SSC Activities: Finance and HR, including Post-Award Research Support. Human Resources Time Reporting and Processing

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1 Human Resources Time Reporting and Processing Reviewing time entries Correcting missing time Prepare certifications for work study time Maintaining current supervisors of record Supporting the Interview Process: Faculty and Staff only* Coordinate logistics for faculty and staff campus interviews Assist search committees in organization and access to search materials Determining if time for your area has been inputted and approved Tracking down the individuals who are missing time and/or supervisors who are missing approvals Processing and submitting federal work-study time Preparing payroll forms to update supervisors of record so that Central HR has a current list in the system Planning itineraries for travel, lodging, meals, or any other necessities for applicants, in coordination with department staff Participating on a search committee by preparing materials or other information to be used by a search committee, staffing the meeting Assist search committee chair in completion of required forms for recruitment Recruiting - HR Administrative Establish or modify position description (as requested) Develop recruiting plan Develop and publish advertisements Review applications Initiate recruitment exception Process GRA/GTA and GA forms Onboarding New Hires Obtain required hiring documents and completing orientation and on-boarding Monitor GLACIER system Departmental HR Activities Communicate with Central HR around appointment and position maintenance and employee separation (ongoing HR support) Support performance management Other interactions with central HR Participate in HR policy development and implementation Other interactions with the areas served Completing forms or other documentation in support of the search committee; ensuring all applicable state or sponsor requirements are met Modify an existing position, job description, or changing some existing job attribute working with the Chair or Director or others as requested once approval is obtained through the appropriate area/hierarchy based on established business practice. Supporting the Chair or Director to develop a plan to recruit candidates (ad placement, outreach, etc.) once approval is obtained through the appropriate area/hierarchy based on established business practice. Writing and publishing position ads; working with the SSC Accountants to ensure payment Preliminary review of candidates resumes and profiles as part of job screening, as requested by the department Request search waivers which allow the candidate search to be bypassed; requires establishing a position description, collecting candidate resume, collecting justification/request letter from Chair (once approval is obtained through the appropriate area/hierarchy based on established business practice). Complete and submit GRA, GTA and GA hiring documents; (note - this is separate from the extensive GRA/GTA/GA recruitment and management completed in the department and in the Dean s Offices) Communicating with candidates or collecting required documentation from new employees and assisting new employees to complete forms needed to start, ensuring access to KU systems, building, etc., as appropriate Effort required to track and facilitate completion of the requirements built in to the GLACIER system (central offices work with candidates to complete GLACIER forms) Working or communicating with Central HR to process transactions; inquiring about policy or otherwise interacting with Central HR The performance management support processes, such as collection of forms Coordinating with Central HR for any other purpose Assisting Central HR in developing policies Working with unit leadership to implement unit HR policies and practices Page 1 of 6

2 Travel and Expense Create travel authorization form Book travel (flight, hotel, car, P-Card etc.) Collect receipts from traveler Submit endowment reimbursements Submit KUCR reimbursements Submit KU/State reimbursements Process cash advance requests Serve as resource for information Gather KUCR signed travel expense form Approve travel authorization Candidate Support/Honorarium Processing Collect necessary paperwork (while visitor is on campus) Collect contractual services agreement Obtain approval for payments Monitor GLACIER system Process payment Follow up with candidates to collect all necessary information and forms (post visit) Determine appropriate funding sources Tuition and Scholarship Support Prepare report of scholarship fund availability from specific sources, including Datamart Collect in-state rate forms Process tuition/awards/scholarships Determine funding sources and communicate with RGS regarding GRA funding sources Communicate with the budget office regarding GTA appointment percentages and funding sources Communicate with Bursar s Office Communicate with Financial Aid and Scholarship office Communicate with award recipient Reconcile data Track status Create travel authorization forms in PeopleSoft Using the departmental P-Card to pay travel expenses or make reservations for any individual (student, faculty, visitor, etc.) Collecting, scanning and processing receipts from travel expenses Processing reimbursements for endowment