FAQs

On this page you can find all the frequently asked questions from every UFS department.

 

Accounts Payable Services

How do I do a stop payment on a check?

Contact Accounting and Financial Reporting Services at ControlDesk@email.uky.edu with the check number and date. For more information about stop payments and voided checks, see the Account and Financial Reporting Services FAQ.

How do I obtain a copy of a check?

Contact Accounting and Financial Reporting Services at ControlDesk@email.uky.edu with the check number and date.

How can I tell if a Disbursement Request Form, Travel Document, PRD, PO has been paid?

You will need to have access to SAP to search the following screens for payment information?  See Quick Reference Cards for Payment Information Lookup information:  QRC PRD Payment Information Lookup and QRC PO Payment Information Lookup.

Search for payment by vendor name:

FBL1N (Vendor Line Item Display) – Search for vendor number information by name and review payments made to the vendor for any selected time frame.

FK10N (Vendor Balance Display) – Search for vendor number by name and review payment made to the vendor by fiscal year.

Search for payments by invoice number or PRD number:

FB03 (Display Document) – Search for vendor payments using the invoice number or assigned document number.

Search for payment by cost object:

KSB1 (Display Actual Cost Line Items for Cost Centers) – Search for vendor payments made against a cost center for any selected time frame.

S_PLN_16000269 (Grants Management: Line Item Display) – Search for vendor payments made against a WBS element for any selected time frame.

FMRP_RFFMEP1AX (Document Journal) – Search for vendor payments made against any cost object for any selected time frame.

Who files the 1099-MISC and 1099-K tax information to the IRS at the end of the tax year?

The Accounts Payable department reports all 1099-MISC and 1099-K information to the IRS by the end of January for the previous calendar year. For more information on 1099-MISC and 1099-K reporting contact Accounts Payable at 859-257-4779 or 859-323-4404.

How do I pay/process an invoice received from a vendor for a Sub Contact or Framework Purchase Order?

Departments/Units that receive an invoice or credit memo for a Sub Contract or Framework Purchase Order should forward it to the Accounts Payable Department or Hospital Accounting via the Vendor Invoice and Credit Memo Transmittal form.

How do I pay/process an invoice for a purchase made under delegated purchasing authority?

Generally, purchases made under delegated purchasing authority should be made by the Procurement Card. However, invoices for delegated purchases that are excluded from purchasing by the Procurement Card, should be paid by the Payment Request Document (PRD) process.

How do I pay/process an invoice for a purchase of goods/services that was made without having prepared a requisition, but a Purchase Order is now required by the Purchasing Division?

You must prepare a requisition in SRM/SAP and await for Purchasing to establish a Confirmation Purchase Order. Once established you should forward the invoice to the Accounts Payable Department or Hospital Accounting via the Vendor Invoice and Credit Memo Transmittal form.

How do I process a Credit Memo received from a vendor?

Departments/Units that receive a credit memo should forward it to the Accounts Payable Department via the Vendor Invoice and Credit Memo Transmittal form.

Payment Request Documents (PRD)

How do I get access to the PRD process?

Access roles for PRD Creators and PRD Approvers are authorized by your College/Unit and coordinated with your Area Security Officer. Once your PRD role is established, you must complete the required PRD Training for that role. The PRD Training is available online through Employee Self Service. https://myuk.uky.edu/irj/portal . Upon successful completion of the training your role will be established by EAG and the access tab will be added to your portal page. Access for PRD Review (view only) is also made available to everyone assigned the PRD Approver role. Others may be authorized for PRD Review access by requesting authorization and approval through their College/Unit Area Security Officer.

What payments may be made by PRD?

The PRD must be used in accordance with the Purchasing / AP Quick Reference Guide located online at http://www.uky.edu/Purchasing/docs/quickrefguide.pdf However, requests for payments by Bank Transfer and payments from Agency Cost Centers are not processed by PRD. They should be requested by completing a Cash Disbursement Request form.

If the appropriate product category for a payment is not in the PRD Catalog, what procedure should be followed to make the payment?

If a product category is not in the PRD Catalog, the payment may not be made by PRD. Access the Purchasing / AP Quick Reference Guide located online at http://www.uky.edu/Purchasing/docs/quickrefguide.pdf and make the payment accordingly.

How can the Payment Request Display tab be used to obtain information on a PRD that is no longer on the Approver tab?

Please see the Payment Request-Display tab Quick Reference Card.

How do I know if the vendor I must pay is an established and approved by the University of Kentucky?

The PRD vendor database contains valid vendors that have been approved and established by Purchasing. So you may search for the vendor you wish to pay in the PRD vendor database by using the drop down box of the "Payment To" field on the PRD Overview Tab. It is good practice to always verify the vendor address as well as the vendor name when selecting the vendor.

What must I do if I search for a vendor I want to pay but cannot find it in the PRD vendor database?

You must request that the vendor be established and added to the PRD vendor database by Purchasing. The vendor application form is located online at https://www.uky.edu/hr/sites/www.uky.edu.hr/files/webform/vendapp_july2017_interactive.pdf .

Is there a PRD process for making a payment to a vendor without requesting the vendor be established?

Generally NO. All payments require an established vendor.
Note: The PRD does have a special feature that may be used for the selected one-time payments. Vendors for these types of one-time payments are listed below. Use of these vendors is strictly limited to the defined purpose and attempts to use them for any other purpose will be rejected.

One-time payments of $100.00 or less made to compensate “Research Subjects” may be made by PRD using the vendor entitled: RESEARCH.

One-time payments for payroll advances may be made by PRD using the vendor entitled: PAYROLL.

One-time payments for refunds to patients may be made by PRD using the vendor entitled: PATREFUND.

One-time payments for patient refunds to insurance companies may be made by PRD using the vendor entitled: INSREFUND.

One-time payments for refunds of other fees or payments made to the University may be made by PRD using the vendor entitled: OTHREFUND. Note: Reimbursement of expenses is not considered a refund. Reimbursements of expenses made to an individual, including employees, independent contractors and official guests may only be made to regular vendors established in the PRD vendor file

What factors are applied to determine the routing of a PRD for approval?

PRD routing for approval is based on several factors as follows:

First and second level approvers are determined by each University department/area/unit and the assignment of the roles is coordinated through the Area Security Officer. https://www.uky.edu/hr/sites/www.uky.edu.hr/files/webform/deptform-iris%20072407.pdf .

Selected PRD Product Categories are routed to Purchasing for approval.

All PRD are ultimately routed to Accounts Payable for final audit and review prior to being posted to SAP.

May a PRD be routed or directed to someone other than the assigned approver for review and approval?

YES, but that person must have the “approver” role in PRD.  This is done by utilizing the “add an approver” feature that is found by clicking the Approver Tab after the PRD has been created.
Suggestion: If the PRD must be reviewed by someone that does not have the “approver” role – Park the PRD and print a copy for review and approval (signature if desired) and attach the copy as part of the PRD documentation.

May an alternate approver be designated to approve PRD when a regular approver is not available due to vacation or other leave?

The system does not address adding a temporary approver for a limited period of time, however, a department may designated/assign multiple approves for PRD transactions. Of course, each approver must have taken the PRD Approver training and been assigned the approver role.

Do all designated/assigned approvers within a department receive an email notification when a PRD is awaiting approval?

YES. However, only one is required to approve the PRD.

Will Approvers receive a reminder email if the PRD is not approved within a defined timeframe?

NO. Only one email is sent to each approver.

How may I check the status of a PRD that I have created and submitted for approval?

The creator of a PRD may check the status by logging on to the PRD system and locating the PRD in their Personalized Object Work List, (POWL), and looking under the "Status" column of the POWL display. There are no current plans to purge PRD from the system. So until a process for purging transactions is implemented, the PRD will remain in the creator's POWL for an indefinite period of time. Additional details and further information on the PRD may be found by clicking the Approver Tab and the Tracking Tab.

What is the meaning of the terms/phrases found in the Status column of the POWL?

Awaiting Approval – The PRD has been submitted by the creator but is yet to be approved by the designated/assigned approvers.
Approved – The PRD has been approved by Accounts Payable but is yet to be posted in SAP.
Deleted – The PRD has been deleted, but may still be viewed in the POWL.
Error in Process – The PRD failed to meet the edit criteria for posting into SAP. For further processing, corrections must be made and the PRD must be recreated and submitted.
Posted in the Backend – The PRD has been posted into SAP.
Release Rejected – The PRD failed to meet approval requirements and has been returned to the PRD creator.
Saved – The PRD has been “parked” and is awaiting completion by the creator.
To Be Corrected Manually - The PRD failed to meet the edit criteria for further processing and must be corrected by the creator before it can be submitted.

