CU-Boulder Fiscal News

CAMFI$CAL NEWSPUS CONTROLLER’S OFFICE presents In This Issue Save Time— 4 Avoid Cost Transfers December Month-End Close is 5 Tuesday, January 6, 2015 Journal Entry Create and 5 Approval Deadline January 1 Reminder from the 5 PSC: Revised Scope of Work (SOW) Form and New PPSNIH and NSF – New Guides and 6 Updates New Board of Regents 6 Webpage: Principles of Ethical Behavior Administrative Policy 6 Statements under Review Elevate Fin Upgrade—Updates 7 and More Capital Equipment Guidelines 7 and Best Practices Workshop Staff Updates 8 Staff Interview: 8-9 Tzuyea YuArea Accounting | Sponsored Projects Accounting | Central Operations Cost Accounting | Technical Operations

JANUARY2015 Monday Tuesday Wedne 5 6 • Check for Unposted Dec. Journals to • Gift Expenditure cut-off to make the • Dec. Allocations R Correct, Approve or Delete Jan 9 CUF wire transfer System Closes • Finance System campus close • All Unposted Dec for Dec 2014 – 6:00 pm deleted starting at Departments have • Reminder: please do not create, copy them into the validate, or approve Dec JE and PET after 6:00 pm 12 13 • Gift Expenditure cut-off to make the Jan 16 CUF wire transfer 19 20 • Gift Expenditure cut-off to make the • Time collection for Jan 23 CUF wire transfer period ending Jan • Time collection for monthly pay period ending Jan 31 26 27 • Allocation changes and creates due for Jan business. Email Maggie. [email protected] • Creation, validation and departmental approval of cost transfers, JE’s and PETs for Fund 30/31 projects and Fund 34 gift fund journals due for Jan • Gift Expenditure cut-off to make the Jan 30 end-of-month CUF wire transfer 23 • Check for unposted Jan journals to • Finance System campus close • Jan allocations run correct, approve or delete for Jan 2015 – 6:00 pm System closes, so create, validate or • Reminder: please do not create, journals today validate, or approve Jan JEs, BJEs and PETs after 6:00 pm • All unposted Jan j be deleted starting Departments have copy them into the . INSTRU Click here to acces and to add an event to y2 CU Campus Controller’s Office

JANUARY 2015esday Thursday Friday 7 8 9Run and Finance • CIW is now updated with month-end closing entries. Dec statements are Journals will be ready for review and reconciliationt 10:00 a.m. -e until 10:00 am to • Time collection for biweekly paye next period. period ending Jan 3 - 5:00 pm 14 15 16 r biweekly pay 21 22 23n 17 - 5:00 pm 30 • HRMS inquiry only - HR production down for payroll processing 6 28 29 • Deadline for fully approved expense reports to ensure upload for Dec 45n and Finance • CIW is now updated with month-endo please do not closing entries. Jan statements arer approve any Jan ready for review and reconciliationjournals willg at 10:00 am.e until 10:00 am toe next period.UCTIONS ss full descriptions your personal calendar. www.colorado.edu/controller 3

JANUARY2015 CCOSave Time— Avoid Cost Transfers (Funds 30, 31)Acost transfer involves the error provides sufficient justification the original charge recording of an expense in a and in most cases, no further • A justification for the length of timesponsored project FOPPS which documentation is needed by SPA. before the transfer was initiatedhad previously been chargedelsewhere. Cost transfers should —Transfers made between 30 If you have questions about costbe considered an exception and 90 days – send SPA written transfers, please contact Kathyand not the rule and kept to a justification and relevant back-up Loudermilk, SPA Complianceminimum. Timely communication documentation. The explanation Manager at 303.492.1679.between PIs and departmental in the JE header description If you have questions regarding Fundadministrators can reduce the must include: 30/31 Journal Entries, please emailneed for cost transfers/journal • The benefit to the project Jim Sheppard at James.Sheppard@entries (JEs) by appropriately Colorado.EDU.assigning costs from the onset. receiving the expenseDiligent review of financial reports • Why this project did not receivecan help quickly identify anyexpenses that may have been the original chargeincorrectly assigned. • A justification for the length ofThe Campus Controller’s Office time before the transfer was(CCO) has a monthly deadline by initiatedwhich journal entries need to becreated and approved within the —Transfers made after 90 daysdepartment before we will provide require substantial and reasonablesecondary approval. See our justification. The PI must providecalendar for dates, which will vary a written statement to SPA thatby month. Missing this deadline explains:can put the university at risk. JEs • The benefit to the projectcreated after the deadline may failto receive secondary approval in receiving the expensetime for month-end close. • Why this project did not receiveWhen errors are discovered theyshould be corrected quicklybecause time limits apply. Thelimits below pertain to the numberof days after the end of the monthin which the transaction(s) appearson the Cognos statement:—Transfers made within 30days are generally consideredacceptable. An explanation inthe JE header description of the4 CU Campus Controller’s Office