expenses according to any applicable rules and regulations Processing reimbursements for KUCR expenses according to any applicable rules and regulations Processing reimbursements for state expenses according to any applicable rules and regulations Additional effort required to process cash advances for travel, above and beyond that which has already been accounted for in booking travel and submitting reimbursements (cash advances are only allowed on KUCR funds via PeopleSoft T&E module and KUEA funded trips processed directly by KUEA) Provide travelers with guidance on travel policy Ensure form signed by PI and traveler is completed and on file at KUCR (or appropriate approval has been secured in the PS system) Prepare travel authorizations, and approve if applicable based on unit policy Collecting and submitting all necessary forms (W-9, Candidate Reimbursement Form, etc.) required to complete payment for candidates or honorariums, whether they be students, faculty or others Obtain signature and appropriate paperwork related to the contractual services agreement with the visitor Effort required to approve or obtain manual approval of PeopleSoft log or ledger from the appropriate individual based on established business practice Effort required to track and facilitate completion of the requirements built in to the GLACIER system (central offices work with candidates to complete GLACIER forms) Preparing and facilitating the payment(s) to candidate or honoree Collecting all of the travel forms, receipts, or other documentation required by the applicable rules Determining or researching the correct fund source to use for reimbursement Creating budgets and projections for faculty to determine how many or what type of awards can be given Collecting and submitting in-state rate forms for those students who qualify Additional effort required to process any monetary award - could include anything related to review of awards, mailing letters, communicating with students, etc. Determine allowability of tuition/fees; submit forms to RGS for allowability review of funding sources; apply to funding pool if appropriate Submit forms to budget office to notify of percent of appointment of GTA for tuition waiver process Follow up and tracking of tuition and awards through communication and interaction with the Bursar s Office Follow up and tracking of scholarships through communication and interaction with the Financial Aid and Scholarship Office Responding to questions and obtaining additional information from students Reconciling the balances between KUEA and local systems Monitoring the funds provided to students to ensure correct posting Page 2 of 6

3 Procurement Shop/determine supplies to purchase (may involve extensive research) Determine funding source or allocation Review accounting information in PeopleSoft for completeness Create purchase requisition and assign funding Approve purchase requisition Create change orders Create/approve vouchers Process monthly items/bills (payment to outside vendors) Purchase items via P-card Manage special purchasing requests, sole source and equipment bids (create RFP, evaluate responses) Purchase items from KU surplus Order items without purchase order/purchase requisitions (non-kupps items) direct invoice/non-po invoice Process credit memos Process prior-approval purchases Submit changes to the vendor list to Central and request vender accounts Obtain vendor quotes Match exception resolution Return unwanted goods for credit or replacement Request new shoppers/requestors be added to the KUPPS system Transaction inquiry and reporting Advise others on the correct interpretation of KU, KS state, and Federal laws as they relate to procurement and processing vendor invoices Contact vendors or department personnel when there are questions with processing a document Researching specific needs of researchers in order to identify and procure the needed materials (as requested - the department may also shop) Understanding or finding out which account and/or fund source should be used to record a procurement transaction Ensuring accounting entries within PeopleSoft are appropriate, complete and accurate Beginning the process of making an order, including understanding of funds and account restrictions (via KUPPS process) Having authority and reviewing purchase requisitions for the next phases of procurement (if delegated by Chair or Director) (via KUPPS process) Creating a purchase order change order when changes need to be made to original purchase requisition (via KUPPS process) Either creating or approving vouchers (via KUPPS process) Separately handling periodic bills or other repeated invoices from external vendors Using a departmental P-card to acquire goods or services Identifying the specific rules and regulations determining which additional steps are needed to justify the purchase; also performing these steps and evaluating the results/responses Purchasing materials from KU's surplus inventory Processing any non-po invoice or check request within PeopleSoft; assigning funds and paying for invoices received from vendors Generating a memo which indicates the supplies were ordered but not received, or when an error or some other vendor allowance was committed Submitting and processing purchases which have already received approval Communicating with Central