Advisory Council for Research Administration Meeting Agenda
This agenda outlines the schedule and topics for the upcoming Advisory Council for Research Administration meeting. It includes central and community updates, job postings, dashboard updates, pre-award updates, roles and responsibilities review, and more.
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Presentation Transcript
Advisory Council for Research Administration 04/25/2022 Monday 2:00pm 4:00pm Zoom Meeting 1
WELCOME 2
The recipients of the 2022 John S. Perkins Award for Distinguished Service
Agenda Welcome Central and Community Updates Job Postings Dashboard Update Student Payroll Check-in Pre-Award Updates from March Meeting Roles and Responsibilities Review Proposals, Awards, Expenditures update through FY22 Q3 BU Internal Collaboration (Best Practice: Students / Account Access) 4
Community Updates/News: Developing Research Staffing changes Job Postings Promotions News Upcoming changes In the horizon 5
Job Postings FINANCIAL ADMINISTRATOR/FINANCIAL MANAGER, Sargent College, Ctr Psychiatric Rehabilitation GRANTS MANAGER, ENG College of Engineering, Administration AWARD ANALYST, Sponsored Programs Tracking Code: 0466 Contact: Miwa Watkins miwa@bu.edu Tracking Code: 3804 Contact: Jennifer Marron JMARRON@BU.EDU Tracking Code: 2684 Contact: Joy Hwang jbhwang@bu.edu ASSISTANT DIRECTOR, ARTS, GRANTS AND PROGRAMS, Howard Thurman Center GRANTS ADMINISTRATOR III, School of Medicine, Department of Medicine SENIOR GRANT MANAGER, School of Medicine, Department of Medicine Tracking Code:6764 Contact: Rachelle Joseph rajoseph@bu.edu Tracking Code: 0648 Contact: Catherine Bohannon cathyrod@bu.edu Tracking Code: 1719 Contact: Miwa Watkins miwa@bu.edu 6
Job Postings Research Administrator/Senior Research Administrator, Pre Award Services CONTRACT SPECIALIST, Sponsored Programs RESEARCH ADMINISTRATOR, Sponsored Programs Tracking Code: 9357 Contact: Diane Baldwin Dbaldwin@bu.edu Tracking Code: 7129 Contact: Maureen Dillon mudillon@bu.edu Tracking Code: 7112 Contact: Todd Conley teconley@bu.edu GRANTS & FINANCE ADMINISTRATOR, Sponsored Programs GRANTS AND FINANCE ADMINISTRATOR, Sponsored Programs Tracking Code: 22500046300411 Contact: Valerie LeBrun vmlebrun@bu.edu Tracking Code: 22500015820329 Contact: Valerie LeBrun vmlebrun@bu.edu 7
Security System to be used for doing forecasting Salary Forecasting Updates Integrate forecasting file with Dashboard/SAP data Logic for who can update what?
Look out for invites in the next few months for: Demo of the dashboard Forecasting testing
Who we are and what we do The Student Employment Office (SEO) is a centralized office which works with enrolled, degree-seeking students to assist them in their employment endeavors. We provide support in three areas: Work-Study, Student Job Services and Student Payroll*. Student Employment also assist departments navigate processes of hiring students, time sheet entry and approval, termination, etc. One way Student Employment achieves this goal is by maintaining an online website which includes policies and reference guides which help educate students, supervisors, payroll coordinators and ensure compliance.
Enrollment & Student Administration (ENSA) Previous Organizational Structure Julie Wickstrom Executive Director of Financial Assistance Student Employment Office (SEO) Mary Ann French SEO Director Office Of Financial Assistance (OFA) Job Services Student Payroll Carol Gately Student Payroll Manager Priscilla Louie Student Payroll Administrator Angela Mitchel Staff Coordinator April Hoyt Manager Kevin Lynch Administrator Customer Service
Current Organizational Structure Enrollment & Student Administration (ENSA) Office of the Comptroller Payroll Financial Assistance Julie Wickstrom Executive Director of Financial Assistance Matt Abrams Associate Comptroller, Payroll Services Office of Financial Assistance Jamie Simole Director of Payroll Services David Janey Associate Director Student Payroll Student Employment Carol Gately Associate Director of Payroll Services Jim Rivera Senior Assistant Director Customer Service Angelica Yoon Assistant Director Angela Mitchel Staff Coordinator Priscilla Louie Administrator Student Payroll
Duties Customer service/Communications through SEO email and phone - Posting/Obtaining position(s) through SEO job listings - Weekly/Monthly reminders and notifications - Payment (student and university ends) - Student hire aspects - Hire - Termination - Pay increase - Student Payroll needs requested through SEO@bu.edu (carried over from before reorganization) Processes through Student Payroll - University-wide pay adjustments - Employment Verifications - Overpayments - Tax treaties - SARFs - Student level terminations - Week/Month specific reminders and notifications - Escalated payment and hire inquiries - Supervisor/Payroll Coordinator trainings
Business Link Business Link Student Employment is home to many of the functions Supervisors and Payroll Coordinators will use with respect to students.
