College of Education and Public Policy HR and Financials Meeting / Training October 14, 2009

1. College of Education and Public Policy HR and Financials Meeting / Training October 14, 2009 Welcome! College of Education & Public Policy

2. On-boarding Follow Up • What was it? • Was it successful? • Who helped? • Closing the loop • I-9’s • Forgot to leave voided check College of Education & Public Policy

3. Other HR Topics • Updating checking account info for direct deposit • Forgotten PIN’s • Class Numbers • Filling Existing Position vs. Creating New Position • International Travel Notification Form College of Education & Public Policy

4. Contracts & Grants • Effort Reporting College of Education & Public Policy

5. Financial Services Unit • Serving CHAD, CCRS, DERDC, MSERC directly • Pre/Post Award C&G, General Financial • Backup/Reserve for Pre Award – Other Units • Located in Pearson Hall • Deb Koch, Karen Spry, Diane Hawke, Beth Maliner & Florence Scali College of Education & Public Policy

6. F/A Setup Review - Proposals The top project page F & A Distribution Section should look like this: College of Education & Public Policy

7. F/A Setup Review - Proposals Here is an example of Department Lookup, note use of ‘contains’, a variety of criteria are available in advance lookup. Be sensitive to use of Fed, State or other depending on the nature of the sponsor. College of Education & Public Policy

8. F/A Setup Review - Proposals When you load up the Proposal Approval Summary form this is what the F&A Distribution Section should look like: College of Education & Public Policy

9. Following F/A – Revenue and Expense • Remember that F/A no longer flows to your departmental supp fund • F/A is credited to your Fed/St/Oth F/A Revenue Code • Query CHEP_TRANS_ALL_F_A_REV will report revenue activity for any F/A Revenue code to which you have access. • F/A Expenses: Since revenue is no longer going to your SF, expenses you used to support in you SF from F/A need to move to your related F/A Expense code. • Working on a query that provides snapshot of combined Rev & Exp. College of Education & Public Policy

10. BTA Follow-up • Review your basic budgets • Reductions implemented? We’re fixing some that have been id’d. • Input on budgets for class numbers/lines? • Query CHEP_BALS_ALL_SUM has balances by category for all your codes. • Query EZQ_BAL_BGT_QUERY for individual codes. College of Education & Public Policy

11. Instructional S Contract Budgeting • College now responsible for all supplemental instruction • Fall & Spring Terms • Summer & Winter Sessions • PCS and On-Line Instruction • Timetable for unit funding requests • Request due to Dean’s Office 6 weeks prior to course schedule submission deadline. • This should provide time to review/negotiate as needed. College of Education & Public Policy

12. Pre Award – Faculty With Shared Appointments • Budgeting Faculty Time – They have shared appointments • You MUST work with the unit admin where workload is administered. • Work during academic year must be within 100% of workload. • Summer 9ths – review with home unit. • Current and Pending work must be considered. • Don’t count on faculty member to know the rules. College of Education & Public Policy

13. Tracking External Activity – Reports/Surveys • SUAPP is putting together a report for the Provost • History of external support is one component • Query CHEP_EXT_ACTIVITY_SUMMARY • Reports EXPENSES • Categorizes by Fed, State, Other and Foundation • Provides Project Title where one exists College of Education & Public Policy

14. UD Training Resources • http://www.udel.edu/EmployeeTraining • Podcasts • University Training & Development Partners • LearnIT@UD College of Education & Public Policy