At our institution, we only appoint the person and charge up to the
termination date.  I can't imagine charging beyond and requesting
reimbursement from the sponsor.

Julie
----- Original Message -----
From: "J. Murphy, MBA" <xxxxxx@GMAIL.COM>
To: <xxxxxx@hrinet.org>
Sent: Tuesday, August 19, 2008 12:20 AM
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

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