in this issue - colorado.edu · cra study group, email tolise miles, ocg training development...
TRANSCRIPT
In This Issue
CA
M
PUS CONTROLLER’S OFFICE presen
ts FI$CAL NEWS
Area Accounting | Sponsored Projects Accounting | Central Operations
Cost Accounting | Technical Operations
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Tuition Remission
July Month-End Campus Close Planned for August 9
Electronic Research Administration (eRA) Update
System Policy Changes Effective July 11, 2016
DAICR Allocation Posted in July
Fiscal Certification is Coming Soon - Do You Need to Complete It?
PSC Supplier Showcase September 8 at the Coors Event
Center
CRA Study Group and Lecture Series Kick-off in August
PSC No Agenda Forum
OUC Offers New Video: Looking Up CU SpeedTypes
PeopleSoft Finance System Training Will Resume in October
AUGUST 2016
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.
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AUGUST 2016
AUGUST - SEPTEMBER 2016
• Check for unposted Aug journals to correct, approve, or delete
Reminder: please do not create, validate, or approve Aug JEs after 6:00 pm
• Finance System Campus Close for Aug – 6:00 pm
• Aug allocations run and Finance System closes - do not create, validate, or approve any Aug journals today
• All unposted Aug Journals will be deleted starting at 10:00 am
• CIW is now updated with month-end closing entries. Aug statements are ready for review and reconcilitation
• Creation, validation, and dept approval of JEs for Fund 30/31 projects, and Fund 34 gift fund journals and all Cash Transfers due for Aug - 5:00 pm
• Deadline for fully approved expense reports
• Allocation changes and creates due for Aug business. Email:
• Sales tax documentation for the previous month’s sales tax is due from departments. To: [email protected]
• July allocations run and Finance System closes
• CIW is now updated with month-end closing entries. July statements are ready for review and reconciliation
• Check for unposted July Journals to correct, approve, or delete
Reminder: please do not create, validate, or approve July JEs and PETs after 6:00 pm
• Finance System Campus Close for July 2016 – 6:00 pm
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• Campus Closed - Labor Day
All dates are subject to change. CCO will notify you by email if close dates are modified. Thank you.
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• All unposted July Journals will be deleted starting at 10:00 am
• Cutoff for July JEs that require secondary approval
Campus Controller’s Office4 www.colorado.edu/controller 5
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the most students possible can benefit from tuition remission, allowing us to carry on the process – to continue to bring the best possible graduate students to study at CU Boulder!
To review the policy, open the Graduate Student Appointment Manual:http://www.colorado.edu/GraduateSchool/funding/_docs/2016-2017%20appointment%20manual.pdf
For more information contact Gretchen Sundance O’Connell at 303.492.6143.
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CCO UPDATESThe eRA Team Heard You! A Project/SpeedType/Proposal/Award #s Crosswalk Report is now AVAILABLE! You have a SpeedType and want to look up a budget in eRA…but no! You need the proposal number. Now you can simply run the Project/SpeedType Lookup report in Cognos to retrieve not just the proposal number, but the project and award numbers too.
This report has been updated so that you can use any one of the four primary account numbers to find the others. To run this report follow these simple steps.
Curious about what the other Cognos/eRA reports do? Check out the report descriptions page that was recently compiled and published on the eRA website (www.colorado.edu/era).
Electronic Research Administration (eRA) UpdateNew to eRA? Check Out Their Updated Familiarization Guide!
Did you know that along with the monthly training sessions the eRA team started this summer, they also have an updated version of the User Guide? Check it out along with other resources on the User Guides page! If you prefer hard copies, note that they are constantly updating the documentation, so be sure you have the most up-to-date version available on the eRA website (www.colorado.edu/era).
For more information, visit: http://www.colorado.edu/era/
The tuition remission policy of the Graduate School at CU Boulder allows the university to attract the best quality of graduate students, whether they are residents of Colorado or not. Only four job codes are eligible for tuition remission, including graduate assistant (GA), graduate part-time instructor (GPTI), research assistant (RA), and teaching assistant (TA). These student faculty appointments are only available to full time, regularly enrolled degree-seeking graduate students. Every graduate student on one of these appointments of 15% time or greater is offered tuition coverage as part of their compensation package. The amount of tuition credits that are covered depends on each student’s percentage of appointment. For example, if a student is working a 50% appointment, which is 20 hours a week, 9 or more credit hours are covered. If a student is working 10 hours a week, 5 hours of tuition are covered.
