Frequently Asked Questions

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So that all frequently asked questions/answers are on the same page for your convenience (printing), the questions may be repeated many times in the upper section/table of contents and then clicking on the link for that question will take to the answer. The question in the lower section is only written and answered once.

*The list of frequently asked questions also serves to reiterate applicable policies and procedures for KUMC and Research Institute spending policies.*

All questions that do not list a date to the right of them are active as of September 1, 2006. Any new questions/answers/policies added after this date will indicate the date added to the right of the question. Any information that is no longer valid or inactive will be stricken through, but not deleted from this list.

General

GEN-1 Terminology
GEN-2 What are the hours of the Research Institute?
GEN-3 PeopleSoft is not doing something I think it should be, who do I contact?

Payroll and Time & Effort

PAY-1 How do we transfer payroll charges from one project to another?

Clinical Trials

CLT-1 Can I pay personnel on my CT after the HSC closure date?
CLT-2 Can I pay for travel out of a CT if it's for something that is related to my research?
CLT-3 Can I pay for a computer out of my CT?
CLT-4 Can I pay for Dues or Memberships from a CT?
CLT-5 Who do I contact regarding closing/reconciling my CT?
CLT-6 Who do I contact regarding administrative issues on my CT?
CLT-7 What does the requisitioner check before paying bills?
CLT-8 Can I pay subject stipends and study expenses on a clinical research study that meets the HSC full review criteria from a KUEA account?

Vendors

VND-1 How do I request a vendor be set up in PS?
VND-2 How can I find my vendor that was just entered in PS?

Requisitions

REQ-1 How do I become authorized to submit requisitions on a project?
REQ-2 I have a question about what I can charge to my project - who do I ask?
REQ-3 When do I use the travel form and when do I use a Req?
REQ-4 I need another copy of the "Requisition and Receiving" Manual, where do I find it?
REQ-5 How do I split fund a requisition?
REQ-6 Can I split fund a requisition between KUMED and RINST?
REQ-7 What account code do I use?
REQ-8 How do I pick up my check?
REQ-9 How do I make payments to KUMC or KUMC Departments/Divisions?
REQ-10 I need to make a tuition payment to KUMC Student Financial Accounting from my RINST project, how do I do that?
REQ-11 What are the Post-Award Administrators looking for when they review my Req?
REQ-12 How long does it take to turn my Req into a PO?
REQ-13 How do I cancel a Req?
REQ-14 I need to drop something off to a Post-Award Administrator, where is (s)he located?

Special Purchases

SPC-1 How do I purchase a computer?
SPC-2 What are the rules for purchasing equipment?
SPC-3 Can I charge Homeland Security Background Check, Expediting, H-1B Visa Application, Filing, and/or Extension Fees to my project?
SPC-4 Can I make a payment for professional services to a member of the KUMC Family (KUMC, KUPI, Hospital, RI, etc.)?
SPC-5 When is a Contractual Services Form required?
SPC-6 I need to make stipend payments, what is required?
SPC-7 Are cell phone charges and/or cell phone, blackberry, or similar items acceptable purchases?
SPC-8 Will the RI pay for relocation fees/moving expenses for a new faculty member and his/her family?
SPC-9 In my grant proposal, it states that subject incentives will be used as payments for subjects, instead of a check. Is there anything special I need to do?
"Gift card" language replaced with "Subject Incentive" on Sept. 17, 2006
Spreadsheet information added on Sept. 17, 2006

Purchase Orders

PO-1 How and when do I submit a Change PO?
PO-2 How do I cancel my PO?
INV-10 Can the PO be finalized so I do not have to submit a Cancel/Finalize form?

