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					                                  ACCOUNTING AND BUDGET SERVICES
                                 UNIVERSITY OF COLORADO AT BOULDER
                                              JULY 2003

CONTENTS
 DEADLINES ............................................................................................................................. 1
   DATA CONTROL DEADLINES (INs, JEs PETs, PAYROLL SUSPENSE, ETC.)..............1
   BUDGET JOURNAL ENTRY MONTHLY DEADLINE ......................................................3
 NEWLY REVISED SPONSORED PROJECT COST POLICIES ....................................... 3
 INTERDEPARTMENTAL REVENUE/EXPENSE & SALES TO AGENCY FOPPS: ..... 3
 UPDATE TO THE GUIDE ....................................................................................................... 4
 GENERAL FUND BUDGET ROLLFORWARD .................................................................. 4
 BUDGET CASH CARRYFORWARD .................................................................................... 4
 FY 2004 AUXILIARY/RENEWAL & REPLACEMENT BUDGETS ................................. 4
 FRINGE BENEFIT RATES AND ENCUMBRANCES ........................................................ 4
 SPA TIPS .................................................................................................................................... 5
   Manage Cost Transfers to Avoid Possible Compliance Risk ...................................................5
   PET’s ........................................................................................................................................6
   Spring 2003 PERS ....................................................................................................................6
 PS LITE ...................................................................................................................................... 6
 TRAINING AND EDUCATION .............................................................................................. 7
 AREA ACCOUNTANTS .......................................................................................................... 7
 ABS STAFF................................................................................................................................ 8


DEADLINES

DATA CONTROL DEADLINES (INs, JEs PETs, PAYROLL SUSPENSE, ETC.)

Data Control's deadline for receipt of INs for processing with July business is Monday, July
28th at 4:00pm.

The deadline for creation of end of month Payroll Expense Transfers relating to Fund 3x is
also Monday, July 28th at 4:00pm. Any P.E.T. with at least 1 line involving a fund 3x must be
reviewed, approved and posted by Sponsored Projects Accounting (SPA). Please refer any
questions to Jamie Chadwick at 5-4760.

JULY PEOPLESOFT CLOSE is scheduled for 6:00pm on Monday, August 4th!

Please review your Journal Source Code in the "Journal Entry/Base Currency/Update Display"
screens to detect any journals that you may be responsible for correcting and/or approving and
posting. During the last week of the month, it is a good idea to review this screen daily to ensure
any journals requiring posting have been dealt with. This also catches any journals that have
been overlooked.




ACCOUNTING & BUDGET SERVICES                                                                                                         1
July 2003
Deadlines for receipt of Allocation changes/creates will be:
       Monday, July 21st for July business
Please email Lynda.Reisinger@Colorado.edu with your requests or call Lynda at 2-8646.

DEFAULT DEPARTMENTAL PAYROLL SUSPENSE SPEEDTYPE CONVERSION
Please be reminded that effective July 17th; suspense for your org. (HR Dept/Dept ID) will go
directly to your default departmental payroll suspense FOPPS and you will be responsible for
clearing. (New suspense will no longer post to, or be moved to, an ABS suspense clearing
FOPPS!) Please look for suspense in account 410999 - Suspense Salary. This will identify
your payroll suspense transactions. You will do either a Correction Payroll Expense Transfer
(PETC) or a Payroll Expense Transfer/Retroactive Funding Change (PETR) to transfer these
suspense to the correct FOPPS. By using the PETC/PETR, the system will change the account
from 410999 to the correct account per the job-code, earnings type, etc. logic used with the
regular payroll calculation. As a reminder and a help to you as you adjust to this transition,
please periodically run the "Summary Suspense Report" to alert you to any employees you may
need to review and correct funding distribution on. By entering/correcting/approving your
Funding Distribution in HR, you can avoid payroll suspense transactions! For additional payroll
suspense information refer to the PBS web site at
http://europa.cusys.edu/pbs/pbs_documents/What-Causes-Suspense_11-05-01.doc

SUMMARY SUSPENSE REPORT
Please run the "Summary Suspense Report" prior to the biweekly and monthly payroll cutoff
dates to identify employees whose payroll funding distribution will cause their payroll to go to
suspense. Please make the necessary corrections to the employees record before the monthly or
biweekly payroll cutoff date(s) found on HR's Payroll Calendar. Assistance is available from
PBS at 735-6500.

