Business Operations January Newsletter
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FOR CBO HELP:
919-515-4226 or cbo_help@ncsu.edu
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We Need Your Feedback: 2020 Customer Satisfaction Survey
The
2020 CALS Business Operations Customer Satisfaction Survey
is now available online. The survey should take no more than 10 minutes to complete. The feedback you provide will be extremely valuable for our policies and strategies moving forward and will assist us in our continuous improvement efforts. Please also share the survey with others in your departments who may have feedback to provide.
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Upcoming Business Partners Meeting
Join us for our upcoming Business Partners meeting on
March 18
from
10:30 a.m. - 12 p.m.
in Williams Hall Room 2405, or online at
www.go.ncsu.edu/cbo-partners
as we live stream the meeting.
If you missed the January meeting, you can view the meeting recording and slides, along with the 2020 meeting schedule on our
Business Partners webpage
. Please be sure to share any pertinent information from these meetings with your departments.
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How Can We Contact You?
Please keep your phone numbers and emails updated in the campus directory and encourage other faculty and staff to do so as well so we can contact folks when questions arise. To update the information, please select the “Update My Directory Listing (Faculty/Staff)” on the
NCSU Directory page
.
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Business Purpose Needed on ALL Marketplace Orders
A detailed business purpose must be provided on ALL Marketplace orders to ensure accurate processing and correct account codes are used. The AP Approver team has had to push back a high volume of orders because there is no business purpose.
Effective January 1, 2020
once the approver has contacted the submitter to add a business purpose (when not provided) the approver will hold the requisition for 48 hours. If the requisition has not been updated with the business purpose, the approver will deny the requisition back to the submitter.
A denied requisition CANNOT be edited
, a new requisition will need to be submitted.
An acceptable business purpose will explain how the item is used. For example, “Purchasing X for purpose of Y” or “Purchasing paper towels for rodent lab cages.”
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Mileage Change Updates
Now that the Internal Revenue Service (IRS) has announced 2020 mileage rates, travelers can expect to see mileage rate changes in 2020 travel reimbursement requests. Any changes impacting the University will be communicated by our University Controller’s Office. The CBO has not yet received official communication regarding these expected changes; however, our office will communicate impacts and effective change dates once we have been notified of updates. Until any changes are communicated, travelers should continue to complete travel reimbursement requests as they have done so in the past.
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PCard Updates and 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.
December Billing Cycle (Past Billing Cycle)
The
December
billing cycle (November 21 - December 20) statement deadline is
5 p.m.
on
January 21
. To allow cardholders and supervisors adequate time for approval, reconcilers will approve statements by
January 15
unless additional information is required. If additional information is required in order to approve a statement, cardholders will receive notification by
January 15
from
cals_cbo_pcard@ncsu.edu
. Please be on the lookout for these communications.
Additionally, cardholders who did not have their receipts uploaded for this billing cycle into the PCard Center as of
3:30 p.m.
on
December 20
would be required to submit a JV request via ServiceNow if the transaction was not charged to the appropriate project.
January Billing Cycle (Current Billing Cycle)
The reconciliation deadline for the
January
billing cycle (December 21 - January 17) is
January 22
. However, in order to guarantee reconciliation of transactions, receipts should be uploaded by
3:30 p.m.
on
January 21
. Anything uploaded after the December 20 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 Mandatory Salary Distribution Change (SDC) Training
In the spring of 2020, CALS Budget Office will begin to offer mandatory SDC Training for CALS departments. The course will be offered through REPORTER. A select group of employees will be invited to attend 1 of 3 scheduled training dates. An enrollment invite will be sent from REPORTER to employees when the course becomes active. Beginning July 1, 2020, if an employee has not taken the SDC training, they will not be allowed to submit an SDC request into ServiceNow.
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Salary Split Change for Hatch and State Funds
Any faculty member with a valid Hatch phase is eligible to split their research funding for salary allocations between Hatch and state funds. In order to meet NIFA's 1:1 cost match requirement, the salary split between Hatch and state funds is currently 50/50. Effective with the current federal fiscal year, the splits will change to 30/70 (hatch/state) to better align our expenditures with the annual Hatch award. This split will periodically be reviewed and adjusted by the CALS Budget Office to meet cash flow needs.
