Your ship mates are:

1
Welcome Aboard

• Your ship mates are
• Lee Ann DeRita - COE
• Mike Milkman - CELS
• Faye Boudreaux-Bartels - ELE

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So you want to be the Captain of the Ship?

• What you need to know to succeed!

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Overview of Talk - What you should know (or do)

• Before You board
• ( lt 1st day)
• As you get underway
• (During First Month)
• As you navigate through the first leg of your
  journey
• During 1st semester (Fall)
• As you navigate the final leg
• During 2nd semester (Spring)
• Irregular Squalls

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Before you board
Handouts 1 - 3

• Obtain Access to PeopleSoft
• Human Capital Management ( HCM )
• Financials
• Process new Signature Authorization Forms
• Use Internet Explorer for running PeopleSoft

5
As you get underway

• Understanding PeopleSoft Financials
• Understanding PeopleSoft HCM
• Understanding FRS Payroll

6
Understanding PeopleSoft Financials

• Old system versus New system?
• What is a Chartfield String?
• What does a Chartfield String mean?
• What are budget categories?

7
FRS versus PeopleSoft

• FRS (Financial Record System) is the OLD System
• Uses Ledger numbers to separate money into
  individual funds (e.g. grant account, faculty
  development).
• PeopleSoft is the NEW system
• Uses Chartfield Strings instead of ledger numbers.

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What is a Chartfield String?

• Fund Code (3 digits)
• Department Code (4 digits)
• Program Code (4 digits)
• Project Code (7 digits)
• Account Code (4 digits)

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Parts of a Chartfield StringFND-DEPT-PROG-PROJE
CT-ACCT
100-2307-0000-0000000-5323  Fund Dept Program
Project Account
5323-100-2307-0000-0000000 This
second example shows the chartfield string
as used for all purchasing documents.
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Fund Types (always 3 digits)FND-DEPT-PROG-PROJECT
-ACCT
------- Ledger 2 -- Ledger 3
--- Ledger 3 - Ledger 6
------- Ledger 5

• Fund 100 state funds
• Fund 101 cost center funds,
• Fee accounts,
• Self-funded
• Fund 110 overhead funds
• Fund 401 foundation funds
• Fund 500 grant funds

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Fund Transfers

• Funds (budget dollars) CANNOT be transferred
  between two different fund types.
• For example,
• Transfer Fund 100 to Fund 100 is allowed,
• Transfer Fund 100 to Fund 110 is NOT allowed

12
Department Codes (always 4 digits)
FND-DEPT-PROG-PROJECT-ACCT

• Identifies individual grant, state account,
  overhead account, etc. existing in your
  department
• Will appear in every Chartfield String associated
  with your department regardless of fund code

13
Program Codes (always 4 digits)
FND-DEPT-PROG-PROJECT-ACCT

• used to differentiate between different
  chartfield strings with the same fund type and
  the same department code.
• For
  example

• Note difference in department versus
  accounting definition of Operating

14
Project Codes (always 7 digits)
FND-DEPT-PROG-PROJECT-ACCT

• For Fund 100, 101, 110, 401
• Project Codes are almost always 7 zeros
• (unless they are a match account)
• For Fund 500 project/grant number
• Grant Number examples for grants assigned
• Before 7/1/03 539554
• FRS assigned
  grant number
• After 7/1/03 0001016

• Old FRS grant number 539554 is now
• 500-2302-0000-R039554 in
  PeopleSoft

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Account Codes (always 4 digits)
FND-DEPT-PROG-PROJECT-ACCT
Handout 4

• Formerly known as object codes
• Identifies the type of expense (or revenue)
• Very important the correct account code is used
• Accounting will change account code if incorrect
• Budget transfer forms are used to move money
  between account codes
• Account codes are grouped (rolled up) into
  budget categories

16
Budget Categories
Handouts 5 and 6

• Budget checking in PeopleSoft occurs at the
  budget category level, not at the account code
  level.

17
Budget Categories

• Before the Chartfield closes, the account code
  deficits need to be cleared.
• Fund 100, 101 and 110 are grouped into different
  budget categories than Fund 500 (grants).

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Budget Categories
Handouts 5 and 6

• Budget checking in PeopleSoft occurs at the
• Budget Category level, not at the Account Code
  level.

