CALS Business Operations Newsletter
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Get CBO Help at:
919-515-4226 or cbo_help@ncsu.edu
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COVID-19: CBO Updates Webpage
Keep up-to-date on business operations updates and guidance related to COVID-19 on the CBO Updates – COVID-19 webpage.
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CALS 2021 State Fiscal Year Close Out Schedule
The CALS 2021 State Fiscal Year Close Out Schedule is now available at go.ncsu.edu/cals2021closeout, or on the CBO website’s Documents & Forms page under “Administration.” Please be sure to reference this CALS-specific schedule for important financial deadlines to help ensure the college meets NCSU deadlines for the end of the state fiscal year.
Please note, this schedule only applies to the financial activities and transactions that impact state and federal capacity funds in ledgers 2-, 3-, and 4-. This schedule does not apply to auxiliaries, F&A accounts, 5-ledger contracts and grants, gift and endowment income 6- and 7- ledger accounts.
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CBO Training and Guidance Has Moved To Moodle
In order to offer a better user experience, we’ve moved our training and guidance resources to Moodle, NC State’s Learning Management System. You can access our Moodle site by visiting the CBO Training and Guidance webpage. We are continuing to add new resources and update existing resources as needed. If you have questions about any of these materials, please contact Process Efficiency and Training Manager, Molly Bradshaw, at mqbradsh@ncsu.edu.
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Business Partners Bi-Weekly Meetings
Bi-weekly meetings with primary business partners and HR coordinators will continue in the new year beginning on January 12 to answer questions and provide updates surrounding the COVID-19 situation.
Recordings of each meeting along with the agendas are posted to the CBO Business Partners webpage as they become available. If you have questions regarding these meetings, please contact Molly Bradshaw, Process Efficiency and Training Manager, at mqbradsh@ncsu.edu.
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Waiver of Competitive Bidding (Sole Source) Requisition Requests - Strengthening Internal College Controls
This is a reminder of a change implemented in April 2019. Sole source requisition requests must be submitted to the CBO via ServiceNow. Next-level review and sign-off (e.g., Department/Unit Head, Directors, or Dean) will be required prior to the CBO forwarding to NCSU Procurement Services. We will require an email or letter from Department/Unit Heads, Directors, or Deans approving the sole source requisition exceeding $5,000. The email or letter must include a description of the good or service being requested to include: vendor name, amount, and details of good or service, typically found in the vendor quote to the purchaser. In addition, next-level review and sign-off for individual PCard purchases valued at or exceeding $5,000, and which are not associated with an existing purchase order, will be required prior to CBO approval of the PCard holder’s PCard statement.
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Purchase Authorization (PA) versus Purchase Order (PO)
At times vendors may ask for a purchase authorization to satisfy an order of any value. The College of Agriculture and Life Sciences has a purchase authorization system. This system provides quick access to a purchase authorization number, however, it is not the same as an NCSU Purchase Order. The NCSU Purchase Order is required when a supplier/vendor will be providing goods or services over a twelve-month (fiscal) period greater than $5000. The purchase authorization number is not officially approved by NCSU Procurement Services, however, is a resource for providing a vendor a purchase authorization number. The purchase of goods or services must still be an allowable expense. Prior to making purchases, you should refer to the Basic Spending Guidelines.
Important: The Purchase Authorization does NOT pay for an invoice. It is a number that allows the vendor to fulfill your order, and then the vendor sends an invoice referencing the PA number which the CBO uses to then pay the invoice. If you receive an invoice after placing an order using a Purchase Authorization number you should submit the invoice to Service now for review and processing if needed.
Please contact the CBO Helpline for assistance at (919) 515-4226 or email cbo_help@ncsu.edu.
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Who can I contact about a 1099 form and why (or if) I received one?
North Carolina State University is required by the IRS to provide information returns to vendors, individuals, etc. that have received payments from the University for the following: Rents, royalties, prizes, awards, physician or medical services, healthcare, attorney fees, and non-employee compensation.
Information reported on 1099s is based on payments made by the University during a calendar year. Based on the account the payment was posted to, Peoplesoft will generate 1099s for mailing. A review is done of the information and adjustments are made as necessary.
1099s are due to recipients by January 31st. This information is also provided to the IRS.
1099s are filed based on the following thresholds:
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Rent – If amount paid to a vendor is $600 or more for a calendar year. Payments to corporations are not reported.
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Royalties – If amount paid to a vendor is $10 or more for a calendar year. Payments to corporations are not reported.
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Other Income – If amount paid to a vendor is $600 or more for a calendar year. Payments to corporations are not reported. Other income includes prizes, awards, punitive damages, awards to students, etc.
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Medical and Healthcare Payments – If amount paid to a vendor is $600 or more for a calendar year. Payments to corporations are reported.