Invoices/Vouchers

INV-1 I have question about how payments are made - who do I ask?
INV-2 I have receipts to send in for payment--how should they be sent in?
INV-3 I want to mail something to the RI Accounts Payable Office...where do I send it?
INV-4 I need to drop something off to the A/P Office, where is it located?
INV-5 What needs to be sent/dropped off at the RINST A/P office?
INV-6 Are original invoices and statements the same thing?
INV-7 I have a credit memo that needs to be applied to my account, what should I do with it?
INV-8 Food was served at an event, but there were too many people to obtain a list of everyone who attended. What do I need to do?
INV-9 What are the A/P staff looking for when paying from an invoice/receipt?
INV-10 Can the PO be finalized so I do not have to submit a Cancel/Finalize form?
INV-11 How long does it take to get a check once the invoice is received in the RI?
INV-12 I have a vendor asking where the check is - how do I check on it?
Specific page number to manual deleted on Sept. 15, 2006

Travel

TRV-1 Reimbursement of Travel Expenses (6.1.01)

Checks

REQ-8 How do I pick up my check?
CHK-1 I need to get a copy of a check--how do I do this?
CHK-2 If a check is lost/destroyed, when can a check be re-issued?

Reports

RPT-1 I need to see old AM90/91's--how do I do this?
RPT-2 I need to see who's been paid subject payments--how do I do this?
RPT-3 How do I know what the revenue is on my clinical trial and/or R&D project?
RPT-4 I have a question about my report, who do I contact?
RPT-5 I would like to see who was paid on my project, how do I do that?
RPT-6 There is an expense that was posted to the incorrect project, how do I correct that?

General

GEN-1: Terminology

Abbreviation Description
CRA Clinical Research Administrator
CT Clinical Trial
HSC / IRB Human Subject Committee / Institutional Review Board
IDB Interdepartmental Billing
KUEA University of Kansas Endowment Association
PAA Post-Award Administrator
PO Purchase Order
Project Grant/Clinical Trial/R&D "Q" number that uniquely identifies the project
PS PeopleSoft
Req Requisition
RI The KUMC Research Institute

 

GEN-2: What are the hours of the Research Institute?

The Research Institute, including all offices the 3rd, 5th, and 6th Floor of Wescoe, are open from 8:00 AM to 5:00 PM each business day.

 

GEN-3: PeopleSoft is not doing something I think it should be, who do I contact?

General PS questions; How do I do this? Where do I find this? Why isn't that push button working? etc.
Should be directed to the PeopleSoft Help Desk at: 913-588-1121

Questions that relate to a particular project should be directed to your PAA. List of PAA can be found here.

 

Payroll and Time & Effort

PAY-1: How do we transfer payroll charges from one project to another?

The RI cannot move personnel charges from one project to another. Please submit an RFA (retroactive funding adjustment) on a HRIS (human resources information systems) form through the KUMC Budget Office.

 

Clinical Trials -- Specific

CLT-1: Can I pay personnel on my CT after the HSC closure date?

Personnel costs are allowable during the time of the Clinical Trial is active, which is from date of Contract Execution to 6 months past the HSC Closure date to allow for post-trial study-related activities. Additional time requires additional justification. Adding personnel after the date of the HSC closure requires justification and verification that HIPAA and compliance training requirements have been met. List the name of the person you are paying and the payroll dates in the comments section of the Requisition.

 

CLT-2: Can I pay for travel out of a CT if it's for something that is related to my research?

Travel may only be paid out of a CT if it is listed in the budget or the contract.

 

CLT-3: Can I pay for a computer out of my CT?

If it's listed in the budget or contract as allowable. If there is only one CT and a computer is required to perform work related to that CT, then it may be permissible. Otherwise, a computer should be paid out of an R&D project or other funds.

 

CLT-4: Can I pay for Dues or Memberships from a CT?

No. Those should be paid from an R&D project or other funds. If dues are research project related, they may be apportioned among active clinical trials if you provide justification in this comments section of the Req.

 

CLT-5: Who do I contact regarding closing/reconciling my CT?

Lori Brinkmeyer (lbrinkmeyer@kumc.edu)

 

CLT-6: Who do I contact regarding administrative issues on my CT?

Financial Issues (Budget updates, sponsor payments, requisitions, etc.) please contact:
Lori Brinkmeyer (lbrinkmeyer@kumc.edu)
Non Financial Issues
The Clinical Research Administration Division Director or the Assistant Director. List of Clinical Research Administration staff can be found here.

 

CLT-7: What does the requisitioner check before paying bills?

  1. Is the bill specifically related to the clinical trial from which it is being paid?
  2. Have agreed upon discounts been applied to bills (from KU Hospital, KUPI, Clinical Radiology, MAC, etc.)?

 

CLT-8: Can I pay subject stipends and study expenses on a clinical research study that meets the HSC full review criteria from a KUEA account?

