Welcome to Welcome to

““Hot Topics”Hot Topics” … formerly known as … formerly known as Refresher Training!Refresher Training!

Our Purpose Today Is to Our Purpose Today Is to Highlight a Variety of Highlight a Variety of Topics That Have Been Topics That Have Been Identified Through the Identified Through the Business Office and Business Office and Cluster Meetings. Our Goal Cluster Meetings. Our Goal Is to Be To the Point While Is to Be To the Point While Making This Enjoyable. Making This Enjoyable. Thanks For Attending!Thanks For Attending!

Each of our Each of our Correspondents will have Correspondents will have a time for questions a time for questions relative to the topic they relative to the topic they are reporting. Should you are reporting. Should you have specific questions have specific questions relative to an incident in relative to an incident in your area, please hold your area, please hold those questions once we those questions once we have adjourned.have adjourned.

And Now, It’s Time For…And Now, It’s Time For…

WSPS NEWSWSPS NEWS

Funded by America!Funded by America!

Powered by You!Powered by You!

WSPS NEWSWSPS NEWS

I’m your host, I’m your host,

Skippy Ledbottom.Skippy Ledbottom.

Our Lead Story…Our Lead Story…

Age Discrimination in question as a Age Discrimination in question as a ‘Younger’ SPS Staff is considered‘Younger’ SPS Staff is considered

With this lead story, here’s Chief With this lead story, here’s Chief Hovde Correspondent, Mike Hovde Correspondent, Mike Ludwig…Ludwig…

Welcome to Hot Topics Welcome to Hot Topics TrainingTraining

Continuous Continuous Learning is Learning is vital to a vital to a thriving thriving organizatioorganization.n.

Move HighlightsMove Highlights

SPS Staff are located in both YONG SPS Staff are located in both YONG and HOVDEand HOVDE

Proposals still accepted at HOVDE Proposals still accepted at HOVDE – same day service if to HOVDE by – same day service if to HOVDE by 10:00 a.m.10:00 a.m.

New Organizational StructuresNew Organizational Structures Open House for YONGOpen House for YONG

www.purdue.edu/spswww.purdue.edu/sps

Ready, AIMS, Fire!Ready, AIMS, Fire! Our Chief Bureau Our Chief Bureau

Correspondent, Correspondent, Christy Sprinkles Christy Sprinkles reports on reports on targeted efforts in targeted efforts in getting AIMS up getting AIMS up and out…and out…CHRISTY.CHRISTY.

AIMS WebsiteAIMS Website

http://www.http://www.adpcadpc..purduepurdue..eduedu/SPS/aims_upgrade/login.html/SPS/aims_upgrade/login.html

Sports with Matt Sports with Matt “Mad-Dog” Clawson “Mad-Dog” Clawson

Sports with Matt Sports with Matt “Mad-Dog” Clawson“Mad-Dog” Clawson

O.T.!!O.T.!! Who are the Who are the

winners and who winners and who are the losers? are the losers?

Mad Dog?Mad Dog?

Staff Type Policy for charging Overtime FTE Distribution Example Action

Bi-Weekly employeeOvertime is recorded on the Bi-weekly timecard and paid according to FTE distribution.

50%- 5XX-1000-0123 50%- 010-1000-0000

Employee works 40 hours regular time and 4 hours of OT.

Overtime paid as follows: 5XXX-1000-0123- 2hours OT 010-1000-0000- 2hours OT

100%- 5XX-1100-1234

Monthly employee(Non-exempt) (4OA & 7OA)

Business Procedures Manual Monthlyhttp://www.adpc.purdue.edu/BPM/BPM/monthpy2.htmBi-Weeklyhttp://www.adpc.purdue.edu/BPM/BPM/biweek.htm

CLASSIFICATION OF COST ITEMS - Governemntal Blue Bookhttp://www.adpc.purdue.edu/Costing/BPM/cost3.htm

Employee records 40 hours of regular time and 10 hours of overtime.

The department will record the OT on a bi-weekly timcard and pay from an departmental account. If OT is deemed allowable department will clear with an APC back to the SPS account.