May the creator of a PRD reopen it and make edits after it has been submitted?

NO. Once the PRD is submitted it may only be edited by the upcoming approver.

May the approver of a PRD reopen it and make edits after it has been approved?

NO. Once the PRD is approved it may only be edited by the next approver. However, the Approver may make edits and changes prior to approving the PRD.

May a PRD that has been rejected by an Approver and returned to the Creator be corrected and resubmitted?

NO. A rejected PRD may only be resubmitted by recreating the PRD from the start. This is necessary to ensure that all changes, edits and corrections are also reviewed by all the Approvers.

May the number of PRD displayed in the POWL be limited and may they be sorted into categories?

YES. The number of PRD displayed may be limited and they may be sorted by utilizing the Quick Criteria Maintenance. Upon logging on to the PRD system, select the "Show Quick Criteria Maintenance" button and choose "timeframe" from the selection options to limit the number of PRD displayed. Choose "status" to sort the PRD into any of the status categories.

May multiple invoices be processed/paid on a single PRD?

NO. Only one invoice per PRD.

May a Credit Memo/Invoice Credit be process on a PRD?

No, Credit memos must be submitted to AP using the Vendor Invoice and Credit Memo Transmittal

Does the PRD number carry forward into SAP when the document is approved and posted by Accounts Payable?

YES. The PRD numbering series is 3xxxxxxxxx and this will appear in the Reference Key field on the Document Display Screen FB03 as well as in the Reference Document Number field on KSB1.

May an end user drill down on the PRD number in SAP to see the details of the PRD?

NO. The PRD details are only accessible in the PRD system.

Is the SAP document number recorded on the PRD after it is posted by Accounts Payable?

YES. The SAP document number series 19xxxxxxxx is recorded in the PRD. The number may be accessed by clicking on the Tracking Tab where it appears immediately following the fiscal 2013 fiscal year date. i.e. 201319xxxxxxxx.

May an end user drill down of the SAP document number in the PRD system to see the accounting details and check information?

NO. The accounting details and check information is only accessible in SAP and is accessible for display by using the SAP document number on the Document Display Screen FB03.

May payments to students be made on the PRD?

Yes, to or on behalf of students may be made on PRD.  Please see BPM E-7-14 Payments to or on the behalf of Students

Where and how should original receipts be maintained since only scanned copies are being attached to the PRD?

Original invoices and supporting documentation should be scanned as a single file, labeled as documentation and attached to the PRD document. Department personnel must ensure scanned images are completely readable. Documents shall be unfolded and all staples, clips, and other fasteners removed prior to scanning. For standard text documents, 200 dpi shall be the minimum resolution. Additional information on document preparation and scanning resolution may be found in: Policy Memorandum on the Storage of Public Records as Scanned Images.

Departments must maintain the original invoice and supporting documentation until PRD has been posted in SAP as verified through the unit’s monthly Reconciliation and Review of Financial Transactions.

The scanned attachment stored in the Enterprise Content Management system (ECM) will serve as the record copy as defined in the State University Records Retention Schedule, record series U0239 or U1800 for charges posted to grants. Since departments can access the record copy through ECM, departments shall destroy originals within 60 days of the verification of the invoice posting in accordance with BPM E-17-6.

Records Retention

The Commonwealth of Kentucky mandates by statute that all public records be retained or disposed of according to state guidelines. In 1994 the State Archives developed the first installment of a model schedule for public records generated by state universities. The State University Records Retention Schedule calls for the timely destruction, or permanent preservation, of all University public documents. Please contact the University’s Records Officer for further information or for questions regarding records management.

Payment to Nonresident Alien Individuals

Where is the information found that lists the visa types for foreign scholars and the rights and limitations of each? 

The information may be found on the Immigration Services website, and the visa types are also listed in the University of Kentucky Business Procedure E-7-7 attachment A (PDF).

Most foreign scholars and researchers enter the U.S. with a J-1 visa, which allows them to teach or conduct research while on campus. Most other visa types limit the nature and locations of work that can be performed by the visitor. As general rule, visa types F, H, J, M, or Q will be eligible for payment for services (visiting speaker fees or independent contractor services), an honorarium and expense reimbursement but visa type B only allows for payment of an honorarium and reimbursement of expenses. Other limitations also exist for visa type B, such as the person cannot have been paid by more than five (5) other institutions within the previous six (6) month period.

If an NRA's visa permits them to receive payment of fees and/or expenses, departments may extend an offer to do so. Departments are encouraged to consider preparing a written "letter of invitation" documenting the conditions and terms of the invitation.

If an NRA's visa or other circumstances do not permit payment, departments should not make a promise or a commitment to pay any fees or expenses.

Are payments to an NRA subject to federal and state tax withholdings?

Yes, all payments to NRA's are subject to federal withholdings of 30 percent and state withholdings of 6 percent. However, an NRA may be eligible for exemption or reduced withholdings under a tax treaty between the United States and their country of residence.

Where is the information that documents existing tax treaties between the United States and foreign countries?

Information on existing tax treaties between the United States and foreign countries may be found on the Internal Revenue Service (IRS) website.

How does NRA qualify for and/or claim benefits under a tax treaty?

The NRA must complete IRS Form 8233 (PDF) and it must be attached to the request for payment. Please see Instructions for completing the form. Note: This form requires that the NRA provide a valid SSN or Individual Tax Identification Number (ITIN).

What if the NRA does not have a valid Social Security Number (SSN) or an Individual Tax Identification Number (ITIN)?

An SSN or ITIN is not a requirement for making a payment to an NRA. However, if the NRA does not have an SSN or ITIN they are ineligible for any potential benefits of a tax treaty between the United States and their country of residence. Also, any payment made to them will be subject to withholdings for both federal and state taxes of 30 percent and 6 percent respectively. Additional information regarding tax withholdings for an NRA can be found on the (PDF).

How can an NRA obtain a Social Security Number?

The application for a Social Security Number can be found at the Social Security website.

What are the options if an NRA does not qualify for a Social Security Number?

If an NRA does not qualify for a Social Security Number, they may apply for an Individual Tax Identification Number. The application for an Individual Tax Identification Number can be found on the IRS website.

Why must the University delay payment to an NRA that seek entitlement to tax treaty benefits by completing an IRS Form 8233?

The IRS requires that the University submit the IRS Form 8233 to them for approval, and they impose a mandatory delay of ten (10) business days before the payment may be made.

What is the process for requesting a payment for an NRA?

Non-employee payments are made by Departmental Authorization Voucher (PRD) through the Accounts Payable Department. Detailed procedures for completing the PRD are in Business Procedure E-7-7  (PDF).

What are the documentation requirements for a payment for an NRA?

Documentation requirements vary with the type of payment that may be made to an NRA. Listed below by payment type is the documentation that must accompany the PRD for each payment when it is submitted to Accounts Payable.

Honorarium

Definition: A gratuitous payment made to someone for the sole purpose of expressing appreciation in the absence of a contract or any other written or oral promise to pay for services.

  • A copy of the "letter of invitation" or a statement of the terms and conditions of the visit signed by the University official that extended the invitation.
  • Copy of the NRA's visa or an I-94 in the absence of a visa.
  • IRS form W-8BEN (PDF).
  • IRS form 8233 (PDF) if the NRA is claiming exemption or reduced withholdings.

Visiting Speaker Fee

  • A copy of the contractual agreement (Independent Contractor Form) (PDF) or other approved contract.
  • Copy of the NRA's visa or an I-94 in the absence of a visa.
  • IRS form W-8BEN (PDF).
  • IRS form 8233 (PDF) if the NRA is claiming exemption or reduced withholdings.

Independent Contractor Services

Prizes and Awards

  • Copy of the NRA's visa or an I-94 in the absence of a visa.
  • IRS form W-8BEN (PDF).

Reimbursement of Expenses

  • Copy of the NRA's visa or an I-94 in the absence of a visa.
  • Original receipts for all expenses. (In the absence of original receipts, payments will be subject to 30 percent Federal withholdings and 6 percent State withholdings.)

Accounting and Financial Reporting Services

Accounting and Financial Reporting

Who do I contact if I have questions concerning checks?

Email ControlDesk@uky.edu or call 257-8889

How long must I wait before a stop payment can be placed on a check?

