Community Meeting Hosted by Office of Financial and Business - PowerPoint PPT Presentation

SEBS/NJAES Functional Financial Community Meeting • Hosted by Office of Financial and Business Administration (Business Office) May 15, 2019

Functional Financial Community Agenda • Business Office Updates • Procurement – Kathryn Kuhnert/ Maryse Bloom • Pre-Award – Joe Cronin/ Elaine Griffin • Research Appropriation Projects – Michael Christian • Post-Award – Lamar Oglesby • Questions

Business Office Updates • Introduction (New Staff) • P-card/Travel Card • Reporting Systems (Fundriver and DART) – FUNDRIVER • Demo – week of May 6 • Training – week of May 20 and 27 • Go Live – approximately week of June 3 – DART (Financial Data Analytica and Reporting Team) • Tableau – Replacement of Discoverer (on going training sessions available) • FY19 Year-End • Faculty Funds (3XXXXX Projects)

Questions 4

University Procurement Services Meeting with SEBS/NJAES May 15, 2019

UNIVERSITY PROCUREMENT SERVICES Introductions Maryse Bloom Acting Category Manager, P2P Operations (IT/Research & Scientific/Business Services/Professional Services) maryse.bloom@rutgers.edu 848.932.0065 Kathryn Kuhnert Strategic Sourcing Manager (Professional Services) / Liaison to SEBS kuhnert@finance.rutgers.edu 848.932.2931

UNIVERSITY PROCUREMENT SERVICES Encumbrances in Oracle and RU Marketplace • Important to Know ➢ Marketplace is a transactional system ➢ Oracle is a financial/accounting system ➢ Always use Oracle for financial reporting ➢ No encumbrances in Marketplace/All encumbrances are in Oracle ➢ Closed status in Marketplace indicates PO was invoiced for full quantity, but not necessarily full dollar amount • Why an Encumbrance Remains Open (in Oracle)? ➢ Invoice comes in for less than PO amount: ➢ Line item is cancelled ➢ Line item is credited ➢ Line item is invoiced for less than PO amount ➢ Requisition never becomes a PO (e.g., requestor withdraws requisition, approver rejects requisition, etc.)

UNIVERSITY PROCUREMENT SERVICES Encumbrances in Oracle and RU Marketplace How do you resolve? • Invoice comes in for less than PO amount: ➢ Submit cancel/close form in RU Marketplace ➢ Be Specific; the more descriptive the better • Requisition never becomes a PO: Automated process completed by the Controller’s Office on a monthly ➢ basis removing orphaned encumbrances older than 90 days

UNIVERSITY PROCUREMENT SERVICES Home Depot Name Change • With merger of UMDNJ and Rutgers, supplier clean-up showed W9’s were missing • Obtained new W9 from Home Depot and W9 indicated Citibank NA was the correct supplier name that should be used for billing • In order to streamline payment process, supplier name was changed in RU Marketplace to Citibank NA – Home Depot Credit Services

UNIVERSITY PROCUREMENT SERVICES Home Depot Name Change

UNIVERSITY PROCUREMENT SERVICES Commodity Codes • 35 Commodity Codes in RU Marketplace • Used for routing requisitions to the appropriate buying team • Selecting “No Commodity Code” while an option, is not recommended because it requires further investigation to route to the appropriate team for processing.

UNIVERSITY PROCUREMENT SERVICES Blanket Orders on Punch-outs • Blanket Orders are not allowable on Punch-outs

UNIVERSITY PROCUREMENT SERVICES Shipping Charges Scenario #1 - Shipping costs included on quote • Create a PO line for shipping charges Example: Line 1 Purchase Lab Coats -$5000 Line 2 Shipping/Handling Charges $100 • The invoice is matched to each PO line ****Do not enter shipping charges using the Taxes/S&H Tab****

UNIVERSITY PROCUREMENT SERVICES Shipping Charges Scenario #2 - No shipping included on quote • AP matches the invoice and allocates the shipping at the invoice header level