JANUARYO UPDATES2 0 1 5December Month-End Close isTuesday, January 6, 2015Due to multiple campus closures on Friday, December statements will be ready for review andJanuary 2, CU-Boulder December Month- reconciliation in Cognos on Thursday, January 8,End Campus Close is Tue, January 6. System 2015.Close for December (FY2015 Period 6) will becompleted on Wednesday, January 7, 2015. Contact your Area Accountant if you have questions.Journal Entry Create and Approval DeadlineAs noted in the previous article, when journal entries secondary approval for a large volume of journal entries. Thisinvolve Funds 30/31 secondary approval from the Campus additional time allows us to adequately review and approveController’s Office (CCO) is required. This secondary approval these JEs.also applies to Fund 34 JEs. This is to ensure that either thesponsor requirements are being met on projects or the donor Questions? Contact Liz Spencer at Elizabeth.A.Spencer@restrictions on gift funds are adhered to. Colorado.EDU, 303.492.1071 with Fund 34 questions.The CCO has a monthly deadline by which journal entries Check with Jim Sheppard at [email protected] to be created and approved by the department. In EDU if you have Fund 30/31 questions.other words, journal entries need to be created and givendepartmental approval by this deadline, which is typically fivebusiness days prior to the campus close. Any journal entriescreated after this date may not receive secondary approvalin time for campus close. Each month, CCO provides January 1 Reminder from the PSC: Revised Scope of Work (SOW) Form and New PPSPlease review the December 12 issue of the PSC Communicator for details regarding therevised Scope of Work form and new PSC Procedural Statement (PPS) which outlines theSOW review process for proposed independent contractors. www.colorado.edu/controller 5

JANUARY2 0 1 5 NIH and NSF – New Guides and Updates Effective November 25, 2014 NIH released • Additional instructions are now available on o Add “total number” of Collaborators/Co- updated SF424 guides (general, fellowship, SBIR/ how to include administrative staff salaries authors, Co-editors, Graduate Advisors and STTR), along with supplemental instructions. NSF within a budget. Supplemental instructions Postdoctoral Sponsors. released an updated Proposal and Award Policies also incorporate: definitions of MTDC, and Procedures Guide (PAPPG), which applies participant support, and indirect costs per • Budget and budget justification to proposals due on or after December 26, UG. o The GPG has been updated to reflect UG 2014 unless a solicitation states otherwise. The on administrative and clerical salaries, computers, guides from both agencies incorporate changes • The term “Other Significant Contributors participant support, and a minimum 10% IDC in accordance with the new Uniform Guidance, 2 (OSCs)” has been clarified. rate for foreign subcontracts without a negotiated CFR 200. rate. The new agency guides, updates and changes • The submitting party is reminded not to use o It specifies that waived indirect cost equal listed below, will assist when developing agency- ampersands in document file names. cost share, and is not allowed. specific proposals: o Three (3) additional pages for budget NIH SF424 guides are available at http://grants. • If the proposal includes a video it must be justifications per subcontract are allowed. nih.gov/grants/funding/424/index.htm. All of noted in the cover letter. o It requires travel documentation, including the changes to the SF424 guide are shaded in itemization of costs, plus justification of purple within the respective PDFs. They clarify • New information about PHS Additional destination and associated cost. and incorporate definitions from the UG. Review Indirect Costs form for ASSIST proposals is a synopsis of changes incorporated per the UG included. • “Letters of commitment” have been renamed below: “letters of collaboration” and are limited to • NIH notices released since the guides were • The supplemental instructions incorporate stating intent to collaborate. They should many UG definitions. not contain endorsements or evaluation of last updated have been incorporated. These project.  include a new bio sketch format with links To read all NIH “notable changes” visit: http:// to templates, Commons ID requirement for grants.nih.gov/grants/funding/424/index. • A description of NSF’s risk management students and postdocs on RPPRs, updated htm#changes. The information includes: framework is included. resubmission policy, and sponsor eRA o Genomic Data Sharing Policy Commons Role requirement for mentors on o Chimpanzee Research Use Policy • There are new special Exceptions to NSF’s fellowships. o Dual Use Research of Concern Policy Deadline Date Policy, including inclement o New definitions weather. New Board ofRegents Webpage NSF Proposal and Award Policies and • Domestic travel is redefined to include travel Procedures Guide (PAPPG) within and between the U.S., its territories —Principles of Ethical NSF 15-1 PAPPG is available online at http:// and possessions. It no longer includes Behavior— www.nsf.gov/pubs/policydocs/pappguide/ Canada and Mexico. nsf15001/gpg_print.pdf. The Grant Proposal The University of Colorado Board of Guide (GPG) includes many changes that affect The Office of Contracts and Grants (OCG) Regents’ position regarding ethical behavior NSF proposals: Proposal Development team began developing is defined on a new webpage which proposal budgets according to the UG, based on describes “principles of ethical behavior • Project Description a COFAR FAQ, Question .11-4 Effective Dates that articulate a basic ethical framework for o The submitting party is now required to and Applications. Sponsored Project Accounting the decisions, actions and behavior of all name the Broader Impacts section, “Broader (SPA) is working closely with OCG to correctly University of Colorado employees.” Please Impacts of the Proposed Work.” implement the new guidelines. take a moment to review this new webpage. o URLs are not allowed. o The Prior NSF Support section of the If you have any questions about NIH and Project Description must contain complete NSF changes and the effects on proposal bibliographic citations for publications resulting submissions, please contact the Office of from the NSF award. These can also be included Contracts and Grants Proposal Analyst assigned in the References Cited section. to your department. They will assist you in applying the new agency guidelines during the • Biographical sketches proposal process. Proposal Analyst contact o “Location” is now required in the information is available online. Professional Preparation section. o Synergistic activities are limited to only five (5) activities.Administrative PolicyStatements under ReviewThe regular January 1 policy cycle was delayed in December. In addition, a number of changes had been received that affectedthe Policies Under Review for this cycle. To ensure that everyone has a chance to review these additional changes before OPEtakes them to the TEAM, all revised and new policies will be delayed until the February 12th TEAM meeting.A draft summary of the policies that will go forward on January 6th and those planned for off-cycle policy action on February 12this attached.These new drafts will be posted to the OPE website (https://www.cu.edu/ope/policy/aps-under-review) as soon as possible.6 CU Campus Controller’s Office