For navigation instructions to run your "Summary Suspense Report", please refer to the 8.3HR
Upgrade Step-By-Step guide "MISC-RPT". You will find this guide on the web at:
http://www.cusys.edu/change/links/

Note: Remaining deadlines for July Month End and Biweekly Payroll corrections are:
      Month End - Thursday, July 17 at 12:00pm
      Biweekly - Thursday, July 24 at 12:00pm

PAYROLL EXPENSE TRANSFERS
Do you know which PET process to use when you begin a Payroll Expense Transfer now
that HR has converted to its 8.3 Upgrade?

Per the Step-By-Step guides published by HR as a result of the 8.3HR Upgrade, the following is
a reminder of which PET process to use when you do your Payroll Expense Transfers:

       DATES                          WHICH PET PROCESS TO USE
       4/1/03-Future                  Use 8.3 PET/Retro or PET/Correction or FAM PET
       7/1/00-4/1/03                  Use PS 7.0 GL FIN PET process or Batch Upload
       Prior to 7/1/00                Use Batch Upload

ACCOUNTING & BUDGET SERVICES                                                             2
July 2003
Please remember that PET's done through the 8.3HR Upgrade process can only be done when
HR Production is up. Consult HR's Payroll Calendar to keep yourself informed of HR Production
down times!

Please note that pre-8.3HR Upgrade PET's (ET's) and 8.3HR Upgrade Correction PET's
(PETC's) not posted during the current period, prior to close, will have to be deleted and
redone in the next period! Any 8.3HR Upgrade Retroactive Funding Change PET's (PETR's)
not posted during the current period, prior to close, will only have to have their journal dates
changed to a current date prior to posting in the next period!


BUDGET JOURNAL ENTRY MONTHLY DEADLINE
FY04 budget journals for July must be created no later than July 31st .

Arts & Sciences units should submit all budget change requests to the A&S Budget Office, by
the A&S deadlines, for approval and entry into the system.

Please contact Janet Baker at 2-8926 or email Janet.Baker@colorado.edu with questions
regarding BJE deadlines.


NEWLY REVISED SPONSORED PROJECT COST POLICIES
Two policies have recently been approved by Vice Chancellor Lynch.

          The Cost Transfer Policy is accessible from the ABS Website at
           http://abs.colorado.edu/ABS WEB/abssearch form.htm - C. Scroll to "Cost Transfer
           Policy" and select it.
          The Direct Cost Policy is also accessible from the ABS Website at
           http://abs.colorado.edu/ABS WEB/abssearch form.htm - D. Scroll to "Direct Cost
           Policy" and select it.


INTERDEPARTMENTAL REVENUE/EXPENSE & SALES TO AGENCY FOPPS:
As agency Fund 80 FOPPS are considered external to the University, transactions involving any
of these FOPPS cannot use the Interdepartmental (ID) Revenue/Expense account codes.
Therefore, the use of these account codes will be blocked in the PeopleSoft system in fund 80. If
you are using an ID account code and receive an error message “Combo error in FUND_ACCT”
on a journal line and that line is for a Fund 80 FOPPS, you will need to change the account code.
Please keep in mind that if you are selling to a Fund 80 FOPPS that the revenue must be
recorded as Miscellaneous Revenue and not ID revenue.