19
Understanding PeopleSoft HCM

• Approval of hours
• Payroll distribution reporting
• Encumbrance Report

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Approval of Hours
Handout 7

• Applies to all hourly personnel paid in
  PeopleSoft
• e.g. undergraduate students, hourly graduate
  students, temporary hourly employees/IP-1s,
• Ensure hours are approved for all department
  Chartfield strings by the Monday afternoon
  deadline (the Monday before payday)
• Keep written documentation (e.g. hardcopy of
  timesheets) in the department files
• Person directly supervising employee/student
  approves hours
• Person with first-hand knowledge of work
• Person who logs into PeopleSoft and approves the
  hours assumes legal responsibility

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Payroll Distribution Reports
Handouts 8 and 9

• Institute a mechanism to ensure
• Payroll Distribution Reports
• are run on payday (Friday)
• are promptly reviewed for errors
• Payroll correction forms are processed
  immediately
• New, shorter deadlines for corrections
• WARNING!!! Uncorrected Errors could cost your
  department money.
• Most errors default to department funds or
  overhead funds

22
Encumbrance Report

• Pro-active tool that can help you catch future
  payroll mistakes.
• Tells you who is due to be paid for remainder of
  fiscal year.
• Have someone run report each payday (late Friday)
  for review.

23
Bi-Weekly Staff Faculty Payroll Timecards

• Used to discharge (keep track of) time taken off
  with pay, e.g. sick leave,
  vacation, personal days, etc.
• Serious financial and legal implications if not
  monitored
• Due in Payroll by 10 am Friday (unless a
  holiday)
• Chair signs at end of pay period, approving
  employee entries
• If department chair is not available to sign,
  make arrangements with Dean or acting chair for
  signing approval
• Dont ask employee to sign (forge) your name on
  time card Could lead to jail time.
• Might help to use a spare calendar to keep track
  of discharged days for faculty and staff.
• If employee takes unscheduled time off after the
  time card was submitted, they must submit a
  Payroll In House Correction of ATTENDANCE
  REPORT.

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Are you ready to Jump Ship Yet?
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As you navigate through the fall (first)
semester

• Financials
• HCM
• Payroll
• Purchasing
• Travel

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Financials (fall semester)

• State Budget year is July 1 through June 30
• Planning is key
• Understand your departments financial needs
• Understand how much your department has to spend
• Understand how it was spent in the most recent
  years
• Develop a plan to spend this fiscal years funds
  and compare with the budget on PeopleSoft
• Review with your business manager or fiscal clerk
  and process a budget transfer, if necessary
• Identify who is responsible for tracking each
  Chartfield string and work closely with that
  person

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Financials (fall semester)
Handouts 10 - 12

• How to read PeopleSoft Reports
• Budget overview
• Year-to-date details
• Revenue report

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HCM (fall semester)
Handouts 13 and 14

• An employee/student is not to begin work until
  all paperwork has been processed and signed off
• Allow a minimum of 2 weeks, preferably 4 weeks
  for paperwork processing
• Forms are not to be backdated
• Students and per course instructors Employment
  Documentation (W-4, Drug Free Work, I-9) must be
  complete and on file in the department

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Hiring Guide
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HCM (fall semester)
Handouts 15 and 16

• Effort Certification Reports (ECRs) of work
• reported after the fact

• Should develop a system to ensure compliance

38
Purchasing (fall semester)
Handout 17

• Important to follow Purchasing policies
• Chronic abusers will have privileges removed
  expenses disallowed
• Review Limited Value Purchase Orders (LVPOs)
  training presentation www.uri.edu/purchasing/PM20
  Pages/LVPO205K20website20version.pps
• Frequent problems
• Not obtaining at least 3 quotes
• Multiple (staggered) deliveries on one LVPO
• LVPO cannot be used as a Blanket PO
• Multiple LVPOs to avoid 5,000 limit
• Invoice amount significantly different than LVPO
  amount
• Work performed outside of scope as listed on LVPO
• Using Invoice Voucher Inappropriately (instead of
  LVPO)

39
Travel (fall semester)
Handouts 18 and 19

• No travel shall commence without an approved
  Travel Authorization Request (TAR)
• Allow 2-4 weeks for processing
• All travel being charged in whole or part to a
  Fund 100 must be completed by June 30
• Otherwise, trip will be charged to next fiscal
  year and the money set aside for the trip
  returned to the general fund
• This effectively doubles the cost of trip to
  department.
• Travel expense vouchers (TEVs) are to be filed
  within 5 business days upon return.
• Develop a system in your department to ensure
  compliance.

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As you sail through the spring semester

• Financials
• HCM (Human Capital Management)
• Grants

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Financials (spring semester)

• What are fund balances?
• Fund 101 (self-funded) and Fund 110 (overhead)
  carry-over surplus fund balances into the next
  fiscal year
• Advantage
• Fund 110 surpluses allow you to save
  money
• to use next year.
• Disadvantage
• Fund deficits are charged to other
  department
• accounts with a surplus balance.

