions regarding Fund 30/31 Journal Entries, please email Jim Sheppard at [email protected].
Please review the December 12 issue of the PSC Communicator for details regarding the revised Scope of Work form and new PSC Procedural Statement (PPS) which outlines the SOW review process for proposed independent contractors.
As noted in the previous article, when journal entries involve Funds 30/31 secondary approval from the Campus Controller’s Office (CCO) is required. This secondary approval also applies to Fund 34 JEs. This is to ensure that either the sponsor requirements are being met on projects or the donor restrictions on gift funds are adhered to. The CCO has a monthly deadline by which journal entries need to be created and approved by the department. In other words, journal entries need to be created and given departmental approval by this deadline, which is typically five business days prior to the campus close. Any journal entries created after this date may not receive secondary approval in time for campus close. Each month, CCO provides
secondary approval for a large volume of journal entries. This additional time allows us to adequately review and approve these JEs.
Questions? Contact Liz Spencer at [email protected], 303.492.1071 with Fund 34 questions.
Check with Jim Sheppard at [email protected] if you have Fund 30/31 questions.
Journal Entry Create and Approval Deadline
January 1 Reminder from the PSC: Revised Scope of Work (SOW) Form and New PPS
December statements will be ready for review and reconciliation in Cognos on Thursday, January 8, 2015.
Contact your Area Accountant if you have questions.
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CU Campus Controller’s Office www.colorado.edu/controller6 7
NIH and NSF – New Guides and Updates
The University of Colorado Board of Regents’ position regarding ethical behavior is defined on a new webpage which describes “principles of ethical behavior that articulate a basic ethical framework for the decisions, actions and behavior of all University of Colorado employees.” Please take a moment to review this new webpage.
New Board of Regents Webpage —Principles of Ethical
Behavior—
The regular January 1 policy cycle was delayed in December. In addition, a number of changes had been received that affected the Policies Under Review for this cycle. To ensure that everyone has a chance to review these additional changes before OPE takes them to the TEAM, all revised and new policies will be delayed until the February 12th TEAM meeting. A draft summary of the policies that will go forward on January 6th and those planned for off-cycle policy action on February 12th is attached.
These new drafts will be posted to the OPE website (https://www.cu.edu/ope/policy/aps-under-review) as soon as possible.
Administrative Policy Statements under Review
&TrainingEvEnTsBelow is a brief update on the Elevate FIN upgrade project:
• The System team continues to work on the System configuration for 9.2. They received the first vendor test move of the 9.2 environment, referred to as FINSP2. This environment is the first pass of the upgrade. System has completed core testing, started working on configurations, and are also beginning unit testing. FINSP2 is the environment we’ll be using for initial campus testing and validation in preparation for our configuration early next year.
The CCO Property Team is hosting a workshop on the guidelines and best practices for managing your department’s capital equipment
(items costing $5,000+). The workshop will cover the full lifecycle, purchase to surplus/transfer, explaining the GAAP/GASB/State/Campus guidelines covering your department’s responsibilities while the item is under your control. Best practices for each task related to the purchase, inventory, transfers, off-campus location, trade-in, and disposal/surplus will also be covered.
Elevate FIN Upgrade– Updates and More
Date Time Title Registration Status
Type Description Depart-ments
1/13/2015 9:00 am m-Fin Statement Reading Class Learn how to access the Cognos Reporting System, and how to read state-ments
ELEVATE DATES
1/8/2015 9:00 am - 4:00 pm Journal Entries – Regular and Budget
Closed\Full Deep Dive Focused specifically around Journal Entries, both regular and budget, within the new PeopleSoft 9.2 FIN system. Intended for anyone either using these areas or interested in learning more about them.
All Campus
1/14/2015 9:00 am - 4:00 pm PS Queries Closed\Full Session Walk-through
This session will focus on utilizing Query within Peoplesoft. It will cover how to create and run queries, join tables together, and how to determine what tables to use for queries. This session is intended for those that need a refresher on the query tool or would like to learn how to use it. The information covered in this session can also be utilized now in 8.4!
AllCampus
1/16/2015 8:30 am-10:00 am Workflow - Budget Open Working Session
We will begin with ABS, SPA, and PBA in the first session. Following, we will be-gin campus departmental sessions or Laura S. will gather departmental workflow requirements via one-on-one meetings.
