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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Munday Named Interim Assistant Dean of Business Operations
Sean Munday has been named interim assistant dean of business operations for the College of Agriculture and Life Sciences. Munday will be stepping into the role of Joyce Munro who served as assistant dean for CALS Business Operations for four years. A plan for permanent leadership will be determined over the next several months and communicated to the CALS community.
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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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Business Partners Bi-Weekly Meetings
Bi-weekly meetings with primary business partners and HR coordinators are held virtually every other Tuesday to answer questions and provide updates surrounding the COVID-19 situation and other HR and CBO items.
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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Fiscal Year End Deadline Reminders:
June 7, 2021:
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Purchase Orders (POs): Received dates (actual) must be recorded online for processing payables in June.
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JVs: Last day for departments to request journal vouchers via ServiceNow to move funds onto or off of state funds.
- Last day to submit comments on May aging schedule for June processing
June 8, 2021:
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Vouchers/Invoice: Last day to submit small purchase voucher requests via ServiceNow.
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PCard: Last day to make PCard charges for the June billing cycle for this fiscal year (based on vendor processing time).
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Travel: Last day to submit Travel Reimbursements in the system or via ServiceNow for non-employees.
June 9, 2021:
- Last day to enter MarketPlace orders in the system.
June 15, 2021:
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PCard: Last day PCard receipts to be submitted to the CBO.
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Imprest Account Reimbursements: Last day to submit reimbursement requests for imprest checking/ petty cash accounts via ServiceNow.
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IDTs: Last day to submit Interdepartmental Sale (IDS) or Interdepartmental Journals (IDJ) requests via ServiceNow.
June 16, 2021
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Service Unit Billings: Last day to submit Service Unit Billing (SUB) files and be received by EAS for June processing.
- Request for invoice adjustment/corrections must be received in the Controller's Office - AR by 5:00 PM for June processing
June 24, 2021
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Deposits: Last day to drop off deposits to the CBO (Patterson). Any revenue remaining in-state projects reverts at year end unless prior approval has been obtained for pre-collected receipts.
June 29, 2021
- Completed University Invoice forms must be received in the Controller's Office - AR by 5:00 PM for June processing
June 30, 2021
- Last day to record invoices online for June processing.
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Purchase Order (PO) Invoice Process Update
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. This form is only to be used for EXISTING PO’s. If you did not get a PO prior to purchasing goods or services over $5,000, that would be a confirming order and needs to be submitted via the Requisition Request form in ServiceNow.
If you have any questions on how to submit your PO invoices into ServiceNow, please contact the CBO helpdesk at 919-515-4226 or email CBO_help@ncsu.edu.
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Remember to Receive Your MarketPlace Order
All MarketPlace orders require receiving within two business days of delivery. Follow these steps to receive your goods:
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Log into MyPack Portal and navigate to: Main Menu > Financial System > MarketPlace > Manage Receivers.
- All orders that require receiving will be listed.
- You can search for a specific order by entering the requisition or purchase order number in the search fields at the top of this page.
- Find the order you want to receive or reject and click on the triangle to the left of the order number. All lines of the order will be shown.
- Enter the date the items were received, the quantity received and choose accept or reject for each line.
- Only enter the amount received in the shipment, do not mark items received that have not arrived.
- Click the Save & Create Receipt button. A pop up window will appear with your receiver number.
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Detailed instructions on receiving can be found in the MarketPlace Manual (page 27). Or check out this video tutorial: How to Enter a Receiver.
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Travel Restrictions
Travel restrictions are still currently in place. All overnight travel and travel outside of North Carolina requires an approved travel exception from EMMC. Without an approved travel exception, overnight travel is NOT ALLOWED. To request an exception to the travel restrictions, individuals can submit an appeal by completing the Travel Appeals Form. The approval form must be uploaded to the Travel Authorization (TA) and Travel Reimbursement (TR); otherwise, the TA and/or TR will be denied back to the traveler. We will ask the traveler to reimburse the college for all unauthorized charges. Restrictions may be reviewed at https://controller.ofa.ncsu.edu/travel-restriction-guidance/.
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Gatherings of People
At this time, NC State guidance for the number of attendees who may attend or participate in activities and events on University-owned, leased, operated, or controlled space, unless specifically addressed otherwise in this document, include:
- Indoor gatherings - not to exceed 100 people per room.
- Outdoor gatherings - individual gatherings not to exceed 200 people.
