Topic Speaker Time Frame

Welcome & Introductions

Elizabeth Foster, Program Manager, TRAIN® elizabethf@usf.edu, 813.974.6081 CRAN Members

10:00-10:10

USF Controller’s Office Payroll - RETs and RSA and defaulting budgetary

exceptions Travel - 2016 Florida Legislature House Bill 5003, changes

to Travel Requirements

USF Office of the General Counsel and USF Controller’s Office

- International Partnerships, working abroad

Robin Davis, CPP Associate Controller Payroll and Tax robindavis@usf.edu, 813.974.8062

Sheraine Araujo Manager, Travel sheraine@usf.edu, 813.974.5672 Hilary Black, Sr. Associate General Counsel hblack@usf.edu, 813.974.0749

Anne Jetmudsen, Tax Advisor, UCO ajetmud@usf.edu, 813.233.2398

10:10-10:45

(10 minutes)

(10 minutes)

(15 minutes)

USF Research and Innovation Sponsored Research - Staffing updates - Telecommunication charges, FY17

- Status of updated forms

- New Travel form Research Integrity & Compliance - Cuba Travel Requirements

TRAIN - Database, Academy of Certified Research Administrators at USF

- Enrollment Open: CRA-USF Basic & Advanced

Stephanie Rios, Assistant Director srios@usf.edu, 813.974.6095

Eric Kern, Manager, Grant Financial Administrator erickern@usf.edu, 813.974.6001 Chanda Haywood, Assistant Director chaywood@usf.edu, 813.974.7009 Marsha Pesch, Export Control Officer mpesch@usf.edu, 813.974.6368 Elizabeth Foster, Program Manager elizabethf@usf.edu, 813.974.6081

10:45-11:15

(15 minutes)

(10 minutes)

(5 minutes)

Open Discussion

CRAN Members 11:15-11:30

College Research Administrators Network

IDR Building, Oak View Rooms I & II October 20, 2016, 10:00 – 11:30am

Meeting Agenda

*Meeting agenda is subject to change without notice. Every effort is made to conduct the meeting within the scheduled timeframes, and in keeping with the scheduled topics and speakers. Your understanding is appreciated when circumstances necessitate last minute, or on-the-spot changes. NOTE: 11:30 – 12:00 CRAN members are invited to continue the discussion on any agenda items. The Oak View Room will remain available until Noon for those who wish to stay after the meeting for the purposes of discussing CRAN-related topics in a smaller group setting.

• Beginning with the 10.20.16 CRAN meeting,

snacks and refreshments are pot-luck style.

• Skirted tables are set up for anyone who brings breakfast snacks to

share with meeting participants.

• Coffee and food items are also available for purchase

at Café Connect, located in the Galleria.

• Laura Beagles

• Erin Bhagvat

• Jaime Davis

• David Doyle

• BJ Fortune

• Anne Gallacher

• Julie Kuhn

• Karen Mann

USF TRAIN® Ambassadors make recommendations

for CRAN meeting agenda items

• Kristene Manning

• Sarah Martin

• Mary Parrish

• Elida Porro

• Kimberly Read

• Janet Reyes

• Sheryl Stire

• Grace Wang

RET Processing

GEMS-NewAcct@admin.usf.edu

Not a valid email account any longer

UCO_Payroll_Accounting@usf.edu

Primary email account for anything Payroll Accounting related

Emails addressed either same or no later than next business day

Lorinda Stroup

New Payroll Accounting Manager

Mauro ‘Mickey’ Perdomo - New Accounting Specialist

RET Processing

When can we (everyone) submit RETs?

You can submit RETs anytime to our Service Now box

When can we (Payroll) process RETs?

Payroll can only process RETs during certain days

Between PPFUND and Payroll posting, we cannot process RETs

PPFUND is run Wednesday after Payroll Confirm in the afternoon.

Payroll Posting is the Monday following payday/payroll check date

RET Processing is all manual

Follows a similar budget checking process like Payroll Posting with FAST

RET Form

RET Processing

Most Common Reasons for RETs

RFM Account Codes not created in time

Combo Codes not created in time

Not enough time to make the payroll distribution changes in the budget table

Can make distribution changes anytime except after first budget check is run

After first budget check is run – only 3 options available

Default, Post Budget or Override

First budget check run on Thursday before payday

No more distribution changes, no more combo code requests for current pay period

will be done

After a chartfield for an employee has been defaulted for two pay periods, UCO Payroll

Accounting will change the employee’s distribution to the department default for the

chartfield that is defaulting.

After payroll posts, you can begin making distribution changes again

RET Processing

Reasons for RET requests:

At the time, we thought the project account number was to remain open

throughout its five year life. According to the sponsor a different number should

be opened each year. This expense is for year 2.