Generally, if the vendor name and address on the check are correct, a stop payment cannot be placed on the check until 10 business days have passed. This delay gives the vendor ample time to receive the check through the mail.

For questions concerning checks with incorrect vendor names or addresses or any other questions about stop payments, please email ControlDesk@uky.edu or call (859) 257-8889.

What should I do if a vendor says they didn't receive a check?

Verify that the check has been issued using one of the following transactions.  Note the date of the check, the check number, and the amount.

  • Search for payment by vendor name:
    • FBL1N (Vendor Line Item Display) – Search for vendor number information by name and review payments made to the vendor for any selected time frame.
    • FK10N (Vendor Balance Display) – Search for vendor number by name and review payments made to the vendor by fiscal year.
  • Search for payment by invoice number or PRD number:
  • FB03 (Display Document) – Search for vendor payments using the invoice number or assigned document number.
  • Search for payment by cost object:
  • KSB1 (Display Actual Cost Line Items for Cost Centers) – Search for vendor payments made against a cost center for any selected time frame.
  • S_PLN_16000269 (Grants Management: Line Item Display) – Search for vendor payments made against a WBS element for any selected time frame.
  • FMRP_RFFMEP1AX (Document Journal) – Search for vendor payments made against any cost object for any selected time frame.

 If the check has been issued, email ControlDesk@uky.edu to verify that the check is outstanding, to obtain a copy of the paid check, or to place a stop payment on the check.

 If the check has not been issued, contact the appropriate Accounts Payable Services personnel.

Why is a check showing as void on my BW reports/detail transaction reports?

This could happen for several reasons including, but not limited to, the following: a stop payment may have been requested, duplicate checks may have been issued, or two vendor payments may have been combined in error into one check.  Email ControlDesk@uky.edu with specific questions.

How do I collect and remit sales tax?

For sales and use tax questions, refer to the Business Procedures Manual E-6-1.  If you still have questions, contact Crystal Bostic or Annetta Carter.

How do I obtain a Kentucky Sales Tax Exemption Certificate or UK's Federal Identification Number?

Call the Purchasing Division at (859) 257-9100.

Who do I contact concerning Unrelated Business Taxable income (UBIT)?

Questions about Unrelated Business Taxable Income (UBTI) should be directed to Gwen Conley.

How do I access my BW Reports/Detail Transaction Reports in SAP?

Click on this link for instructions:  BW Reports/Detail Transaction Reports Display

How do I get information about a balance on my BW Reports/Detail Transaction Reports?

  • For questions about a specific item on your report, contact the department that initiated the transaction. For help in determining the initiating department, follow this link to view the list on the EAG Website.
  • If you still have a problem with the item, contact Amy Quire at (859) 257-2949.
  • For help understanding BW Reports/Detail Transaction Reports, contact your Area Business Officer. Instruction and simulation are also available on the EAG Website.

Who do I call to get a copy of a document that appeared on my BW reports/detail transaction reports?

  • For AFRS documents only, contact Taylor Sandusky
  • For RFS documents only, contact Jeff Lyons
  • For PRD, Purchase Orders and TRIP documents please reference Accounts Payable Services Quick Reference Cards
  • For Cash Receipts, contact Treasury Services at (859) 257-1983
  • For regular monthly billings such as Communications, Duplicating, etc., contact the billing department to request a copy of the document. The Document Types and Numbers will help you determine which department to contact.
  • For HOSP documents only; contact Phil Trisler in Hospital Accounting

What is this payable or receivable on my cost object?

  • For monthly accruals, contact your Area Business Officer
  • For year-end accruals, contact Lora Dials

 Who do I call if I'm unsure of the correct G/L account to use for a transaction?

Refer to the Business Procedures Manual E-17-8, or contact Amy Quire at (859) 257-2949.

What are the balances in my fund?

Transaction Code ZGL_TRBR1_FUND in SAP displays the current account balances. If you need help interpreting what you see in SAP, contact your Area Business Officer.

Where is my fund balance from last year?

Please contact your Area Business Officer to determine how much, if any, fund balance is returned.

How do I set up a new cost object?

  • For UK cost centers, contact your Area Business Officer or reference the cost/funds center request form.
  • For student or non-UK professional organization agency cost centers, reference the Business Procedures Manual E-17-14 and the agency cost center form. For all other questions, contact your Area Business Officer.

How do I set up a new general ledger account?

For general ledger accounts (assets, liabilities, revenues, expenses, recharges and transfers), contact your Area Business Officer or reference the account request form.

Why is my cost object blocked?

1129’ cost objects (agency cost centers) are generally blocked for two reasons:

  • The account has a zero or a deficit balance. To clear a deficit in a 1129' cost center, make a deposit at Treasury Services, Room 356 Service Building, 0005. If you have questions regarding the amount of the deficit or the charges that created the deficit, contact Amy Quire at (859) 257-2949.
  • The account has an expired ending date. Contact your Area Business Officer about procedures for re-activating an expired account.

 For other cost objects, contact your Area Business Officer.

 Capital Assets Accounting

Who do I contact if I have questions concerning Capital Inventory?

  • For Equipment or Vehicle Inventory, email Steve Strunk or call (859) 257-5046.
  • For Facilities Inventory, email Derrick Hitt or call (859) 257-6290.

What do I do with equipment that is no longer needed by my department?

See BPM E-12-4 (Property Disposition Policy) and E-12-5 (Surplus Property Disposition Incentive Plan)

Can also visit the Surplus Property website for more information and contacts: https://sharepoint.uky.edu/facilities/surplus/default.aspx

 

Endowment Accounting

Who do I contact if I have questions concerning endowments?

Email Amanda Henderson or call (859) 257-7394.

Email Karen Boyd or call (859) 323-7202.

Email Kim Lush or call (859) 257-6465.

How do I set up a new endowment fund in SAP or make changes to an existing account?

You need to complete and submit an Endowment Fund Creation Request Form.  For your reference, here are instructions to complete the form.

How are endowments invested?

Endowments are invested per the University’s Endowment Investment Policy.

How do I obtain historical endowment return and value information?

Refer to the Historical Endowment Returns document.

Refer to the Historical Endowment Values Bar Graph.

How do I run the Endowment BW Reports?

Refer to the Instructions for running the Endowment reports in BW.

What if I need assistance with a GL code?

Refer to this listing of common JV transactions or contact Amanda Henderson at (859) 257-7394.

Is there a listing of all GL codes associated to endowments?

The GL Hierarchy contains all endowment related GL codes categorized by contributed value and market value.

What is the spending rate for this fiscal year and how is it calculated?

Refer to the FY 16-17 Spending Rate calculation.

Where can I find information regarding receiving and recording gifts or endowments?

Refer to BPM E-22-1 Policies and Procedures for Soliciting, Receiving, Recording, and Acknowledging Gifts.

Where can I find my endowment spending distribution percentage in SAP?

Enter Transaction Code FM5S: Display Fund. Enter your endowment fund number and select Add UK Endowment Fields. The distribution percentage is at the bottom of the screen and will list the percentage of the spending distribution that is being distributed to the cost center and/or to the fund.

What are some of the common transaction codes used with endowments?

  • FM5S – Display Fund – Used to view the attributes of the endowment fund.
  • ZGL_TRBR1_CUM – Endowment Trial Balance – Used to view the cumulative screen of the endowment fund.
  • ZGL_TRBR1_BA – GL Trial Balance by Fund – Used to view current fiscal year trial balance of the endowment fund.
  • KSB1 – Cost Centers Actual Line Items – Used to view revenue and expenses post to the cost center.
  • GR55 – Execute Report Group – Used to view budget for cost center.
  • FMRP_RFFMEP1AX – All Postings – Used to view line items posted to the endowment fund.

Payroll Services

I received an email addressed from Payroll stating that I am going to receive a raise. Should I click on the link?

No. Payroll Services will never send you an email stating you will receive a raise. DO NOT click on any of the links and enter information. If you receive one of these emails, please follow these instructions. If you clicked on a link in a phishing email, change your link blue password immediately following these instructions.

How do I gain access to Employee Self Service?

To access Employee Self Service please follow these steps:

  1. Go to the UK’s main webpage at www.uky.edu.
  2. Click on the link in the upper right hand corner titled MyUK.
  3. Login into MyUK with your link blue ID and password.
  4. You should see the Employee Self Service tab in the upper left hand corner of the page.