JANUARY 2015 EUpledvaatetseaFndINMUorpe grade– TrainingEventsBelow is a brief update on the Elevate FIN upgrade project: • The System team continues to work on the System configuration for 9.2. They received the first vendor test move of the 9.2 environment, &referred to as FINSP2. This environment is the first pass of the upgrade. System has completed core testing, started working on configurations, and are also beginning unit testing. FINSP2 is the environment we’ll be using for initial campus testing and validation in preparation for our configuration early next year. • The project team is currently meeting Colorado.EDU). The initial meetings will will be used to gain more detail and assist with campus departments to discuss the be fact finding, and may lead to mini deep with finalizing the system configuration. If upgrade, integrations, gather requirements, dives in the future. the team runs out of space, they will add and address questions and concerns. • Through some of the departmental additional sessions. If you are currently Through these meetings we’ve gained meetings, the team has gained valuable signed up for a deep dive/working session, additional requirements, explored potential insight into requirements for more robust you should have an Outlook calendar improvements, enhancements, and new project tracking, budgeting, analysis, and invitation/appointment on your calendar. integrations we can use with the new control. They will host a project costing The calendar appointment acts as PeopleSoft environment. If you have not deep dive with the initial departments confirmation. If you do not have a calendar met with Laura Snyder and are interested in in January. The meeting will be fact appointment, please check with Laura scheduling a meeting, please contact Laura finding and an in-depth exploration of Snyder ([email protected])! Snyder ([email protected]). the module and needs. If you feel your • If there is a session you would like to • Meetings are scheduled for the Treasury/ teams may benefit, please contact Laura register for, please contact Laura Snyder Cash Management implementation. Snyder ([email protected]), so ([email protected]). Critical meetings will occur with System additional sessions can be scheduled. Also, if you have any feedback regarding the Treasury as well as the Bursar’s offices. If you feel your teams may benefit, please • Below are some key dates to keep in deep dives, the team would like to hear from contact Laura Snyder (Laura.Snyder@ mind, as well as upcoming deep dives you! and working sessions. Working sessions Tue, Feb 10 | 9 – 11:30 am | UMC 247 Capital Equipment Guidelines and Best Practices Workshop The CCO Property Team is hosting a workshop on the guidelines and best practices for managing your department’s capital equipment This is Session I of the 3-session Certified Departmental Property (items costing $5,000+). The workshop will cover the full lifecycle, Manager training.  You can check your MyCU training to see if this purchase to surplus/transfer, explaining the GAAP/GASB/State/ is one you need.  Campus guidelines covering your department’s responsibilities while Contact [email protected] at 303.492.6376 the item is under your control.  Best practices for each task related to the purchase, inventory, transfers, off-campus location, trade-in, and If you have questions regarding the session, and/or register at disposal/surplus will also be covered.  [email protected]. Other key dates:Date Time Title Registration Type Description Depart- m-Fin Statement Reading Class Status ments Learn how to access the Cognos Reporting System, and how to read state-1/13/2015 9:00 am Journal Entries – Regular and ments BudgetELEVATE DATES PS Queries Closed\Full Deep Dive Focused specifically around Journal Entries, both regular and budget, within the All1/8/2015 9:00 am - 4:00 pm new PeopleSoft 9.2 FIN system. Intended for anyone either using these areas or Campus Workflow - Budget interested in learning more about them.1/14/2015 9:00 am - 4:00 pm Closed\Full Session All Workflow – ChartFields and Walk- This session will focus on utilizing Query within Peoplesoft. It will cover how to Campus SpeedTypes through create and run queries, join tables together, and how to determine what tables Workflow - GL to use for queries. This session is intended for those that need a refresher on the ABS, SPA,1/16/2015 8:30 am-10:00 am Open Working query tool or would like to learn how to use it. The information covered in this PBA1/16/2015 10:15 am- 11:45 am Project Costing deep dive Open Session session can also be utilized now in 8.4!1/16/2015 1:00 pm - 2:30 pm Open ABS,1/28/2015 9:00 am - 4:00 pm Open Working We will begin with ABS, SPA, and PBA in the first session. Following, we will be- SPA Session gin campus departmental sessions or Laura S. will gather departmental workflow ABS, Working requirements via one-on-one meetings. SPA Session We will work with ABS and SPA to discuss the ChartFields workflow process PBA, ABS, Deep Dive Leeds, We will begin with ABS and SPA in the first session to discuss the GL workflow CIRES, process. Following, we will begin campus departmental sessions or Laura S. will JILA, SPA gather departmental workflow requirements via one-on-one meetings. FacMan, H&D This meeting will help us gain valuable insight into requirements for more robust project tracking, budgeting, analysis, and control. This initial meeting will be a fact finding and in-depth exploration of the project costing module and needs for your departments. We’d like to keep this initial meeting small, but could add additional sessions if necessary. www.colorado.edu/controller 7