Overtime on Sponsored Projects

• Overtime for eligible monthly staff cannot be charged to a sponsored program account. Instead, it must initially be charged to department funds. • At the end of the month when the 1423-D is completed, a determination can be made as to whether the overtime worked was in support of a sponsored program. • If so, and if the overtime is an allowable charge to the account, an Amended Payroll Certification should be processed to transfer the overtime expense to the proper account.

Business Procedures Manual Business Procedures Manual

MonthlyMonthlyhttp://www.http://www.adpcadpc..purduepurdue..eduedu/BPM/BPM/monthpy2./BPM/BPM/monthpy2.htmhtm

Bi-WeeklyBi-Weeklyhttp://www.http://www.adpcadpc..purduepurdue..eduedu/BPM/BPM//BPM/BPM/biweekbiweek..htmhtm

CLASSIFICATION OF COST ITEMS - Governmental Blue BookCLASSIFICATION OF COST ITEMS - Governmental Blue Bookhttp://www.http://www.adpcadpc..purduepurdue..eduedu/Costing/BPM/cost3./Costing/BPM/cost3.htmhtm

Subcontractors…Subcontractors…contractors in submarines.contractors in submarines.

Here’s our Here’s our Oceanography Oceanography Correspondent, Correspondent, “My Bonnie Lies “My Bonnie Lies over the Ocean” over the Ocean” TaylorTaylor

Bonnie!Bonnie!

Subcontractor Payment

ACTION STEPS SPS BUS. OFFICE PI Sets up a log sheet for each subconctract agreement X

Verifies invoice period is within the subcontract project period. X

Verifies the invoice period and invoice number are in sequence with the last paid invoice. (i.e., No overlapping dates and/or No gaps in dates or invoice numbers)

X

Verifies the correct billing terms are per the subcontract agreement being followed. (i.e., is backup provided for specific expenses like travel, equipment, etc. if applicable.)

X

Verifies Cost/share is being reported & backup documentation supplied if applicable. X

Verifies financial reports are submitted if applicable. X

Verifies funds are available to pay the invoice. X

Verifies the accumulated to-date total on the invoice agrees with the SPS accumulated to-date total. X

Invoice Voucher is prepared and appropriate SPS signature obtained. X

Receives the original signed invoice voucher, original subcontractor invoice and appropriate backup. X

Certifies that the subcontractor has performed the work satisfactorily X Certifies that the charges against his research fund are allowable and reasonable for the work done. X

Certifies that the subcontractor has submitted any technical reports which are due. X

Ensure certification by either signing Invoice Voucher, or emailing to Bus. Ofc. that charges are appropriate, reasonable, and work done satisfactorily.

X

Ensures PI certification is on invoice voucher or copy of e-mail certification is attached. X After all approvals have been obtained, the invoice voucher is routed to Disbursements for processing. X

Charging Cost TablesCharging Cost Tables

To our Utilities To our Utilities Correspondent, Correspondent, Leslie Vogel.Leslie Vogel.

Leslie, I see Leslie, I see you’ve included a you’ve included a photo of your photo of your husband. What’s husband. What’s up with that?up with that?

Unlike Circumstance: Unlike Circumstance: an instance that requires an instance that requires specialspecial explanation and explanation and justification.justification.

Guidelines for Charging Costs to Sponsored Projects

Federal

State Projects with Federal Flow

Through

State Projects with no federal flow

through

Industrials and

Foundations Voluntary Support Comments

Clerical & Administrative Salaries

Only as an approved unlike circumstance

Only as an approved unlike circumstance OK OK OK

Office Supplies

Only as an approved unlike circumstance

Only as an approved unlike circumstance OK OK OK

Annual Phone & Data Connections

Only as an approved unlike circumstance

Only as an approved unlike circumstance OK OK OK

High risk category during audit

Food No No No No OK Alcohol No No No No No

Renovation

Only as an approved unlike circumstance

Only as an approved unlike circumstance

Yes, if in proposal & approved by the sponsor

Yes, if in proposal & approved by the sponsor OK

Important Website: CLASSIFICATION OF COST ITEMS - Governmental Blue Book http://www.adpc.purdue.edu/Costing/BPM/chrgindx.htm

““Badges…we don’t need Badges…we don’t need no stinkin’ badges!”no stinkin’ badges!”