ACCOUNTING & BUDGET SERVICES                                                            3
July 2003
UPDATE TO THE GUIDE
Please add the following sentence to Chapter 10 <http://abs.colorado.edu/ABS WEB/non-htm
docs/THE GUIDE/JAN03_CHPT_10_CASH-CONTROL.doc> - Cash Control - Page 15, Section E,
Step 1: "Custodian must sign payment voucher as the requester."


GENERAL FUND BUDGET ROLLFORWARD
The roll forward of the General Fund FY 2003 continuing budget to FY 2004 has been
completed. The transactions are posted in Period 1 (July 2003) of FY 2004, in the B_INI_CONT
ledger. The Journal ID is “BLDRFY2004”, and the line description is “FY2004 CONT BASE
BUDGET”. These transactions can be viewed on the July 2003 PeopleSoft DETAIL Statement.


BUDGET CASH CARRYFORWARD
Also on your July statements you may see General Fund temporary budget transactions
representing prior year program budget balances available before encumbrances. This is your
Budget Cash Carry Forward from FY2003.

Balances will appear in the B_CUR_TEMP ledger mostly in the operating expense general
budget account, 450000. The line description will be “TROLL FR FY2004”.

Some A&S programs’ balances will be internally reallocated per directive of the A&S Dean’s
office.


FY 2004 AUXILIARY/RENEWAL & REPLACEMENT BUDGETS
Please audit your July statements and verify your auxiliary and renewal & replacement budgets
are accurate. The line description for each BJE transaction is “FY04 BASE BUDGET”. If you
discover an error, make the necessary correction by completing an on-line BJE in the
B_CUR_TEMP ledger.

If you have questions please contact your Area Accountant or Budget Services.


FRINGE BENEFIT RATES AND ENCUMBRANCES
Beginning with the July 2003 payroll, UCB will begin using the new fringe benefit rate program.
All non-General Fund FOPPS will have this change reflected in their monthly statements. You
should expect to see fewer benefit expense line items reflected on the monthly statements. There
will be no change for General Fund FOPPS. The benefits for General Fund areas will continue to
be pooled. The salaries and benefits encumbrance process will not initially reflect the new fringe
benefit rates. FOPPS will have encumbrances equal to the calculated amount under the historical
process not the fringe rate. The encumbrance process should be corrected to reflect the new
fringe benefit rates by September 2003. The new fringe benefit rates are shown in the table
below:




ACCOUNTING & BUDGET SERVICES                                                             4
July 2003
       Employee Type                                    Full Benefits       Partial Benefits
       Professional/Faculty                                    21.2%                   8.7%
       Student Faculty (excl tuition remission)                  0.0%                  3.2%
       Classified Staff                                        19.3%                 12.8%
       Hourly                                                    0.0%                  2.2%

Employee Categories
Faculty/Professional: The faculty/professional category includes faculty, post doctoral
students, research associates, professional research assistants and officer/exempt professional
staff (staff that are not subject to the State of Colorado Personnel System).

Student Faculty: The student faculty category includes graduate students that have a salaried
appointment as a Graduate Part-Time Instructor, Graduate Teaching Assistant, or Graduate
Research Assistant.

Classified Staff: The classified staff category includes all staff that is subject to the State of
Colorado Personnel System rules and regulations.

Hourly: The hourly category includes all temporary employees, both student and non-student,
that are not part of the University’s monthly pay cycle. This category of employee is not eligible
for most fringe benefits. However, occasionally a salaried employee earns temporary hourly
wages and their temporary wages show up in the hourly category along with part of their salaried
fringe benefits.

See the ABS web site http://abs.colorado.edu/ABS%20WEB/non-
htm%20docs/MISC%20WORD%20DOCS/Fringe%20benefit%20rate%20announcement.doc
 for an overview of the flat benefit program


SPA TIPS
To assist project administrators and PIs with managing sponsored projects, ABS has added the
“SPA Tips” section to its monthly newsletter. This section offers tips and information regarding
sponsored projects post-award processes, regulations and accounting.