any necessary changes to vendors to be entered into the PeopleSoft vendor master file/list; request vendors in the PeopleSoft vendor master file/list Obtaining quotes from vendors in order to determine the best choice and work with PI or other departmental staff in evaluating quotes. Identifying the source of problems which may have caused the PO and Invoice to not match; working with Central staff to resolve the error Working with a vendor to resolve discrepancies in buyer and seller expectations, similar to processing a credit memo Adding or requesting that users within a department be added to a KUPPS shoppers list so they can browse and submit "shopping carts" with their desired orders Summarizing or reporting the results of transaction processing during a given period; auditing transactions, resolving transactions which appear to have problems Instructing colleagues on the proper performance of procure-to-pay process in order to be compliant with KU, KS state or Federal laws Ensuring full understanding of payments prior to submitting; taking action to clarify elements which are unclear Page 3 of 6

4 Billing and Receivables/Cashiering In the transition of each unit, the Billing and Receivable activities for areas will be reviewed for compatibility with the SSC. Create external invoices Preparing invoices for transmission to an external customer Create contractual services payments and contract forms Prepare SOVs (interdepartmental payments) Send internal and external invoices to customers Follow up on outstanding invoices Collect currency, checks and credit card payments in person, by mail, phone or online Complete daily credit card batch settlements Enter receipt of funds Prepare cash receipt records for deposit with Bursar s Office or local bank office Prepare wire transfer requests Manage and reconcile petty cash Reconcile deposit activity in shadow system Reconcile deposits and review for errors Reconcile accounts Departmental Activities Work with auditing agencies and Central and KUCR for audit reviews Other interactions with central financial offices Participate in finance policy development and implementation Other interactions with the areas served Ensuring fulfillment of contract terms and payments when KU is the performer of any action for which payment was promised Preparing the seller side of a PeopleSoft SOV transaction Using any billing system or other means to bill customers for products or services provided Collecting due or past due receivables from customers Receiving and applying payments to the appropriate account; also depositing or otherwise handling of these payments Processing credit card payments for goods or services provided by KU; ensuring federal PCI compliance regulations are met in regards to credit card payments Entering or reconciling the receipt of any type of funds (via PeopleSoft departmental deposit and/or department shadow system if applicable) Recording the amount of payments received; providing deposit bag to Bursar s Office or local bank office Setting up the necessary elements for wire transfer payments from customers Securing and handling the cash on hand Reconciling the deposit balances in the shadow system (e.g., QuickBooks) with customer records to ensure completeness and accuracy (if applicable) Auditing the reconciled deposits to ensure error free processing; fixing problems when noted Reconciling the deposit balances in the shadow system with department GL accounts in PeopleSoft Financials Complying with and providing information to audit agencies including internal audit, working with Central and/or KUCR for external audit reviews Coordinating with central financial offices for any other purpose Assisting central financial offices in developing policies Working with unit leadership to implement unit financial policies and practices Page 4 of 6

5 Budget Support and Financial Reports Funding changes - prepare funding changes for payroll Prepare paperwork for retroactive funding adjustments Request off-cycle payment requests Track funding sources and payroll on a project basis Provide information on salaries for grant budgets Prepare budget transfers Prepare paperwork for journal vouchers Initiate budget category reclassification; RFAs; fed to fed; fed to non-fed. (KUCR approves/executes) Examine detailed entries within PeopleSoft Manage vacancy pools Process moving/relocation reimbursements Use DEMIS and other systems to obtain data for use in financial reports Work with customers to define report parameters and style Provide revenue analysis Determine costs for project work Provide reports on funds left to spend (endowment, KUCR, state funds) Develop program budgets in discussion with program staff and chairs/faculty/pis Provide historical data and prior budget figures Develop monthly or annual forecast/budget for unit Reconcile actuals to projections Assist with questions regarding prior period variances Requesting changes in funding for payroll expenses when needed Performing the steps necessary to correct prior period entries, including preparing the payroll form, the cost transfer form and attaching appropriate gross and fringe reports noting changes Request payroll transactions outside of the standard payroll schedule Reporting of changes to a particular project or account Creating reports which show the grant funds