Rubenstein Business Service Center 101

www.uvm.edu/rsenr/businesscenter

Quick overview of what this training is all about:

What to expect: Understand roles of Business Service Center Staff Understand purpose of Walk In Office – Room 304 Learn about primary functions and processes

Overview

Structure of the RBSCManagement: Assistant Dean and Assistant Director Grants Management Coordinators

Set Up, Management, Effort and Closeout Financial Transaction Specialist

Non Sponsored Funds: Chart Strings Transactions (Purcards, Requisitions, etc.) Resources: Vehicles, Copiers, Phones Recruitment, Hiring, Payroll

Agenda

Rose Feenan - Assistant Dean of Business Operations Member of Leadership Team Business Operations Manager HR Senior Administrator RSENR Budget Director Day to Day Oversight of Grant Coordinators (Heather & Deb)

Structure - Management

• Kathleen Wells – Assistant Director of Business Operations• HR Administrator• Day to Day Oversight of the Business Office

• Transactions Specialist (Jackie Bruning)• Purcard Specialist (Francesca Werenko)

Heather Bullet – Grant Management Coordinator- Team B Grant Set Up Management: Effort Reporting, Budgets Close Out

Structure – Grant Management Coordinators

• Deb McAdoo – Grant Management Coordinator- Team A• Grant Set Up• Management: Effort Reporting, Budgets • Close Out

Jackie Bruning– Financial Transaction Specialist Paying a Vendor or Consultant Temporary Employee HR processing Check Requests, Cash Deposits Reimbursements for Faculty Budget reporting on Non Sponsored Funds

Structure – Financial Support

• Francesca Werenko – Purcard Specialist• Purcard reallocation for faculty• Tracking and processing of all RSENR purcards• Reconcile suspense account

Each Faculty and Staff are assigned to a Grant Management Coordinator.

There is one Financial Transaction Specialist who supports all faculty, staff and graduate students in the Aiken Center and Spear Street.

There is one Purcard Specialist who supports all faculty in the Aiken Center and Spear Street. All materials from faculty, staff and graduate students are submitted to the Purcard Specialist.

Faculty and Staff - Assigned Business Support Personnel

RBSC Organizational Chart

Rose

Kathleen

Jackie Francesca

Deb Heather

Gund Institute for Ecological Economics @ Johnson House Nora Shahoud Julianna White for CIAT project

Environment Studies Program (ENVS) @ Bittersweet House Cathy Trivieres

Vermont Cooperative Fish and Wildlife Research @ Aiken Center Theresa Debarge

Additional Financial Support Staff

Aiken Center - Room 304 Initial point of contact for all general inquires. All paperwork is remitted here.

Phone - 656-2592 Staffed by the Financial Transaction Specialists, Jackie Hours:

Mon – Fri: 8:30-4:30 (Closed Lunch hour 12:00-1:00)

RBSC Walk In Office/Help Desk

Chart StringsPurcardsProfessional Services, Purchase of GoodsBAMs-Non Sponsored (Gifts, General Operating Funds)Reimbursements – Travel and Other ExpensesHonorariums

Transactions

CHART STRINGS = BUDGETSOperational Budget-Fund 100 Gift Funds-310, 311Endowments-320, 321

Project Budgets: Sponsored

How to get one Takes 3 to 4 weeks. Must be a full time UVM employee or a Grad Student. Test administered by Purcard Department, a unit of the Disbursement Center. Application is on RBSC webpage. https://www.uvm.edu/rsenr/businesscenter/

Monthly Process All expenses are downloaded from US Bank into PeopleSoft.

Expenses need to be reallocated in PeopleSoft to appropriate budgets/chart string(s). For Faculty the RBSC Financial Transaction Specialist does this task.

Faculty can chose to reallocate in PeopleSoft if they prefer. For Staff and Grad Students - reallocate expenses in PeopleSoft.

The 2nd of every month an email is sent with Purcard Checklist. Email states deadline to submit purcard report and materials to the RBSC. Usually the 12th of every month.

Purcards

http://www.uvm.edu/~cntrllrs/?Page=disburse/purcard.html&SM=disbursemenu.html

UVM Purcard Department Website: Scheduled Trainings, Cardholder Responsibilities, etc.

