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Bren School Group Project Financial Managers’ Meeting. Bren Financial & Operations Team Members. Kim Fugate Financial & Operations Manager Bren 2516, x3540 Frank Soares Payroll/Travel Coordinator Bren 2522, x6114 Connie Fourqurean Purchasing Coordinator Bren 2522, x6114 Sage Davis

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bren financial operations team members
Bren Financial & Operations Team Members

Kim Fugate

Financial & Operations Manager

Bren 2516, x3540

Frank Soares

Payroll/Travel Coordinator

Bren 2522, x6114

Connie Fourqurean

Purchasing Coordinator

Bren 2522, x6114

Sage Davis

Building Manager

Bren 1016, Cell 805-448-0028

  • Each Group Project is provide a total budget of $1,500 (State funded).
    • $1,300 for supplies, materials, travel, etc.
    • $200 for Bren Printing (photocopying and printer quota)
  • Printing Funds
    • Group will decide on allocation of printer funds. e.g one designate assigned to print, or two designates. Funds will be allocated to each member’s personal printing account.
    • Contact Connie at [email protected] to request printing funds allocation and copier codes.
    • Printing and photocopying is: .05 cents/page.
    • Financial Manager must track copies within budget; overdraft by designate are routed to personal BARC accounts.
funding cont d
Funding cont’d
  • Extramural Funding – Three Types
    • Paid Direct
      • Funds given directly to group project for use
      • Client pays for expenditures like travel
      • No contract required to receive funding
funding cont d1
Funding cont’d
  • Gifts
    • Funds given to UCSB with general direction for use
    • No Deliverables
    • Generally unrestricted uses
    • No contract required to receive funding
    • DO NOT contact donors directly. Communication with donors is made by the Development Team – Jennifer Deacon
funding cont d2
Funding cont’d
  • Contracts and Grants
    • Funds given to UCSB with specific stipulations
    • Deliverables – Progress reports and findings
    • Funding uses restricted by contract and university C & G rules
    • Official university signature and approval from the Office of Research required to accept funding
    • All C & G activities run through the Financial Team – Kim Fugate
    • Potential Indirect Cost
funding cont d3
Funding cont’d
  • You are not authorized to sign anything or enter into any agreements on behalf of the University of California!
  • This includes Memos of Understanding, Confidentiality Agreements, Non Disclosure Agreements
  • Purchase Orders
    • UCSB uses Purchase orders (PO’s) for the bulk of purchases
    • PO requests can be made using the online order form on the Bren Website
    • Orders are placed by the Financial Team. The requestor is notified when the item has arrived
    • PO’s can be given directly to the purchaser for use locally
    • UCSB Credit Card – a.k.a “FlexCard” can be an option.
purchasing cont d
Purchasing cont’d
  • Reimbursements
    • Purchasing GP materials and then getting reimbursed is allowed but generally discouraged
    • Original receipts are required for all expense claims
    • Submit original receipts noting what the expense was for and what Project Code to charge.
    • Lost Discounts are not reimbursable
    • Reimbursements must be signed by the Financial Manager

[email protected]

  • Allowable Expenses
    • Transportation
      • Airfare – economy only
      • Train/Bus/Taxi (no limo service)
      • Rental Car and Gas – Deny insurance coverage
      • Personal Car Mileage – Currently $0.555 per mile
    • Hotel
    • Food
      • Domestic – up to $64 for a 24 hour period, with original itemized receipt(s)
      • International – Per diem per State Dept website
    • Conference Registration
    • Parking
    • Names must appear on all receipts (including meal receipts)
travel cont d
Travel cont’d
  • Non-allowable Expenses
    • Alcohol (state funds)
    • Personal Entertainment
    • Limos/Hotel Suites/First Class Airfare, upgrades non-refundable
    • Internet Package Deals
  • Travel Reimbursement Worksheets
    • Domestic
    • Foreign
  • Travel must take place prior to reimbursement

Turnaround time for checks ~ 4-6 weeks

travel cont d1
Travel cont’d
  • Travel Advances
    • 2 Weeks to process
    • Check sent to address indicated on form
    • Must submit travel voucher when trip is completed and no later than 30 days upon completion of travel
    • Travel Advance Worksheet
  • Booking as a group – Meals, Hotels, Flights
  • UC Travel Center
  • Direct Billing – Local Hotels
  • UCSB Transportation Services

[email protected]

  • Provide meals at business meetings
    • Light refreshments and simple meals are allowable
      • Bagels and Coffee
      • Light Lunch
    • Only to be used for entertaining clients from off campus
    • Not for celebratory events
    • Check with Finance Team for donor funds!
entertainment cont d
Entertainment cont’d
  • Documentation
    • Itemized Receipt
    • Names of attendees – everyone
    • Affiliation
    • Reason for business meeting
  • Use the form – Business Meeting/Entertainment Worksheet
  • Entertainment is always an out of pocket reimbursement
  • Hiring someone to work for your Group
    • Editing
    • Compiling Research
    • Surveys
  • Questions we have to ask
    • Are they legally allowed to work in the US?
    • Do they already work elsewhere on campus?
    • Do they have a SSN or ITIN?
    • Should they be a contract employee?
  • Talk to us before offering anyone a job!
contracts for services
Contracts for Services
  • Personal Services Agreements
    • Business Services
      • Request for Services doc
      • At least 2 weeks in advance
      • Insurance requirements
      • Plan way in advance!
    • Letter Agreement
      • Small total cost
      • Done in Bren
  • Arms Length Policy = No Friends/Family/Co-workers
  • Must be eligible to work in US
phone codes
Phone Codes
  • Authorization Code
    • Five digit code for calling off campus
    • Can be used from any UCSB phone
    • All costs for making calls charged to your GP code
    • Use for conference calls
    • Billed in arrears
parking permits
Parking Permits
  • Four Kinds
    • Guest Parking - $8/day – Park in student/visitors lots. Closest Mesa Parking Structure (lot 18). Permits Picked up at Info Kiosk.
    • VIP Permits - $10/day – Park in any faculty/staff/student lot – Closest Bren Lot. Permits Picked up at Info Kiosk
    • Reserved Space - $30/day – Specific parking space reserved in any lot.
    • All parking permits must be requested through the Financial Team. [email protected]
bren website
Bren Website

All forms and information can be found on the Bren website under the Financial Services tab at the top and then Administration.

  • The Group Project Financial Manager doesn’t have to do everything financial
  • Come See Us First