No. If clinical research is being funded with KUEA funds, a transfer must be set up to transfer funds from KUEA to the RI since KUEA cannot pay for HSC full review sponsored research study related expenses. Specific regulations need to be followed in order to pay stipends. Please use the template language for paying subject stipends located on the Office of Compliance/Human Research Protections Program/Human Subjects Committee/Forms.

To set up the transfer of funds, complete an Internal Checklist and Institutional Biosafety form and forward the forms with a copy of the protocol to the Sponsored Programs Administration for internal approval process. A 'Q' account will be created to process subject stipends. PI/Researcher should request funds to be transferred from KUEA to KUMC Research Institute to meet subject’s payment.

 

Vendors

VND-1: How do I request a vendor be set up in PS?

New vendors can be requested through the New Vendor Form.

Notes about setting up vendors:

  1. If the person who is being set up is an Employee of the KUMC Family (KUMC, KUPI, Hospital, RI, etc.), please choose Employee as the Vendor Type
  2. If you are requesting an address or department number change/addition, please be sure to check "Request New Address/Department for Existing Vendor" option at the top of the page
  3. We will try to have vendor requests processed in 24 business hours

If requesting a non-US vendor/citizen be set up, please use the following information in these fields:

  1. Tax Identification Number (TIN) or Social Security Number (SSN) use "999999999"
  2. State leave as "Kansas"
  3. Zip Code (if one is not given) use "99999"

 

VND-2: How can I find my vendor that was just entered in PS?

When searching for vendors in PS, please remember to use wildcards (the percent sign is the wildcard character used in PS - %).
When the RI sets up vendors, we use the following rules:

  1. Prefix Titles are not entered as part of the name (John Smith is correct; not Dr. John Smith)
  2. Punctuation is not used in the name (John P Smith Jr is correct; not John P. Smith Jr.)
  3. Names of individuals are entered First Name Middle Initial (if given) and Last Name
    We do not follow the standard PS naming format for Vendors of (Last Name,First Name, Middle Initial)
  4. Sometimes vendor names are case sensitive. This is not always the case, and it's not with every vendor. If you cannot find the vendor using mixed case, try using all lower or all uppercase letters.
  5. Try using only part of the name of the individual or organization you are searching form---sometimes less is more.
  6. If searching for a non-US vendor, please change the 'Country'. It defaults to "USA". Please remove this search criteria or change it to the country where this vendor is located.

 

Requisitions

REQ-1: How do I become authorized to submit requisitions on a project?

Please complete an RI Authorization form.

 

REQ-2: I have a question about what I can charge to my project - who do I ask?

You should call or email the Post-Award Administrator for that project. View list of Post-Award Administrators.

 

REQ-3: When do I use the travel form and when do I use a Req?

If the person is not an employee of the KUMC family (KUMC, KUPI, Hospital, RI, etc.), then a Req should be used.
If paying a registration fee or airline ticket directly to a company, then a Req should be used. However...
If we are reimbursing an employee who paid for the registration/ticket on his/her personal credit card, then the travel form must be used.
The travel form must be used when reimbursing any travel expenses to an employee of the KUMC Family.

 

REQ-4: I need another copy of the "Requisition and Receiving" Manual, where do I find it?

The PeopleSoft manuals can be found hereThese manuals contain step-by-step processes for PS processes.

 

REQ-5: How do I split fund a requisition?

Please see Split Funding a Requisition of the "Requisition and Receiving" Procedural Reference located here.

 

REQ-6: Can I split fund a requisition between KUMED and RINST?

Yes requisitions can be split funded between 2 business units. Please complete these steps:

  1. Email Mei-Shya Chen (mchen-su@kumc.edu) and Doug Harris (dharris2@kumc.edu) with the Q project(s) you wish to split fund and how much you wish to use of your Q project(s).
  2. After they have set up a project for you under the KUMED business unit, you will be notified via email. Your project that you will use on the KUMED side will look similar to your Q project (i.e. QP816530 would be GP816530)
  3. Enter your split funded requisition under the KUMED business unit using your state projects and your G projects.
  4. The encumbrance will not appear on your Q project so remember to deduct the amount of the encumbrance from your available balance since this expense will be automatically paid when RINST is billed by KUMED.