ABS, SPA,PBA
1/16/2015 10:15 am- 11:45 am Workflow – ChartFields and SpeedTypes
Open Working Session
We will work with ABS and SPA to discuss the ChartFields workflow process ABS,SPA
1/16/2015 1:00 pm - 2:30 pm Workflow - GL Open Working Session
We will begin with ABS and SPA in the first session to discuss the GL workflow process. Following, we will begin campus departmental sessions or Laura S. will gather departmental workflow requirements via one-on-one meetings.
ABS,SPA
1/28/2015 9:00 am - 4:00 pm Project Costing deep dive Open Deep Dive This meeting will help us gain valuable insight into requirements for more robust project tracking, budgeting, analysis, and control. This initial meeting will be a fact finding and in-depth exploration of the project costing module and needs for your departments. We’d like to keep this initial meeting small, but could add additional sessions if necessary.
PBA, ABS, Leeds, CIRES, JILA, SPA FacMan, H&D
• The project team is currently meeting with campus departments to discuss the upgrade, integrations, gather requirements, and address questions and concerns. Through these meetings we’ve gained additional requirements, explored potential improvements, enhancements, and new integrations we can use with the new PeopleSoft environment. If you have not met with Laura Snyder and are interested in scheduling a meeting, please contact Laura Snyder ([email protected]).
• Meetings are scheduled for the Treasury/Cash Management implementation. Critical meetings will occur with System Treasury as well as the Bursar’s offices. If you feel your teams may benefit, please contact Laura Snyder (Laura.Snyder@
This is Session I of the 3-session Certified Departmental Property Manager training. You can check your MyCU training to see if this is one you need. Contact [email protected] at 303.492.6376
If you have questions regarding the session, and/or register at [email protected].
Capital Equipment Guidelines and Best Practices WorkshopTue, Feb 10 | 9 – 11:30 am | UMC 247
Colorado.EDU). The initial meetings will be fact finding, and may lead to mini deep dives in the future.
• Through some of the departmental meetings, the team has gained valuable insight into requirements for more robust project tracking, budgeting, analysis, and control. They will host a project costing deep dive with the initial departments in January. The meeting will be fact finding and an in-depth exploration of the module and needs. If you feel your teams may benefit, please contact Laura Snyder ([email protected]), so additional sessions can be scheduled.
• Below are some key dates to keep in mind, as well as upcoming deep dives and working sessions. Working sessions
will be used to gain more detail and assist with finalizing the system configuration. If the team runs out of space, they will add additional sessions. If you are currently signed up for a deep dive/working session, you should have an Outlook calendar invitation/appointment on your calendar. The calendar appointment acts as confirmation. If you do not have a calendar appointment, please check with Laura Snyder ([email protected])!
• If there is a session you would like to register for, please contact Laura Snyder ([email protected]).
Also, if you have any feedback regarding the deep dives, the team would like to hear from you!
Effective November 25, 2014 NIH released updated SF424 guides (general, fellowship, SBIR/STTR), along with supplemental instructions. NSF released an updated Proposal and Award Policies and Procedures Guide (PAPPG), which applies to proposals due on or after December 26, 2014 unless a solicitation states otherwise. The guides from both agencies incorporate changes in accordance with the new Uniform Guidance, 2 CFR 200. The new agency guides, updates and changes listed below, will assist when developing agency-specific proposals:NIH SF424 guides are available at http://grants.nih.gov/grants/funding/424/index.htm. All of the changes to the SF424 guide are shaded in purple within the respective PDFs. They clarify and incorporate definitions from the UG. Review a synopsis of changes incorporated per the UG below:• NIH notices released since the guides were
last updated have been incorporated. These include a new bio sketch format with links to templates, Commons ID requirement for students and postdocs on RPPRs, updated resubmission policy, and sponsor eRA Commons Role requirement for mentors on fellowships.
• Additional instructions are now available on how to include administrative staff salaries within a budget. Supplemental instructions also incorporate: definitions of MTDC, participant support, and indirect costs per UG.
• The term “Other Significant Contributors (OSCs)” has been clarified.
• The submitting party is reminded not to use ampersands in document file names.
• If the proposal includes a video it must be noted in the cover letter.
• New information about PHS Additional Indirect Costs form for ASSIST proposals is included.
• The supplemental instructions incorporate many UG definitions.