Our Western Our Western Correspondent, Correspondent, Jenny Siemers.Jenny Siemers.

Uh, Skippy, that’s Uh, Skippy, that’s budgets, not budgets, not badges.badges.

Rebudgeting of Funds Criteria for a Rebudget:

Covering an Overdraft in another minor. Increasing/Decreasing a budget for another PI or department on the project. Change in the scope of work. Sponsor requires expenditures to stay within budget line item.

Importance of original approved budget:

Maintain the budget as approved by sponsor. o Line Item Expenditures may vary by sponsor. Refer to the actual

award for clarification. o A significant change to the budget may be considered a change in the

scope of work and require prior approval.

You should always contact the SPS Account Manager if you have questions!

Prior Approval Website http://www.adpc.purdue.edu/SPS/html/prior.html

Prior Approval WebsitePrior Approval Website

http://www.http://www.adpcadpc..purduepurdue..eduedu/SPS/html/prior.html/SPS/html/prior.html

Web-errific Resources!Web-errific Resources!

With yet another With yet another shot of her shot of her husband, Leslie husband, Leslie Vogel…Leslie!Vogel…Leslie!

www.purdue.edu/sps

To the Travel DeskTo the Travel Desk

Our Travel Our Travel Correspondent, Correspondent, reporting all the reporting all the way from way from Istanbul, Turkey, Istanbul, Turkey, Joma Roe…Joma.Joma Roe…Joma.

SCENARIO 1

ACCOUNT INDIVIDUAL IS PAID FROM FUNDING SOURCE OF TRAVEL

CERTIFICATION ACTION

General Funds, Fellowships, State of Indiana, Industrial, Non-For-Profit, Foundations,

International Programs, Voluntary Support, Gift Funds (010, 014, 504, 514, 524, 534, 544, 564,

574, 584, 594, 604, 644, 650, 651, 652, 653, 654, 670, 671, 672, 673, 674, 680, 681, 682, 683, 684,

690, 691, 692, 693, 694, 700, 750)

Federal Funds Certification Needed * Travel Does NOT Need to Be Charged to Project Paying Salary

SCENARIO 2

ACCOUNT INDIVIDUAL IS PAID FROM FUNDING SOURCE OF TRAVEL

CERTIFICATION ACTION

100% on Federal Project A Federal Project B No; not acceptable Travel Needs to Be Charged to Project Paying Salary

*Example of Certification for Section 15 of Form 17

"The above named individual is not currently receiving any portion of his/her salary from the above grant application as approved by the sponsoring agency. This memo is to certify that the above named person is actively engaged in research on the above grant and that the approved travel is related to this research. He/she is paid from xxx xxxx-xxxx."

The certification should be typed in Section 15 of the Form 17 or 17B or attached to the form.

These examples are intended to be general and do not attempt to cover all situations. Each case shouldbe considered on the basis of its own merit.

Important Websites:

http://www.adpc.purdue.edu/SPS/html/travelspsfunds.htmlhttp://www.adpc.purdue.edu/Travel/spons1.htm#allowability

Certification on Travel Form 17

Important Websites:http://www.adpc.purdue.edu/SPS/html/travelspsfunds.htmlhttp://www.adpc.purdue.edu/Travel/spons1.htm#allowability

Now, to the Garment Now, to the Garment District on the Upper East District on the Upper East Side…Side…

And our Clothing And our Clothing Accounts guru, Accounts guru, Matt “Mad Dog” Matt “Mad Dog” Clawson with this Clawson with this story.story.

Matt, being a Matt, being a sports guy, you’re sports guy, you’re pulling double pulling double duty?!duty?!

