grants, hr, purchasing, travel & more! · stefani buster [email protected] - 919-513-2529...
TRANSCRIPT
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NE Graduate Meeting
Grants, HR, Purchasing, Travel & More!
Stefanie Keto919.515.1463
Hangouts too!
Mario Milev919.515-3937
Hangouts too!
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Agenda• Who do I contact?• Human Resources
○ Appointments○ Payment of Tuition/Fees
• Grants○ Conflict of Interest○ TEARS
• Purchasing• Travel• Dates to remember!!
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Who do I contact? Mario [email protected] - 919-515-3937
Stefanie [email protected] - 919-515-1466
● Ensures department is in compliance withUniversity, State and Federal rules, regulationsand laws
● Managing all department finances/financialreporting
● Final Purchasing approval● Managing department grants & contracts● HR actions/appointments● Final HR appointment approval● HR & Personal issues● Health insurance questions/issues● GSSP assistance● Tuition charges● TEARS reporting● Fellowship finances/issues● Anything else that needs attention/assitance
● Graduate School coordinator(graduate school inquiries)
● OIS coordinator(immigration inquiries for international students)
● DGP assistant(review of POW & committees, schedule exams, NE program inquiries, admissions, GSSP, GFINE, any graduate related items)
● TA setup - Initializing TA/RA appointments● Website administrator
(including research group websites)● Seminar Coordinator● Manage seating arrangements in Burlington
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Who do I contact?
● Keys/Building Access● Purchasing/Reimbursements● Travel Booking● Schedule revisions● Graduate committees, setting
up exams, restricted class● Shipping● Lost and found● Scheduling rooms for
student/professor use
Robert [email protected]
The Main Office - Room 3140919-515-1464
● Travel Authorizations● Travel Reimbursements● Fellowship Stipend payments● Reconciliation● Grants● NEUP/GFINE reimbursements
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Who do I contact?
● Graduate Outreach (including visits, tours, orientations)
● Professional & Career Development (workshops, resume/CV, fellows programs [eg.PNNL Fellow, Wilson Woodrow Teaching Fellow], internships, postdocs, etc)
● ANS Graduate Scholarships● Department Activities & Alumni Engagement
(eg ANS, WiN, Graduation Mgr)● NE Communications
(social media, newsletter, 2nd on NE website)● A Sensitive Issues Point Person
Lisa [email protected] 3150919-515-5876
Sherry [email protected]
Burlington 3152919-515-1897
● Identify highly qualified seniors and first-year graduate students and match their qualifications and interests with available national and prestigious graduate fellowships
● Mentor students and support them in composing strong and highly competitive applications
● Mentor graduate students with other submission packages for competitive opportunities while at NCSU
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Who do I contact?
● System Setup/Support● Active Directory administrator for NE● Software Center support (only Installation)● Network Support● Lan Administrator● Printing Support● IT consultant● Support and manage all Domain joined
computer of NE/CNEC.● Support to Graduate Students, Faculty and
Staff.
Chintan [email protected] - 919-513-8078
Ervin [email protected] - 919-515-5098
● Building Facilities- fume hoods, electrical, cooling, plumbing, LP air, heat, lighting etc.
● CAMS and surplus● 3D printing● Safety● Research Labs and Training Labs are supported
through the CTC (Consolidated Technical Center) and can help with: cable fabrication, portable test equipment, hardware, soldering, general machining of materials, electronic components, bonding, air and water fittings, specialized and general tools, large equipment relocation, LN and pressurized gases, electrical supplies, space renovations, and most technical issues not covered under IT.
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Who do I contact?
● Manages all CNEC Finances● Manages all CNEC Grants and Contracts● Oversees daily CNEC operations ● Maintains CNEC compliance with
contracts and University guidelines● Approves all CNEC purchasing● Compiles and submits all CNEC reporting● Oversees all subcontracts within CNEC● Oversees CNEC Fellows● Anything else CNEC related
Stefani Buster [email protected] - 919-513-2529
Russell [email protected] - 919-515-7086
● CNEC and RBII related items● CNEC students travel arrangements, processing
travel reimbursements & Answering travel questions
● Post news to the website● Procure office supplies for CNEC● Manage seating arrangements for grad student
room● Reserve conference rooms spaces● Submit for building access and housekeeping● Ship and receive packages● Maintain CNEC’s PCR-360 account (Phones and
data)
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Who do I contact?
