USF TRAIN Ambassador

30 Pages·2016·2.66 MB·English

by  Foster, Elizabeth

College Research Administrators Network

IDR Building, Oak View Rooms I & II October 20, 2016, 10:00 – 11:30am

Meeting A genda

Topic Speaker Time Frame

Welcome & Introductions El izabeth Foster, Program Manager, TRAIN® 10:00-10:10
el [email protected], 813.974.6081

CRAN Members
USF Controller’s Office 10:10-10:45
Payroll Robin Davis, CPP
- RETs and RSA and defaulting budgetary Associate Controller Payroll and Tax
exceptions [email protected], 813.974.8062 (10 minutes)

Travel Sheraine Araujo
- 2016 Florida Legislature House Bill 5003, changes Manager, Travel
to Travel Requirements [email protected], 813.974.5672 (10 minutes)

USF Office of the General Counsel Hilary Black, Sr. Associate General Counsel
and USF Controller’s Office [email protected], 813.974.0749

- International Partnerships, working abroad
Anne Jetmudsen, Tax Advisor, UCO (15 minutes)

[email protected], 813.233.2398

USF Research and Innovation 10:45-11:15

Sponsored Research

Stephanie Rios, Assistant Director
- Staffing updates
[email protected], 813.974.6095
- Telecommunication charges, FY17

- Status of updated forms Eric Kern, Manager, Grant Financial Administrator (15 minutes)
- New Travel form e Crhiacknedran [email protected],, A 8s1s3is.t9a7n4t. 6D0ir0e1c tor
[email protected], 813.974.7009

Research Integrity & Compliance Marsha Pesch, Export Control Officer
- Cuba Travel Requirements [email protected], 813.974.6368 (10 minutes)

TRAIN Elizabeth Foster, Program Manager
- Database, Academy of Certified Research [email protected], 813.974.6081 (5 minutes)
Administrators at USF
- Enrollment Open: CRA-USF Basic & Advanced
Open Discussion CRAN Members 11:15-11:30

* Meeting agenda is subject to change without notice. Every effort is made to conduct the meeting within the scheduled
timeframes, and in keeping with the scheduled topics and speakers. Your understanding is appreciated when circumstances
necessitate last minute, or on-the-spot changes. NOTE: 11:30 – 12:00 CRAN members are invited to continue the discussion on any
agenda items. The Oak View Room will remain available until Noon for those who wish to stay after the meeting for the purposes
of discussing CRAN-related topics in a smaller group setting.
• Beginning with the 10.20.16 CRAN meeting,
snacks and refreshments are pot-luck style.
• Skirted tables are set up for anyone who brings breakfast snacks to
share with meeting participants.
• Coffee and food items are also available for purchase
at Café Connect, located in the Galleria.
USF TRAIN® Ambassadors make recommendations
for CRAN meeting agenda items
• Laura Beagles • Kristene Manning
• Erin Bhagvat • Sarah Martin
• Jaime Davis • Mary Parrish
• David Doyle • Elida Porro
• BJ Fortune • Kimberly Read
• Anne Gallacher • Janet Reyes
• Julie Kuhn • Sheryl Stire
• Karen Mann • Grace Wang
RET Processing
 [email protected]
 Not a valid email account any longer
 [email protected]
 Primary email account for anything Payroll Accounting related
 Emails addressed either same or no later than next business day
 Lorinda Stroup
 New Payroll Accounting Manager
 Mauro ‘Mickey’ Perdomo - New Accounting Specialist
RET Processing
 When can we (everyone) submit RETs?
 You can submit RETs anytime to our Service Now box
 When can we (Payroll) process RETs?
 Payroll can only process RETs during certain days
 Between PPFUND and Payroll posting, we cannot process RETs
 PPFUND is run Wednesday after Payroll Confirm in the afternoon.
 Payroll Posting is the Monday following payday/payroll check date
 RET Processing is all manual
 Follows a similar budget checking process like Payroll Posting with FAST
RET Form
RET Processing
 Most Common Reasons for RETs
 RFM Account Codes not created in time
 Combo Codes not created in time
 Not enough time to make the payroll distribution changes in the budget table
 Can make distribution changes anytime except after first budget check is run
 After first budget check is run – only 3 options available
 Default, Post Budget or Override
 First budget check run on Thursday before payday
 No more distribution changes, no more combo code requests for current pay period
will be done
 After a chartfield for an employee has been defaulted for two pay periods, UCO Payroll
Accounting will change the employee’s distribution to the department default for the
chartfield that is defaulting.
 After payroll posts, you can begin making distribution changes again
RET Processing
 Reasons for RET requests:
 At the time, we thought the project account number was to remain open
throughout its five year life. According to the sponsor a different number should
be opened each year. This expense is for year 2.
 I don’t know why this happened
 Data Keying Error
 N/A
 Unknown reason – but payroll defaulted
 The dog ate my distribution
 UCO Payroll would like to get the reasons so that we can identify training
opportunities as well as be pro-active and assist rather than reactive
RET Processing
 What we are doing –
 Trying to be more proactive
 Monitoring RET reasons as they come in
 Following up with high-volume RET requestors
 Training more folks in Payroll Accounting to process RETs
 Going to set deadlines where combo codes will be loaded on a schedule
 To set an expectation on when received and when they will be posted
 Re-enforcing deadlines
 Trying to be more proactive with communications and training
RET Processing
 We have been working with Janet and Elida over at FMHI
 Designing a training class to assist –
 With payroll distribution and what dates to use
 With how to do RSA checking and what RSA checking really is