Manage Cost Transfers to Avoid Possible Compliance Risk

Cost transfers is a main topic in the June 2003 FEDERAL GRANTS NEWS FOR COLLEGES
AND UNIVERSITIES. As stated in the article:

“Cost transfers are always an audit target and, if not managed properly, represent a compliance
risk. Cost transfers are defined as transfers of cost to, from, or between federally sponsored
projects. Transfers to or between federally sponsored projects are of the most concern,
particularly under the following circumstances:

              Transfers to federal projects occurring greater than 90 days after the date of the
               original charge

ACCOUNTING & BUDGET SERVICES                                                                   5
July 2003
              Transfers to federal projects within the last 90 days of the project that give the
               appearance of “using up” unspent funds
              Transfers with an inadequate explanation, such as “to correct error” or to “charge
               the correct project”
              Transfers between federal projects, which clear a cost overrun on one of the
               projects”

CU-Boulder’s Cost Transfer policy, which was recently approved by Vice Chancellor Lynch, is
accessible from the search index of the ABS Website at
http://abs.colorado.edu/ABS%20WEB/abssearch%20form.htm#C. Scroll to “Cost Transfer
Policy” and select it.

PET’s

Payroll Expense Transfers are considered to be Cost Transfers. Quoting from the previously
mentioned article in the June 2003 FEDERAL GRANTS NEWS FOR COLLEGES AND
UNIVERSITIES:

        “Because an audit disallowance in this area will include not only the salary amount but
        also the associated costs of fringe benefits and facilities and administration (F&A) costs,
        retroactive salary transfers represent an area of particular concern. A related problem
        with retroactive adjustments may occur if effort reports do not agree with the salary
        adjustment.”

If a PET correction is from a previous semester, you will need to re-certify the transfer on the
following semester’s PER.

Spring 2003 PERS

Spring 2003 PERS were just mailed. Please return the completed and signed PER to 574 UCB
as soon as possible. It is a federal regulation to have these on file in a timely manner. Thank
you!


PS LITE
A new PS Lite file dated 7/14 is available at http://abs.colorado.edu

For those of you who use position budgeting, new reports with both the budget entries and the
payroll actuals, have been added - on the "Home" page, under either program or org. Take a look
and see what you think. Also added, a 1-line balance sheet at the org level on the "Org Tree"
page. You can also now export detail for an org on the “Home” page, using the “detail for range
of acct periods” column and the “Org” row.

It is a good idea to download a new file even if you are not interested in the current changes. As
you use an MSAccess file, it continues to get bigger and bigger unless you compress it, which
you can easily do (Tools/Database Utilities/Compact and Repair Database), however, if you


ACCOUNTING & BUDGET SERVICES                                                               6
July 2003
download a new one it is done for you. Call Kathy Phillips with questions or suggestions - 2-
1403.


TRAINING AND EDUCATION
For information about training and educational workshops available through ABS refer to our
web site at http://abs.colorado.edu/ABS%20WEB/training.htm. Workshops are available on the
following topics:

               FINANCIAL SYSTEM INCLUDING PROCUREMENT
                    Upcoming Workshops & Locations (registration required)
                    August 4, 5, and 8 - 8:30-4:30 –Marine Street Science Center Room W179
                    September 15, 16 and 19 – 8:30-4:30 – Marine Street Science Center
                    Room W179

               READING AND UNDERSTANDING PEOPESOFT STATEMENTS
                    Upcoming Workshops & Locations
                    August 14 - 8:30-12:00 - Marine Street Science Center Room W179
                    September 11 – 8:30-12:00 – Marine Streeet Science Center Room w179

               HIGHER ED BASIC FUND ACCOUNTING AND REVENUE ACCOUNTING
               INTERNAL SERVICE CENTERS
               PS LITE TRAINING
               ACCOUNTS RECEIVABLE

Individual training and education is available for the following topics:

               DEPARTMENTAL FINANCIAL MANAGEMENT
               NEW PROPERT ACQUISITION
               HOW TO INVENTORY EQUIPMENT
               SPONSORED PROJECTS ACCOUNTING


AREA ACCOUNTANTS
Please contact your Dedicated Area Accountant for assistance

Tzuyea Yu              VC for Administration Area, Senior Vice Chancellor         2-2396
Jane Schleimer         VC for Academic Affairs (Academic Support Units)           2-2429
Jane Schleimer         VC for Academic Affairs (NonA&S Academic Units)            2-2429
Bev Rogers             VC for Academic Affairs (A&S, Rsch & Grad Sch Areas)       2-0794
Peggy Watson           VC for Student Affairs Area, Chancellor’s Area             2-1071




ACCOUNTING & BUDGET SERVICES                                                            7
July 2003
ABS STAFF

ABS FAX - 492-5553          CAMPUS MAIL ADDRESS - 579 UCB
SPA FAX - 735-0323          CAMPUS MAIL ADDRESS - 574 UCB
WEB ADDRESS                 http://abs.colorado.edu/

Baker, Jan               Acct. Tech., Budget Services       492-8926
Bussey, Mike             Accountant, SPA                    492-5174
Chadwick, Jamie          Accounting Technician ,SPA         735-4760
Clifford, Cindy          Acct. Tech., Acounting Services    735-5031
Dunn, Isabel             Administrative Assistant, ABS      492-8038
Fanning, Pat             Accountant, SPA                    492-2617
Fuchs, Wendy             Budget Analyst, Budget Services    492-7140
Fuqua, Debbie            Program Assistant, ABS             492-2618
Godden, Sandra           Accountant, SPA                    492-2614
Gregory, Jeanne          Acct. Tech., Property Services     492-2424
Grijalva, Elma           Accounting Technician, SPA         735-5083
Hewes, Bill              Accountant, ABS                    735-6570
Hurd, Jud                Controller, ABS                    492-1449
Joeris, Deedee           Cost Accountant, ABS               492-2428
Johnson, Linda           Assistant Controller, SPA          492-2615
Lei, James               Accountant, SPA                    735-6435
Lucas, Rob               Accountant, SPA                    492-2620
McGinley, Suzie          Accountant, Property Acctg.        492-5582
Markham, Maribel         Acct. Tech., SPA                   492-6446
Marquis, Cathy           Policies & Procedures, ABS         492-7119
Miller, Donivan          Acct. Tech., SPA                   492-8902
Northrop, Barry          Acct. Tech., Accounting Services   492-8648
Phanichpatom, Phensiri   Accountant, Accounting Services    492-6375
Phillips, Kathy          Assistant Controller, SPA          492-1403
Reisinger, Lynda         Accountant, Data Control           492-8646
Roark, Terri             Accountant, SPA                    492-2619
Rogers, Beverly          Accountant, ABS                    492-0794
Rumbley, Iris            Accounting Tech, SPA               492-1724
Sangoyomi, Yinka         Accountant, SPA                    492-8925
Sayers, David            Accountant, ABS                    492-6376
Schleimer, Jane          Accountant, ABS                    492-2429
Sheppard, Jim            Accounting Technician, SPA         492-0849
                                                            1 800 659-3656
                                                            Colorado Relay
Sprouse, Susan           Acct. Tech., Property Acctg.       492-8030
Stanfield, Pam           Accounting Technician, SPA         492-2616
Starbuck, Pamela         Acct. Tech., Accounting Services   492-2372
Torres, Stella           Accountant, Cash Management        492-3568
Watson, Peggy            Accountant, Accounting Services    492-1071
Whyte, Charlotte         Accounting Technician, SPA         735-5053
Yu, Ryan                 Accountant, SPA                    492-8901
Yu, Tzuyea               Assistant Controller, ABS          492-2396



ACCOUNTING & BUDGET SERVICES                                                 8
July 2003
ACCOUNTING & BUDGET SERVICES   9
July 2003

				
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