To read all NIH “notable changes” visit: http://grants.nih.gov/grants/funding/424/index.htm#changes. The information includes:o Genomic Data Sharing Policy o Chimpanzee Research Use Policy o Dual Use Research of Concern Policyo New definitions
NSF Proposal and Award Policies and Procedures Guide (PAPPG)NSF 15-1 PAPPG is available online at http://www.nsf.gov/pubs/policydocs/pappguide/nsf15001/gpg_print.pdf. The Grant Proposal Guide (GPG) includes many changes that affect NSF proposals:
• Project Descriptiono The submitting party is now required to name the Broader Impacts section, “Broader Impacts of the Proposed Work.”o URLs are not allowed.o The Prior NSF Support section of the Project Description must contain complete bibliographic citations for publications resulting from the NSF award. These can also be included in the References Cited section.
• Biographical sketcheso “Location” is now required in the Professional Preparation section.o Synergistic activities are limited to only five (5) activities.
o Add “total number” of Collaborators/Co-authors, Co-editors, Graduate Advisors and Postdoctoral Sponsors.
• Budget and budget justificationo The GPG has been updated to reflect UG on administrative and clerical salaries, computers, participant support, and a minimum 10% IDC rate for foreign subcontracts without a negotiated rate.o It specifies that waived indirect cost equal cost share, and is not allowed.o Three (3) additional pages for budget justifications per subcontract are allowed.o It requires travel documentation, including itemization of costs, plus justification of destination and associated cost.
• “Letters of commitment” have been renamed “letters of collaboration” and are limited to stating intent to collaborate. They should not contain endorsements or evaluation of project.
• A description of NSF’s risk management framework is included.
• There are new special Exceptions to NSF’s Deadline Date Policy, including inclement weather.
• Domestic travel is redefined to include travel within and between the U.S., its territories and possessions. It no longer includes Canada and Mexico.
The Office of Contracts and Grants (OCG) Proposal Development team began developing proposal budgets according to the UG, based on a COFAR FAQ, Question .11-4 Effective Dates and Applications. Sponsored Project Accounting (SPA) is working closely with OCG to correctly implement the new guidelines.
If you have any questions about NIH and NSF changes and the effects on proposal submissions, please contact the Office of Contracts and Grants Proposal Analyst assigned to your department. They will assist you in applying the new agency guidelines during the proposal process. Proposal Analyst contact information is available online.
Other key dates:
CU Campus Controller’s Office www.colorado.edu/controller8 9
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sTaff UpdaTEs
Tzuyea Yu has rejoined the Campus Controller’s Office team after leading
a team at the Colorado Department of Human Services and managing a $2B operating budget. We asked about her experiences and what she enjoys most from each opportunity she has encountered.
Q: You were previously with CU-Boulder’s Accounting and Business Support unit (now Campus Controller’s Office (CCO)), then moved to a position within the State of Colorado. Please share with us some of the duties you enjoyed most in each position.
A: I was previously with ABS, in the Assistant Controller’s role for many years. The duty I enjoyed the most was providing administrative solutions to campus financial managers and users via outreach consulting services. The most rewarding part, I found, was to build mutual trust and a partnership among our colleagues to carry out CU-Boulder’s mission. For the last ten years I have worked for the Colorado Department of Human Services (CDHS). I was part of the controllership team, overseeing a $2 billion operating budget and my fiscal responsibility became broader and even more challenging. Additional duties I have enjoyed the most were identifying opportunities that were available for creativity, enhancement,
and excellence in business processes. The most rewarding experiences were leading the accounting teams and making positive differences for all public assistance programs provided by CDHS and 64 counties to serve Coloradoans in need.
Q: What do you find most interesting in your current work as our Cost Analyst?
A: The most interesting aspect of the cost analyst work is to have a great degree of hope. In the beginning, I was just like every new employee who has a learning curve in which to gain extensive experience and new skills. In my work, learning includes establishing Facilities and Administrative cost (F&A) rates, fringe benefit rates, DAICR calculation, and cost/trend analysis,
As part of our ongoing commitment to serving the CU-Boulder Campus Community, and as announced previously by Laura Ragin,
Campus Controller, we have made several key staff changes to better align with campus needs.
As noted in the announcement, Sponsored Projects Accounting now has a new unit: SPA Setup and Closeout, managed by Assistant Director, James Lei. Zahid Ashrafi joins the Campus Controller’s Office as our new Closeout Accountant Lead. Zahid and his family relocated from Orlando, where he worked at University of Central Florida administering the entire financial life-cycle of an award, from project proposal to close-out. He brings 16 years of contract and grant experience, is a Certified Research Administrator (CRA), and has an amazing passion for research administration.