Statistics (2021) Payroll and Customer Service Focus: $1.7 Million Weekly Student Payroll 5000-6000 weekly paychecks & workers 750+ supervisors including upwards of 500 payroll coordinators; roughly 1,800 mail codes (billable entities) 700 Salary Adjustment Request Forms (SARFs) processed in the last year, encompassing over 4,000 individual transactions and over $1 million Managing an effective service model: Over 10,000 emails sent from SEO in a typical year, with over 5,000 phone calls answered
OVERPAYMENTS Students will need to repay the amount they have been overpaid A check reversal must be done to affect this Net amount of overpayment needs to be submitted -- unless it is for the previous tax year then the full gross amount needs to be repaid You can request a net calculation via email to seo@bu.edu
OVERPAYMENTS The department is responsible for communication with student regarding overpayment and repayment Repayment needs to be via check made payable to Boston University Repayment can also be made by wire transfer
Late Payments Late payments are not acceptable Late payments put the University in violation of the Fair Labor Standards Act fines can be over $2000 per incidence
Late Payments Students taxed at a higher rate when overpaid because earnings are taxed on a per pay period basis. Individual earns $800 per week will receive approximately $617 per week in net pay. Paid $1600 because of a late payment will receive approximately $1149. Nearly an $85 difference.
Adjustments To avoid late payments students do not wait until a grant is received to hire the student Hire the student to an unrestricted account and you can complete a Student Salary Adjustment form after the fact to move the funds once the funding is received
Dates And Deadlines Program dates can be found on our website www.bu.edu/seo Balanced so there are an equal number of weeks per academic semester Can start at any point in a semester Jobs are established based on semesters because enrollment is a criteria Rollovers move jobs from one semester to the next if end date is the future semester and enrollment criteria is met
Contact Student Employment Office 881 Commonwealth Ave www.bu.edu/seo sites.bu.edu/seo-first-years Phone: 617-353-3594 Fax: 617-353-9200 Email: seo@bu.edu
Roles & Responsibilities Review Listed Sections Finding Funding Solicitation Prepare a Proposal Entire Application Scientific Content / Presentation Administrative Content Budgets Proposal Review and Submission Submission JIT Pre Award Communication Award Review and Acceptance 33
Roles & Responsibilities Review Listed Sections Cont d Award Review and Acceptance Award Review and Acceptance Award Setup Award Notification and Setup Outgoing Subawards Manage an Award Post Award Communication Expenditure Review Salary Management / Personnel Activity Reports Subaward Invoice and Subrecipient Monitoring Equipment After the Fact Review Account and Expenditure Reconciliation Cost Transfers 34
Roles & Responsibilities Review Listed Sections Cont d Manage an Award Cont d Available Balance No Cost Extension (NCE) Close out an Award Financial Reports Non-Financial Reports 35
Roles & Responsibilities Review Sections to add for consideration Rebudget, Carry Forward Transfers in Transfers Out, Terminations, and Relinquishments Industry Awards Research Finance and Operations (Cash Mgmt and Property Mgmt) Service Centers Audits 36
Proposals, Awards, Expenditures update through FY22 Q3 37
Reports & Data Strategic Indicators: https://www.bu.edu/researchsupport/administration/strategic- indicators/ Sponsored Research Reporting: https://www.bu.edu/researchsupport/tools-services/sponsored- research-reporting/ 38
Next Meeting Planning May 2022 We need to move the May Meeting due to Memorial Day Internal BU Cross Collaboration Best Practices Students Account Access Any other Topics? 39
Closing/Central Links Minutes and slides from today s meeting will be posted on the ACRA webpage ACRA Research Administration page https://www.bu.edu/researchsupport/administration/committees/research- administration-advisory-council/ ACRA email: acra@bu.edu (to email the central office mailbox for ACRA) ACRA Group vpr-advisory-council-RA@bu.edu (to email the entire group) COVID-19 updates for Research LinkedIn ACRA https://www.linkedin.com/groups/12320374/ 40
QUESTIONS 41
