1. Payroll Certification Demonstration Project Payroll Certification Demonstration Project Now I Know How to do it the Right Way! Rich Andrews University of California, Irvine May 14, 2013

2. UC Riverside Payroll Certification Status through March 31, 2013 1,542 Payroll Certifications generated from April 2011 through March 2013 1,542 Payroll Certifications generated from April 2011 through March 2013 5 Payroll Certifications outstanding at May 13, 2013 5 Payroll Certifications outstanding at May 13, 2013 97.4% of Payroll Certifications returned within 30 days = Timely 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 entrance conference scheduled on June 3, 2013 Audit Period: January 1, 2010 through March 31, 2013 Audit Period: January 1, 2010 through March 31, 2013 Scope: 1 year of Effort Reports and 2 years of Payroll Certifications Scope: 1 year of Effort Reports and 2 years of Payroll Certifications 5 person audit team 5 person audit team On site for 3 weeks 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 2,539 Payroll Certifications generated from April 2011 through February 2013 13 Payroll Certifications delinquent at May 1, 2013 13 Payroll Certifications delinquent at May 1, 2013 97% of Payroll Certifications returned within 60 days = Timely 97% of Payroll Certifications returned within 60 days = Timely HHS/NSF audit planned for September HHS/NSF audit planned for September

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

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

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

8. Payroll Certifications Questions ?