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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Business Partners Bi-Weekly Meetings
Bi-weekly meetings with primary business partners and HR coordinators are held virtually every other Tuesday to provide the most recent updates regarding Business Operations and Human Resources related topics.
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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Gathering Limits
Effective Monday, June 14, gathering limitations will be lifted for all indoor and outdoor settings on campus. We encourage all community members to gather safely, be aware that some individuals may not feel comfortable returning to larger gatherings right away, and be respectful of one another.
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Changes in Travel Restrictions
Effective Monday, June 14, there will be no restrictions for domestic university-related travel. Anyone traveling out of the state on university business will be required to have a negative COVID-19 test taken within 72 hours prior to leaving for travel, and a separate negative COVID-19 test within 72 hours upon return. However, travelers who were vaccinated on campus or who have voluntarily submitted their vaccination status using the HealthyPack Portal will be exempt from the travel testing requirement. Additional information about how to provide attestation of test results will be forthcoming.
NC State community members planning international university-related travel must continue to submit a travel exception request for review.
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Travel Authorization for Employees
Employees traveling on University business must have written prior approval from the department head or their designee to qualify for reimbursement of overnight travel costs or meal costs when traveling overnight. Travel Authorization can be done through the Travel center, which can be found at MyPack Portal: North Carolina StateUniversity.
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Travel Authorization for Non Employees
Travel by non-employees must be agreed to in advance by the traveler and the department head or designee as to services to be provided by the traveler and the travel expense commitment made by the department. This is accomplished by a personal service contract, e-mail or a letter explaining the service and commitment, or by using the Non-Employee Travel Authorization Form (AP104). Students and non-resident aliens must use the AP104 for travel authorization purposes. When completing form AP104, the payee’s vendor number should be provided. If no vendor number is available, please request a vendor number using the instructions provided in the Vendor Center Training Manual. Non-employees are subject to the same travel policies as are university employees, including statutory subsistence allowances.
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Updated Forms from University AP
Recently, University AP made modifications to some of their forms. The CALS CBO Documents & Forms page has been updated to reflect the most recent versions.
Direct links to the forms that were updated are listed below:
Please be sure to use the current versions going forward, as using an outdated version may result in push back from University AP.
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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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Confirming Orders
Confirming Orders are purchase orders that are issued AFTER purchases above $5,000, including shipping charges, and that have been received by employees. These orders are normally unauthorized purchases and are not allowed because all purchase orders should be issued BEFORE goods or services are received.
There are times when Confirming Orders are allowed, but Procurement Services MUST be notified PRIOR to submitting a Confirming Order. An example of when a Confirming Order is allowed is an emergency repair of equipment that causes a research project or departmental process to stop.
Requisitions that are processed as Confirming Orders must include an explanation memo from the Requester explaining why the correct University process was not followed and how their department’s business processes will be changed so this does not happen again.
Requisitions that are submitted without the required documentation will be denied and sent back to the department. Once the proper documentation is attached to the requisition, it can then be re-routed for approval by the department, college, and Procurement Services.
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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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June Billing Cycle (Past Billing Cycle)
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The June billing cycle (May 21 - June 18) statement deadline is 5 p.m. on June 22.
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To allow cardholders and supervisors adequate time for approval, reconcilers will approve statements by July 6 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 June 4 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 June 21 would be required to submit a JV request via ServiceNow if the transaction was not charged to the appropriate project.
July Billing Cycle (Current Billing Cycle)
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The reconciliation deadline for the July billing cycle (June 19 - July 20) is July 22. However, in order to guarantee reconciliation of transactions, receipts should be uploaded by 3:30 p.m. on July 21.
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Anything uploaded after the July 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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New Grant Tracking Quarterly Financial Summaries
Through coordination with the CALS Research Committee, CALS C&G will be providing Principal Investigators (PIs) with a Grant Tracking Quarterly Report for all of their active ledger 5 accounts of which they are the Lead PI. The Excel report will contain balances as of the most recent closed month in WRS. This means once F&A costs have posted to WRS, the PAC (Post Award Consultant) can run the reports. This is to ensure all costs for the month are included. For example, July will close around the second week in August; therefore, the financial reporting will begin after the second week of August using the July numbers.
The email notification may include action items that are pending or will need to be taken care of by the PI and/or Business Coordinator. The emails will have a brief summary of the report. Specific details will be listed in the attached spreadsheet for a closer review, including a download from WRS.
View this 13-minute video tutorial for guidance on how to read and utilize the Grant Tracking Summaries.
Any questions, please feel free to reach out to Shirley Patterson, Post Award Manager, or Holly Lipkovich, CALS Director of Research Admin.
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New RADAR Functionality: Financial System Data Tab
A new tool has been added to the Wolfpack Reporting System (WRS). The Award Inquiry tool provides financial data related to sponsored research projects. To take advantage of the Award Inquiry tool, the Financial System Data tab in RADAR has been updated.
Beginning July 1, the Financial System Data tab in RADAR will prompt you to enter WRS, within MyPack Portal. If you are already logged in to MyPack Portal, clicking the new button in RADAR will take you directly to the Award Inquiry tool — which provides all the information you are accustomed to seeing within RADAR itself. If you are not already logged in to MyPack, you will be prompted to do so before being redirected to the Award Inquiry tool.
Current:
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NOTE: The new button that links to WRS will also replace the data table you’re accustomed to seeing in the cumulative list of information that appears when you select the “Show All” tab.
If you do not have access to the Award Inquiry tool, you will need to submit a SAR (Security Access Request) for the Research Administrator role in Financials to your department-level HR representative(s). This can be done via ServiceNow.
If you have any questions about this new functionality or where to find project information within the Award Inquiry tool, please contact sps@ncsu.edu.
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Revised NSF Current and Pending Support FAQs & Table
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Research Data Management Support From the NC State University Libraries
The NC State University Libraries offers resources to support research data management and data sharing for NC State researchers.
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Data & Code Repository: The Libraries’ institutional membership to the Dryad data repository enables any researcher associated with NC State University to deposit and publicly share datasets at no cost. Dryad integrates with Zenodo to support researchers who need to publicly share software and code. Learn more about other data repository options that we recommend.
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Data Management Plans (DMPs): If you need help creating a data management or data sharing plan, we offer the DMPTool and our DMP Review service. For research projects that are already underway, our post-award checklist can help you implement DMPs to keep data safe and available for sharing and reuse.
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Research Data Management advice: Our online guide has advice on all phases of the research data lifecycle including developing data management plans (DMPs) for grant proposals; best practices for storage, organization, and preservation of data; and tips to optimize sharing and discovery of data. Learn more at: http://www.lib.ncsu.edu/do/data-management.
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Customized Support and Training: If you are interested in a one-on-one consultation or a group workshop, please let us know. We'd be happy to customize a presentation or a hands-on workshop to meet your needs.
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Research Enterprise Data (RED) Implementation Update
NCSU recently revised their high-level timeline. They currently anticipate that Proposal Tracking and Award Tracking (PT/AT) — which will work in tandem to replace and substantially improve upon the functionality of RADAR — will go live in late fall 2021. Work on the Proposal Development module, which will replace PINS and allow for system-to-system proposal submissions like Cayuse and similar software, will begin just after the launch of PT/AT.
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Farewell to Summer VanRiper
Kudos to Summer on her new position here at NCSU! Summer's last day with the CBO was June 25. Her workload will be distributed to Accounting Technicians until a replacement has been selected. Please contact Jolie L. Kajioka at jlkajiok@ncsu.edu or Tiffany Bryant at tlbryan3@ncsu.edu if you have any questions or needs.
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