Salary & Wages Supplies & ExpenseSalary & Wages with Supplies & Expense

Academic Business Office Clear overdrafts in excess of $100.00 Clear overdrafts to a ZERO balance.

Clear overdrafts by removing S&W, S&E or a combination of these charges

Sponsored Program Services

Overdrafts of $100.00 or less will be cleared with the appropriate Journal Voucher

SPS will clear any small balances due to F&A rounding

SPS will clear any small balances due to F&A rounding

Overdrafts that do not fit the scenario described above will be discussed with the appropriate staff in order to achieveresolution.

SPS website for Account Management Guidelines

www.adpc.purdue.edu/SPS/docs/amguidel.doc

CLEARING OVERDRAFTS

http://www.adpc.purdue.edu/SPS/PDFfiles/Closacct.pdf

Staying with Closing Staying with Closing AccountsAccounts

Our Gardening Our Gardening Expert, Joma Roe Expert, Joma Roe on Hugging on Hugging Cucumbers.Cucumbers.

Joma!Joma! ““That’s That’s

Encumbrances, Encumbrances, Skippy!”Skippy!”

www.adpc.purdue.edu/Purchase/ariba/F26exceptionTemp.xls www.adpc.purdue.edu/Purchase/ariba/Exception26.doc

And finally, news of a And finally, news of a Family Feud…Family Feud…

The Hatfields and The Hatfields and McCoys…Purdue McCoys…Purdue and IU. All and IU. All legitimate feuds.legitimate feuds.

But today’s story is But today’s story is on 670 vs. 671on 670 vs. 671

Our Human Interest Our Human Interest correspondent, correspondent, Jenny Siemers.Jenny Siemers.

Closing 67X Accounts

Is the account ready to beclosed? (It's expired, allcharges are posted, no

future funding, etc.)

Is fundingcontractual or

voluntarysupport?

Accountmust

remainopen!

NO

will theaccount

receive morefunding?

YES

Is the balance lessthan $200?

NO

VOLUNTARYSUPPORT NO

Fill out theform per

instruction#4

Forwardto SPS

YES

YES

Is the agreementfixed price or costreimbursement?

CONTRACTUAL

Any unexpendedCash balance MUSTbe returned to the

Sponsor by SPS!

FIXEDPRICE

Does a 100Fund Residual

Accountexist?

YES**NOTE: If the balance is greather than 15%, a justification must

be provided AND Academic & SPS approval must be obtained!

NO

**NOTE: Accounting Form 1209must be attached. SPS will

forward to accounting with JV.

COSTREIMBURSEMENT

Instruction #4 http://www.adpc.purdue.edu/SPS/html/i4.html

http://www.adpc.purdue.edu/SPS/html/i4.html

WSPS News Thanks You for WSPS News Thanks You for Making Research @ Purdue Making Research @ Purdue

Thrive!Thrive!

Join us next time for Join us next time for more, up to the more, up to the minute, late minute, late breaking news that breaking news that rocks your world.rocks your world.

This is Skippy This is Skippy Ledbottom saying… Ledbottom saying… Search and Search and Research!Research!

That’s All, Folks!That’s All, Folks!

WSPS News WSPS News CorrespondentsCorrespondents

WSPS News WSPS News CorrespondentsCorrespondents

Jeff Buchanan, Sponsored ProgramsJeff Buchanan, Sponsored Programs Matt Clawson, Psych. & Foreign Lang. Bus. Matt Clawson, Psych. & Foreign Lang. Bus.

Ofc.Ofc. Mike Ludwig, Sponsored ProgramsMike Ludwig, Sponsored Programs Joma Roe, Physics Business OfficeJoma Roe, Physics Business Office Jenny Siemers, Sponsored ProgramsJenny Siemers, Sponsored Programs Christy Sprinkles, Sponsored ProgramsChristy Sprinkles, Sponsored Programs Bonnie Taylor, Sponsored ProgramsBonnie Taylor, Sponsored Programs Leslie Vogel, SPS/Discovery ParkLeslie Vogel, SPS/Discovery Park