 

REQ-7: What account code do I use?

You should use the most appropriate account for the item(s) you are purchasing. Two lists of RINST Account Codes are available:

 

REQ-8: How do I pick up my check?

When submitting Requisitions:
On the Defaults/Details panel, there is a checkbox below the SpeedType button, check this flag. Any checks associated with this Req/PO will be marked for pick up, and the Requestor will be notified via email when this check is ready for pick up. This cannot be corrected once the Req has been submitted.

When submitting Travel:
On the Header 2 panel, there is a checkbox in the upper right-hand corner, check this flag. Any checks associated with this travel request will be marked for pick up, and the Entered By person will be notified via email when this check is ready for pick up. This cannot be corrected once the travel request has been marked 'Done'.

 

REQ-9: How do I make payments to KUMC or KUMC Departments/Divisions?

All payments to KUMC or KUMC Departments/Divisions are made to "KUMC Control & Reporting" Vendor ID = 0000001070. Individual vendors are not set up for each department/division.
When paying KUMC Control and Reporting, all payments are made via wire (ACH), therefore you cannot pick up a check for this vendor. Since all payments are made by wire, we require the RFF-xxxxx, OB-xxxxxx, G-xxxxxxx, or 10-digit BPC transaction number the funds should be applied to. Until we have the account/transaction number to apply the funds to, we cannot process the payment.

 

REQ-10: I need to make a tuition payment to KUMC Student Financial Accounting from my RINST project, how do I do that?

  1. Complete a requisition for each student and submit it to RINST for approval, use vendor "KUMC Office of Student Accounting" Vendor ID = 0000001071.
  2. Complete the Tuition and Fee Payment Form for each student.
  3. E-mail the form(s) to Charles Miller (cmiller@kumc.edu) with a copy to Freddy Cortez (fcortez@kumc.edu).
  4. Once it is reviewed, Charles Miller or Freddy Cortez will e-mail it to the Research Institute where it will be paid by wire to "Student Financial Accounting"
  5. Please DO NOT forward any paperwork to the RI. Once Charles Miller or Freddy Cortez review the form, it will be sent to the RI for payment.
  6. As long as the form has been e-mailed to Charles Miller by the due date, it will not be considered late. In the event any late charges are applied to the student account, the charges will be reversed as long as the form was e-mailed to Charles Miller by the due date..

 

REQ-11: What are the Post-Award Administrators looking for when they review my Req?
If the answers to any one of these questions is "No" then this Req is considered in "Problem" status and may not meet the 24-hour turn around time to be turned into a PO.

  1. Is the person who entered the Req Authorized on that project?
  2. Can it be clearly identified as to what is being purchased?
  3. Is the item/service purchase approved on that project; is it within the Funding Source and RI's purchasing policies?
  4. Are there ample funds in the budget category for this purchase?
  5. Does the comments section explain how this specifically relates to the project?
  6. Was the correct Account code used for the expense type?
  7. If food was served, is the list of attendees provided in the comments section, or does it state "list of attendees will accompany the invoice"?
  8. If software was purchased, was the PS Software Compliance section completed?
  9. If a computer was purchased has the e-quote been faxed/emailed to the Post-Award Administration office (913-588-3225)?
  10. If the expense is a subject payment or subject travel expense reimbursement, a) are subject payments and/or travel and related expense reimbursement listed in the Consent Form; b) does the amount agree with the Consent Form; c) Is HSC approval current or has been recertified prior to the expiration date; d) has it been sponsored approved?
  11. If the expense is for advertising, has the form (ad copy and placement) been approved with the HSC and sponsor?

REQ-12: How long does it take to turn my Req into a PO?

Assuming there are no problems with your Req, it should take approximately 24 hours to turn your Req into a PO.
If it has been 24 hours and you have not received a PO, please contact the PAA for the project this Req is being paid from.

 

REQ-13: How do I cancel a Req?

If your Req has not been turned into a PO yet, please email your Post-Award Administrator with the Req number you would like to cancel.
If your Req has already been approved, then it cannot be canceled. It will be turned into a PO and then need to be canceled as a PO.

 

REQ-14: I need to drop something off to a Post-Award Administrator, where is (s)he located?