I do not have an Employee Self Service tab on MyUK. How do I resolve this?

If you are an employee without access to the Employee Self-Service tab, please contact the Information Technology Customer Service Center at 859-218-HELP (4357) or by clicking the following link to reach the Help Desk via e-mail. You will need to provide your person ID number or your Link Blue User ID in order to receive access.

What is my UK identification number and where can I find it?

Your UK ID number is a nine digit number beginning with a “9” that is used to identify you in all payroll, benefits, and student related organizations. It is a secure number that replaces the need for using your Social Security Number as a means of identification. Your UK ID number can be found in the bottom right hand corner on your UK picture ID (the Wildcat Card), or in the upper left hand corner of your pay statement under your name and address information (the beginning “9” is omitted on the pay statement).

How do I review my online pay statement?

Access Employee Self Service (ESS) online.

  1. Click on the "Employee Self-Service" tab at the top of the page.
  2. Click on the "Benefits and Payment" sub-navigation link.
  3. Click on the "Pay Statement" link under the Payment section.

When will I be able to see my pay statement online?

Biweekly employees should be able to view their pay statement typically the Monday prior to payroll Friday. Please reference the current payroll calendar for the schedule. Monthly employees will need to reference the current payroll calendar as the production date for monthly pay statements can vary widely from month to month.

My pay statement is incorrect.  Who do I contact to resolve this issue?

Contact your current supervisor or administrator responsible for payroll in your local area, college or department.

When will my direct deposit become effective?

If you enter your direct deposit online through Employee Self-Service, the information is recorded immediately. Paper forms, with a voided check attached, may be submitted to Payroll Services. Information is recorded according to the date the form arrives in Payroll Services. However, there are deadlines for both biweekly and monthly employees.

For biweekly employees the cutoff to accept direct deposits is typically 5:00pm on the Monday preceding payroll Friday. Please reference the current payroll calendar for the schedule.

For monthly employees the cutoff to accept direct deposits can vary widely from month to month. Please reference the current payroll calendar for the schedule.

How can I stop direct deposits?

Direct deposit is a condition of employment. All employees are required to have direct deposit. If there are extenuating circumstances (such as fraudulent activity on your account) that require you to be temporarily paid by check, please contact Payroll Services. You will be required to resume direct deposit within one pay period.

When will my W-4 or K-4 become effective?

 If you enter your W-4 or K-4 online through Employee Self-Service, the information is recorded immediately. Paper forms may be submitted to Payroll Services, the information is recorded according to the date the forms arrive in Payroll Services. However, there are deadlines for both biweekly and monthly employees.

 For biweekly employees the cutoff to accept W-4 or K-4 forms is typically 5:00pm on the Monday preceding payroll Friday. Please reference the current payroll calendar for the schedule.

 For monthly employees the cutoff to accept W-4 or K-4 forms can vary widely from month to month. Please reference the current payroll calendar for the schedule.

Can my W-4 or K-4 be applied retroactively?

No. W-4 and K-4 information is applied from the date it is entered in ESS or received in Payroll Services going forward.

When will I receive my W-2 form?

All current employees can opt to receive their W-2 form online through ESS.  You must select this option no later than January 14, 2017.  You will receive a notification when the forms are available online.  ESS Instructions: Log into MyUK using your link blue user ID and password to access the ESS online application.

  1. Click on the "Employee Self-Service" tab at the top of the page.
  2. Click on the "Benefits and Payment” sub-navigation link.
  3. Click on the "Election for Online W-2” link to access your address information.
  4. Click on the “New Election” box and choose “Elect for University of Kentucky” from the drop down selection. 
  5. Click on the "Receive W-2 Online" box.
  6. A confirmation box will pop up to confirm your election to receive an electronic W-2 form online through myUK Employee Self Service. If you agree to receive your W-2 form electronically, click "OK".
  7. You will receive the message "Data saved successfully" in upper left corner of the election screen.

Employees who previously enrolled to receive their Form W-2 online through myUK Employee Self Service do not need to enroll again. Your election will remain in effect for future years unless you change your election or separate employment from the University.

No action is required for employees who wish to continue receiving printed W-2 forms by mail. They will have a paper W-2 form printed and mailed by the University of Kentucky during the last week of January to ensure adequate time for postal processing in order to meet the Internal Revenue Service January 31st deadline.

Please review the address on your pay statement for accuracy. Current University employees can update their address through Employee Self Service (ESS).

ESS Instructions: Log into MyUK using your link blue user ID and password to access the ESS online application.

  1. Click on the "Employee Self-Service" tab at the top of the page.
  2. Click on the "Personal Information" sub-navigation link.
  3. Click on the "Personal Profile" link to access your address information.
  4. To update the appropriate mailing address for your W-2 click on the "Permanent residence" option in the blue bar section next to the word "Addresses."
  5. Click the "Save" icon once you have completed your changes.

 Individuals who are no longer employed by the University, and have had a change of address, must contact Payroll Services at (859) 257-3946 or access the Payroll Staff directory by clicking on the "Staff" tab on this web page to provide an updated address.

Why can't I view my W-2 online?

Individuals who are no longer employed by the University cannot view W-2 forms online. To obtain a duplicate W-2 please contact Payroll Services at (859) 257-3946 or access the Payroll Staff directory by clicking on the "Staff" tab on this web page.

How do I check my vacation and sick leave balances?

Vacation and sick leave balances may be verified online through Employee Self Service (ESS).

  1. ESS Instructions: Log into MyUK using your user ID and password to access the ESS online application.
  2. Click on the "Employee Self-Service" tab at the top of the page.
  3. Click on the "Working Time" sub-navigation link.
  4. Click on the "View Time Account Balances" link to access your vacation and leave balances.

If you still have questions please contact your supervisor or departmental payroll administrator in your local college, department, or area.

Where can I get information about parking permits and associated fees?

Please visit the Parking Office web page or call (859) 257-5757.

Where can I get information about employee benefits?

Please visit the Employee Benefit Department web page or call (859)257-9519.

Who is eligible for the Royster exemption?

You must meet both of the following criteria in order to be eligible for the Royster Memo exemption:

  1. One or more of your assignments must be classified as Research Assistant, Teaching Assistant, or Graduate Assistant.
  2. That assignment must be in the field for which you are obtaining your degree.

This exemption only applies to Lexington Occupational tax. Please review the Royster Memo document to see if you are eligible.

Who is eligible for the FICA student exemption?

 You must meet both of the following criteria in order to be eligible for the FICA student exemption:

  1. You must be a student at the University of Kentucky enrolled in classes at least half-time or greater recorded on your transcript.
  2. You must be working part-time only. Full-time, on call, and part-time positions with certain working percentages are not eligible for this exemption.

Please contact your supervisor or the Payroll Administrator in your local college, department, or area to see if you qualify.

Why am I not paying Social Security and Medicare taxes?

You may be exempt for one of the following reasons:

  1. You are currently eligible for the student FICA exemption.
  2. You have paid the maximum amount of OASDI tax for the year. Please see the Social Security Administration’s schedule of limits for the current year.
  3. You are exempt as a result of your current non-resident visa status.

I am a non-resident alien international employee.  Does this mean I do not have to pay taxes?

No. Typically all employees are required to pay taxes. You may be eligible to be exempt from certain taxes as a result of current visa or treaty status, however each individual situation is different and dependent upon many different variables. Please provide all of your immigration documents to Payroll Services for review. Please contact Payroll Services at (859) 257-3946 or access the Payroll Staff directory by clicking on the "Staff" tab on this web page with any questions.  Non-Resident Aliens (NRA)

Please refer to the section on this website titled Non-Resident Aliens (NRA).

I have a question about garnishments/ child support. Who do I contact?

Please contact Payroll Services at 859-257-3946..

When are payroll deadlines?

Please review the current payroll schedule for all payroll related deadlines.

I am separating from the University.  What tasks do I need to complete prior to the separation?

There are several different departments that you will need to contact when separating from the university. Some of these items may not apply to you:

  1. Contact The Benefits Office to review your deductions such as health, dental and vision insurance. The Benefits Office can also answer questions concerning your retirement contributions. The Benefits Office can be reached at (859) 257-9519.
  2. Contact Parking and Transportation Services to coordinate the return of your parking permit and cancel your deduction.  Call (859) 257-5757 or email UKParking@lsv.uky.edu.
  3. Contact UK Federal Credit Union to stop any payroll deductions. Please visit their website for more information: https://www.ukfcu.org/.
  4. Please stop your direct deposit with the University of Kentucky. Please contact Payroll Services at (859) 257-3946 or access the Payroll Staff directory by clicking on the "Staff" tab on this web page to initiate this process. You will need to provide proof that you will be separating from the university.