I don’t know why this happened

Data Keying Error

N/A

Unknown reason – but payroll defaulted

The dog ate my distribution

UCO Payroll would like to get the reasons so that we can identify training

opportunities as well as be pro-active and assist rather than reactive

RET Processing

What we are doing –

Trying to be more proactive

Monitoring RET reasons as they come in

Following up with high-volume RET requestors

Training more folks in Payroll Accounting to process RETs

Going to set deadlines where combo codes will be loaded on a schedule

To set an expectation on when received and when they will be posted

Re-enforcing deadlines

Trying to be more proactive with communications and training

RET Processing

We have been working with Janet and Elida over at FMHI

Designing a training class to assist –

With payroll distribution and what dates to use

With how to do RSA checking and what RSA checking really is

RET Processing

What’s next/on the horizon?

Working with Systems to try and see if there is a more automated RET processing

Is there a load available?

What else would make it easier for Payroll and for others

On the 5 year plan to open up integration points between GEMS and FAST for more

real-time budget checking abilities

If you notice the same types of errors happening, please send us an email so

that we can work with you to try and resolve some of this

UCO_Payroll_Accounting@usf.edu

Combo Code Loads

New Standard Process In Place Effective Immediately

Any combo code received in the UCO_Payroll_Accounting box by the close of

business (5pm) on day 1 – will be loaded and new combo codes created no

later than noon on day 3

If you submit a combo code creation request today by 5pm, the combo codes will

be created no later than Monday at 12noon

We cannot change distributions to newly created combo codes after budget

checking has begun

We are working to get a Service Now Group created for Combo Codes and

Distribution Requests so that these changes can be tracked more easily, and

we can perform metrics on the requests

UCO Payroll Page

http://www.usf.edu/business-finance/controller/

Payroll Info List Serv

LISTSERV.USF.EDU

Info posted regarding Payroll Postings, etc.

USFPAYROLLINFO USF Payroll Info (143 Subscribers)

RSA Checking

What it does and doesn’t tell

The RSA process was designed several years ago to combine the money that will

be charged based on the department budget table setup.

• The process takes the dollar amounts from an employee’s paycheck (earnings,

deductions, taxes) and the most recent distribution for the employee and allocates the

dollar amounts according to the most recent budget table entry.

• This process does not place anything into actuals – the RSA process is a “view only” and

does not necessarily reflect what will appear in actuals.

This is meant to be used as a barometer to bring to attention issues that could

potentially cause distribution issues.

• If potential issues are identified, further research is required by the department to

verify the validity of the potential issue.

WHAT RSA DOES NOT DO

• Does not reflect any distribution due to a combo code override done

during processing.

• These are mainly submitted on the PCAF or Retro Rate Increase forms.

• Combo code overrides are done by Payroll during processing at the request of

departments submitting PCAF’s or RTA forms.

• Does not reflect partial pay period distributions.• Example: If and employee has a change in their distribution part way through a

pay period, RSA will only show the most recent distribution.

• Once Payroll runs the process to populate actuals, both portions of the

• distribution will be reflected at the corrected percentages per the budget table

entry.

• Does not necessarily reflect true errors when there is a ‘parent’ / ‘child’

relationship

• Does not reflect if distribution dates are incorrect or if an employee has no

specified distribution for any part of the pay period.

• If an employee has no entry in the budget table they will not show up on the RSA

checking.

• If an employee’s budget table distribution does not encompass the whole pay period, or

from their start date in Job Data, the RSA check will not reflect this.

• RSA will show the employee being fully distributed per their distribution in the

budget table, even though once in actuals, part of their distribution will go to the

department default.

• ie if the pay period begins on 09/28, and the distribution row in the budget table

begins on 09/29 – there will be one day of default distribution

Questions?

Comments/Suggestions can be sent to UCO_Payroll_Accounting@usf.edu

From: USF Travel [mailto:TRAVEL@LISTSERV.USF.EDU] On Behalf Of Araujo, Sheraine Sent: Friday, September 23, 2016 12:58 PM To: TRAVEL@LISTSERV.USF.EDU Subject: 2016 Florida Legislature House Bill 5003 – changes to Travel Requirements

Dear Travel Customer,

The 2016 Florida Legislature passed House Bill 5003, and as per section 120 provided below,

lodging expenses paid with state funding may not exceed $150 for travel to events organized or

sponsored by a state agency.

“Section 120. In order to implement appropriations in the 2016-2017 General Appropriations

Act for state employee travel and notwithstanding s. 112.061, Florida Statutes, costs for lodging

associated with a meeting, conference, or convention organized or sponsored in whole or in part

by a state agency or the judicial branch may not exceed$150 per day. An employee may expend

his or her own funds for any lodging expenses in excess of $150 per day. This section expires

July 1, 2017.”

This only applies to lodging expenses paid using state funding, for University of South Florida

employees that attend an event that the University of South Florida is sponsoring or organizing.

Lodging can be paid for up to $150 using state funding. Amount exceeding $150 may be paid

through an alternative funding source.

Travelers and Department personnel should ensure that the requirements of this law are met

when organizing events, making arrangements for travel and submitting expense reports.

For more details on this click https://www.flsenate.gov/Session/Bill/2016/5003/BillText/er/PDF

Please share with others in your department or in other departments who would need to be aware

of this change.

