CBO October Newsletter


CBO Reminders & Updates

September Business Partners Meeting: Recording and Slides Available

If you were unable to join us for the September Business Partners meeting, you may view the recording and meeting slides on the Business Partners webpage at http://harvest.cals.ncsu.edu/business-operations/?p=15013. Our next business partners meeting is scheduled for November 28.

Accounting Services Updates

Shifts in Business Services Assignments

The Business Services leadership has been working to redistribute workload and align team assignments. As a result, our business coordinators and departments may begin to notice a change in travel, PCard, and general accounting processors. We will communicate these updates once all changes are finalized.

Issues Receiving Travel Transactions

The CBO has experienced recent issues with receiving travel transactions and are working to resolve the error. Travelers are asked to please notify your business liaison and/or travel specialist if you have transactions that are outside our normal processing times. As a reminder, our service level expectations are as follows:

  • Processing of Travel Authorizations: 24 business hours
  • Processing of Travel Reimbursements: 5 business days

Please be mindful that your transactions may take longer to processes if documentation is missing. We appreciate all those who have contacted our office regarding outstanding transactions.

PCard Deadlines

PCard Statement
PCard Reconciliation Deadlines
September Billing Cycle: August 21 - September 20
September Statement Deadline: October 22
Journal Vouchers (JV’s): The PCard Team will process necessary JVs for transactions which had receipts prior to the reconciliation deadline by 10/8.
Reconciler Approvals: Cardholder statements will be approved no later than October 8 at the reconciler level if no additional information or documentation is required.
Statement Communication: Communication will be sent to cardholders no later than October 8 if additional information is needed in order to approve their statement.
October Billing Cycle: September 21 - October 19
October Reconciliation Deadline: October 23
Reconciliation Communication: Reconcilers will review posted transactions on a weekly basis and send communication regarding transactions that will require additional follow-up.

CALS Contracts & Grants Updates

Data Use Agreement Tips

RSC Newsletter Edition No.04 6/8/19, contributed by Sherrie Settle, Director of Sponsored Programs

Even when no funds are changing hands, Data Use Agreements can have costly implications for the University and for the individuals who have access to the shared data (See the Compliance Corner [in the newsletter] for more information).

To protect your researchers and ensure that Data Use Agreements are both consistent with University policies and appropriate to the work for which the data are needed, please remember to:

  • Route Data Use Agreements in PINS
  • Reference the RADAR or PINS records for associated sponsored projects
  • If the data are not related to a sponsored project, include a Scope of Work in the PINS record
  • Document how any data security requirements (e.g. limited access) will be met
  • Be mindful of project creep - using shared data for a new project might require prior approval or modification of the Data Use Agreement

Individual researchers and research staff should not sign Data Use Agreements on behalf of the University or enter into Data Use Agreements in their own names for University work. They may be required to acknowledge the terms of a Data Use Agreement as data users or custodians.

For additional information, please click on the following link to be taken to the reference Research Support Council Newsletter: https://us12.campaign-archive.com/?u=8d876ec5e7da77be7c6358f90&id=cda8b6775c


Staff Updates

Welcome New Administrative Support Specialist, Charlotte Leitch

Please join us in welcoming our newest administrative support specialist, Charlotte Leitch, to the CBO team. Charlotte comes to us from UNC-CH where she recently served as an administrative support specialist with the Writing Center. Previous to that she has served in administrative support roles at Duke University and Wake Forest University. Charlotte will provide operational support for CALS C&G and Business Services, including taking over the responsibilities of long-term temp, Wilma Dunston, who provided CALS C&G with six-plus years of dedicated support and service.

Welcome Newest PCard Team Member, Ebony Stancil

Please join us in welcoming our newest PCard Reconciler, Ebony Stancil. Ebony joins us from UNC Charlotte where she has over 6 years experience processing financial transactions with knowledge of federal, state, and university policies. In her most recent position, she performed financial administration and reporting of State and Grant and Contract finds. We are excited to welcome Ebony to the CBO.

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