While all nonresident students will still be charged nonresident rates on their tuition bill, employers will be billed tuition remission expenses at the resident rate. The tuition differential of these nonresident students will be covered by the Office of the Provost. This allows departments to recruit students without worrying about whether their overall tuition costs will fluctuate due to their student appointees’ residency status. Taking out this budgetary concern allows departments to focus on recruiting the best possible candidates for their degree programs.
All students on appointment in either Fall or Spring semesters must work a minimum of 12 weeks during that semester to qualify for tuition remission. They must also demonstrate adequate academic progress towards their degrees. In order to keep students focused on their studies, appointments are limited to 50% time, which is a maximum of 20 appointment hours per week.
All domestic nonresident graduate students (including permanent residents) must obtain Colorado resident tuition classification prior to the start of their second year of employment as a graduate student. Failure to do so will result in ineligibility for tuition remission, starting with the following semester. International students are not required to obtain residency in order to remain eligible for tuition remission.
New students are encouraged to obtain Colorado residency as soon as possible so as to remain eligible for tuition remission under these guidelines. This time limit ensures that
Tuition Remission
The Office of Policy and Efficiency (OPE) announced changes to six Administrative Policy Statements (APSs) from the academic/research, administrative/general, and human resources functional areas:
REVISIONS• 1008 - Procedures for the Establishment of Centers,
Institutes, Laboratories & Bureaus• 1024 - Approval of Sabbatical Assignments• 2006 - Retention of University Records• 2007 - Student Notification of Graduating Class Rank
(formerly Access to Student Education Records)• 5011 - Student Employee Retirement Plan (formerly
Student Retirement Plan)• 5024 - Tuition Assistance Benefit
These changes, presented at the July 7, 2016 (policy) TEAM meeting and approved by President Bruce Benson, became effective on July 11, 2016.
For more detailed information, visit: https://www.cu.edu/ope/policy/aps-changes
For recent changes to procedures and forms, go to: https://www.cu.edu/ope/policy/procedure-changes.
System Policy Changes Effective July 11, 2016
For more information on system policies, see: http://www.cu.edu/ope
If you would like to receive periodic policy updates from the Office of Policy and Efficiency, please send an email to [email protected] and request to be added to the OPE Distribution List.
Departmental Administration Indirect Cost Recovery (DAICR) is a program in which the campus returns a portion of the F&A revenue related to department administration to the research departments or units. Many thanks to all of the units that reviewed and provided feedback on their initial reports. The information was used in the preparation of the DAICR Budget Journal Entries (BJEs), which will be posted to July prior to month-end close on August 9, 2016. Final DAICR reports will be sent out to departments or units in mid-August.
If you have questions, please contact Tzuyea Yu at [email protected] or 303.735.6587.
DAICR Allocation Posted in July
The OUC’s current plan is to set the close dates for July (FY2017 Period 1) one week later than usual:
• Campus Close is scheduled for Tuesday, August 9• System Close is scheduled for Wednesday, August 10
Please note that these dates are subject to change.
July Month-End Campus Close Planned for August 9
Campus Controller’s Office6 7www.colorado.edu/controller
&TrainingEvEnTs
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Fiscal Certification is Coming Soon - Do You Need to Complete It?
Technical Corrections
Made to Uniform Guidance for
Federal Awards
The Certified Research Administrators (CRA) Study Group is designed for research administrators who want to expand their research knowledge base and for those who are interested in taking the CRA exam sponsored by the Research Administrators Certification Council. The CRA exam focuses on four areas of research administration:
• Project Development and Administration• Legal Requirements and Sponsor
Interface• Financial Management• General Management
The CRA Study Group will meet twice a week for 10 weeks to review the CRA body of knowledge topics. These sessions include participant presentations and quizzes. Studying for the CRA greatly increases your depth of knowledge around all research administration topics, and completing your CRA provides validation of your subject matter expertise in this profession.
CRA Study Group and Lecture Series Kick-off in AugustFall 2016 Study Group DetailsAugust 9 - October 13, 2016Location: Tuesdays, 7:30-9:00 am (UMC Room 245) & Thursdays, 12:00-1:00 pm (UMC 382-383)
Note: Location Change for Tuesday, August 30, is UMC Rooms 415-417
If you are interested in participating in the CRA Study Group, email Tolise Miles, OCG Training Development Specialist.