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Budget Process for Fund 101 110Example
Overhead (OH)
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Fund Balances continued

• Departments are responsible for reimbursing URI
  for negative fund balances (deficits)
• Grant account deficits
• are posted to (taken out of) department
  overhead
• State accounts
• will have the same deficit procedures in
  the future
• Self funded accounts (101) deficits
• also covered by department overhead
• What happens if department overhead has a deficit
  at end of year?
• Deans overhead account will be charged

44
Financials (spring semester)Cost Centers

• Must be Self Supporting and should break-even
  over time
• Revenue must fall between 90-110 of Expenses
• Billing rates are approved by controller annually
• May be reduced if Revenue greatly exceeds
  Expenses
• Subject to very strict guidelines and rules given
  in several publications by University and OMB
  governing activity of cost centers
• Require clear audit trail for revenues and
  expenses
• Must have Responsible person who is
• assigned to oversee activities
• Knowledgeable of rules
• Warning not as many checks balances as state
  grant funds
• Cost Centers do not have timely financial control
  mechanisms to ensure compliance with regulations
• Department is subject to penalties for
  non-compliance
• Do not commingle with department activities and
  accounts

45
Financials (spring semester)

• How is Release Time generated for 3 credit
  course?
• Internal from Dean or Provost Office
• (lowest) cost of per-course-instructor
• External from grants, negotiated with Dean
• cost of
  per-course-instructor in department
  versus
• 12.5 of salary (added to
  bottom line of grant) versus
• 12.5 of salary (added before
  fringe Overhead)
• Unfunded Subject to the policy of College and
  Provost
• Additional requirements if Release Time is given
  as (voluntary or mandatory) match in a grant.
• Where does the money go?
• In Fund 100-(DEPT)-0000, the department general
  revenue fund
• Some Deans keep a portion (20 tax) of
  Release Time revenue
• How can the money be used?
• Same uses as other general revenue funds

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HCM (spring semester)

• IP-1 forms required for faculty summer
  recontracting
• Department should keep running records of IP-1s
  to ensure faculty with multiple recontracting
  periods do not exceed 2.5 summer months
• Faculty requesting 2.5 months summer
  recontracting can take only 2 weeks summer
  vacation
• Faculty requesting 3 months summer recontracting
  
• Require a waiver from Provost Office
• Can take no vacation
• All summer funding must come from only Fund 500
  (grants)
• Chairs must petition Provost Office to include
  state-funded chairs summer salary supplement.
• Should report abuses of summer recontracting to
  Deans Office.

47
HCM (spring semester)

• Sabbaticals
• Academic year sabbaticals result in up to ½ year
  salary savings for College/Dean(/Provost).
• SRP (Salary Reduction Plan) hours may be used to
  supplement salary during 1 year sabbatical.
• Cost of SRP charged to College
• 1 Semester sabbaticals do not result in salary
  savings.
• Faculty on sabbatical with
• active grants must notify Program Manager
• match commitments must notify College Business
  Manager.

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Grants (spring semester)

• Encourage all faculty to attend pre-award and
  post-award Grant workshops, especially junior
  faculty
• Workshops offered by Research Office and Grant
  Contract Accounting
• Cost sharing/Matches
• Chair commits departments current ( future)
  resources
• As soon as grant is awarded, USP-2s must be
  submitted to ensure payroll charges are made to
  match account on timely basis
• Red Flags for Auditors
• Late or missing Effort Certification Reports
• Transfer an expense from/to a grant (Cost
  Transfers)
• Excessive grant re-budgeting
• Spending all grant money at very end

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Grants (spring semester)

• Department Overhead is at risk when
• Cost sharing has not been fulfilled
• Grants go into a deficit
• PIs charge unauthorized expenses that the agency
  will not reimburse to URI
• PIs do not file their final reports and
  compromise URIs ability to payment by the agency

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Summary

• Multiple Sources to help you understand
  PeopleSoft, paperwork, e-Campus and other
  department chairs duties
• Ask other department chairs or send email to URI
  chairs list serve URICHAIRS_at_LISTSERV.URI.EDU
• Ask College Business Managers
• Mike Milkman Cost Centers
• Search College of Engineering Forms Policies
  web site
• http//www.egr.uri.edu/COE2004/admin/
• Search Acronym spreadsheet with live web links to
  URI administrative offices, departments,
  publications, forms
• At above COE web link
• On-line or workshop tutorials
• LVPOs, Pre- and Post-Award Grant Administration,
  Cost Centers

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THE END