Payroll CertificationPayroll CertificationDemonstration ProjectDemonstration Project

Now I Know How to do it the Now I Know How to do it the Right Way!Right Way!

Rich AndrewsRich AndrewsUniversity of California, IrvineUniversity of California, Irvine

May 14, 2013May 14, 2013

UC Riverside Payroll Certification UC Riverside Payroll Certification Status through March 31, 2013Status through March 31, 2013

1,542 Payroll Certifications generated 1,542 Payroll Certifications generated from April 2011 through March 2013 from April 2011 through March 2013

5 Payroll Certifications outstanding at 5 Payroll Certifications outstanding at May 13, 2013May 13, 2013

97.4% of Payroll Certifications returned 97.4% of Payroll Certifications returned within 30 days = Timelywithin 30 days = Timely

UC Riverside Payroll Certification UC Riverside Payroll Certification HHS/NSF AuditHHS/NSF Audit

Audit entrance conference scheduled on Audit entrance conference scheduled on June 3, 2013June 3, 2013

Audit Period: January 1, 2010 through Audit Period: January 1, 2010 through March 31, 2013 March 31, 2013

Scope: 1 year of Effort Reports and Scope: 1 year of Effort Reports and 2 years of Payroll Certifications 2 years of Payroll Certifications

5 person audit team5 person audit team On site for 3 weeksOn site for 3 weeks

UC Irvine Payroll Certification UC Irvine Payroll Certification Status through February 28, 2013Status through February 28, 2013

2,539 Payroll Certifications generated 2,539 Payroll Certifications generated from April 2011 through February 2013from April 2011 through February 2013

13 Payroll Certifications delinquent at 13 Payroll Certifications delinquent at May 1, 2013May 1, 2013

97% of Payroll Certifications returned 97% of Payroll Certifications returned within 60 days = Timelywithin 60 days = Timely

HHS/NSF audit planned for SeptemberHHS/NSF audit planned for September

UCI Lessons LearnedUCI Lessons Learned

Don’t implement a pilot systemDon’t implement a pilot system Have a ledger based system Have a ledger based system Understand the cutoff at the end of the budget yearUnderstand the cutoff at the end of the budget yearNo need to develop a systemNo need to develop a systemImbed edits into ledger reportsImbed edits into ledger reportsHave a process to change the budget year end dateHave a process to change the budget year end dateUnderstand Cost SharingUnderstand Cost Sharing

UCI Lessons LearnedUCI Lessons Learned

Have a system that produces timely salary transfersHave a system that produces timely salary transfers Monitor for post certification transfersMonitor for post certification transfers Zero dollar salary certificationsZero dollar salary certifications Approved pre-award salary expenses and impact on the Approved pre-award salary expenses and impact on the

budget yearbudget year Approved post-award salary expenses and impact on budget Approved post-award salary expenses and impact on budget

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UCI Lessons LearnedUCI Lessons Learned

Provide for electronic approvalsProvide for electronic approvals Don’t put percentages on Payroll Expense ReportsDon’t put percentages on Payroll Expense Reports Understand the risk of using Payroll CertificationsUnderstand the risk of using Payroll Certifications Payroll Certifications identify issuesPayroll Certifications identify issues Staff really like Payroll CertificationsStaff really like Payroll Certifications Faculty also like Payroll CertificationsFaculty also like Payroll Certifications

Payroll CertificationsPayroll Certifications

QuestionsQuestions??