Process Expenses Details

Last updated: 01/27/2020 - 9:19pm

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Salary and Wages

PeopleSoft HCM is an online-based system used to record all personnel actions. Employees whose job duties require them to view data in PeopleSoft HCM or update personnel information can obtain either inquiry access or update access. Inquiry access allows an employee to view information in certain screens whereas update access allows an employee to enter information on screens that relate specifically to their job responsibilities. Access is determined by the employee's supervisor and based on the department's business needs.

PeopleSoft 

PeopleSoft Online Training

Create a Courtesy Affiliate

Hiring and Recruitment

Promote, Transfer, Retire and Terminate Employees

Processing Payroll Redistributions

Review and Approve Time Reported by Employees

Review, Edit, and Create Position Numbers

 

ORSPA Additional Pay Requirement

Salary above Institutional Base Pay (Additional Pay Web Form)

Considerations prior to incurring payroll expenses

Does the award allow for payroll costs?

Action:  Refer to sponsor award documents

Are there restrictions on payments (e.g. no salary for faculty, salary caps, salary for students only, etc.?

Action:  Review:

The award document,

The original funding opportunity announcement (FOA), and

The sponsor's award management guidelines

Does the grant have sufficient funds budgeted to carry employees the full time anticipated? 

Action:  Use iPAR or other forecasting tool to assist with this review.   Seek PI input

If insufficient funds are available, determine if the sponsor requires prior approval to rebudget? 

If yes, has an Award Change Request been submitted in ERA?

Action:  Complete rebudget section,

Provide Scientific Justification, and

Obtain PI approval

Action:   Adjust expenditure plan for project

Hiring a foreign national to work on a sponsored project with restricted technologies?

Action:    Contact ORIA prior to hiring  

PI must complete and sign a certification

If fundamental exclusion for basic and applied research is in effect, PI must monitor the project and report to ORIA and sponsor any changes in personnel or scope of work that might affect the status of award.

 

Goods and Services

There are several different ways to purchase goods (materials and supplies) and services. The method used will depend on the type of item, the total cost, and the vendor. 

Purchasing Website

Procurement Rule Book

Order Type and Transaction Forms (e.g... PO, RX, PV, PCard, etc.)

P-Card Terms/Conditions and Reconciliation worksheet

Departmental Grant P-Cards and GRT Dummy Grant Accounts

Capital Equipment

Core Faciities - state-of-the-art equipment, specialized services, and expert consultation and training to help investigators solve their most pressing research challenges

Consultant and Independent Services

Export Controls

Subrecipient vs Vendor/Contractor vs Consultant

Considerations in making purchases

Are the funds budgeted for the purchase of goods and services in the approved award documents? 

Action:  Refer to sponsor award documents.

If goods or services are not budgeted, does the sponsor allow them?

Does the purchase of goods or services require the sponsor's prior approval?

Action:  Review:

The award document,

The original funding opportunity announcement (FOA), and

The sponsor's award management guidelines.

If yes, has an Award Change Request been submitted in ERA?

          Action:  Complete rebudget section,

Provide Scientific Justification, and

Obtain PI approval.


 

 

Subawards

When a substantive portion of a project will be conducted by another entity, this is called a subaward (also known as subcontract or subagreement).  For additional information about the issuance and management of subawards, please review the following resources:

Subawards Sitelet

Subrecipient vs. Vendor/Contractor vs. Consultant

Conducting Business Internationally

Manage Subawards Work Instructions (WI-MS-10)

Prior to requesting issuance of a subaward   

Prior to paying subaward invoices

What qualifies the proposed subawardee to do the work?

Are they the only ones who could do the work to specifications?

Are the funds requested reasonable for the scope of work to be performed?

Have all deliverables due (e.g., reports, prototypes, etc.) been received?

Does the level of expense match the progress of the research?

Is the work satisfactory?

In the event that any of the above are not true, the PI should speak with the subaward PI to rectify the situation.   If the PI cannot resolve the matter, contact subawards@asu.edu for further guidance and assistance. Do not approve invoices if any of the above issues are occurring.

 

Travel

ASU Travel Reimbursements disseminates information, explains and interprets travel policies and procedures, issues travel advances, processes travel claims and keeps accurate travel records.

Export Controls

Foreign Travel Topical Guide  (Explains special regulations, such as the Fly America Act)

Conducting Business Internationally

Financial Services Travel Guide

Travel Training 

Travel Website

In order to reimburse foreign travel from sponsored projects supported by federal funds, there must be compliance with the Fly America Act

Considerations prior to booking travel

If possible, start the process at least 3 weeks before travel takes place.

Are the funds budgeted in the approved award documents?

Action:  Refer to sponsor award documents.

If there is no travel budgeted does the sponsor allow travel?

Does unbudgeted travel require the sponsor's prior approval?

Action:  Review:

The award document,

The original funding opportunity announcement (FOA), and

The sponsor's award management guidelines.

If yes, has an Award Change Request been submitted in ERA?

Action:  Complete rebudget section,

Provide Scientific Justification, and

Obtain PI approval

If travel is to a foreign country:

Action:    Confirm the intended flights meet the Fly America Act and Export Control requirements

               Obtain the appropriate visas, immunizations, permits, etc. 

               Check to see if the country being visited necessitates security, extraction, and/or gap insurance coverage.

                Work with ORIA to ensure export control matters have been addressed.

 

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