After separating, if I were to be rehired at the University of Kentucky, do I need to submit new direct deposit information to the university?

Only if you meet one or more of the following criteria:

  1. You stopped your direct deposit account prior to separation.
  2. You have changed to a new bank account since working at UK.

After separating, if I were to be rehired at the University of Kentucky, do I need to submit new W-4 or K-4 documents to the university?

This is not necessary. Any withholding settings that were on file with the university previously will remain active until you initiate a change. Only if you feel that a change is necessary do you need to update your W-4 and K-4 on ESS.

How do I create a PRD (petty cash payment)?

Only payroll administrators can create PRD petty cash requests. Please save the attached PRD instructions to your computer for future reference.

Research Financial Services

Cash and Collections

General Receipt FAQs

How can I learn about the general cash posting process for sponsored projects?

The "Financial Management RATE VIII" class is a good source of information concerning the cash posting process in Research Financial Services. Individuals can register for the class through the Office of Sponsored Projects Administration course catalog on the myUK Employee Self-Service Training tab

 Where can I find more information on cash handling procedures?

You can find those procedures here

 If the sponsor wants to pay by electronic (ACH) payments, what should I do?

Forward the sponsor's bank information form or contact information to SPA.AR@email.uky.edu. Research Financial Services and Treasury Services personnel will complete the bank form authorizing the electronic payments and will forward the documentation to the sponsor. This action will ensure that the payments are deposited correctly.

 If the sponsor wants to pay by check, to whom should the checks be made payable?

All checks should be made payable to: University of Kentucky Research Foundation.

 How may I obtain blank cash or check transmittal forms?

Forms may be printed from http://www.uky.edu/eForms/

 If I need to find out if a payment is in the Research Financial Services Holding account, who do I contact?

Contact the Research Financial Services Accounts Receivable staff at SPA.AR@email.uky.edu and include the sponsor's name, amount of the payment, and any other available information that might assist Research Financial Services in the payment inquiry.

If I am expecting a payment on a clinical project, who do I contact?

First, contact the sponsor to see if the payment has been sent.

If the payment has been remitted and cashed, contact the Research Financial Services Accounts Receivable staff at SPA.AR@email.uky.edu to see if the payment has been posted to the holding account or an incorrect project. Include the sponsor's name, date and amount of the payment, and any other available information that might assist Research Financial Services in the payment inquiry.

If the payment has not been remitted, work with the sponsor to collect the cash.

 Why doesn't my deposit show up on my ledger sheet or payment record? 

The project WBS element number may have been entered incorrectly or the transmittal information may not have been received by Research Financial Services. Contact Research Financial Services Accounts Receivable staff at SPA.AR@email.uky.edu and include the grant number, transmittal number, the amount of the deposit, and any other available information that could help Research Financial Services research the payment.

Who is responsible for keeping copies of cash receipts documentation in case of an audit?

Departmental cash receipts – the department should keep copies of the checks, transmittals, and all documentation submitted with the check for posting

Research Financial Services cash receipts – Research Financial Services keeps copies of the transmittals for checks that are received in Research Financial Services, ACH reports, lockbox files, and all supporting documentation related to these cash posting types

SAP System FAQs

How do I determine the amount of revenue received on a sponsored project?

Go to transaction S_PLN_16000269 Grants Management: Line Item Display. Choose the variant named CASH RECEIPTS. Enter the WBS element number and click on the execute icon.

When the next screen is displayed, choose the layout RECEIPTS. The amount displayed as the total will be the total revenue (cash receipts and cash transfers) posted to this grant.

Double click on a document number (beginning with 96, 12, or 14) on the display screen to drill into the transaction to see the detailed entry on the FB03 transaction. This action can be especially useful to see if funds have been transferred to or from a different WBS element.

 How do I find out the name and contact information for the individual who processed a document?

Go to the transaction FB03. Enter the document number and press enter. Click on the TOP HAT icon next to the funnel to display the document header. Look for the UserID in the "Entered by" field.

Go to transaction ZSU01D and enter the UserID in the "User" field and click on the Glasses Icon to display the phone #, email address, and other information of the person responsible for processing the document.

Check Transmittal FAQs

If a check is received in my department prior to the WBS element being set up, what should I do?

When checks are received prior to the sponsored project being assigned a WBS element in SAP, the department should complete a manual Check Transmittal and deposit slip and deliver the funds to Treasury Services. Leave the GL column blank. In the ASSIGNMENT column of the transmittal, type Research Financial Services HOLDING. In the TEXT column, type NEW GRANT. A note should be attached or written across the front of the transmittal that says: Attn: Research Financial Services. By completing these steps, the money will be posted into the Research Financial Services Holding Account until the WBS element has been set up.

 If a check for an IRB (Institutional Review Board) fee is received, do I complete the Check Transmittal and send to Treasury Services for Research Financial Services to post to a sponsored project?

Checks for IRB fees are not posted to the sponsored project. Please contact the UK Office of Research Integrity located at 315 Kinkead Hall (phone: 257-2549) for instructions.

 Who should send a copy of the cash/check transmittal to the Research Administrator in OSPA so the budget can be increased for clinical trial or program income on a project?

Transmittals originating in the department – copies should be sent to OSPA from the department

Lockbox, EFT, or transmittals originating in Research Financial Services – copies should be sent to OSPA from Research Financial Services

 How do I know which G/L account to use on the cash or check transmittal for a sponsored project?

Reduction of Expenditure – use the same expense general ledger account on which the original charge was posted.

Clinical Trial Income – Non-federal projects use 426006; Federal projects use 415014

Program Income - Additive use 440118; Deductive use 440119

If unsure of the type of income to be posted to the sponsored project, contact your sector Business Officer for assistance.

 What should I do if an error is discovered on a departmental cash or check transmittal after the transmittal has been posted to SAP?

If the departmental transmittal had an error in the project number, go to the Cash Receipts tab on the Research Financial Services website. Follow the directions on the "Cash Transfer Request Form Instructions" to complete and submit the "Cash Transfer Request Form" to SPA.AR@email.uky.edu. Once the Cash Transfer Request Form and supporting documentation are received, Research Financial Services will post the cash transfer to the appropriate cost objects.

For any other errors, please contact Research Financial Services Accounts Receivable staff at SPA.AR@email.uky.edu and include an attachment of the original transmittal for documentation. Research Financial Services will post any necessary corrections.

 Can checks going to different cost objects be entered on the same Check Transmittal?

Checks for sponsored project WBS elements should not be entered on a transmittal which also contains checks for other cost objects. However, if a department has checks for multiple sponsored projects, a single check transmittal can be completed for all of the WBS elements.

If you have a check that is split between a sponsored project and a departmental cost center or fund, please contact Research Financial Services Accounts Receivable staff at SPA.AR@email.uky.edu for further instructions.

 

Specific Reduction of Expenditure Questions

What is considered a reduction of expenditure on a sponsored project?

A reduction of expenditure on a sponsored project occurs when a payment is received from a third party (not the sponsor) reimbursing an expense that had previously posted to the project. Examples include but are not limited to:

An unexpected reimbursement of travel expenses by a conference host or a third party after the trip has been taken.

A vendor refund for an overpayment or duplicate payment due to a vendor error.

A refund is received from a sponsored project's subcontractor.

A refund is received from a vendor for items purchased on the sponsored project that were returned to the vendor.

 If an employee travels to a sponsored project-related conference with their spouse, can the charges for the spouse's travel be posted to the sponsored project and then reimbursed by the employee as a reduction of expenditure to the project?

Expenses that do not directly benefit the project (whether personal or university related) should never be charged to a sponsored project because the WBS element is to be utilized only for expenses that are appropriate for completing the scope of work of the project. The WBS element should never be used as a "holding account" to charge expenses that are later reimbursed. Instead, the employee should pay for the expenses directly or a departmental cost center should be used for any expense that is not related to the sponsored project.

 

How do I process a reduction of expense for a 'personal' expense or non-sponsored project related expense if the expense initially posted to the WBS element?

If the original expense does not benefit the project in any way, the expense must be moved to a departmental cost center prior to the posting of the reduction of expense. After the expenditure has been transferred to the cost center, complete the transmittal with the cost center and applicable G/L account. The transmittal will then be posted by Treasury Services. Questions concerning the journal voucher and its supporting documentation should be addressed to the Compliance Specialist found on the Account Receivable and Compliance section of the Research Financial Services website.

