Bren School Group Project Financial Managers

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Bren School Group Project Financial Managers
Meeting
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Bren Financial Operations Team Members

• Kim Fugate
• Financial Operations Manager
• Bren 2516, x3540
• Frank Soares
• Payroll/Travel Coordinator
• Bren 2522, x6114
• Connie Fourqurean
• Purchasing Coordinator
• Bren 2522, x6114
• Sage Davis
• Building Manager
• Bren 1016, Cell 805-448-0028

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Funding

• Each Group Project is provide a total budget of
  1,500 (State funded).
• 1,300 for supplies, materials, travel, etc.
• 200 for Bren Printing (photocopying and printer
  quota)
• Printing Funds
• Group will decide on allocation of printer funds.
  e.g one designate assigned to print, or two
  designates. Funds will be allocated to each
  members personal printing account.
• Contact Connie at connie_at_bren.ucsb.edu to request
  printing funds allocation and copier codes.
• Printing and photocopying is .05 cents/page.
• Financial Manager must track copies within
  budget overdraft by designate are routed to
  personal BARC accounts.

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Funding contd

• Extramural Funding Three Types
• Paid Direct
• Funds given directly to group project for use
• Client pays for expenditures like travel
• No contract required to receive funding

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Funding contd

• Gifts
• Funds given to UCSB with general direction for
  use
• No Deliverables
• Generally unrestricted uses
• No contract required to receive funding
• DO NOT contact donors directly. Communication
  with donors is made by the Development Team
  Jennifer Deacon

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Funding contd

• Contracts and Grants
• Funds given to UCSB with specific stipulations
• Deliverables Progress reports and findings
• Funding uses restricted by contract and
  university C G rules
• Official university signature and approval from
  the Office of Research required to accept funding
• All C G activities run through the Financial
  Team Kim Fugate
• Potential Indirect Cost

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Funding contd

• You are not authorized to sign anything or enter
  into any agreements on behalf of the University
  of California!
• This includes Memos of Understanding,
  Confidentiality Agreements, Non Disclosure
  Agreements

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Purchasing

• Purchase Orders
• UCSB uses Purchase orders (POs) for the bulk of
  purchases
• PO requests can be made using the online order
  form on the Bren Website
• http//www.bren.ucsb.edu/services/admin/po/
• Orders are placed by the Financial Team. The
  requestor is notified when the item has arrived
• POs can be given directly to the purchaser for
  use locally
• UCSB Credit Card a.k.a FlexCard can be an
  option.

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Purchasing contd

• Reimbursements
• Purchasing GP materials and then getting
  reimbursed is allowed but generally discouraged
• Original receipts are required for all expense
  claims
• Submit original receipts noting what the expense
  was for and what Project Code to charge.
• Lost Discounts are not reimbursable
• Reimbursements must be signed by the Financial
  Manager
• purchasing_at_bren.ucsb.edu

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Travel

• Allowable Expenses
• Transportation
• Airfare economy only
• Train/Bus/Taxi (no limo service)
• Rental Car and Gas Deny insurance coverage
• Personal Car Mileage Currently 0.555 per mile
• Hotel
• Food
• Domestic up to 64 for a 24 hour period, with
  original itemized receipt(s)
• International Per diem per State Dept website
• Conference Registration
• Parking
• Names must appear on all receipts (including meal
  receipts)

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Travel contd

• Non-allowable Expenses
• Alcohol (state funds)
• Personal Entertainment
• Limos/Hotel Suites/First Class Airfare, upgrades
  non-refundable
• Internet Package Deals
• Travel Reimbursement Worksheets
• Domestic
• Foreign
• Travel must take place prior to reimbursement
• Turnaround time for checks 4-6 weeks

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Travel contd

• Travel Advances
• 2 Weeks to process
• Check sent to address indicated on form
• Must submit travel voucher when trip is completed
  and no later than 30 days upon completion of
  travel
• Travel Advance Worksheet
• Booking as a group Meals, Hotels, Flights
• UC Travel Center
• Direct Billing Local Hotels
• UCSB Transportation Services
• travel_at_bren.ucsb.edu

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Entertainment

• Provide meals at business meetings
• Light refreshments and simple meals are allowable
• Bagels and Coffee
• Light Lunch
• Only to be used for entertaining clients from off
  campus
• Not for celebratory events
• Check with Finance Team for donor funds!

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Entertainment contd

• Documentation
• Itemized Receipt
• Names of attendees everyone
• Affiliation
• Reason for business meeting
• Use the form Business Meeting/Entertainment
  Worksheet
• Entertainment is always an out of pocket
  reimbursement

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Employment

• Hiring someone to work for your Group
• Editing
• Compiling Research
• Surveys
• Questions we have to ask
• Are they legally allowed to work in the US?
• Do they already work elsewhere on campus?
• Do they have a SSN or ITIN?
• Should they be a contract employee?
• Talk to us before offering anyone a job!

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Contracts for Services

• Personal Services Agreements
• Business Services
• Request for Services doc
• At least 2 weeks in advance
• Insurance requirements
• Plan way in advance!
• Letter Agreement
• Small total cost
• Done in Bren
• Arms Length Policy No Friends/Family/Co-workers
• Must be eligible to work in US

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Phone Codes

• Authorization Code
• Five digit code for calling off campus
• Can be used from any UCSB phone
• All costs for making calls charged to your GP
  code
• Use for conference calls
• Billed in arrears

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Parking Permits

• Four Kinds
• Guest Parking - 8/day Park in student/visitors
  lots. Closest Mesa Parking Structure (lot 18).
  Permits Picked up at Info Kiosk.
• VIP Permits - 10/day Park in any
  faculty/staff/student lot Closest Bren Lot.
  Permits Picked up at Info Kiosk
• Reserved Space - 30/day Specific parking space
  reserved in any lot.
• All parking permits must be requested through
  the Financial Team. fsoares_at_bren.ucsb.edu

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Bren Website

• All forms and information can be found on the
  Bren website under the Financial Services tab at
  the top and then Administration.
• http//www.bren.ucsb.edu/services/accounting
  .htm

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Notes

• The Group Project Financial Manager doesnt have
  to do everything financial
• Come See Us First

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• Questions?