1. Accounting and Financial Services 207 Howell-McDowell Administration Building Chelsa Hamilton: cshamilton@moreheadstate.edu (606) 783-9049 cshamilton@moreheadstate.edu Penny Hamilton: p.hamilton@moreheadstate.edu(606) 783-9524 p.hamilton@moreheadstate.edu Shana Savard-Hogge s.savard@moreheadstate.edu (606) 783-2132 s.savard@moreheadstate.edu

2. What do you mean by the term “restricted”? -External funding which is limited in usage. -A separate account must be maintained in MSU’s financial system. -Financial reports must be made to outside organizations.

3. What does the Office of Accounting and Financial Services do? Establishing new restricted grants/contracts accounts. Establishing new restricted grants/contracts accounts. Reviewing proposal budgets for financial accuracy and Reviewing proposal budgets for financial accuracy and compliance with University policies. compliance with University policies. Enforcing policies and procedures consistent with federal, state, Enforcing policies and procedures consistent with federal, state, sponsor, and university regulations. sponsor, and university regulations. Approving financial transactions and making deposits for Approving financial transactions and making deposits for restricted funds. restricted funds. Preparing and submitting financial reports and invoices. Preparing and submitting financial reports and invoices. Providing assistance to project director’s and their personnel Providing assistance to project director’s and their personnel Closing out restricted projects. Closing out restricted projects.

4. What does the Project Director do? Ensure that all expenditures and any adjustment to expenditures, are reasonable, allowable, allocable, timely and non-personal; Ensure that all expenditures and any adjustment to expenditures, are reasonable, allowable, allocable, timely and non-personal; Submit adequate documentation with all requests for payment, including reimbursements to the home or other departments; Submit adequate documentation with all requests for payment, including reimbursements to the home or other departments; Ensure compliance with required cost sharing commitments, and provide timely documentation of all cost-sharing; Ensure compliance with required cost sharing commitments, and provide timely documentation of all cost-sharing; Monitor and maintain the committed level of effort on behalf of the restricted project; Monitor and maintain the committed level of effort on behalf of the restricted project; Control the project’s budget, prevent any overdrafts and initiate any necessary transfers; Control the project’s budget, prevent any overdrafts and initiate any necessary transfers; Perform periodic review of charges to the project, as reflected on WebAdvisor, and notify the Office of Accounting & Financial Services of any discrepancies; Perform periodic review of charges to the project, as reflected on WebAdvisor, and notify the Office of Accounting & Financial Services of any discrepancies; Prepare all progress and narrative reports as required by the sponsor, and submit such according to the time schedule outlined; Prepare all progress and narrative reports as required by the sponsor, and submit such according to the time schedule outlined; Provide assistance to the accounting staff as needed and requested; and prevent conflict of interest and/or conflict of commitment. Provide assistance to the accounting staff as needed and requested; and prevent conflict of interest and/or conflict of commitment. Delegating any duties related to the restricted project to other personnel does not relieve the PI of his/her responsibilities.

5. When and how do I get account numbers to begin spending? -Research and Sponsored Programs sends out award packets. -The Office of Accounting and Financial Services sends out an email to the Project Director and to the Dean that includes the name and the account number of the grant. -The account cannot be established before the start date of the award.

6. Your Account Number The account number assigned to a specific grant/contract is unique. The account number assigned to a specific grant/contract is unique.XX-XXXXXXXX-XXXXXXX First set of numbers are the FUND. First set of numbers are the FUND. Second set of numbers are the UNIT. Second set of numbers are the UNIT. Third set of numbers are the OBJECT CODE. Third set of numbers are the OBJECT CODE.

7. How do I see my account? How do I see my account? How do I see my account? -In order to get access to view your account you must: Complete the online FERPA workshop. Complete the online Purchase Requisition and Budget Viewing workshop. -Available on Administrative Computer Applications website. -Contact ACA for support 606-783-2009.

