Mason Template 2: Title Slide
CHSS Info Session
WINTER 2017
February 21, 2017
Agenda 10:30 am – 10:40am Introductions 10:40 am - noon
Finance Team Presentation and Q & A
noon
Lunch
-
1:00pm
General Budget/HR FY17 & FY18 • • • •
CHSS started FY17 with deficit, expect to end EVEN Waiting to hear about FY18 bonus/raise Expecting cut in FY18 ($775K for CHSS) Fringe rates increasing
General • Tuition Waivers are no longer “free” • Permanent Employees cannot come back and work for 6 months • New BTS tenured faculty Review Date • 2nd buyout will be at 15%
Spring Calendar
JUN
Fall Health Insurance eligible students list due to Provost’s Office – students enroll beginning of Fall 2017 (Jul-Sep)
MAY
•
MAR
• • • • • •
Depts. submit Dept Funding Change Forms for Spring grant effort (cont.) Graduate Funding Allocation memos FY18 distributed to the departments First pay check for Adjuncts: Feb 16th Last day for students to enroll in Student Health Insurance: (Feb 15th) BTS open for departments to enter FY18 Teaching Load (Feb 12 – Feb 24) GL funds transferred from PT to GA accounts within departments PT budget analysis and adjustments completed Fiscal Year end A/P deadlines published (contact Dean’s office if copy needed) Department/Program budget meetings Spring tuition waivers reconciled Term Faculty Reappointment Contract March 31 BTS opens for Summer School 2017 Academic year 2018 tuition rates established BTS opens for FY 2018 Fall GA and PT assignments
FEB
• • • • • • • •
BTS Teaching Load (new) - View/Update
BTS Teaching Load (new) - View/Update
Updates & Reminders • Federal Work Study Budget– plenty of funding remaining for FY17 • Reconciliations - keep current and filed
Updated Reconciliation Policy • Expect future E&G and Grant internal audits • Documented certifications reconciler and approver/PI signature and date
• Electronic certifications are preferred • Reconciler and approver/PI cannot be the same person
Updated Reconciliation Policy Reconcile, Reconcile, Reconcile! • Monthly reconciliations of grants is strongly encouraged • Reconcile grants through closeout (not just through project end date)
• Shared folder standard naming convention: FUND#_PI Name_Period Reconciled 202222 Cohen Jan-Feb 2017
Subsidized Graduate Health Insurance (SGHI) • SGHI will continue as is for the foreseeable future. • Students are eligible for 3 years of subsidy while at GMU. If a student used that subsidy while in another School, your department would be responsible for that subsidy. • When students resign GA assignments early, they keep the SGHI if they are still enrolled in your program. If a student leaves the GA assignment and the program, coverage is cancelled. • Departments are responsible for the subsidy for all students that resign assignments and continue with the program, if they have exhausted 3 years of Provost support. • The department cannot ask/require the student to pay the subsidy if this happens.
WAIVERS • With the new budget model, waivers effect CHSS differently. • The GA Allocation Memo is the guideline to be used when issuing waivers. Waivers are intended to be used as part of the GA package and not intended for GL’s. • Grant funded GA’s should not be given waivers, unless an exception has been approved by the Dean’s Office.
MasonOnBoard Non-Benefited Hiring Process New on-line system for hiringWage,StudentWage, Work Study and Adjunct positions. • If the employee has never worked for Mason before. Hiring packet must be generated in MasonOnBoard. • If the employee had a break in service of over one year, a rehire packet must be generated in MasonOnBoard.
• Access will be granted to system upon completion of training.
EZ EPAF – AFFILIATE PLACEHOLDER New Employee Upload Placeholder “NE
Used to establish person as “employee” in Banner. A. Allow’s Registrar’s office to assign employee as “Instructor of Record. B. Generates the GMU email and access to Blackboard. C. Allows the hiring record to be included in the upload file and automated injection into Banner.
EZ-EPAF EPAF’s will be delayed in processing for the following reasons: • Incorrect employee category( ECLS) chosen. • Incorrect hrs. per week/ hrs. per pay period. • Missing comments for OSP. • Approval for additional labor hours when student has existing graduate assistantship.
Sponsored Research BTS Funding Change Forms Update We are getting there…..