● Manages all CASL Finances● Manages all CASL Grants and Contracts● Approves all CASL purchasing● Approves all CASL HR appointments● Compiles and submits all CASL reports● Oversees all facets of CASL
Hermine [email protected] - 919-513-2275
Wendy [email protected] - 919-515-7294
● Monitor NRP budgets, accounts receivable and payable
● Prepare financial reports for Director of Nuclear Reactor Program and Manager of Nuclear Services.
● Obtain approval and order supplies for NRP● Process reimbursement for NRP employees and
students● Monitor NRP bi-weekly payroll for students and
part-time employees.● Nuclear services billings
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HR Appointments, GSSP &
Health Insurance
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RA Appointments★ To receive an RA appointment
○ Must be in good academic standing○ Overall GPA of 3.0 or higher○ Enrolled full-time
★ January 18th Census Date - Spring 2019
★ Your classes will be cancelled if tuition and fees are not paid by CENSUS date - payment plans available
★ Your health insurance will also be impacted!
★ November 20th – Deadline for RA appointments for Spring
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NextGen Graduate Appointment System
★ Electronically captures actions from start to finish
★ Electronic approval process
★ Automatically creates electronic Terms and Conditions
★ Routes to student and supervisor for electronic signature
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Viewing Terms and Conditions
Main Menu > Employee Self Service
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What is GSSP?
★ The Graduate School Support Plan (GSSP) is a financial
support package for top students who have been recruited
to NC State University
★ Graduate students eligible for the Plan receive health
insurance and tuition support at no cost to the student
★ go.ncsu.edu/gssp
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GSSP Eligibility Requirements
★ On campus master’s or PhD student (DE does not qualify)
★ Fellowship, RA/TA, TA, RA
★ Annualized salary greater than or equal to $8,000
★ Start prior to Census Date
★ Enrolled full time (at all times)
★ Within allowed semesters for tuition support
○ Master’s - 4 semesters
○ PhD with previous master’s - 8 semesters
○ PhD without previous master’s - 10 semesters
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What is GSSP?
★ Graduate Student Support Plan (GSSP) rules and policies:https://grad.ncsu.edu/students/gssp/
★ GSSP Membership Requirements at-A-Glance: https://grad.ncsu.edu/wp-content/uploads/2015/11/gssp-pocket-chart.pdf
★ Who to contact with questions?○ Stefanie Keto
■ [email protected]○ Mario Milev
■ [email protected]● University Graduate School
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Residency for Tuition Purposes★ Have 12 months of physical presence in North Carolina.
★ Have the financial and legal ability to establish a domicile.
★ Demonstrate the intent to make North Carolina your home aside from attending school.
★ Exceptions○ Active-Duty Military○ Full Time UNC System Employee
★ Marriage Benefit○ Use your spouse's time as your own
★ International Students○ May or may not have the capacity to establish a domicile
★ Complete the form at https://grad.ncsu.edu/admissions/residency/
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Health Insurance Plans★ Two Student Health Insurance Plans on-campus
○ Mandatory Plan (Student Health Insurance Plan (SHIP) through Student Health Center)
○ RA/TA Plan (GSSP eligible students only)→ If on RA/TA plan you will be automatically waived from
the Mandatory Plan after Census date. ➢ Both Plans are through StudentBlue (BCBSNC).
■ StudentBlueNC.com● Select “North Carolina State University” for
Mandatory Plan● Select “North Carolina State University (RA/TA)” for
RA/TA Plan
★ RA/TA plan begins:■ Fall: August 1 ■ Spring: January 1
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Waiving Health Insurance
★ Health insurance will be terminated if you do not meet GSSP eligibility requirements
★ Request Form to Decline Health Insurance Coverage on NC State RA-TA Plan
★ Please remember that you also need to waive the University Mandatory Plan (also known as the Student Health Insurance Plan (SHIP)) if you have health insurance coverage outside of one of the university student health insurance plans.○ You must waive this plan every semester that you are enrolled
and want to utilize an health insurance plan external to one of the two University student plans.