8. What am I seeing on WebAdvisor? Budget Budget Requisitions Requisitions Encumbrances Encumbrances Actuals (Expenses) Actuals (Expenses) Balance Balance WebAdvisor will show what is being spent from each object code, how much money is remaining, encumbrances that are remaining, etc. WebAdvisor will show what is being spent from each object code, how much money is remaining, encumbrances that are remaining, etc.

9. How do I pay for things? Personnel Action Request (PAR) Personnel Action Request (PAR) Procurement Credit Card “Pro-Card” Procurement Credit Card “Pro-Card” Purchase Requisition Purchase Requisition On-Campus Transaction On-Campus Transaction Travel Request Travel Request Check Requests Check Requests

10. How do I pay salaries? Personnel Action Request (PAR) Personnel Action Request (PAR) If an employee/employer relationship can be established. Personal Services Contract (PSC) Personal Services Contract (PSC) For individuals who are non-employees, consultants, or professional service (catering, speakers, entertainment, etc. Check Request Check Request MUST have subcontract on file!

11. How do I get a work-study? All work-study awards are made in conjunction with the Financial Aid Office. All work-study awards are made in conjunction with the Financial Aid Office. –Do NOT work students before they have been approved by Financial Aid Department, the Office of Accounting and Financial Services, and Payroll. –Student Employee Supervisor handbook.

12. How do I buy materials, supplies from external sources? Procurement Credit Card Procurement Credit Card -Limited to $500 per day per vendor. -Limited to a maximum of 80% of current budget. Purchase Requisition Purchase Requisition-On-line

13. How do I buy items from MSU’s bookstore, printing office, testing center, etc.? On-Campus Transaction form On-Campus Transaction form Bring the form to the Office of Accounting & Financial Services. –We encumber the funds and send the request to the bookstore, printing, etc. –After the purchase is complete that department will send the completed order to the Office of Accounting & Financial Services and the expense will be charged to your restricted project.

14. How do I pay for travel? Complete a “Travel Request” before you travel. Complete a “Travel Request” before you travel. Complete a “Travel Expense Voucher” after the trip is complete. Complete a “Travel Expense Voucher” after the trip is complete. -Forms are available on the Office of Accounting and Financial Services Website. -MSU’s travel manual is also available. Includes mileage rate link.

15. What do Check Requests pay for? Membership fees (5141100) Membership fees (5141100) External Postage (5171200) External Postage (5171200) Stipends (5145500) Stipends (5145500) Professional Dues (5145400) Professional Dues (5145400) Advertisements (5171390 or 5171400) Advertisements (5171390 or 5171400) Certain Reimbursements to Individuals Certain Reimbursements to Individuals

16. May I purchase items with personal funds then get reimbursed? Yes, but it is strongly discouraged and should be kept to a minimum. Yes, but it is strongly discouraged and should be kept to a minimum. To get a reimbursement, prepare a “Check Request” payable to yourself and attach all original receipts. To get a reimbursement, prepare a “Check Request” payable to yourself and attach all original receipts.

17. When will I get my check for travel or personal reimbursement? The A/P department prints checks twice a week – on Tuesday and Friday. The A/P department prints checks twice a week – on Tuesday and Friday.

18. What are basic spending guidelines? All expenses must be ALLOWABLE All expenses must be ALLOWABLE –reasonable –necessary –timely –non-personal

19. What are basic spending guidelines? (cont.) All expenses must have been: All expenses must have been: – incurred between the beginning and ending date of the project. –services must have been performed between the beginning and ending date of the project. –and goods must have been received between the beginning and ending date of the project. DO NOT WAIT UNTIL TWO WEEKS BEFORE YOUR GRANT ENDS TO SPEND FUNDS!!!