used for payroll expenses on a projected or summary basis Explaining and documenting the need for a given fund transfer to processing the documents or information required to transfer funds of any type between two accounts Assembling the relevant details and information which should accompany the journal voucher materials provided to Central Performing cost transfers, including documenting the justification in order to be compliant; this would typically require communication with the PI as well as KUCR. An understanding of federal and non-federal requirements is also necessary Reviewing accounts and/or journal entries in PeopleSoft for appropriateness contact Central to make corrections when needed Keeping track of departmental staff vacancies Processing reimbursements for staff or faculty who receive relocation assistance following policies of respective areas served. Accessing systems such as the DEMIS data warehouse to retrieve information. Customizing the report design, content, or look and feel, in instances where standard reports are not applicable Providing a revenue analysis to leadership of a department Working with unit representatives to determine the appropriate amount to budget or assign to projects Creating reports which show available balances in all account or fund types Working at the direction of department/unit leadership to devise budgets Generating reports which show a summary of past performance and figures Analyzing and preparing financial information for the department/unit on a monthly and/or annual basis Using reports to evaluate the budget at periodic intervals and monitor variances to actuals Using reports, data from previous accounting periods or investigation to identify or resolve variances in accounts Note: KUEA checks that come through the schools will continue to be submitted to KUEA directly. Note: The strategic financial support provided by budgeteers and other strategic financial officers on campus will remain in the departments. Page 5 of 6

6 Post-Award: Award Monitoring Monitor budget balances Generate monthly financial reports for PIs Correct budget and accounting errors Process subcontractor payments Complete allowability review of purchases Complete award renewal and/or extensions for non-competing awards Manage progress report due notifications Coordinate effort reporting (distribution and collection) Manage PI transfer notifications to/from the University Periodic report preparation (daily, weekly, monthly, quarterly, and yearly) to report on variances Post-Award: Award Modifications and Closeout Manage award closeouts including PI submission of technical report Request award modifications and closeouts Collect equipment/property reports, patent reports, etc. Request no-cost extension requests Prepare budget revisions Request provisional accounts from KUCR Post-Award: Cost Share Collect cost share - payroll Collect cost share - non-payroll (including hard dollar match) Monitor cost share for satisfactory progress Monitoring the available balance in a grant account and keeping the researcher up to date Preparing financial reports which will aid the PI Identifying and executing corrections for mistakes made during accounting and budget operations Creating payments for subcontractor arrangements and ensuring the amounts and details are appropriate; includes working with KUCR Contracts or Business Services to initiate the subcontract/bsa (provide scope of work, budget, sub awardee contact information; and, if needed, funding agency justification and approval) Auditing purchases to confirm whether or not the items purchased were allowed on the award Complete necessary documents for award renewal or extension and provide to KUCR for approval and agency submission Informing the PI when progress reports are due; collecting progress reports, sending to KUCR for signature and appropriately submitting report to the agency Ensuring effort is accurately and completely recorded; assisting the PI with monitoring effort so as to avoid non-compliance; obtaining PI signatures and tracking compliance Monitor PI transfers or other PI-related changes on sponsored awards; notifying KUCR of any changes Preparing reports of financial information for various accounting periods Facilitating the closeout of awards by collecting any necessary reports that have been submitted by the PI Wrapping up the award on time; helping process changes to the award including interaction with KUCR (KUCR submits, approves, and executes) Ensuring up to date and appropriate records for research related property and patents Preparing no-cost extension requests to extend the performance period of an award including interaction with KUCR (KUCR approves and submits) Preparing budget revision requests for agencies which require prior approval or are made under expanded authority (before notice of award, for noncompeting continuations, and ad-hoc requests (KUCR reviews, approves and submits) Requesting a temporary account in the event of a delay in receiving an award (including the appropriate Dean or department approval) Cost share management for payroll expenses (including payroll forms) Cost share management for non-payroll expenses; includes submitting KUCR reporting form with supporting documentation Monitoring that satisfactory progress is being made and alerting the PI Page 6 of 6