Business Operations October Newsletter
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FOR CBO HELP:
919-515-4226 or cbo_help@ncsu.edu
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Enhancements to CALS Business Services Structure
We are pleased to share information about an upcoming refinement to our Business Services organizational structure to effectively respond to increasing business transaction volume and to provide improved services to our twelve academic departments and numerous centers, research stations and field labs, and county operations. Learn about the changes taking place and how they support our mission to provide excellent customer service and help meet the goals of our university and college.
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Upcoming Business Partners Meeting
Join us for our upcoming Business Partners meeting on
November 13
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.
These meetings are used to share valuable information and updates to CALS' departments that impact our ability to effectively and efficiently carry out business operations for our college, while maintaining compliance with policies and regulations. If you are unable to attend the meeting or view it live, please visit our
Business Partners webpage
to view the recording and meeting slides, and share any pertinent information with your departments.
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New ServiceNow Forms
On
October 15
, the following forms will be updated in ServiceNow and will include updated instructions, information, and submission guidelines: Billing Requests (IDS/IDB, External Billing), JVs/IDJs, Requisitions, Vouchers/Invoices, and Wex forms. Additionally, two new forms have been added: the Non-Employee Travel Supplier Request form and the Personal Reimbursement form.
Follow this link
to view a video overview that covers the updates and changes.
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Updates to CBO Helpline
The CBO helpline, (919) 515-4CBO (4226), is a business support line to provide our college employees with assistance regarding business needs. In order to improve the ease of contacting a Program Associate with an immediate need, the helpline has been updated with the following options:
- Option 1: PCard related inquiries
- Option 2: Travel Approval related inquiries
- Option 3: Accounts Receivable inquiries (internal/external NCSU billing and deposits)
- Option 4: General Accounting inquiries
- Option 5: All other inquiries
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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.
September PCard Statements
The September PCard statement deadline is
5 p.m.
on
October 21.
CALS CBO Reconcilers will approve statements at the college level by
October 8.
If the cardholder is missing additional information they will receive an email from their reconciler via
cals_cbo_pcard@ncsu.edu
.
During the statement approval process, reconcilers review the statements for reconciliation errors and will process JV’s where necessary. Cardholders who did not have their PCard receipts uploaded into the PCard Center by
September 23
should submit a JV request via ServiceNow if required.
October PCard Reconciliation
The reconciliation deadline for October is
October 22
. To guarantee reconciliation of PCard transactions, please ensure the following:
- Upload receipts within 1-3 days of the transaction date.
- Avoid uploading all receipts the day before or on the day of reconciliation deadline.
In preparation for the close of the billing cycle, reconcilers will prioritize reconciliation of transactions for cardholders who have uploaded all receipts by
October 21
. Cardholders who do not have their PCard receipts uploaded by this date may be asked to submit a JV request via ServiceNow if required.
When uploading PCard receipts, please remember the following:
- Itemized receipts must include:
- Vendor Name and Address
- Date of Order
- Description of item(s) purchased
- Quantity of item(s) purchased
- Shipping to address,
- Total breakdown of expenses
- A detailed business purpose should be written on the receipt or in the comments box and should describe in a sentence or two how the item or service is used, such as “ X was purchased for the purpose of Y”. An indication of “maintenance supply” or “lab supply” does not provide sufficient information to ensure the proper coding of transactions.
- Provide the project phase when you do not want to use your project default for the transaction, travel authorization number when applicable, and any other necessary documentation.
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New Way to Contribute Thoughts about the ERA Project - RED
The ERA Project Management Team has created a form to allow people to easily and openly share their thoughts about the ERA Project. The new Enterprise Research Administration (ERA) system, also dubbed Research Enterprise Data system (RED), was developed to streamline research activities across the university and will replace the PINS and RADAR systems. Implementation of ERA is being done in phases over the course of several years. You can now share ideas, suggestions or concerns about the ERA Project or RED system by visiting t
he
ERA Contact Page
(Unity ID required), scroll down to “What’s on your mind?” and fill out the form to share your feedback with the ERA Project team. Providing a name and email address is optional if respondents prefer to remain anonymous, and there is no limit to the number of responses that can be submitted.
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Grant Close-outs Routing Changes Coming in October
The university is updating the routing of Closeout forms within the PeopleSoft system. The updates are going through final testing and more information will be shared this month. Please note, as the CALS Contracts & Grants team receives updates they will be distributed to CALS faculty and staff.
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Federal Fiscal Year End
With the federal fiscal year ending September 30, charges can no longer be moved onto or off of federal appropriations. Requests should not be made to move prior federal fiscal year expenses as these can not be completed.
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New Expiring Comp Time Reports
The university has updated both the “HR Dashboard” and “For Managers” tiles in the PeopleSoft HR System Homepage to reflect expiring comp time information. This will allow managers and supervisors to have a better understanding of payouts that will be reflected in their financials. If you have any questions or concerns, please feel free to reach out to CALS HR or your Position Budget Consultant.
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Welcome Alicia Clark, CBO Administrative Programs Manager
Alicia Clark joins the CBO team with more than ten years of program management experience with the State of North Carolina. Most recently, Alicia served as an employment analyst with the North Carolina Department of Commerce where she provided program and policy guidance on NC workforce programs. Alicia is a graduate of NC State University with a bachelor's degree in Psychology. Alicia has programmatic oversight over a number of college administrative programs, including Federal Excess Personal Property (FEPP), Capital Asset Management System (CAMS), and System Access Request (SAR). Alicia's office is located in G021A, Patterson Hall.
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Welcome Paul Merry, Position Budget Consultant
Paul Merry joins the CBO team as the newest member of the Budget Office. Paul comes to us from Ohio State University where he served as the fiscal officer for the Department of Chemistry and Biochemistry. He will be responsible for the CALS eStore, Service Center rates and supporting NCCES and some of our campus departments. Please feel free to reach out to Paul directly by email at
pjmerry@ncsu.edu
or by phone at 919-515-6379.
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Welcome Jolie
Kajioka
, Business Services Supervisor
Please join us in welcoming new Business Services Supervisor, Jolie Kajioka, to the Accounts Payable team. Jolie joins us from the College of Engineering, where she served as the Contracts and Grants Manager. Prior to her current role, she was a Bookkeeper within the College of Engineering and previously worked with UNC Chapel Hill and Ashford University. Jolie will be in the office formerly occupied by Shelia Walden.
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Resources Available to CALS Faculty and Staff
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NC State Cloud, HPC and Other Research Storage Options
Did you know there are a wealth of resources available to faculty and staff related to HPC, Cloud, and other storage? You can find more information about these resources on the
CALS IT research storage webpage
. Additionally, if you are interested in Cloud Services at NC State, please
follow this link
for recommendations and a checklist for prospective users.
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NC State Libraries Resources
Data Visualization Services:
The Data & Visualization Services department helps students and researchers develop critical data science and visualization skills through expert consultations, instruction, and access to computing resources and software. They assist with data discovery, data wrangling, data analysis, geospatial data techniques, and visualization. Please
follow this link
for additional information or contact them to discuss your data and visualization-related needs at
http://go.ncsu.edu/dvs-request
.
Virtual & Augmented Realities:
Virtual reality (VR) is a realistic and immersive simulation of a three-dimensional environment, created using interactive software and hardware, and experienced or controlled by movement of the body. Augmented reality (AR) is an enhanced image or environment as viewed on a screen or other display, produced by overlaying computer-generated images, sounds, or other data on a real-world environment.
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