FY16 QTR 1&2 75% Reallocations 25% Future
FY17 QTR 1&2 40% Reallocations 60% Future
Sponsored Research Consulting Account Codes (73442/73441)
http://fiscal.gmu.edu/purchasing/purchase-goods-or-services/buy-specialized-procurement-by-category/#consultingservices
Sponsored Research Consulting Account Codes (73442/73441) Itemizing Travel Expenses on Consultant/Contractor Invoice Statement from the Purchasing Office: “You can communicate back to the advisory group that we (purchasing) will not require consultants or subcontractors to routinely provide travel receipts going forward, although we reserve the right to ask for them as backup if there is a question on a specific charge. Please also communicate to the group the following: The overwhelming majority of our consultants, on non-grant purchases, agree to comply with Commonwealth food and hotel travel per diems. I highly recommend that this stipulation be included as a negotiation point when PI’s have outside parties who will be traveling.”
Sponsored Research Reminder: Processing Journal Vouchers If processing a JV on a federally funded grant, please remember to use the Federally Sponsored JV forms
Sponsored Research Payroll Expense Reports • OSP prefers reports be returned to them within 30 days of initial notice - CHSS Dean’s office emails initial notice to grant admin • 30 day past due notice - CHSS Dean’s office emails 45 day deadline to grant admin and PI • 45 day past due notice - OSP included CHSS Dean on email past due notice - CHSS Dean’s office emails 50/55/60 day deadline to grant admin, PI and Department Chair • If not received in OSP office by 60 day deadline - Will result in salary charges moved to a non-sponsored source of funding
Sponsored Research Buyout Policy Update Effective for FY18 For a 2:2 teaching load 1st course buyout 15% 2nd course buyout 15% 3rd course buyout 25%
Human Resources Full Time Faculty Hiring Proposal • New electronic faculty hiring process – Request Tracking System https://rts.gmu.edu • Training available upon request, but not required. • Faculty Hiring Workflow Instruction Manual available.
Human Resources RTS Reminders/Tips • Before submitting for Dean’s Office Review, obtain department chair approval first. • For Moving and Relocation, always select Statement #3. • GMU ID Info tab asks for G number and GMU email address. Submit EZ-EPAF to establish an Affiliate assignment as a “placeholder.”
Human Resources General Information •
Term Faculty Reappointment Contracts deadline: March 31
•
Search committee training is required annually for all members of a search committee.
•
When faculty/staff separate from the university, keep on file: - Employee Separation Checklist - Property Clearance Checklist
Thank you for coming!
Please remember to turn in your evaluation.
WINTER 2017
February 21, 2017
Agenda 10:30 am – 10:40am Introductions 10:40 am - noon
Finance Team Presentation and Q & A
noon
Lunch
-
1:00pm
General Budget/HR FY17 & FY18 • • • •
CHSS started FY17 with deficit, expect to end EVEN Waiting to hear about FY18 bonus/raise Expecting cut in FY18 ($775K for CHSS) Fringe rates increasing
General • Tuition Waivers are no longer “free” • Permanent Employees cannot come back and work for 6 months • New BTS tenured faculty Review Date • 2nd buyout will be at 15%
Spring Calendar
JUN
Fall Health Insurance eligible students list due to Provost’s Office – students enroll beginning of Fall 2017 (Jul-Sep)
MAY
•
MAR
• • • • • •
Depts. submit Dept Funding Change Forms for Spring grant effort (cont.) Graduate Funding Allocation memos FY18 distributed to the departments First pay check for Adjuncts: Feb 16th Last day for students to enroll in Student Health Insurance: (Feb 15th) BTS open for departments to enter FY18 Teaching Load (Feb 12 – Feb 24) GL funds transferred from PT to GA accounts within departments PT budget analysis and adjustments completed Fiscal Year end A/P deadlines published (contact Dean’s office if copy needed) Department/Program budget meetings Spring tuition waivers reconciled Term Faculty Reappointment Contract March 31 BTS opens for Summer School 2017 Academic year 2018 tuition rates established BTS opens for FY 2018 Fall GA and PT assignments
FEB
• • • • • • • •
BTS Teaching Load (new) - View/Update
BTS Teaching Load (new) - View/Update
Updates & Reminders • Federal Work Study Budget– plenty of funding remaining for FY17 • Reconciliations - keep current and filed
Updated Reconciliation Policy • Expect future E&G and Grant internal audits • Documented certifications reconciler and approver/PI signature and date
• Electronic certifications are preferred • Reconciler and approver/PI cannot be the same person
Updated Reconciliation Policy Reconcile, Reconcile, Reconcile! • Monthly reconciliations of grants is strongly encouraged • Reconcile grants through closeout (not just through project end date)
• Shared folder standard naming convention: FUND#_PI Name_Period Reconciled 202222 Cohen Jan-Feb 2017
Subsidized Graduate Health Insurance (SGHI) • SGHI will continue as is for the foreseeable future. • Students are eligible for 3 years of subsidy while at GMU. If a student used that subsidy while in another School, your department would be responsible for that subsidy. • When students resign GA assignments early, they keep the SGHI if they are still enrolled in your program. If a student leaves the GA assignment and the program, coverage is cancelled. • Departments are responsible for the subsidy for all students that resign assignments and continue with the program, if they have exhausted 3 years of Provost support. • The department cannot ask/require the student to pay the subsidy if this happens.