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Waiver/Reactivation RA-TA Plan
★ Waiver/Reactivation Form (RA-TA Plan) - RA-TA Plan only - This form is used to waive RA-TA Plan coverage if you would like to use a different health insurance plan.○ Your RA-TA waiver will stay in place indefinitely, unlike the
Mandatory Plan.○ If you want to reactivate your eligibility for the RA-TA Plan,
complete the same Waiver/Reactivation Form indicating intent and resubmit.■ Someone in the Graduate School will be in touch with you
through email to confirm your waiver or reactivation.○ Please note that the RA-TA Plan will not serve as a secondary
form of health insurance coverage.
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Health Insurance Contact Information
★ If you need to retrieve your policy information (subscriber, group, pharmacy bin numbers) because you did not receive your health insurance cards or they were lost or stolen, please contact Student Blue customer service at:○ Mandatory Plan Members: 1-888-351-8283○ RA-TA Plan Members: 1-800-579-8022
★ go.ncsu.edu/gssp - RA-TA Health insurance is at the bottom of the page
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Grant and Contracts
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Conflict of Interest (COI)★ What is it?
○ A conflict of interest (COI) is a situation influenced by financial or personal considerations,
circumstances, or relationships that may compromise, have the potential for compromising,
or have the appearance of compromising an employee’s objectivity when performing
research or other employment duties.
★ Who?○ Any one paid off a grant has to complete a COI
★ How?○ Will receive an email to complete it, sent on or after August 16th
★ Why?○ Having a COI disclosure on record ensures that you are in compliance with these federal, state,
and University regulations. Failure to comply can carry severe consequences, up to and
including the suspension of the University’s entire portfolio of grants from a specific agency.
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Conflict of Interest (COI)
Who is required to complete a COI Statement?
★ EPA Employees
★ Faculty
★ Post Docs
★ Adjunct and Emeritus Faculty on appointment
★ Anyone paid on a Ledger 5 account – incl. Full time and
part time employees and Graduate Assistantships
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When is COI Due? ★ Annually - within 30 days of being hired!!
○ By October 1st of each year
★ August 16th through August 15th - Disclosure Period
★ The PI will be notified if a Grad Student
★ Access to COI: MyPack Portal > Manage My Projects >
Compliance > Conflict of Interest
★ https://research.ncsu.edu/sparcs/compliance/coi-and-noi/
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Certifying TEARS!!MyPACK Portal > Manage My Projects > Proposals and
Project Management > under Post Award > TEARS
★ Review ‘Funded Effort Percent’ column for each category.
★ The effort report can be certified if the percentages approximate actual effort expended during the survey period.
★ Example 5% is 2 hours a week worth of time put into the project
★ If it’s not correct let Stefanie Keto know ASAP
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How to Certify TEARS
1. Review ‘Funded Effort Percent’ column for each category.
1. The effort report can be certified if the percentages approximate actual effort expended during the survey period.
1. If the percentages are NOT accurate, click ‘SIGN OUT’ to exit MyPACK Portal and immediately notify the ECE TEARS Coordinator so the error can be corrected.
2. Contact Stefanie Keto to correct TEARS effort
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Deadline to Certify TEARS?
Effort must be reported by September 30th!
It is your responsibility to verify and certify this and that it is in relation to work
performed.
http://cng.ncsu.edu/systems/tears/
Questions - contact Stefanie!
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Purchasing & Travel
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Purchasing?★ Need pre-approval from
PI/advisor
★ Need Financial pre-approval
★ Need a business justification
★ Do not purchase items out of pocket!!
★ Use Marketplace Vendors First!!!!
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Marketplace
Navigation > Financials Systems > Marketplace > Create Requisition > Select Vendor > Port to Vendor online shopping site
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Purchasing? Use Marketplace ★ Need PI approval to
gain access
★ Required Training
★ Information Security Acknowledgement must be completed
★ Pre-Approval on all purchases!!
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Why Marketplace?
★ Automated approval routing, tracking, and transmission of orders to vendors.
★ Available 24/7, anywhere there is an internet connection.