JANUARY2015 S Utaff pdatesAs part of our ongoing commitment to serving the CU-Boulder Campus Community, and as announced previously by Laura Ragin, Campus Controller, we have made several key staff changes to better align with campus needs.As noted in the announcement, Sponsored Projects Accounting now has a new unit: SPA Setup and Closeout, managed byAssistant Director, James Lei. Zahid Ashrafi joins the Campus Controller’s Office as our new Closeout Accountant Lead. Zahidand his family relocated from Orlando, where he worked at University of Central Florida administering the entire financial life-cycle of anaward, from project proposal to close-out. He brings 16 years of contract and grant experience, is a Certified Research Administrator(CRA), and has an amazing passion for research administration.In addition to adding new staff to the team, several employees have moved into new roles:Name New Title/PositionSPA Project Setup and CloseoutGabby Rushing Project Setup AccountantDiana Vidal Project Setup AccountantSylvia Estrada Closeout AccountantSPA Grant AccountantsAndy Wang Grant Accountant SupervisorKaren Stiner Grant Accountant SupervisorNadiya Vovk Grant Accountant SupervisorStephanie Rosario Grant AccountantMary Pfeifer Grant AccountantNasrin Khoshand Grant AccountantSPA Compliance Financial Compliance SupervisorKathy LoudermilkArea Accountants Area Accountant SupervisorElizabeth A. SpencerAs a result of the staff moves noted above, be sure to check the Contact Us section of our new website for grant accountantsponsoring agency updates and responsibility changes.Staff Interview: and excellence in business processes. The most rewarding experiences wereTzuyea Yu A: I was previously with ABS, in the leading the accounting teams and making Assistant Controller’s role for many years. positive differences for all public assistance programs provided by CDHS and 64 The duty I enjoyed the most was providing counties to serve Coloradoans in need.Tzuyea Yu has rejoined the Campus administrative solutions to campus Q: What do you find most interesting Controller’s Office team after leading financial managers and users via outreach in your current work as our Cost consulting services. The most rewarding Analyst?a team at the Colorado Department of part, I found, was to build mutual trust A: The most interesting aspect of the cost analyst work is to have a great degree ofHuman Services and managing a $2B and a partnership among our colleagues hope. In the beginning, I was just like every new employee who has a learning curveoperating budget. We asked about her to carry out CU-Boulder’s mission. For in which to gain extensive experience and new skills. In my work, learning includesexperiences and what she enjoys most from the last ten years I have worked for the establishing Facilities and Administrative cost (F&A) rates, fringe benefit rates,each opportunity she has encountered. Colorado Department of Human Services DAICR calculation, and cost/trend analysis,Q: You were previously with CU- (CDHS). I was part of the controllershipBoulder’s Accounting and Business team, overseeing a $2 billion operatingSupport unit (now Campus Controller’s budget and my fiscal responsibility becameOffice (CCO)), then moved to a position broader and even more challenging.within the State of Colorado. Please Additional duties I have enjoyed the mostshare with us some of the duties you were identifying opportunities that wereenjoyed most in each position. available for creativity, enhancement,8 CU Campus Controller’s Office