UNIVERSITY PROCUREMENT SERVICES PO Set-Up • Initiative to focus on PO set up • PO is a contract • Individual PO’s to be set up with multiple lines where appropriate (e.g., fixed multiple-year purchases, purchases with severable components) • Multi-Year (e.g., Lease): Payment for Year 1 with placeholders for remaining years ($1 dollar on each line if you do not want to encumber the funds) Year #1 of 3 – 1 st year payment ➢ Year #2 of 3 - $1 ➢ Year #3 of 3 - $1 ➢ • Severable Components (e.g., IT purchase of hardware, software and services – use 3 lines)

UNIVERSITY PROCUREMENT SERVICES Community Outreach PROCUREMENT DAY$ June 5, 2019 10:00 AM- 4:00 PM College Avenue Student Center- Room 109 Have a Procurement Question? Stop by and Ask the Experts! Purchasing Accounts Payable Travel & Expense Management Sourcing Contracting Campus Liaisons Help Desk

UNIVERSITY PROCUREMENT SERVICES Coming Soon… • Launch of new and improved website • Supplier Portal – Payment Works • Additional U-wide contracts (catering, printing) • Additional Punch out Suppliers ➢ McMaster-Carr, Cell Signaling, B&H ➢ More in process

UNIVERSITY PROCUREMENT SERVICES Questions ?

RAPSS Overview Matrix OGF RAPSS Overview-Training Materials (5/3/2019)

OGF RAPSS Overview-Training Materials (5/3/2019)

OGF RAPSS Overview-Training Materials (5/3/2019)

OGF RAPSS Overview-Training Materials (5/3/2019)

Rutgers Administration and Proposal Submission System RAPSS Training Materials The Quick Reference Guides present some aspect or functionality of the RAPSS system. They are intended to supplement the hands-on training sessions as well as be stand-alone references. These may also be found on the RAPSS home page in the "Reference Guides & Materials" section. PROPOSAL GUIDES RAPSS Quick Reference Guide- Proposals: Copy a Proposal/Create a Template RAPSS Quick Reference Guide- Proposals: Proposal Team RAPSS Quick Reference Guide- Proposals: Department Reviewer RAPSS Quick Reference Guide- Proposals: Central Office RAPSS Quick Reference Guide- Proposals: Workflow RAPSS Quick Reference Guide- Proposal: Pre-submission/Pre-application RAPSS Quick Reference Guide- Proposals: Resubmissions RAPSS Quick Reference Guide- Proposals: Renewals AWARD GUIDES RAPSS Quick Reference Guide- Awards: Status of Award RAPSS Quick Reference Guide- Awards: Award Notification Received RAPSS Quick Reference Guide-Awards: Advance Account Request RAPSS Quick Reference Guide-Awards: Award Modifications - As of January, 1 2019 RAPSS Quick Reference Guide-Awards: Subawards AGREEMENT GUIDES RAPSS Quick Reference Guide: Agreements (Overview) https://ored.rutgers.edu/rapss/training-materials

RAPSS Quick Reference Guide: Agreements (Owner Review) RAPSS Quick Reference Guide: Agreements (Under Review) LEGACY GUIDES RAPSS Quick Reference Guide- Legacy Renewals (Paper Endorsement) RAPSS Quick Reference Guide- Legacy Resubmissions (Paper Endorsement) RAPSS Quick Reference Guide- Legacy Revisions (Paper Endorsement) CREATE/UPDATE RESEARCH CERTIFICATION GUIDE RAPSS Quick Reference Guide- Create/Update Research Certifications https://ored.rutgers.edu/rapss/training-materials

Common Reasons for Delays in RAPSS There are several reasons why awards are commonly held up in RAPSS. Below are two of the most common reasons #1 • Account Reconciliation allows your protocol to efficiently move from pre-award to post-award. • Failure to provide this information on a timely fashion results in a delay in account set-up. #2 • Delays in compliance also impact account set up • Researchers should be familiar with the policies and procedures of the IRB, IACUC, and Biosafety committees Created by The Office of Grants Facilitation