Fall 2016 Guest Lecture SeriesConcurrent with the CRA Study Group, we will have 12 Guest Lectures that will be held on Thursdays (UMC 382-383) from 11-Noon beginning July 28, 2016. Guest Lectures are open to everyone and CRA Study Group participants are encouraged to attend if they are able. Individuals interested in attending guest lectures will need to register on the OCG website.
The annual Fiscal Certification process, which runs from July 1 through September 30, is designed to certify the accuracy of CU’s financial statements and the effectiveness of our internal controls. It is a key component in the university’s annual audit process and is required as part of CU’s financial certification to the State.
The process generally begins on July 1. However, this year the Fiscal Certification process has been delayed. Officers and those who need to certify should expect an email from the OUC in the next week, with instructions on how and when to complete the process. Emails will be sent only to those individuals who need to set dates and/or to certify.
Anyone who has held a position of significant fiscal responsibility (e.g., department chair, faculty director, etc.) during FY2016 is required to complete the mandatory Fiscal Assessment. PIs who have a combined project or program budget and/or expenses totaling $2M or more will also be required to complete the Fiscal Assessment. This applies even if the chair/director is also a PI whose combined program or project budget or expenses did not meet the $2 million criteria. The collective responses to the Fiscal Assessment help inform the next level of this process, the Fiscal Certification. All CU employees are welcome to complete a voluntary Fiscal Assessment.
Anyone listed as an Officer of the University during fiscal year 2016 is required to complete the 2016 Fiscal Certification in which they review and attest to a series of statements pertaining to university fiscal procedures.
The OUC advise Officers of the University of the final due date for all Fiscal Certifications, and ask the Officers to set the due dates for those individuals whose assessment information will “roll-up” to the Officers. More details are available at: http://www.colorado.edu/controller/resources/cu-fiscal-certification. If you have questions, please contact Mirinda K. Scott in CCO at 303.492.5967 for assistance.
The complete schedule is below:
8/4 Contracting and Subcontracting8/11 Federal Regulations8/25 Bioethics 11:00 am -12:00 pm8/25 Facilities & Administrative (F&A/Indirect Cost) 12:00 -1:00 pm9/1 Institutional Animal Care and Use Committee (IACUC)9/8 Intellectual Property (IP)9/15 Financial Management9/22 Facility Management9/29 Compliance10/6 Export Controls10/13 Audit
PeopleSoft Finance System Training will resume in October. Please contact your Area Accountant if you need assistance in the meantime. Thank you.
PeopleSoft Finance System Training Will Resume in October
The PSC presents the annual Supplier Showcase in the Coors Event Center, Upper Gym, 10:00 am – 1:00 pm Thursday, September 8. The popular event is a great way to learn about suppliers and their products and services. Exhibits will feature supplier booths, displays, free samples, and door prizes.
New Exhibitors & Catering Samples! Many new companies will exhibit along with perennial Showcase favorites. Detailed information, the exhibitor list, and online registration for CU faculty/staff is available at: https://www.cu.edu/psc/2016-psc-supplier-showcases.
PSC staff will be available to answer your questions: be sure to stop by for a visit! Representatives from the Controller’s Office, Ethics, the Help Desk, Policy, Risk Management, and the Environmental Center will also be on hand to discuss issues and topics.
Make plans to attend and register now! We hope to ‘CU’ there!
Questions? Contact: [email protected]
PSC Supplier Showcase September 8 at the Coors Event Center
PSC No Agenda Forum
UMC, Room 235August 4, 20169:00 - 11:00 am
Bring your procurement-related questions to this roundtable discussion. Topics will include:
• Procurement Systems• Strategic Procurement• Purchasing Services• Contracts• Small Business• Travel• Commercial Card• Payable Services
Register Now!
The OUC has a new video to make SpeedType inquiries easier. Check it out at: https://www.cu.edu/controller/looking-cu-speedtypes
OUC Offers New Video: Looking Up CU SpeedTypes
Campus Controller’s Office3100 Marine Street, 4th Floor, 579 UCB
Boulder, CO 80309-0579
phone 303.492.3166
email [email protected]
web http://www.colorado.edu/controller
editor [email protected]