JANUARY 2015 Staff Interview: Tzuyea Yu cont’dand more. This job also provides favorable INSTAAR, VCAA, Norlin Library, Student dramatically fulfill and enrich our well-beingchances to utilize my prior knowledge Academic Success Center, Pharmacy, and in all areas of our career, social, financial,of the annual cost allocation plans that I University Learning Center. I have an open physical, and community life. Do youhad done for CDHS on the development mind and a new set of eyes to bring to my wonder what I do in my daily work? It isof fiscal cost impact analysis, formulation hands-on work experience in all things I quite simple – I focus on my attitude: put aof feasible solutions, compliance with the do. My belief is that each small input or smile on my face and a glow in my heart,requirements, origination of defensive any constructive feedback from anyone is be happy, do the best, and have fun!!!responses, and communication with essential to the process of brainstorming,federal agencies to obtain their final and is inspiring for sound business Q: On a personal note, what do youapprovals. Overall, my heart and thoughts decisions. enjoy doing outside of ABS?are driven by any potential to makegenuine contributions to CCO and the Q: What best practices would you A: I very much enjoy reading books,Boulder Campus. share? listening to music, hiking, and taking an easy walk. My routine is described asQ: What do you view as the greatest A: The best practices at work will depend follows: read one pocket book every weekopportunity in this new role? on particular situations. In many cases to feel myself walking into an inventive the following key attributes as a whole story, listen to music every day to bringA: It is my fortune to return at the right time will make a significant difference in harmony into my soul, go hiking when I- as a new era of the Campus Controller’s exceeding anticipated outcomes: goal have free time to appreciate the beauty ofOffice (CCO) began on December 1, 2014 setting, specialist know-how, enthusiasm, nature, and take an easy walk a few times- to a remarkable step-up leading role that dedication, creativity, excellence, every week to have good luck. Recently, Inot only strengthens CCO’s services but innovation, results-driven, empowerment, joined CU Walks and am delighted to takealso matches its strategic vision to align and evaluation. From my perspective, our a short walk during lunch time. When Iwith the “Be Boulder” campaign. The experiences help us set our milestones wear my “CU Walks” T-shirt, I have a stronggreatest opportunity in my new role is to be in the future. We will face challenges and sense of inclusion and connection to staffactive and engaging in the office’s activities unexpected events. Just remember to who do the same activity somewherethat enhance the business’ strategic hold on with our whole heart to meet else on campus. I am truly grateful to joinachievements. CU-Boulder has been my challenges. Everything is going to be such a wonderful program that cares forworking home for many years and I have all right in the end. As time passes, our employees’ well-being in body, mind andworked for several offices, including ABS, experiences with the best practices vitality.A note to the attached picture: 9May 2013 was a fascinating moment for my family. My son received his Master’s Degree from the Business School and my daughter received her bachelor’s degree from theCollege of Arts & Sciences. Amazingly, they graduated at the same time. My son works for CU-Boulder and my daughter is in her second year of a bio-medical PhD program atthe Lund University in Sweden. Six members of my family have attended CU and we sincerely appreciate the higher quality academic and research programs provided to us. Mychildren and I are proud to be a part of the happy family of the CU-Boulder Alumni Association and CU Alumni & Friends. www.colorado.edu/controller

Campus Controller’s Office3100 Marine Street, 4th Floor, 579 UCBBoulder, CO 80309-0579phone 303.492.3166e-mail [email protected] http://www.colorado.edu/controllerweb