How do I complete the check transmittal if I receive a check from the sponsor of a clinical trial reimbursing the project for specific expenses incurred?

Complete the check transmittal using the G/L 426006 (nonfederal clinical) or 415014 (federal clinical) and the WBS element. This check must be included as income on the WBS element and is not a "reduction of expenditure."

 How do I complete the check transmittal form for a reduction of expenditure on a sponsored project?

Follow the normal check transmittal procedure to complete the check transmittal but be sure to use the expense G/L account and WBS element on which the original charge was posted.  Additionally, the online transmittal will use the ZX document type for a reduction of expenditure on a sponsored project.

 What backup documentation needs to be included with the check transmittal for a reduction of expenditure on a sponsored project?

Provide all of the following:

A copy of the check being deposited to UK

Copies of all original payment documentation related to the reduction of expenditure such as DAV's, PRD's, travel vouchers, or Purchase Order invoice transmittals

A complete explanation of the reason the project is receiving this money

Any other documentation that will help to explain the reason for the reduction of expenditure

 What should I do if the reduction of expenditure is for an expense posted to the project in a previous fiscal year, but the WBS element is still open?

Complete the check transmittal as a normal reduction of expenditure. Sponsored projects are not subject to the same fiscal year restrictions as other cost objects. Therefore, questions concerning reductions of expenditures related to prior fiscal year activities should be direct to the Research Financial Services Accounts Receivable staff at SPA.AR@email.uky.edu for further instructions.

 What should I do if the reduction of expenditure is for an expense posted to a closed project?

Complete a manual check transmittal and put a note on the transmittal that the project is closed. Research Financial Services will research the reduction of expenditure and the project to determine the best way to handle the issue.

 What should I do if an employee (or student) receives a partial reimbursement from the organizer of a conference because the individual presented research results related to the sponsored project which was originally charged for the travel expenses? 

If the check was made payable to the University of Kentucky, the department should utilize a check transmittal to deposit the funds into the WBS element as a reduction of expenditure allocated across the same travel G/ Ls where the expenses were originally posted. Documentation should be provided that shows the original expense and the reason for the reduction of expenditure. If possible, please provide a letter or other documentation from the organizer of the event which shows the reason for the reduction of expenditure.

If the check from the conference organizer was made payable to the individual who presented the research, the employee (or student) should write a check to the University of Kentucky Research Foundation for the amount of the reimbursement. The department will then complete the check transmittal to deposit the check into the WBS element allocating across the same travel G/ Ls where the expenses were originally posted. Documentation showing the original expense and the reason for the reduction of expenditure (preferably a letter or other documentation from the organizer of the event) should be included as backup for the transmittal.

Cost Share Funding

How do I find expenses posted to the cost share fund for my grant in SAP?

Use transaction S_ALN_01000003 with variant EXP ONLY CS and the grant number to find the expenses posted to the grant’s cost share fund.

How do I prepare a journal voucher (JV) to fund my cost sharing expenses?

Several general ledger (g/l) accounts can be used for funding cost sharing, depending on the type of expenses that have been incurred. Each is classified as a “transfer” g/l as the journal voucher is transferring budget from the cost center to the grant’s cost share fund. See below:

Salary Only:

740510 transfer from cost share

750510 transfer to cost share

Benefits Only:

740515 transfer from cost share

750515 transfer to cost share

Operating Exp.:

740520 transfer from cost share

750520 transfer to cost share

The debit entry will be to the cost center from which you are moving the funds and will use the 750XXX g/l account. The credit entry will be to the grant & cost share fund and will use the 740XXX g/l account. Be certain to manually update the fund associated with the grant to the appropriate cost share fund (001189XXXX….) as it will default to the external (sponsor) fund.

Cost Share Reporting

What is the cost share commitment for my grant?

Reference the Cost Share Information Form (CSIF) attached to your PADR or the cost share tab on GMGRANTD. If you are still unsure or need more information, please contact your Research Administrator in the Office of Sponsored Projects Administration (OSPA) for further explanation of the commitment

How do I post an expense in SAP as cost sharing for my grant?

A combination of the grant/WBS element number and cost share fund must be used to post an expense in SAP. Any charges that are to be cost shared, whether through payroll, PRD, journal voucher, etc. must be posted to the grant/WBS element and cost share fund. The external fund (sponsor) will always be the default, so the user will need to override (manually update) the fund to the appropriate cost share fund in order to charge the expense as cost share. After the cost share fund has been entered, hit the enter button to save the change.

How do I determine the cost share fund for my grant?

Using t-code, GMGRANTD, enter the grant/WBS element number and then click on the Dimensions tab. Look for the fund beginning with 001189…. Looking across the row, there will be a checkmark in the cost sharing column and "cost share" will be part of the description

How many different cost share funds are there?

The cost fund assigned to the grant is directly related to the campus area that is responsible for funding the cost share. Below is a list of the cost share funds being used in SAP:

0011890000 – Fiscal Affairs/IT Cost Share
0011890100 – Research Cost Share
0011890200 – Medical Center Cost Share
0011890300 – Provost Cost Share
0011890500 – Administration Cost Share
0011890600/01 – WUKY Cost Share

Cost Transfers

Is there a written policy and procedure for completing JVs?

Business Procedure Section contains University policies and procedures concerning JVs.

What Kind of documentation is necessary for a JV involving a grant account?

Cost allocations - provide copies of invoices or receipts for the original expense and a spreadsheet or other document that shows the basis of allocation (units used, payroll effort, square footage, etc.) and the calculations for the allocations.

Payroll cost transfer - contact the Payroll office to confirm whether or not a JV is necessary. If Payroll confirms the need for a correction via JV, please provide copies of the applicable employee labor distribution sheets and SAP reports showing person and time frame being transferred or STEPS employee invoices. Also, please include any correspondence with Payroll where they confirmed the need for correction via JV.

Travel cost transfers - provide a copy of the Travel Voucher showing the original travel charges and its supporting receipts or invoices.

Other cost transfers - provide a copy of the PRD, JV, Purchase Order, or Procard screens and the supporting receipts or invoices. Note: Documentation is needed even when removing expenses from a project.

What type of signature authority is required on a JV involving a grant account?

The signatures on the JV are dependent upon the age of the transactions on the documentation that supports the cost transfer. The following signatures are required:

  • Original charges between 0 to 90 days - the signature of the billing department or approving official for the department charged is necessary.
  • Original charges between 91 and 120 days - the Principal Investigator of the project and Chair/Director of the department in which the grant resides must sign the JV.
  • Original charges over 120 days old - the Principal Investigator of the project and the Chair/Director and Dean of the department in which the grant resides must sign the JV.

What kind of explanation is necessary for JVs involving grant accounts?

Corrections of typical errors - explanations should include the answers to the following questions:

  • a. What was the error?
  • b. When did the error occur?
  • c. How did the error occur?
  • d. What steps have been put in place to prevent this error from occurring again?
  • e. If charging a grant, how does the expense benefit the project?

Note: Please complete the questions above with the JV Explanation Form (PDF) and submit with your JV along with appropriate signatures and backup documentation.)

Corrections being made on original charges that are over 90 days old - provide an explanation of the extenuating circumstances which prevented the errors or charges from posting to the correct account within the first 90 days after the original transaction posting. Be sure to include the answers to the questions found in this section under a typical correction of an error.

Charges from Service Centers, recharges, or allocations of costs - describe the reason for the allocation or charge, the time period covered for the charges, and a brief explanation of how the charges were determined.

Payroll Distributions - describe the reason for the distributions, the payroll periods covered, the names of the employees requiring payroll modifications, and the percentage of effort breakdown for any amounts that are different from the labor distribution sheets. If the calculations are rather complicated, please provide a spreadsheets showing the percentages and distributions for the salary and benefits.

Can a JV be processed to remove the waste disposal charge?

The waste disposal charge is generated automatically on accounts and is based on specific expenditure object codes. Any adjustments to one of these expenditure codes will consequently adjust the waste disposal charge as well. The correction to the waste disposal charge will be seen at the end of the month in which the correction to the expenditure code was posted.

How can a copy of a JV involving a grant account be obtained?

You may contact Research Financial Services at 257-3662. Please have the reference document number from SAP available.

Financial Reporting

What is the available balance on my grant?