An agreement is required prior to commencement of any services performed by a firm and/or consultant/individual.

This agreement protects the Univeristy from potential loss and liabilities.

Especially important for services performed on UVM property.

Service Agreements

For Services: All of the above plus a fully executed service agreement prior to the service.

The template(s) for the agreement can be found on the RBSC webpage. http://www.uvm.edu/rsenr/businesscenter/?Page=forms.html

The process of executing the agreement from start to finish is approximately 4 weeks. Example: If outside professional service is to commence November 1, then initiate the service agreement process by October 1st.

Once service agreement is fully executed, work can commence and invoices can be remitted to the budget custodian for approval.

Services should not begin until a Professional Service/Consultant Agreement has been fully executed between the consultant/individual or service provider and UVM’s Purchasing Department.

For Goods: The preferred method of payment is with a purcard for purchases less than $2,500.

For Vendors who do not accept credit cards or purchases of equipment over $2,500 then email the following to your Financial Support Staff or drop off in Room 304.

Vendors new to UVM will need to submit an IRS Form, W9 http://www.uvm.edu/rsenr/businesscenter/?Page=forms.html

Invoice Chart String Approval to pay from the budget custodian.

Foreign Vendors who do not accept credit cards, the process is lengthy and requires additional steps.

Professional Services / Goods

http://www.uvm.edu/rsenr/businesscenter/?Page=forms.html

Definition: Someone who does not currently work for UVM.

Common examples: Guest speaker is reimbursed for travel expenses. Non UVM Colleague purchases materials for UVM workshop.

Required paperwork: Itemized receipts Itemized travel log with starting and return points for mileage RSENR Reimbursement Form.

http://www.uvm.edu/rsenr/businesscenter/?Page=reimburse.html&SM=financialssubmenu.html

Reimbursement for Out of Pocket Expenses: Non UVM employees

http://www.uvm.edu/rsenr/businesscenter/?Page=reimburse.html&SM=financialssubmenu.html

UVM Faculty: Submit itemized receipts and/or travel log to Financial Support Staff Provide purpose of expense/travel Provide chart string

Primary Contacts: Disbursement Center for all staff and grad students Julianna White - CIAT Cathy Trivieres for the ENVS Program Theresa Debarge for VT Cooperative Fish and Wildlife RBSC Financial Support: Jackie Bruning

Reimbursing UVM Faculty

Complete the expense reimbursement form. Link available on RBSC webpage

http://www.uvm.edu/rsenr/businesscenter/?Page=reimburse.html&SM=financialssubmenu.html

Once form is signed by supervisor, send via interoffice mail to the Disbursement Ctr, 19 Roosevelt Highway, Colchester

Include copies of itemized receipts and/or travel log.

It is wise to scan a copy of the reimbursement packet to yourself in the event the packet is lost. This does not happen often but is helpful.

Reimbursing UVM Staff

Complete Student University Business Certification Form Complete the expense reimbursement form. Forms: http://www.uvm.edu/~stdfinsv/paymentstostudents/?Page=reimbursement_univ_business_procedure.html

Once form is signed by supervisor, send via interoffice mail to the Disbursement Ctr at 19 Roosevelt Highway, Colchester Include copies of itemized receipts and/or travel log.

It is wise to scan a copy of the reimbursement packet to yourself in the event the packet is lost. This does not happen often but is helpful.

Reimbursing UVM Grad Students

http://www.uvm.edu/%7Estdfinsv/paymentstostudents/?Page=reimbursement_univ_business_procedure.html

Submit the following to the Walk In Office at room 304 or your financial support staff.

Itemized receipts and/or travel log Reimbursement Form http://www.uvm.edu/rsenr/businesscenter/?Page=reimburse.html&SM=financialssubmenu.html Purpose of expenses/trip A Student University Business certification form.

http://www.uvm.edu/~stdfinsv/paymentstostudents/?Page=reimbursement_student_employee_travel_procedure.html

It is wise to scan a copy of the reimbursement packet to yourself in the event the packet is lost. This does not happen often but is helpful.