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Non-Employee Compensation – If amount paid to a vendor is $600 or more for a calendar year. Payments to corporations are not reported. Non-employee compensation includes fees, commissions, and any form of compensation for services performed. The reportable amount for Honoraria payments made to non-employees should include the amount of the honorarium paid and any expenses incurred by the non-employee (including travel).
More information can be found at 1099 Policy or by calling the NCSU Payroll office at 919.515.4350.
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Purchase Order (PO) Invoice Process Update
In February, University Accounts Payable created a new system for Purchase Order (PO) invoices to be uploaded for payment. Previously PO invoices were emailed or mailed directly to University AP for payment. Currently, PO invoices are still allowed to be emailed in for payment. Most of you already submit the PO invoice through ServiceNow using the voucher/invoice form, and include the PO number - which you may continue to do. Additionally, the University has not provided an end date for email submissions.
Starting July 1, 2021 the CBO would like to encourage you to submit your PO invoices to the CBO for processing. A new form for PO invoices will be available in ServiceNow to help with ensuring a smooth & consistent process. We will provide more information and a short training/tip sheet soon.
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Accounts Receivable - Deposit Drop-Off Reminders & Extended In-Person Hours
This is a reminder that with the Spring semester, the doors to Patterson Hall are now unlocked. You can resume placing your deposits in the CBO Accounts Receivable deposit box outside of Room G11 (ground floor). The doors are unlocked at 8 a.m. and locked at 5 p.m. We will continue to process deposits on Monday, Wednesday, and Friday.
For cash deposits, the preference is for it to be hand-delivered on Monday, Wednesday, or Friday when there is in-person coverage. This allows us to count the funds with you and provide you a receipt. If you must drop off the deposit outside of hours of in-person coverage, please ensure you have a second person count and affirm the amount you write on the deposit slip.
We have extended our hours on Monday, Wednesday, and Friday. Please see our updated hours and contact information:
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Monday - Paul Ballance (919) 515-2747, 8 a.m. to 5 p.m.
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Wednesday - Missy Grissom (919) 513-1749, 8 a.m. to 4 p.m.
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Friday - Tiffany Bryant (919) 515-7919, 9 a.m. to 4 p.m.
Please ensure your deposits include the following;
- Provide the deposit slip and check/cash, and supporting documentation to include when/if you have an excel sheet with multiple checks listed and their amounts (i.e. Supplemental form). Complete all fields on the deposit slip.
- Provide ONE* copy of your deposit of all documentation provided. Remember to redact the checking account number and routing number check on the copy by covering the information with paper/post-it when making your copy.
- Please include a campus box addressed envelope with each deposit to receive your receipt via interoffice mail.
*Only one copy of your deposit documentation is needed
Deposits can also be mailed to the CBO, CBO Accounts Receivables, Campus Box 7644, Raleigh, NC 27695-7644.
If you are dropping off a deposit, please call the person listed above upon arrival and they will retrieve the deposit from you.
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COVID-19 Testing Requirements for University Approved Travel
All faculty and staff planning to travel, please ensure you read the email sent on November 13 from NC State University with the subject: COVID-19 Testing Requirements for Spring 2021. In particular, please note the following:
All travelers on approved university travel to out-of-state or international locations must submit proof of a negative COVID-19 test prior to returning to campus. For employees who cannot get a test elsewhere, testing will be available on campus to fulfill this requirement. More information will be provided by NCSU in regards to the testing locations on campus.
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Travel Mileage Rate Changes
Effective January 19, 2021, the Office of State Budget and Management (OSBM) decreased the mileage reimbursement rate for official university business from 57.50 cents per mile to 56 cents when the round trip mileage does not exceed 100 miles per trip. If the round trip mileage exceeds 100 miles per trip, the employee will be reimbursed 33 cents for all miles traveled.
Mileage reimbursement rates for employees using courtesy/lease vehicles in accordance with Board of Trustees Policy 05.15.03 “Non-Salary and Deferred Compensation” will be 16 cents per mile for employees authorized in section 4.4.1 and 30 cents per mile for employees authorized in section 4.4.2.
These changes will be updated in the Travel Center and Travel Guidelines – Travel Requirements for University Employees section on the Controller’s Office website.
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Travel for Students
Beginning August 10, 2020 research restart submissions that involve undergraduate students may be sent through the Research Restart Phase III Process and no longer require a special research exception, but the student must fall into one of the following classifications:
- Undergraduate is working as an NC State University employee.
- Undergraduate is working in research spaces for class, program, or project credit.
- Undergraduate student employees must be marked as mandatory in the HR System.
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PCard Deadlines
Please take a moment to review the deadlines and reminders below to help ensure PCard policies and procedures are being followed and transactions are processed in a timely manner.
