Payroll Certification Demonstration Project

1. Payroll CertificationDemonstration Project Now I Know How to do it the Right Way! Rich AndrewsUniversity of California, IrvineMay 14, 2013

2. UC Riverside Payroll Certification Status through March 31, 2013 • 1,542 Payroll Certifications generated from April 2011 through March 2013 • 5 Payroll Certifications outstanding at May 13, 2013 • 97.4% of Payroll Certifications returned within 30 days = Timely

3. UC Riverside Payroll Certification HHS/NSF Audit • Audit entrance conference scheduled on June 3, 2013 • Audit Period: January 1, 2010 through March 31, 2013 • Scope: 1 year of Effort Reports and 2 years of Payroll Certifications • 5 person audit team • On site for 3 weeks

4. UC Irvine Payroll Certification Status through February 28, 2013 • 2,539 Payroll Certifications generated from April 2011 through February 2013 • 13 Payroll Certifications delinquent at May 1, 2013 • 97% of Payroll Certifications returned within 60 days = Timely • HHS/NSF audit planned for September

5. UCI Lessons Learned • Don’t implement a pilot system • Have a ledger based system • Understand the cutoff at the end of the budget year • No need to develop a system • Imbed edits into ledger reports • Have a process to change the budget year end date • Understand Cost Sharing

6. UCI Lessons Learned • Have a system that produces timely salary transfers • Monitor for post certification transfers • Zero dollar salary certifications • Approved pre-award salary expenses and impact on the budget year • Approved post-award salary expenses and impact on budget year

7. UCI Lessons Learned • Provide for electronic approvals • Don’t put percentages on Payroll Expense Reports • Understand the risk of using Payroll Certifications • Payroll Certifications identify issues • Staff really like Payroll Certifications • Faculty also like Payroll Certifications

8. Payroll Certifications Questions?