WAIVERS • With the new budget model, waivers effect CHSS differently. • The GA Allocation Memo is the guideline to be used when issuing waivers. Waivers are intended to be used as part of the GA package and not intended for GL’s. • Grant funded GA’s should not be given waivers, unless an exception has been approved by the Dean’s Office.
MasonOnBoard Non-Benefited Hiring Process New on-line system for hiringWage,StudentWage, Work Study and Adjunct positions. • If the employee has never worked for Mason before. Hiring packet must be generated in MasonOnBoard. • If the employee had a break in service of over one year, a rehire packet must be generated in MasonOnBoard.
• Access will be granted to system upon completion of training.
EZ EPAF – AFFILIATE PLACEHOLDER New Employee Upload Placeholder “NE
Used to establish person as “employee” in Banner. A. Allow’s Registrar’s office to assign employee as “Instructor of Record. B. Generates the GMU email and access to Blackboard. C. Allows the hiring record to be included in the upload file and automated injection into Banner.
EZ-EPAF EPAF’s will be delayed in processing for the following reasons: • Incorrect employee category( ECLS) chosen. • Incorrect hrs. per week/ hrs. per pay period. • Missing comments for OSP. • Approval for additional labor hours when student has existing graduate assistantship.
Sponsored Research BTS Funding Change Forms Update We are getting there…..
FY16 QTR 1&2 75% Reallocations 25% Future
FY17 QTR 1&2 40% Reallocations 60% Future
Sponsored Research Consulting Account Codes (73442/73441)
http://fiscal.gmu.edu/purchasing/purchase-goods-or-services/buy-specialized-procurement-by-category/#consultingservices
Sponsored Research Consulting Account Codes (73442/73441) Itemizing Travel Expenses on Consultant/Contractor Invoice Statement from the Purchasing Office: “You can communicate back to the advisory group that we (purchasing) will not require consultants or subcontractors to routinely provide travel receipts going forward, although we reserve the right to ask for them as backup if there is a question on a specific charge. Please also communicate to the group the following: The overwhelming majority of our consultants, on non-grant purchases, agree to comply with Commonwealth food and hotel travel per diems. I highly recommend that this stipulation be included as a negotiation point when PI’s have outside parties who will be traveling.”
Sponsored Research Reminder: Processing Journal Vouchers If processing a JV on a federally funded grant, please remember to use the Federally Sponsored JV forms
Sponsored Research Payroll Expense Reports • OSP prefers reports be returned to them within 30 days of initial notice - CHSS Dean’s office emails initial notice to grant admin • 30 day past due notice - CHSS Dean’s office emails 45 day deadline to grant admin and PI • 45 day past due notice - OSP included CHSS Dean on email past due notice - CHSS Dean’s office emails 50/55/60 day deadline to grant admin, PI and Department Chair • If not received in OSP office by 60 day deadline - Will result in salary charges moved to a non-sponsored source of funding
Sponsored Research Buyout Policy Update Effective for FY18 For a 2:2 teaching load 1st course buyout 15% 2nd course buyout 15% 3rd course buyout 25%
Human Resources Full Time Faculty Hiring Proposal • New electronic faculty hiring process – Request Tracking System https://rts.gmu.edu • Training available upon request, but not required. • Faculty Hiring Workflow Instruction Manual available.
Human Resources RTS Reminders/Tips • Before submitting for Dean’s Office Review, obtain department chair approval first. • For Moving and Relocation, always select Statement #3. • GMU ID Info tab asks for G number and GMU email address. Submit EZ-EPAF to establish an Affiliate assignment as a “placeholder.”
Human Resources General Information •
Term Faculty Reappointment Contracts deadline: March 31
•
Search committee training is required annually for all members of a search committee.
•
When faculty/staff separate from the university, keep on file: - Employee Separation Checklist - Property Clearance Checklist
Thank you for coming!
Please remember to turn in your evaluation.
