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Research Administrator’s Forum - School of Medicine -. Presented by Sponsored Projects Accounting October 2, 2003. HRMS Update. Recent meetings with research intensive department at both HT and Med School.

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Research administrator s forum school of medicine

Research Administrator’s Forum- School of Medicine -

Presented by Sponsored Projects Accounting

October 2, 2003


Hrms update

HRMS Update

  • Recent meetings with research intensive department at both HT and Med School.

  • Significant discussion about encumbrances, data entry, biweekly payroll and overall workload.

  • HRMS team revising fall workplan based on feedback from meetings.


Hrms cont

HRMS, cont.

  • Install new server.

  • Create a reporting database.

  • Create user committee.

  • Create additional training materials / instructions.

  • Schedule upcoming PUG meeting.


Encumbrances

Encumbrances

  • Entire encumbrance process was evaluated and re-tested during August.

  • On-line page for reviewing encumbrance details by account or individual.

  • Retain history of encumbrance details, which will help identify issues.


Encumbrances cont

Encumbrances, cont.

  • Multiple programming changes have been implemented during September

    • Erroneous calculation of encumbrance for some individuals with academic pay.

    • Incorrect encumbrance for bwk employees when a future profile is processed for a new account.

    • Modification of timing for encumbering / de-encumbering.


New policies

New Policies

  • Entertainment Events - buob #3550

  • Business Events - buob #3553

  • Sponsored Projects Events - buob #3566

  • Memorial Contributions - buob #3443

  • Gifts, Prizes & Awards

    • Non employees, buob #3554

    • Employees, buob #3569


Entertainment expenses

Entertainment Expenses

  • Meals, activities, or events whose purpose is to promote and further the mission of the University.

  • Generally result from dealings with people outside the University.

  • A valid business reason is required.


Entertainment expenses cont

Entertainment Expenses, cont.

  • Cost of events should take into consideration the expected benefit to be derived from the event.

  • Alcoholic beverages should be discouraged and kept to a minimum.

  • Cost should not exceed $XX per person.

  • Gratuities should not exceed 22%.


Business events

Business Events

  • Expenses incurred as a result of normal business operations.

  • Usually involves only people from inside the University.

  • Valid business reason required.

    • Improving employee moral

    • retirement and farewell reception

    • staff appreciation

    • light refreshments during meetings


Business events cont

Business Events, cont.

  • Business Events are generally less extravagant than Entertainment Events.

  • Alcoholic beverages should be discouraged at all Business Events.

  • Restrictions and limits will be determined.


Sponsored projects events

Sponsored Projects Events

  • Events and meal expenses incurred in order to meet the goals and objectives of a sponsored project.

  • Expenses must be charged in accordance with agency guidelines and as provided for in the award.

  • A valid project reason is required.

    • Human subjects meals

    • Project related conferences and symposiums


Sponsored projects events cont

Sponsored Projects Events, cont.

  • Alcoholic beverages are unallowable.

  • Cost of meals should not normally exceed $50 (before gratuities) per person.

  • Requests for an exception to the sponsoring agency’s policy must be submitted to and coordinated by Sponsored Projects Accounting (SPA).


Memorial contributions

Memorial Contributions

  • Items given to express empathy or sympathy, typically given for a serious illness or death.

  • Includes flowers and monetary donations.

  • Payment should be issued directly to the vendor, when possible.


Gifts prizes awards

Gifts, Prizes & Awards

  • Items given to express appreciation for others contribution to the effort of the University or department and may be taxable to the recipient.

  • Gifts -

    • Includes gift certificates, flowers, plaques, hams, etc.

    • Cash or cash equivalents are always taxable to the recipient.


Gifts prizes awards cont

Gifts, Prizes & Awards, cont.

  • Prizes & Awards -

    • Items given as result of some condition being met, including incentive-based programs or winning a contest.

    • Are always taxable to the recipient.

    • Restrictions and limits will be determined


Research administrator s forum school of medicine1

Research Administrator’s Forum- School of Medicine -

Presented by Sponsored Projects Accounting

October 2, 2003


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