Reimbursing UVM Undergrad Students

http://www.uvm.edu/rsenr/businesscenter/?Page=reimburse.html&SM=financialssubmenu.htmlhttp://www.uvm.edu/%7Estdfinsv/paymentstostudents/?Page=reimbursement_student_employee_travel_procedure.html

Travel policy Be sure to thoroughly read through the travel policy prior to travel

Meals policy Be sure to thoroughly read through the meal policy prior to travel

Requests for reimbursements must be received by the disbursement center within 60 calendar days after return from travel.

http://www.uvm.edu/search_results?q_as=travel%20policy http://www.uvm.edu/policies/procure/businessmeals.pdf

Important notes on reimbursements

http://www.uvm.edu/search_results?q_as=travel%20policyhttp://www.uvm.edu/policies/procure/businessmeals.pdf

Typically guest speaker fees who are not associated with UVM For $100 or less submit:

Name and address Chart String with approval from budget custodian Flyer, Brochure, Web Calendar where advertised Employee versus independent contractor form. RBSC Forms web page

http://www.uvm.edu/rsenr/businesscenter/?Page=forms.html For over $100 all of the above plus:

IRS Form – W9 Honorarium Speaker Agreement Employee vs Independent Contract Form

Over $500 All of the above plus a Speaker Agreement.

If individual is associated with UVM, see your Financial Support Staff to determine payment type. Could be paid as a vendor or as an employee.

Honorariums

Monthly financial reports sent to budget custodians. Sponsored BAM:

Grant sponsored funds Received from Grant Management Coordinators

Non Sponsored BAM: General Funds, Gifts and Endowments, Income and Expense Accounts. Received from Financial Transaction Specialist

These are used by budget custodians to monitor budgets and ensure expenses are allowable and appropriate.

BAM’s – Budget Assistance Models

Vehicles: Prius, Vans, Trucks, General Electric Vehicles, Trailers Copier Codes Telephones (work orders, including Conference Calls)

Resources

• Room Reservations- See the Receptionist - Dean’s Suite• Office Supplies - Receptionist – Dean’s Suite• Room Keys – Dean’s Suite.• Building Work Orders:

• Aiken-Dean’s Suite-Receptionist• ENVS-Cathy Trivieres• Spear Street – Ralph Tursini• Rube Lab-Frances Iannucci

Only authorized drivers affiliated with UVM in the capacity of faculty, staff, or student shall be permitted to drive a UVM Vehicle.

Must be 19 years of age. In order to be authorized, driver must be certified by completing the

Risk Management Driver’s Training. Usage rates are listed on the RBSC web page. A reservation must be made to request a vehicle through the

calendaring system. A chart string is required and keys are picked up in Room 304.

See the RBSC webpage for detail instructions on driver training and reservation process.

http://www.uvm.edu/rsenr/businesscenter/?Page=vehicles.html&SM=facilitiessubmenu.html

Resources - Vehicles

http://www.uvm.edu/rsenr/businesscenter/?Page=vehicles.html&SM=facilitiessubmenu.html

To use one of the large copier machines, obtain a copy code. These codes are used to charge relevant budgets for making copies.

Rates are listed on the RBSC website. Email your building support person with a chart string and cc the

budget custodian. For example if grant related cc the PI, if program related then cc the program director. Building Support

Aiken-RBSC- Room 304 ENVS-Cathy Trivieres Spear Street-Ralph Tursini Rube Lab-Frances Iannucci

Resources – Copy Codes

http://www.uvm.edu/rsenr/businesscenter/?Page=copiers.html&SM=facilitiessubmenu.html

Conference Calls Email your Financial Support Person

Chart String Time of call Duration Number of callers Person hosting the call

If conference call is needed within 24 hours, call Telecom directly. 656-8888. They will require the above information.

Resources – Conference Calls

Phone Request for Aiken (new phones, repair, or moving a phone) Contact Jackie at 656-6172, jbruning@uvm.edu Visit the Walk In Office in Aiken – Room 304

Phone Requests for ENVS Contact Cathy Triveries – 656-4055, ctriveries@uvm.edu

Phone Requests for Spear Street Contact Ralph Tursini – 922-7926, ralph.tursini@uvm.edu

Resources - Telephones

mailto:ctriveries@uvm.edu

The RBSC processes distributions for all faculty and staff to reflect their effort on the appropriate chart strings/budgets.