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February Billing Cycle (Past Billing Cycle)
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The February billing cycle (January 21 - February 19) statement deadline is 5 p.m. on March 22.
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To allow cardholders and supervisors adequate time for approval, reconcilers will approve statements by March 9 unless additional information is required.
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If additional information is required in order to approve a statement, cardholders will receive notification by February 5 from cals_cbo_pcard@ncsu.edu. Please be on the lookout for these communications.
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Additionally, cardholders who did not have their receipts uploaded for this billing cycle into the PCard Center as of 3:30 p.m. on February 22 would be required to submit a JV request via ServiceNow if the transaction was not charged to the appropriate project.
March Billing Cycle (Current Billing Cycle)
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The reconciliation deadline for the March billing cycle (February 20 - March 19) is March 23. However, in order to guarantee reconciliation of transactions, receipts should be uploaded by 3:30 p.m. on March 22.
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Anything uploaded after the March 22 deadline will be reconciled for this billing cycle only if time allows and the cardholder will be responsible for submitting any JV requests via ServiceNow if necessary.
As a reminder, to ensure deadlines are met, cardholders should do the following:
- Upload receipts within 1-3 days of the transaction date and avoid uploading all receipts the day before or on the day of the reconciliation deadline.
- Be sure receipts have written on them the project phase to be charged, a detailed business purpose, and the travel authorization number (if applicable).
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Reminder: Tuition Journal Vouchers
As a reminder, when preparing tuition JVs, please be sure to contact and work with the PI’s assigned Post Award Consultant. They can help confirm the calculations prior to adding them into ServiceNow, which should help to decrease any follow-up questions from University C&G. To look-up the Post Award Consultant, please go to Grant Account Managers. This will take you to a pop-up window where you can enter the PI name or ledger 5 project to identify the Post Award Consultant.
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ServiceNow Watchlist
As incidents are being created in ServiceNow related to ledger 5 projects, please ensure you add the appropriate Post Award Consultant to the watchlist. This will help keep them informed of the items related to the ledger 5 projects. To look-up the Post Award Consultant, please go to Grant Account Managers. This will take you to a pop-up window where you can enter the PI name or ledger 5 project to identify the Post Award Consultant.
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Training on Graduate Student Support Plan (GSSP)
As part of the Research Support Council (RSC) Kick-off meeting in February, the Graduate Office presented a comprehensive training on GSSP. This recorded training, along with the slides and Spring 2021 GSSP Proration spreadsheet are available to view here. These materials can also be accessed via REPORTER, using the keywords/title “GSSP Training for Research Administration”.
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Summer Salary Training - Due May 14
The University Office of Contracts and Grants, in partnership with University Human Resources and the Office of Research and Innovation, has launched the annual Summer Salary Training course. As a reminder from previous years, any processors, approvers, or recipients of Summer Salary for 2021 are required to complete the annual training. If you did not receive an email to complete the training and meet the criteria indicated above, please contact Holly Lipkovich at hklipkov@ncsu.edu to be added to the list. Additionally, if you received the email in error and need to be removed from the list, please also contact Holly.
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Planning Ahead for Grant Close-Out
On a quarterly basis, each faculty member with a ledger 5 project is receiving an email from their Post Award Consultant (PAC) with a Financial Summary and a copy of WRS. These documents are tools to help the faculty understand their spending and areas the PAC has flagged that require their attention.
Additionally, faculty members are receiving notifications from their PACs, 90, 60, and 30 days prior to the grant ending, with reminders about J/V and other cut-offs and items that still require their attention to successfully close out the grants.
Please note, the PACs are available to meet with their assigned faculty to go over the Financial Summaries, Close-out emails, and forecast out spending or balances.
As shared in the previous months' CBO Newsletters, University C&G will be implementing changes to the way they close out grants and allow after-end date charges, which is why we are working with our faculty to be proactive with their close-outs.
To look up the Post Award Consultant, please go to Grant Account Managers. This will take you to a pop-up window where you can enter the PI name or ledger 5 project to identify the Post Award Consultant.
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Farewell to Kelsey Fuller, C&G Pre-Award Consultant
Please join us in congratulating Kelsey Fuller, C&G Pre-Award Consultant, on her new position with the Proposal Development Unit (PDU), which is based in the NCSU Office of Research & Innovation. Her last day with CALS will be Friday, March 12.
During her time with CALS, Kelsey documented the CBO's practices and policies as a Technical Writer before moving into her role as a Pre-Award Consultant. Kelsey has been an integral part of the Pre-Award team - working through the implementation of the Pre-Award Policy, mentoring and training new team members, and helping out anywhere needed.
As we work to refill the position, Brenda Gainey, Pre-Award Manager, will be overseeing Kelsey’s departments. If there are any questions please feel free to email cals_preaward@ncsu.edu.
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