From: Georg Jahn [gjahn@csun.edu] Sent: Thursday, May 25, 2006 5:11 PM To: 'Sponsoredprog-l@csun.edu' Subject: Sponsored Programs Bulletin 12: New Chargeback Procedure for University Services / Impact on Sponsored Programs ***************************************************************** S P O N S O R E D P R O G R A M S B U L L E T I N ***************************************************************** To: All Principal Investigators & Research Administrators From: The University Corporation - Sponsored Programs - Re: New Chargeback Procedure for University services/ Impact on Sponsored Programs _____________________________________________________ Northridge, May 25, 2006 As many of you may be aware, the University has implemented a new PeopleSoft based procedure to request, approve and invoice for University services, such as Quickcopies, PPM services, etc. The new procedure used by the University is entirely paperless. Requesting, approving and invoicing for these services is done exclusively through the PeopleSoft chargeback module. To request University services you must now login at your portal and access PeopleSoft/Financials/Chargeback. The old paper based forms cannot be used anymore. However, this electronic procedure does not fulfill the requirements for the documentation of expenditures in Sponsored Programs. As a result, all University services for a Sponsored Program will require a slightly different procedure. In addition to the new regular university services request procedure, any services requested for a Sponsored Program, require the electronic forms to be printed, signed by the Principal Investigator and the signed hard copy to be forwarded to The University Corporation. New Procedure: Request of University Services for a Sponsored Program ===================================================================== Step 1: The Principal Investigator or responsible administrator logs into the portal and clicks on Financials / Chargeback. Step 2: The Principal Investigator completes the PeopleSoft based request form, including TUC account number, fund number and project ID. Step 3: I M P O R T A N T ! The Principal Investigator prints out a hard copy of the PeopleSoft request for University services, signs it and forwards it to The University Corporation. (The University Corporation requires this hardcopy with the original signature for the project files). P L E A S E N O T E: The University Corporation cannot process the request until the signed hardcopy can be matched with the electronic version. If you need to have your request processed immediately, you will need to drop off the signed hardcopy at The University Corporation, instead of sending it through Campus Mail. Step 4: The Principal Investigator forwards the electronic request to the approver, usually the Manager of Academic Resources (MAR) at the respective College. Step 5: The approver at the respective College approves the request and forwards it to The University Corporation. Step 6: The responsible University Corporation-Accounting employee receives the electronic request and matches it with the hard copy signed by the Principal Investigator. The hardcopy of the request is then forwarded to the Sponsored Programs Department at The University Corporation (TUC-SP). Step 7: The Sponsored Programs Department verifies the availability of sufficient funds and the allowability of the expenses and approves the hardcopy of the request. The TUC-SP approved hardcopy of the receipt is then returned to the responsible TUC-Accounting employee. Step 8: The TUC-Accounting employee assigns a TUC Purchase Order number and electronically approves of the request, which initiates the request to be forwarded to the respective University service provider. The signed and TUC-SP approved hardcopy is filed and later matched with the invoice from the University. For questions, please contact The University Corporation at extension 2698. ________________________________________________________________ The Sponsored Programs Bulletin is produced by The University Corporation - Sponsored Programs Department. For questions and comments, please contact Georg Jahn at extension 2698, or e-mail to gjahn@csun.edu. _________________________________________________________________ THE UNIVERSITY CORPORATION Research, Investments and Commercial Services California State University, Northridge 18111 Nordhoff St. Northridge, CA 91330-8309 Direct: (818) 677-2698 Fax: (818) 677-2671 gjahn@csun.edu _____________________________________________________