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Reminder: NSF to Require SciENcv Biosketches in January 2020
The National Science Foundation (NSF) has designated the National Institutes of Health’s SciENcv (Science Experts Network Curriculum Vitae) as an NSF-approved format for submission of biographical sketch(es).
Beginning with the next iteration of the PAPPG (anticipated effective date, January 2020), NSF will only accept PDFs for biographical sketches that are generated through use of an NSF-approved format.
A description of NSF-approved format(s) will be posted on the NSF website when the PAPPG is issued. Please note this will apply to all key personnel who are required to submit a biosketch.
If you plan to submit or participate on an NSF submission, please follow the below steps to first create an ORCID ID, then a SciENcv biosketch. If there are any questions regarding the process, please contact the NCSU librarians for assistance at
group-lib-citations@ncsu.edu
.
Please follow the instructions below to complete this task as soon as possible:
- Create or link your ORCID record to your Unity ID by clicking "Get Started" at this link: https://ci.lib.ncsu.edu/
- Add your publications to ORCID by following these directions: https://ci.lib.ncsu.edu/user/search-and-link
- If you need help importing publications into your ORCID record, send your CV to the Libraries through this link: https://ci.lib.ncsu.edu/user/cv-service
- Log into SciENcv: https://www.ncbi.nlm.nih.gov/sciencv/ and select "Click here to start"
- Select "See more 3rd party sign in options" and choose "North Carolina State University"
- Log into SciENcv using your Unity ID
- In the upper right corner, go to Settings by clicking on your username
- In Settings, scroll down to "Linked Accounts" and click the "Change" button
- Search for "ORCID" in the "Search for account name" box and select "ORCID" from the results (you should now see your ORCID record in the "Your Linked Accounts" section above)
- Click on "MyNCBI" in the upper right corner to go back to the main dashboard
- Proceed to the "SciENcv" section to start creating biosketches
Additional Information Regarding the SciENcv requirements:
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3D Memo: Contracts & Grants and Student Fees - New Awards
As shared in last month’s newsletter, as part of the implementation of the
3D Memo: Contracts & Grants and Student Fees - New Awards, proposals submitted July 2019 and after did not include a line item for student fees. Therefore, departments should be preparing for the receipt of these awards, including advance notification (per the memo) to impacted graduate students. Please note, re-budgeting to allow for the payment of student fees on these new awards will not be permitted as it is not in line with the 3D memo requirements.
Click here
for the full 3D Memo. See below for relevant
excerpts
from the 3D Memo:
To ensure the University’s compliance with Uniform Guidance, colleges, centers and institutes are instructed as follows:
- Sponsored program proposal budgets should not include student fees except where the funding opportunity explicitly allows fees. Fellowship programs are a common exception. Please consult SPARCS if you have questions about a particular funding opportunity.
- For currently active sponsored projects that include student fees for student employees:
- Where possible, rebudget student fees to include those dollars as part of student stipends.
- Where rebudgeting student fee costs to stipends and the concurrent stipend increase to each student on a given active project is not possible given existing commitments, continuation of the current practice through the project end date is acceptable.
- Renewals and continuations require a change in practice however and students should be provided ample notice of this change.
The University is actively investigating opportunities to establish practices that will allow consistent payment of certain student fees from sponsored projects or other means of mitigating financial difficulties this regulation poses for students, principal investigators or the University in general. The instructions herein will remain in effect unless and until such practices are developed.
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Welcome Keisha Anthony, Sr. Post Award Consultant
We are pleased to announce LaKeisha “Keisha” Anthony joined CALS C&G on January 3 as a Senior Post Award Consultant. Keisha comes to us from UNC Chapel Hill where she has worked as a Grants Specialist. Prior to UNC, Keisha spent over 12 years at NC State working in both the University Contracts & Grants office and in the College of Engineering.
Once her training period ends, Keisha will be taking over
Cassie Saul’s portfolio
.
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