Use transaction S_ALN_01000003 with variant EXP ONLY and the grant number to find the expenses posted to the grant. Amounts in the column titled “Invoice” have actually posted to the grant. Amounts in the column titled “Open Items” are encumbrances that have not actually posted to the grant but are reserving budget. The column titled “Available Amt” is the balance of the budget minus the amounts in the invoice column and open items columns.

Invoicing

What is the difference between the term Grant and WBS element as it relates to SAP?

The WBS element is the cost object used to post activity to your sponsored account in the FI module of SAP. The grant number is the related cost element in the GM module of SAP and houses the master data for each account. The elements are linked in SAP and are the same account number beginning with a "304" or "32".

SAP won't allow me to post this charge.  How do I resolve this issue?

First, you need to review your available budget by sponsored class via GMAVCOVRW. Using variant "UKDEFAULT", you will see the balance in each sponsored class budgeted on the grant. To determine how GLs roll under each sponsored class, please see the Bud Rule cross walk. If it is necessary to budget funds into a different sponsored class, please contact your Research Administrator in the Office of Sponsored Projects Administration to request assistance. The account must also be in award status. See additional information below in FAQ related to account status

What does grant status in SAP mean to me?

The grants status is used to demonstrate the lifecycle of a grant in SAP, from start to finish. Here is a summary of what these status' mean to you:

  • Proposal/Draft: this is a very new account that has not been completely set up in SAP. You should receive a PADR for this soon from OSPA.
  • Award/Expected Award: this is a new account that does not have a signed contract on file. The department has chosen to open this award without sponsor approval and will be responsible for any charges not ultimately authorized by the sponsor.
  • Award/Award: this is an active and open account to which expenses can be posted. A review of expenses posted should be completed by the principal investigator and/or business staff monthly to ensure accuracy.
  • Award/30 Days to End Date: this is an active and open account to which expenses can be posted however, the award is scheduled to end within the next 30 days. A full review of the expenses posted to date should be completed at this time to ensure any needed adjustments can be completed timely.
  • Award/Ended: this account has officially ended but is still open for you to post all final expenses incurred within the budget dates and/or needed adjustments.
  • Closing/Accounting Review: this account has ended and is no longer available for you to post expenses or adjustments. This account is undergoing a final financial review by the Financial Administrator in Research Financial Services and a final financial report is being prepared for submission to the sponsor.
  • Closing/Financially Closed: The final financial review has been completed by the Financial Administrator in Research Financial Services and a final financial report has been submitted to the sponsor. Accounts receivable items may still be outstanding on this account or the final financial report is pending approval by the sponsor.
  • Closed/Closed: The final financial review has been completed by the Financial Administrator in Research Financial Services and a final financial report has been submitted to and approved by the sponsor. There are no outstanding accounts receivable items on this account.

How do I find the expenses posted to my grant in SAP?

Use transaction S_ALN_01000003 with variant EXP ONLY and the grant number to find the expenses posted to the grant. Amounts in the column titled "Invoice" have actually posted to the grant. Amounts in the column titled "Open Items" are encumbrances that have not actually posted to the grant but are reserving budget. The column titled "Available Amt" is the balance of the budget minus the amounts in the invoice column and open items columns.

I have expenses in my shadow system not shown on the invoice. How do I get those amounts on the invoice?

An invoice to the sponsor can only include amounts posted in SAP. As part of a monthly reconciliation of accounts, any missing items should be investigated and resolved so that timely posting in SAP can occur and they can be included for invoicing.

Service Centers

What is the difference between a service center and recharge operation?

Recharge Operations are departmental units that have direct costs less than $50,000 in a fiscal year. Service Centers are operational units that have direct costs greater than $50,000 in a fiscal year. Since a recharge operation is a departmental unit their fund balance at the end of the year rolls up with the other department accounts. A service center is unique because its fund balance can be carried forward, if it is less than 10 percent of expenditures for the year - surplus or deficit. A service center can also include indirect costs (depreciation) in their rate, but is not allowed on recharge operation accounts

How do I become a Recharge Operation or Service Center?

The first step is to establish whether a recharge or service center is the appropriate account to be established by completing the revenue questionnaire and information about the service or good to be provided. Second, rates will need to be developed using the Service Center Rate Request Form, a Request for Establishing/Revising Service Center Cost/Funds Centers and a Request GL Account/Commitment Item form will need to be completed, as well as a Budget Revision Request. Please see the service center policy section 4.7 for more detailed information.

Is there a fee charged to service centers or recharge operations?

No, there is not a fee charged to service centers or recharge operations

What is the difference between a Minor and a Major Service Center?

A minor service center has direct costs greater than $50,000, but less than $500,000 and can include equipment depreciation expenses in their rate. A major service center has direct costs greater than $500,000 and can include equipment and building depreciation and maintenance and operations costs in their rate

How can I tell if an account is a recharge operation or service center?

The budget family attribute on the Funds Center distinguishes the type of account. A recharge operation has a budget family of 23. The budget family for a minor service center is 22 and a major service center is 21. Also, all service center account numbers begin with the 10438XXXXX series

Can I purchase capital on my Service Center (10438XXXXX) Account?

No, federal guidelines do not allow the purchase cost of capital assets to be charged to the service center account, but capital assets can be purchased on a renewal and replacement account (14278XXXXX).

What can I use my Renewal and Replacement (14278XXXX) Account to purchase?

Only capital assets (55XXXX - g/l accounts) can be purchased with the money in your renewal and replacement account. Remember, to be considered capital the item must meet the University's policy on capital threshold limits. For more information please see the Business Procedures Manual or contact Plant Assets.

Can I include indirect costs for depreciation in my Recharge Operation or Service Center billing rate?

Recharge Operations cannot recover indirect costs for depreciation in their rates, but Service Centers are allowed to recover depreciation costs.

Can I always carry forward the service center fund balance at the end of the fiscal year to the new fiscal year?

If the service center fund balance (surplus or deficit) is less than or equal to 10 percent of the expenditures, then the fund balance can be carried forward. A prior year carry over is used in the calculation of the fund balance, but it is not considered an expenditure when calculating the 10 percent rule. When a balance is carried forward to the next fiscal year, it must be used in the calculation of rates.

What do I do if the service center fund balance has a deficit over 10% of the expenditures?

A subsidy will be needed from a general fund account to bring the service center account balance under the 10 percent of expenditures.

 

Travel Services

How do I learn more about allowable travel reimbursements or compiling travel documents?

If you are traveling on University business or you are responsible for compiling travel documents, read sections E-5-1 and E-5-2 of the Business Procedures Manual.

Where can I find the reimbursement amounts for domestic or international per diem meal rates?

Instructions for determining the appropriate per diem rates are available in section E-5-1, page 13, of the Business Procedures Manual.

Please note that payment for a meal per diem requires the traveler to have an overnight stay and be in travel status throughout the entire time frame established for that meal. Subsistence cannot be claimed for meals included in registration fees. See the chart below for the appropriate time frames:

Meal

Begin Time

End Time

Breakfast

6:30 a.m.

9:00 a.m.

Lunch

11:00 a.m.

2:00 p.m.

Dinner

5:00 p.m.

9:00 p.m.

Treasury Services

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When is Treasury Services open for business?

Business hours are from 8:00 a.m. until 4:30 p.m., Monday through Friday.  Deposits received after 11:00 a.m. will be credited to the next business day.

What banking supplies can be obtained from Treasury Services?

Treasury Services provides bank endorsement stamps, deposit tickets, coin wrappers, currency straps and tamper resistant deposit bags at no cost to the departments.

How much does a locked money/deposit bag cost? 

Currently, there is no cost for money/deposit bags.  Contact Treasury Services at 859-257-1983 to order.

Where can I obtain cash, check, ACH or Wire transmittal forms?

Cash, check, ACH or Wire transmittal forms are created from the online cash transmittal portal through the Enterprise Services tab in SAP.  To obtain access to that portal, you must take the online FI CT 300 Cash Transmittals class. Contact your business officer to register.  If you have issues with online transmittals contact Treasury Services at 859-257-1983.

How do I know which G/L account to use on cash, check, ACH or Wire transmittals?

Consult the revenue accounts or expense accounts.  If you are still unsure, contact your sector Business Officer.

How will I know when my ACH or Wire deposit has been received at the University's bank?

Call 859-257-1983 to be placed on Treasury Services’ ACH and Wire daily distribution lists.  Review the daily emails until you see your expected deposit.  Claim the deposit by creating an online ACH or Wire transmittal and sending to Treasury Services.  Email instructions are on the daily emails.