Hiring and recruitments are done by using the appropriate process and once all approvals have been received. There are several different types of hires and recruitments and you will work with the appropriate staff to complete the process.

Payroll, Hiring & Recruitment

The university has human resource policies; state and federal agencies have regulations; UVM faculty are unionized and are covered under the collective bargaining agreement; administrators and non-union faculty are covered under the faculty handbook; and staff are covered under the staff handbook. Additionally, business process has been developed for ensuring accurate information is communicated to the UVM Human Resource department to ensure people are paid correctly and their salary/wages are charged to the correct budgets.

Human Resources & Payroll

Paid Employees - Faculty: The following positions are considered faculty lines: Tenure/Tenure Track faculty, Research Faculty, and Lecturers. Tenure/Tenure Track faculty must be approved for hire through a process that includes a staffing plan and Provost approval. Research Faculty are funded primarily through external funding and such appointments must be voted on by the faculty of the School. Lecturers can carry full-time equivalency (meaning they are in the FT Union) or can be hired and paid based on courses taught (they may or may not be in the PT Union, depending on their teaching workload). For assistance, contact Rose Feenan.

Paid Employees - Staff: All staff positions are required to have a position description and an established position in the School. Funding for these positions may come from general fund dollars or may be funded for shorter periods of time through grant dollars. For assistance, contact Rose Feenan.

Temporary Hire: Temporary Hires are normally short term and often seasonal. These employees are paid by the hour and must enter their time into PeopleSoft on a weekly basis. As supervisor, you are monitoring their work and the time entered. It is important not to allow any hire to begin work prior to having all official paperwork on file (federal regulation). For assistance, contact your financial support person.

Temporary Undergraduate Student: Temporary student hires are processed through the Student Employment Office using their data base. The job is created in the jobs board. Please contact your financial support person for the appropriate combo code. A combo code is assigned to the specific account type for each chart string. For example: account 55210 for an academic year student and 55212 for a summer student. Tax implications are different which results in different fringe rates between the two accounts. It is important not to allow any hire to begin work prior to having all official paperwork on file (federal regulation). For assistance, contact your financial support person or the SEO at 656-5705.

Funded Graduate Students: Many graduate students of the RSENR are provided a stipend through various sources of funds (grants, graduate college, research incentive). Graduate Research Assistants are funded by grant resources; Graduate Teaching Assistants are funded through general fund resources or Instructional grants. For assistance, contact Carolyn Goodwin Kueffner.

More information can be found on the RSENR website: http://www.uvm.edu/rsenr/businesscenter/?Page=hiring.html

Hiring

mailto:rose.feenan@uvm.edumailto:rose.feenan@uvm.edu

Recruitment for faculty and staff are both processed through the PeopleAdmin HR software. Your first step is to touch base with Rose Feenan on budgets. Faculty and staff recruitments require specific documentation to begin the process. Once you have confirmed the budget with Rose you will then provide Dean Mathews with specific information. You will be advised by Rose what you need to provide to Nancy for approval. Once approved you will then work primarily with Kathleen Wells to complete the PeopleAdmin process.

The information typically needed to begin the recruitment for faculty and staff is; a search plan, position description, advertising language and a current organization chart. You will be provided with step by step instructions once the process begins.

Recruitment

RBSC 101OverviewAgendaStructure - ManagementStructure – Grant Management CoordinatorsStructure – Financial SupportFaculty and Staff - Assigned Business Support PersonnelRBSC Organizational ChartAdditional Financial Support Staff RBSC Walk In Office/Help DeskTransactionsSlide Number 12PurcardsService AgreementsProfessional Services / GoodsReimbursement for Out of Pocket Expenses: Non UVM employeesReimbursing UVM FacultyReimbursing UVM StaffReimbursing UVM Grad StudentsReimbursing UVM Undergrad StudentsImportant notes on reimbursementsHonorariumsBAM’s – Budget Assistance ModelsResourcesResources - VehiclesResources – Copy CodesResources – Conference CallsResources - TelephonesPayroll, Hiring & RecruitmentHuman Resources & PayrollHiringRecruitment