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. In addition to getting appropriate access to PeopleSoft HCM, RAs should be familiar with payroll Earn Codes and with the common payroll actions included below.
PeopleSoft
Promote, transfer, retire and terminate employees
Processing payroll redistributions
Review and approve time reported by employees
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.
P-card terms/conditions and reconciliation worksheet
Departmental grant P-cards and GRT dummy grant accounts
Core facilities – 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
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. 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:
Subrecipient vs. vendor/contractor vs. consultant
Conducting business internationally
Manage subawards work instructions (WI-MS-10)
Prior to requesting issuance of a subaward, consider:
- 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 the work to be performed?
Prior to paying subaward invoices, consider:
- 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 [email protected] 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.
Foreign travel (Explains special regulations, such as the Fly America Act)
Conducting business internationally
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. 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.