20. I tried to purchase an item but was told I did not have enough money. It is against university policy to have "red“ or negative accounts. All transfers must be allowed by the funding agency. All transfers must be allowed by the funding agency. All transfers must be within the same FUND. All transfers must be within the same FUND. Transfers cannot credit or decrease a line item more than what remains. Transfers cannot credit or decrease a line item more than what remains. Credit the object code you are taking money FROM. Debit the object code the money is going TO. Use On-Campus Transaction form PLEASE MARK BUDGET ADJUSTMENT! Use On-Campus Transaction form PLEASE MARK BUDGET ADJUSTMENT!

21. I need to travel but I do not see that object code in WebAdvisor. You are strongly encouraged to budget and code your expenses within these categories at the proposal stage so each specific purpose can be tracked throughout the life of your project. You are strongly encouraged to budget and code your expenses within these categories at the proposal stage so each specific purpose can be tracked throughout the life of your project. If you decide after the grant award has been approved that you need to make changes to your budget work with Research and Sponsored programs. If you decide after the grant award has been approved that you need to make changes to your budget work with Research and Sponsored programs.

22. My department paid for supplies for my grant—what do I do to pay them? This is referred to as a Cost Transfer. This is referred to as a Cost Transfer. Initiate an "On-Campus Transaction" form, debiting the account number which should be paying for the expense and crediting the account number that was originally charged. Initiate an "On-Campus Transaction" form, debiting the account number which should be paying for the expense and crediting the account number that was originally charged. –PLEASE MARK “GENERAL LEDGER” –Enter a description including the vendor name and voucher number. Attach documentation. –Explain why your department purchased items instead of the restricted account. –MUST BE DONE WITHIN 90 DAYS OF TRANSACTION!!!!

23. My project crosses fiscal years. How soon after July 1 st will my funds be available for spending? To bring remaining budgeted funds forward is a time-consuming manual process. To bring remaining budgeted funds forward is a time-consuming manual process. Funds cannot be brought forward until after MSU's official cut-off for old year transactions Funds cannot be brought forward until after MSU's official cut-off for old year transactions In anticipation of this delay, please try to order sufficient supplies or materials prior to MSU's fiscal year to cover your needs for several weeks.

24. I did not spend all of my budgeted funds. Will the money be carried forward? No. All allowable costs must have been incurred between the beginning and ending date of the project. No. All allowable costs must have been incurred between the beginning and ending date of the project.-Exceptions -Funding Agency written approval. -Projects that have a life span of more than a year.

25. The paperwork I received from R&SP has cost-share. What is that? Does it matter? Yes!!! Yes!!! Federal regulations require all costs associated with a particular externally funded grant/contract must be properly documented. Federal regulations require all costs associated with a particular externally funded grant/contract must be properly documented. –without regard to which entity is paying for them (MSU or the agency).

26. Why do I get these emails about Time and Effort Certification? – Any employee (full time or part time) paid from a grant or listed under cost share of a grant must complete. This procedure is commonly known as time and effort. This is a federal regulation in OMB A-21. Exempt employees (salaried) are to complete a report for each of the 4 academic terms listed. Exempt employees (salaried) are to complete a report for each of the 4 academic terms listed. Non-exempt (hourly) employees are to complete a report for each calendar month. Non-exempt (hourly) employees are to complete a report for each calendar month. All reports are due within 10 days following the close of the applicable period.

27. Things to Remember: Look at your grant/contract paperwork Look at your grant/contract paperwork –What is your project period? –Do you have a cost share commitment? –What expense lines do you have? –Does the funding agency allow budget transfers?

28. Things to Remember: All expenses must be DOCUMENTED All expenses must be DOCUMENTED –keep for 3 years

29. Things to Remember: Submit forms for reimbursement Submit forms for reimbursement –in a timely manner –filled out properly –authorized –with proper documentation –before the end date

30. Things to Remember: Time and Effort Time and Effort –Time and Effort reports are MANDATORY! –Without them we are NOT IN COMPLIANCE with federal regulations!

31. In the end… Restricted Fund Accounting requires special attention and work—but these projects help support the research, instruction and outreach activities of Morehead State University. Restricted Fund Accounting requires special attention and work—but these projects help support the research, instruction and outreach activities of Morehead State University.