Re: Charging Payroll Beyond Termination Dates? Lesley Zajac 19 Aug 2008 08:15 EST
No payroll should be charged after the end of the grant year unless you know that a no-cost extension is going to be awarded. In the case you cited, no payroll should be charged after 6/30/08. Lesley S. Zajac Director, Research Administration Jaeb Center for Health Research 15310 Amberly Drive Suite 350 Tampa, FL 33647 Tel: 813.975.8690 Fax: 813.975.8761 www.jaeb.org -----Original Message----- From: Research Administration List [mailto:xxxxxx@hrinet.org] On Behalf Of J. Murphy, MBA Sent: Tuesday, August 19, 2008 12:20 AM To: xxxxxx@hrinet.org Subject: [RESADM-L] Charging Payroll Beyond Termination Dates? Would anyone be able to offer assistance with regards to how payroll is handled at your institution? I know this questions is rather simple; an award may not be charged beyond its termination date, unless, there is a no cost extension. For example, if you are on a bi-weekly payroll schedule and the payroll period, as an example, is for the period 06/26/08 - 07/14/08 and your grant ends 06/30/08 and there is not a valid extension, then would the only allowed charges for payroll and related fringe benefits only be allowed to be charged for the period 06/26/08 - 06/30/08 and not beyond? There seems to be some disagreement at my institution with this issue. When a PAF is processed, it constantly pulls it to the nearest biweekly payroll date; I'm told this is common practice and it's impossible for our systems to coincide with that of the award dates, which makes not a bit of logical sense to me. Everywhere I worked, and in earning my MBA and CPA, I've never heard of such a thing. Costs which are incurred during a specific project period are allowable, so any payroll costs prior to the end date would be allowable, in this example, 06/26/08 - 06/30/08. If a requisition put through the system and the PO was issued on 06/28/08 and we were billed and paid for 08/02/08, it's a valid charge to the project, however, if the PO was issued 07/05/08, then, it would not be allowable if the bill came 07/15/08 and was paid. Would someone please be able to confirm my understanding is correct? I've been in the business for fifteen years and suddenly, at my new position, I'm being told this is the way (the incorrect way) to manage post award issues? Help please. Also, what systems do you use for payroll? We are currently using Peoplesoft and I know it has ability to process the payroll via Kronos correctly; I've used it at other institutions and it worked as it should. Best, Jason Weaver ====================================================================== Instructions on how to use the RESADM-L Mailing List, including subscription information and a web-searchable archive, are available via our web site at http://www.hrinet.org (click on "Listserv Lists") ====================================================================== ====================================================================== Instructions on how to use the RESADM-L Mailing List, including subscription information and a web-searchable archive, are available via our web site at http://www.hrinet.org (click on "Listserv Lists") ======================================================================