CBO April Newsletter


CBO Reminders & Updates

Required Summer Salary Training Reminder

The summer salary training period has arrived. As a reminder, training is required annually for any faculty member who will receive summer salary before receiving that salary. If a faculty member doesn’t complete the training, their summer salary payment may be delayed. Also, any administrators who will touch summer salary actions are required to take the training before completing any of those actions.

To access the training, visit https://gosparcs.oit.ncsu.edu/trainings.php?course=res-summer-salary19. The training takes about 10-15 minutes to complete and once completed, a certificate will be sent to you and you will be marked complete in the training system (REPORTER). If you have already taken the training this year, please disregard this message.

For registration questions, please reach out to Holly Lipkovich at hklipkov@ncsu.edu. For summer salary or additional compensation questions, please reach out to LaTonya Scott at lmscott2@ncsu.edu or Chiquita Sills at csdurant@ncsu.edu. Please share this message with any faculty and staff who will receive summer salary or will touch summer salary actions.

CALS 2019 State Fiscal Year Close Out Schedule

The CALS 2019 State Fiscal Year Close Out Schedule is now available at www.go.ncsu.edu/calsfyclose, or on the CBO website under Documents & Forms. Please be sure to reference this CALS-specific schedule for important financial deadlines to help ensure the college meets NCSU deadlines for the end of the state fiscal year.

Business Partners Meeting: Recording and Slides Available

If you were unable to join us for the March Business Partners meeting, you may view the recording and meeting slides on the Business Partners webpage at www.go.ncsu.edu/calsbusinesspartners. Our next business partners meeting is scheduled for May 8.

Business Services Updates

Reminders When Submitting Transactions for Processing Through ServiceNow

When submitting a MarketPlace order, a detailed business purpose should be provided to ensure accurate processing and correct account codes are used to code the purchase to the most appropriate allowable expense (grants or State and Federal funds). For example, “Purchasing X for purpose of Y” or “Purchasing paper towels for rodent lab cages.”

When submitting a request for a Personal Reimbursement the following should be included:

  • A detailed business purpose, all receipts and respective forms signed by the department head and the responsible person for the transactions.
  • A project/phase
** Also, requests should be submitted through ServiceNow


When submitting documentation for Requisitions (goods or services >= $5,000), the following should be included:

  • A business purpose and contact person
  • A statement of goods/scope of work
  • Sole source justification (if requesting sole source)
  • The quote or estimate from the supplier
  • A project/phase
  • A delivery address

Important Reminders for Smoother Travel

Travel Authorizations (TA) - When submitting a TA, travelers should estimate all expenses that will be paid via PCard, Direct Bill, or Personal Reimbursement. Registration fees and airfare expenses must also be estimated in the TA when applicable.

Travel Reimbursements (TR) - Please only submit travel reimbursement requests after the travel period is complete. When submitting a travel reimbursement, travelers should not claim reimbursement for expenses that were paid with PCard, Direct Bill, or Personal Reimbursement. Travelers should double check the reimbursement request for the correct dollar amount to be reimbursed prior to submitting the request to avoid any delays in approval.

Travel Expenses for Prospective Students - Travel for prospective students is not allowed on state appropriated funds. This includes awards that have been deposited into state appropriated funds for student recruitment. Travel for prospective students may be placed on university trust funds.

Per Diem Travel Meals vs. Meals for Conferences and Meeting Expenses

Individual meals (i.e., breakfast, lunch, dinner) for employees or non-employees in travel status are not allowable expenses on PCards. As a reminder, travelers are subject to per diem meals which must be claimed through the travel center. Meals are allowed to employees and non-employees when a meal is being provided during a meeting with a planned objective.

AP106 - This form should be completed when departments are hosting conferences, trainings, etc. for which a registration fee was charged and departments anticipate lump sum payments for lodging or meals. Meals above per diem rates are allowable for participants, including those in travel status, when additional criteria are met.

AP107 - This form should be completed when departments engage in meetings or trainings which include employees and/or non-employees for which food was provided. Generally, these meetings are planned in advance.

More information on internal conference and meeting expenses

More information on external conference and meeting expenses


PCard Deadlines

PCard Statement
PCard Reconciliation Deadlines
March Billing Cycle: February 21 - March 20

March Statement Deadline: April 22

Journal Vouchers (JV’s): The PCard Team will process necessary JVs for transactions which had receipts prior to the reconciliation deadline by April 8.

Reconciler Approvals: Cardholder statements will be approved no later than April 8 at the reconciler level if no additional information or documentation is required.

Statement Communication: Communication will be sent to cardholders no later than April 8 if additional information is needed in order to approve their statement.
April Billing Cycle: March 21 - April 19

April Reconciliation Deadline: April 23

Reconciliation Communication: Reconcilers will review posted transactions on a weekly basis and send communication regarding transactions that will require additional follow-up. Note: Reconciliations may be delayed during the first week that statements are released.

CALS Contracts & Grants Updates

Introducing CALS Contracts & Grants 20 & 5 Policy

In February, the college introduced its new CALS Contracts & Grants 20 & 5 Policy, which defines the roles of and mutual expectations for PIs and CALS Pre-Award Consultants during the proposal development and submission process. Below are several frequently asked questions to help you better understand the policy.

After I submit the PINS with the RFA, what happens next? The Pre-Award Consultant assigned to your department will then reach out to confirm the PINS number and due date, and also to set-up the initial 10-15 minute discussion to talk through the proposal and internal timelines. This can be done via phone, video conferencing or in-person. This meeting needs to occur prior to moving forward with the proposal preparation/assistance.

What proposals are subject to the 20 & 5 Policy? All proposals that are required to be submitted through PINS are subject to the policy. This includes internal opportunities, such as RISF proposals. Any exception to this policy will be made in writing as part of the REquest for Proposals, such as the NC Commodity proposals aggregated by NCARS.

Staff Updates

Post Award Consultant Position Update

The Post Award Consultant position previously held by Erik Wurst has been posted. During the interim Shirley Patterson, Post Award Manager is the contact for projects previously managed by Erik.

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