★ Some vendors have FREE next day delivery.
★ All Vendors offer either free shipping or super discounted shipping.
★ NEW Vendors: http://materialsmgmt.ofb.ncsu.edu/MarketPlace-Shopping-Services/Suppliers/Coming-Soon-Suppliers.php
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What Do I Do?It’s Not Available Through MarketPlace?
★ Please try to use US based vendors.
★ If you’re not sure about a vendor, email [email protected] or [email protected] before speaking with the vendor. NCSU has debarred (banned) vendors.○ Or check out https://ncadmin.nc.gov/government-
agencies/procurement/contracts/debarred-vendors
★ Be cautious with International Vendors.
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Potential Issues with International Vendors
★ Longer Shipping ~ 2 weeks - 2 months
★ Hidden fees to the original charge○ Taxes/Tariffs - charged months later○ International Transaction Fees on Credit Cards○ Additional shipping costs○ Don’t always honor our tax exempt status
★ Time zones - hard to place orders/resolve complications (especially if they need to be completed by phone)
★ Complicated payment processes
★ Complicated returns/exchanges (including more taxes/tariffs)
★ Shipping issues to NCSU (especially through USPS)
★ Language barriers
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Need us to Purchase for you?
★ Please email your PI and obtain their approval to purchase the item. (Currently)
★ Financial approval is required 1st!!!
★Orders will not be placed without prior approvals
★Questions email Robert or Stefanie
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On Campus Service Centers
★ Process○ Stefanie Keto is always the bookkeeper
■ Unless it is CASL or CNEC funding○ Always send a copy of the completed request
form to Stefanie!!!○ Must obtain prior financial approval
prior to submitting to center!!!!!!★ Examples of Service Centers
○ Precision Machine Shop○ Analytical Instrumentation Facility○ Library 3d printing or large format
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Purchasing Form Coming soon!
★Working on creating a form to streamline purchases for everyone
★ Assist in obtaining approvals faster
★ Track all purchase requests
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Traveling? Four Reminders! ★Minimum 2 weeks prior!★ Pre-approval★ 30 days after★ Itemized receipts
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Traveling?
All Travel must be approved PRIOR to travel
★ For first time users, review the Travel Center, http://controller.ofa.ncsu.edu/thetravelcenter/
★ The Travel Center User Guide before completing the form: http://controller.ofa.ncsu.edu/files/2014/04/Travel_Center_Users_Guide.pdf
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Travel Expenses★ Insurance is NOT reimbursable!
○ (Flight, traveler’s life or medical insurance)
★ The department can prepay for expenses before your trip with an approved Travel Authorization:○ Flights○ Conference Fees○ Hotels -Not a prepay but we can pay for the hotel
★ Traveling as a group? ○ EACH individual submits Travel Authorization
★ Third Party Lodging!! ○ Approval required prior to travel/booking
■ ex. AirBnB & apartments not a hotel or hotel chain
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Travel Expenses
★ International students ○ Allow for extra time needed for TA approval...WHY?○ Visas!!!
★ Use Motor Pool! NCSU’s vehicle rental for local travel○ Secure your vehicle online:
http://fleetservices.ncsu.edu/
★ We can book & pay for car rentals at a discounted price, including insurance, with the state contract○ Do not get additional insurance at pick up
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Documenting Your TravelWhich Travel Expenses Require a Receipt?ALL expenses require a receipt except:
– Meals - Per Diem– Mileage
All receipts need to include:– Traveler’s name– Name of the business where the expense
was incurred– Itemized list with unit price per item
and/or services purchased– Date and time of the expenses– Payment information– A zero balance
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Dates to Remember!
★ Sep 30th TEARS certification due for
PREVIOUS academic year★ Oct 1st COI due EVERY year★ Oct 4-5th Fall Break★ Oct 26th Drop/Revision deadline★ Nov 20th Fall RA Appointment contracts
due★ Nov 7th Deadline to apply for graduation
Fall 18 ★ Nov 21 - 23rd University Closed
○ The Main Office is closed - No purchasing★ Dec 24 - Jan 2nd University Closed
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Questions?
This presentation will be available after all session are completed.