If you have any questions, please contact the Travel Help Desk at travelhelp@usf.edu .

Sheraine Araujo _______________________________________________________________ MANAGER, TRAVEL, CONTROLLER'S OFFICE, UNIVERSITY OF SOUTH FLORIDA 4202 E. Fowler Ave., ALN147, Tampa, FL 33620 Phone(813)974-5672 • sheraine@usf.edu • Travel Website

_____________________________________________________________________________________ - 2016 Florida Legislature House Bill 5003 states that lodging expenses paid with state funding

may not exceed $150 for travel to events organized or sponsored by a state agency - Announcement was sent on Travel ListServ on September 23rd and a follow-up clarification was

sent on October 4th. - Anyone involved with Travel, please join the ListServ- Travel departments primary means of

communicating any changes- visit the Travel website to sign up. - House Bill 5003 was passed in April as part of the state budget appropriations and is effective

July 1 2016. - Travel was not made aware until mid-September – apologize for the late announcement - Confirmed with USF’s Office of the General Counsel that this only applies to USF employees and

for events sponsored or organized by USF - State funds include al E &G funds and state sponsored grants - Any amount exceeding $150 may be paid through an alternative funding source - For travel expense reports already paid since July 1 departments will need to reallocate the

amount over $150 to a non-state funded chartfield - Not the same as the $200 limit for lodging where you need approval. This only relates to state

funding .

International Programs

Hilary Black

Senior Associate General Counsel

Office of the General Counsel

Global programs or projects need to be compliant with U.S. law, but may also

trigger legal and compliance issues in the host country jurisdiction depending

on the level of involvement in the host country. The requirements vary

greatly by jurisdiction.

Need to establish legal presence

Hiring local citizens

Signing contracts, renting or leasing space

Long-term presence

Generating in-country income

Staffing options for programs in foreign locations

Sub-contract with a registered local entity in the host country (i.e. university in

jurisdiction; ngo)

Engage foreign national as independent contractor (must pass independent

contractor test)

Contract with in-country employment intermediary (Kelly Services, Manpower,

Sannam S4)

Hire foreign national directly in-country (must factor into budget the cost of PE,

legal counsel, and increased liability)

Summary:

Contact OGC before you structure an international program. If needed, we

can engage local counsel in the host country to advise on the requirements to

establish a presence or potential other solutions. Establishing a presence can

be costly and needs to be considered in the budget of the program.

Alternative staffing solutions should also be considered in the budget of the

program if warranted.

USF Research & Innovation, Sponsored Research Stephanie Rios, Assistant Director

Staffing updates: New staff: Melody Spencer, Marlene Rebisz, Kimberly Materazzo, and Tricia Ramgoolie. Melissa Cecil will be starting in early November. Nina Pemberton is leaving Sponsored Research.

FY2017, Sponsored Research will not be funding telecommunications. Please contact Stephanie with any specific questions.

Eric Kern, Manager, Grant Financial Administrator

Forms being updated: GBR, Underwrite, Subaccount Establishment/Project Transfer

GBR is the first form being worked on. Modifications to GBR are now being tested among a small group of users for feedback.

Questions/suggestions can be sent to Elizabeth or Eric who are working with the TRAIN Ambassadors.

Chanda Haywood, Assistant Director

New travel form doesn’t require anything different than what users are doing right now

Project ID will look for a specific state employer – will print out with specific new fields if that is the case

Hopefully will help with manual recreations

Only affects specific state of Florida sponsors Here is the complete list of Sponsors with the added attribute –

State of Florida DFS Agencies

FAST CUSTID Name Type

GRT11714 Agency for Healthcare Administration STAT

60111 FL Department of Children and Families STAT

60141 FL Department of Corrections STAT

60112 FL Department of Education STAT

60133 FL Department of Elder Affairs STAT

60134 FL Department of Environmental Protection STAT

60109 FL Department of Health STAT

GRT11356 FL Department of Law Enforcement STAT

60142 FL Department of State STAT

60143 FL Department of Transportation STAT

61133 FL Fish and Wildlife Conservation Commission STAT

60144 FL Game and Freshwater Fish STAT

GRT10435 Florida Transportation Commission STAT

Marsha Pesch, Export Control Officer Research Integrity & Compliance USF Research & Innovation Cuba Travel Requirements

Cuba is still comprehensively sanctioned even though the laws are changing

Still many requirements for travel

Do NOT sign any type of agreement in Cuba, need to be reviewed and amended by OEC first.

Must have either a general license (there are 12 types) or a specific license

Certifications are available on the website for use with professional meetings, research or education purposes

Many regulations, form tells faculty specifically what they can and cannot do

Encourage travel to Cuba, but we want to do it responsibly so people don’t get stuck at customs/border patrol on the way back

Must have a full-time schedule if you go to Cuba

Are working in conjunction with general counsel, but if you have an employee that is going to be working in a foreign country for an extended period of time, let both Marsha and the general counsel’s office know

CRA-USF/Advanced Courseshttp://www.usf.edu/research-innovation/train/e-cra-enroll.aspx