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Accounts Receivable
Accounts receivable has a new email address. We will use this account for accounts payable inquiries for any billing request we receive and send out invoices from our new account. If any of your customers have any billing questions or concerns, they can reach our accounts receivable department at cbo_accountsreceivable@ncsu.edu.
We are in the office on:
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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.
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Please include a campus box addressed envelope with each deposit to receive your receipt via interoffice mail. Additional resources: NCSU REG.07.30.02 Receipts Center - Deposit of Funds: https://policies.ncsu.edu/regulation/reg-07-30-02/
- Deposits can also be mailed to the CBO: CBO Accounts Receivables, Campus Box 7644, Raleigh, NC 27695-7644.
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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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May Billing Cycle (Past Billing Cycle)
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The May billing cycle (April 21 - May 20) statement deadline is 5 p.m. on May 24.
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To allow cardholders and supervisors adequate time for approval, reconcilers will approve statements by June 4 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 April 30 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 May 21 would be required to submit a JV request via ServiceNow if the transaction was not charged to the appropriate project.
June Billing Cycle (Current Billing Cycle)
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The reconciliation deadline for the June billing cycle (May 21 - June 18) is June 22. However, in order to guarantee reconciliation of transactions, receipts should be uploaded by 3:30 p.m. on June 21.
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Anything uploaded after the June 21 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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RCR Training for REU Students
This is a reminder that the National Science Foundation requires the completion of Responsible Conduct of Research (RCR) training by all undergraduate students funded, in part or in whole, from an NSF grant. This includes any undergraduate student who receives an NSF stipend while participating in an REU program at NC State. The university has an institutional obligation to NSF to ensure that these individuals satisfy their RCR training requirement by completing the CITI Program's RCR course.
REU students are not sent a system-generated notification of their need to complete RCR training. If we do not receive notification from the College Research Office, PI/Program Director, or another individual that there are REU students in need of enrollment in RCR training, we will not know to enroll said students in the training.
To notify the RCR Administrators that one or more REU students require enrollment in RCR training, the following information must be emailed to rcr-administrator@ncsu.edu:
- For each NC State REU student: Full name, email address and/or Unity ID
- For each REU student whose home institution is not NC State: Full name, name of home institution, email address at home institution, email address and/or Unity ID at NC State (if available)
- PI's full name and email address
- The 6-digit Account # associated with each REU student's stipend
- Start and end dates of the REU program
The RCR Administrators will enroll each REU student in the CITI Program's RCR course and email them information about the training, including instructions on how to access and complete it. The RCR Administrator will also monitor and document each student's progress through completion of the training.
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REMINDER: CALS Internal Budget - Not Compatible with Google Folders
As part of the proposal process, CALS utilizes an Internal Budget Excel spreadsheet. For those individuals utilizing a google folder, please do not upload or download the Excel file to a google folder, as we have found that will corrupt the file and remove the formulas. As an alternative, please email the Internal Budget to your Pre-Award Consultant.
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Salary Distribution Changes and Travel - New Processes in Place
Per the University Reg 10.05.02 - Cost Sharing, Section 2.3 “If there will be any direct charges associated with an individual (for example travel or tuition), effort for this individual should be documented either as a direct charge to the project or cost shared.” Therefore, if an individual traveled on a ledger 5 project, they either need to be paid from or cost shared (in TEARS) to that project during the time of their travel.
To ensure compliance with this regulation, new processes have been put into place. It will involve asking the individual submitting the SDC request to request clarification if the individual, being removed retroactively from the project, has traveled on the project and if 100% of their effort is being removed. Additionally, the assigned PAC will be reviewing the SDC to also confirm no associated travel on the retroactive request. If travel is identified, then effort will need to remain on the project.
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NIH to Require Revised Biosketch & Other Support documents
Per the NIH Notice, NOT-OD-21-110, “NIH expects applicants and recipients to use the updated biosketch and other support format for applications, Just-in-Time (JIT) Reports, and Research Performance Progress Reports (RPPRs) as of May 25, 2021. NIH will require the use of the updated format pages for the previously mentioned submissions for anything on and after January 25, 2022. Failure to follow the appropriate formats on or after January 25, 2022 may cause NIH to withdraw applications from or delay consideration of funding.” Please note NIH, similar to NSF, utilizes SciENcv. The library’s guide to creating biosketches using SciENcv and information about ORCID can be found at https://www.lib.ncsu.edu/sciencv-for-biosketches.
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