In addition to adding new staff to the team, several employees have moved into new roles:
As a result of the staff moves noted above, be sure to check the Contact Us section of our new website for grant accountant sponsoring agency updates and responsibility changes.
Name New Title/PositionSPA Project Setup and Closeout
Gabby Rushing Project Setup AccountantDiana Vidal Project Setup AccountantSylvia Estrada Closeout AccountantSPA Grant AccountantsAndy Wang Grant Accountant SupervisorKaren Stiner Grant Accountant SupervisorNadiya Vovk Grant Accountant SupervisorStephanie Rosario Grant AccountantMary Pfeifer Grant AccountantNasrin Khoshand Grant AccountantSPA Compliance
Kathy Loudermilk Financial Compliance SupervisorArea AccountantsElizabeth A. Spencer Area Accountant Supervisor
Staff Interview: Tzuyea Yu
and more. This job also provides favorable chances to utilize my prior knowledge of the annual cost allocation plans that I had done for CDHS on the development of fiscal cost impact analysis, formulation of feasible solutions, compliance with the requirements, origination of defensive responses, and communication with federal agencies to obtain their final approvals. Overall, my heart and thoughts are driven by any potential to make genuine contributions to CCO and the Boulder Campus.
Q: What do you view as the greatest opportunity in this new role?
A: It is my fortune to return at the right time - as a new era of the Campus Controller’s Office (CCO) began on December 1, 2014 - to a remarkable step-up leading role that not only strengthens CCO’s services but also matches its strategic vision to align with the “Be Boulder” campaign. The greatest opportunity in my new role is to be active and engaging in the office’s activities that enhance the business’ strategic achievements. CU-Boulder has been my working home for many years and I have worked for several offices, including ABS,
INSTAAR, VCAA, Norlin Library, Student Academic Success Center, Pharmacy, and University Learning Center. I have an open mind and a new set of eyes to bring to my hands-on work experience in all things I do. My belief is that each small input or any constructive feedback from anyone is essential to the process of brainstorming, and is inspiring for sound business decisions.
Q: What best practices would you share?
A: The best practices at work will depend on particular situations. In many cases the following key attributes as a whole will make a significant difference in exceeding anticipated outcomes: goal setting, specialist know-how, enthusiasm, dedication, creativity, excellence, innovation, results-driven, empowerment, and evaluation. From my perspective, our experiences help us set our milestones in the future. We will face challenges and unexpected events. Just remember to hold on with our whole heart to meet challenges. Everything is going to be all right in the end. As time passes, our experiences with the best practices
dramatically fulfill and enrich our well-being in all areas of our career, social, financial, physical, and community life. Do you wonder what I do in my daily work? It is quite simple – I focus on my attitude: put a smile on my face and a glow in my heart, be happy, do the best, and have fun!!!
Q: On a personal note, what do you enjoy doing outside of ABS?
A: I very much enjoy reading books, listening to music, hiking, and taking an easy walk. My routine is described as follows: read one pocket book every week to feel myself walking into an inventive story, listen to music every day to bring harmony into my soul, go hiking when I have free time to appreciate the beauty of nature, and take an easy walk a few times every week to have good luck. Recently, I joined CU Walks and am delighted to take a short walk during lunch time. When I wear my “CU Walks” T-shirt, I have a strong sense of inclusion and connection to staff who do the same activity somewhere else on campus. I am truly grateful to join such a wonderful program that cares for employees’ well-being in body, mind and vitality.
Staff Interview: Tzuyea Yu cont’d
A note to the attached picture: May 2013 was a fascinating moment for my family. My son received his Master’s Degree from the Business School and my daughter received her bachelor’s degree from the College of Arts & Sciences. Amazingly, they graduated at the same time. My son works for CU-Boulder and my daughter is in her second year of a bio-medical PhD program at the Lund University in Sweden. Six members of my family have attended CU and we sincerely appreciate the higher quality academic and research programs provided to us. My children and I are proud to be a part of the happy family of the CU-Boulder Alumni Association and CU Alumni & Friends.
Campus Controller’s Office3100 Marine Street, 4th Floor, 579 UCB
Boulder, CO 80309-0579
phone 303.492.3166
e-mail [email protected]
web http://www.colorado.edu/controller