Bren School Group Project Financial Managers’ Meeting

1. Bren School Group Project Financial Managers’ Meeting

2. 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

3. 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 member’s personal printing account. • Contact Connie at connie@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.

5. Funding cont’d • 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

6. Funding cont’d • 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

7. Funding cont’d • 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

8. Funding cont’d • 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

9. Purchasing • Purchase Orders • UCSB uses Purchase orders (PO’s) 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 • PO’s can be given directly to the purchaser for use locally • UCSB Credit Card – a.k.a “FlexCard” can be an option.

10. Purchasing cont’d • 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@bren.ucsb.edu

13. 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)

14. Travel cont’d • 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

17. Travel cont’d • 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@bren.ucsb.edu

19. 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!

20. Entertainment cont’d • 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

22. 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!

23. 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

24. 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

25. 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@bren.ucsb.edu

26. 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

27. Notes • The Group Project Financial Manager doesn’t have to do everything financial • Come See Us First

28. Questions?