Who do I contact for kiosk issues?

Contact Treasury Services at 859-257-1983 and you will be directed to the appropriate person.

Who do I contact if I need a check voided?

Contact General Accounting at 859-257-8889

A company or person wants to send funds to the university by wire transfer.  How do I get the wiring instructions to send to the company or person?

Contact Treasury Services at 859-257-1983 and you will be directed to the Cash Manager.

I need to send a payment by wire or ACH.  Who do I send the disbursement request form to?

For questions about disbursement request forms, contact Treasury Services at 859-257-1983 and you will be directed to the Cash Manager.

What is the cost to my department for sending funds by Wire and ACH?

The cost for domestic wires (within the United States) is $5.00.  International wires cost $30.00.  Wire fees will be posted to the appropriate department cost center/WBS element by Treasury Services in the month the wire transfer occurs.  There is no charge for sending funds by ACH.

How are foreign checks processed?

All checks not issued in U.S. dollars or not issued by a U.S. bank, must be sent to the University's bank for collection. Each foreign check should be placed on a separate check transmittal and delivered to Treasury Services for processing. For more information about the handling of foreign checks, review section E-2-1 of the Business Procedures Manual.  For further questions, contact Treasury Services at 859-257-6464.

What is an imprest account?

Imprest cash funds, also known as petty cash funds, are advances (loans) from the University to individual regular fulltime employees for the benefit of the institution.  For more information review Business Procedures Manual E‐2‐1, Section III.

What are the types of imprest accounts?

There are five types of imprest accounts:  Change funds, Small Purchases or Expenditures, Overseas Expenditures (other than travel), Payments to Research  Subjects, and Travel Advances (travel expenses only).  For more information review Business Procedures Manual E‐2‐1, Section III and E-5-2 Travel Advances and Repayments.

How do I establish an imprest account?

For policies and procedures on imprest accounts, review Business Procedures Manual E-2-1 section III.  Imprest accounts are requested through the PRD system with the appropriate documentation attached.  When entering the PRD be sure to choose product category code 84122000.  This causes the PRD to automatically choose G/L 139000.  For the cost object, you must choose fund and then key fund number 0021700800. For further help, contact Treasury Services at 859-257-1983.

When are imprest account reconciliations due to Treasury Services?

Custodians are to reconcile their imprest account on a monthly basis and keep the records internally.   The March, June, September and December reconciliations are due to Treasury Services 15 days after the close of the month.

How do I reimburse an imprest fund?

You will need to complete a PRD payable to the custodian of the imprest fund. Attach appropriate documentation to the PRD to justify the expenses incurred.  Upon approval  by accounts payable, a check will be issued to the custodian to reimburse the imprest fund.

Are there any classes offered to expand my knowledge of University Treasury functions?

Yes.  We currently offer Cash Handling and Imprest Accounts classes.  For availability inquire on the Training portion of the Employee Self Service tab in SAP or contact Treasury Services at 859-257-1983.

Merchant Card Services

How can I begin to accept credit card payments?

Please contact Treasury Services at 859-257-3969 and we will set up a meeting to discuss your credit card processing needs.

What card types do we accept?

We accept Visa, MasterCard, American Express and Discover

What methods can I use to process credit card payments?

We offer several credit card processing methods, including credit card swipe terminals for in-person (card present) transactions, fax and telephone orders (both key entered and/or card-not-present); cellular swipe terminals that are portable and can be used anywhere you have cellular service (Mobile payments); as well as online payments via an internet payment gateway.  Our preferred gateway is the Worldpay Link internet payment gateway offered by our credit card processor, Worldpay.  Additionally, we can assist merchants with integrating credit card transaction processing via their Point-of-Sale (POS) systems.  In order to provide the best processing solution for your needs, please contact Treasury Services at  859-257-3969 to set up a consultation.

How can I get online access to Worldpay and American Express to view monthly statements and run transaction reports?

Please contact Treasury Services at 859-257-3969 and we will get online access set up for you.

How can I research transactions, settlements and other information regarding my credit card processing activity?

You can access the Worldpay Online Reporting system to run and review many reports regarding your processing activity, as well as access the Chargeback Manager system.  You can also download your most recent and previous monthly statements that you can use for reconciliation purposes.

What should I be doing to reconcile my daily/monthly credit card processing activity to ensure I’m receiving the revenue?

Through the Worldpay Online Reporting system, you should run daily/monthly activity reports, including downloading your Monthly Processing Statement, that can be used to compare to the daily settlements from your credit card terminals and online gateways in order to reconcile with deposits in your cost center within SAP.  Each settlement batch total should coincide to a deposit of an equal amount within your cost center.  Individual transactions will not be posted to your cost center, as they are in a lump sum within the daily settlement batch for each TID.

Where can I order paper for my credit card terminal?

Please contact Worldpay customer service at 877-282-7362 to order paper.

How can I find the credit card terminal identification number (TID)?

The credit card terminal identification number (TID) is located on the sticker on the side of the credit card terminal.  The merchant account number and the phone number for Worldpay customer service are also located on the sticker on the side of each credit card terminal.

After a credit card transaction settles, how long will it take before I see the revenue in my cost or fund center?

It usually takes 2-3 days for the revenue to post in SAP after a transaction has settled.

Can we use Square, iPhones, or iPads on campus for mobile credit card payments?

No, we are not allowing departments on campus to use this type of technology for accepting credit card payments because there has been a lot of uncertainty regarding the PCI-DSS compliance and security of these payment devices within the industry.  We do have an alternative solution for mobile payments and many departments on campus have been using the cellular swipe terminals.  Please contact Treasury Services at 859-257-3969 if you would like more information regarding cellular credit card terminals.

What is PCI-DSS?

Payment Card Industry Data Security Standard or PCI-DSS is an information security standard for organizations that handle credit cards from the major card brands including  Visa, MasterCard, American Express, Discover, and JCB.  The PCI Standard is mandated by the card brands and administered by the Payment Card Industry Security Standards Council.  The standard was created to increase controls around cardholder data to reduce credit card fraud.

My department is having an event and we need to have the ability to accept credit card payments.   Can I borrow a mobile credit card terminal?

Yes.  Please contact Treasury Services at 859-257-3969 to reserve a credit card terminal.  You will need to complete a Request to Borrow Credit Card Equipment form.  Please reserve the credit card terminal early, as we process many requests.

I am trying to settle my credit card terminal and I forgot my password.  Can you help me?

Please call the Worldpay help desk at 877-282-7362 or Treasury Services at 859-257-3969.

I am having problems processing credit card transactions through my credit card terminal or payment form via my website.  Who do I call for help with these issues?

Anytime you are having problems processing transactions, you should first contact the Worldpay Helpdesk at 877-282-7362.  You will need your Terminal ID (TID) and/or your Merchant ID (MID), both of which are printed on the sticker on the side of your credit card terminal.

After contacting the Worldpay Helpdesk, they have determined that my credit card terminal is inoperable and needs to be replaced.  How do I get a replacement terminal?

You can order a replacement terminal through the Worldpay Helpdesk at 877-282-7362 or by contacting Treasury Services at 859-257-3969.

What are the fees associated with credit card processing?

The actual transaction fees associated with credit processing vary depending on multiple factors such as the method of processing, card brand being used, type of card (debit/credit), category of card (Rewards, Business, points, etc.), and many other factors.  Typically, the cumulative credit card processing fees for University merchant departments range between 2.0-2.5%.  There are several fixed, one-time costs for processing equipment and gateway setup fees.  Please contact Treasury Services at 859-257-3969 for more detailed information.

I received a chargeback notification regarding a transaction we processed in the past.  What do I need to do to resolve this chargeback?

You can access and work your chargebacks through the online Chargeback Manager via the Worldpay Online Reporting System.  From the Chargeback Manager, you can then access the details of your chargeback and upload any supporting documentation for disputing the chargeback.  You can then track the status of the chargeback through the Chargeback Manager system.  For any assistance with Chargebacks, you can contact the Worldpay Chargeback team by calling 877-282-7362.

When will I see my monthly processing fees posted within SAP?

Credit card processing fees are accumulated throughout the month (not netted out of your daily settlements) by the processor.  At the beginning of each month, usually by the 7th business day, the processor will debit your account the total accumulated fees for the previous month.  These fees will be posted to G/L 530112 within your designated cost center.