The Post-Award Administrators are located in 3 offices; 3047, 6020 and 6021 Wescoe.

3047 Wescoe; Lori Brinkmeyer, Patricia McFarland, Gretchen Montez
6020 Wescoe: Doug Harris and Fang Liu
6021 Wescoe: Lena Chen, Janice Thul, Carol Fields, and Sarah Fanning

 

Special Purchases

SPC-1: How do I purchase a computer?

All computer purchases must be pre-approved. (The computers found on the KUMC-Dell website have already been pre-approved.) Purchasing a non-pre-approved computer before-hand may result in non-reimbursement and the computer not being connected to the University network.

If ordering a pre-approved computer from the KUMC-Dell website:

  1. Login to the website: www2.kumc.edu/help/dell.asp (the link is in the upper left-hand corner)
    If you do not have a user name and password, please contact Jayhawk Tech Clinic (IT Help Desk)  at 913-588-7995 or submit a help request ticket on the Jayhawk Tech Clinic (IT Help Desk)  site. Training will be required before access is granted.
  2. Choose from one of the already pre-approved computers listed. You can customize the computer, or accept it as is.
  3. Add the computer to your cart.
  4. Continue shopping for additional computers or peripheral equipment or if finished....
  5. Click on the "My Cart" link near the top of the page
  6. Click on link that reads "View Order Details". It will be near the top of the page, near the Sub Total price.
  7. Print the pages which show the order details. You will be faxing these to the Post-Award Administrator for the project in Step 13.
  8. Click on the "Save as E-Quote" link near the bottom of the page.
  9. You will be taken to a page where you will be required to type in: E-Quote Name and a Description
    You can make these names whatever you like, but they should be memorable as you will need them later to retrieve your E-Quote
  10. Click the "Continue" button. You may wish to print the page that has your E-Quote Number for your records.
  11. Enter a Req in PS for the computer(s).
  12. After saving the Req and submitting it for approval, write the Req number at the top of the first page you printed in Step 7. Also write the Q project number(s) this purchase is being made from at the top of the page.
  13. Fax these pages to 913-588-3225.
  14. Once you receive a PO for this purchase, login to the Dell site once again as you did in Step 1.
  15. Click on the E-Quotes link near the top of the page.
  16. Select your E-Quote, and click on "Retrieve E-Quote"
  17. Click on the "Check Out" button near the bottom of the page
  18. Complete the required fields. Be sure to choose "RESEARCH INST ACCOUNTS PAYABLE" if this is being purchased from a Q project.
  19. This order is now complete. Once you receive the merchandise, don't forget to login into PS and "Receive" it. You will also be notified via email when the RINST A/P Office receives the invoice.

If ordering a special computer that is not on the KUMC-Dell website:

  1. Contact Jeff Thomas ( jthomas3@kumc.edu ) with your computer requirements. After Jeff has provided you with written approval for this purchase...
  2. Enter a Req in PS for the special computer(s).
  3. After saving the Req and submitting it for approval, write the Req number at the top of the written approval from Jeff Thomas. Also write the Q project number(s) this purchase is being made from at the top of the page.
  4. Fax this page(s) to 913-588-3225.
  5. Once you receive the PO, continue with purchasing this item.
  6. This order is now complete. Once you receive the merchandise, don't forget to login into PS and "Receive" it. You will also be notified via email when the RINST A/P Office receives the invoice.

SPC-2: What are the rules for purchasing equipment?

For equipment purchases between $25,000.00 and $50,000.00, the RI requires 3 "informal bids" (i.e. telephone quotes, web-based information/quote, faxed quotes, etc.). You can then designate your choice. If not the lowest bid, then with some justification (1-2 paragraphs) explaining why the lowest bid is not being excepted. Submit the documentation with the requisition number written on it, and it will be processed.

For equipment purchases greater than $50,000.00, the formal KUMC bid processed must be followed. Please contact the Purchasing Department at 913-588-1100.

 

SPC-3: Can I charge Homeland Security Background Check, Expediting, H-1B Visa Application, Filing, and/or Extension Fees to my project?

If the individual is being recruited to work on a specific sponsored project, the fee is chargeable to that sponsored project because that project will receive a direct benefit from the University appointment. If the Individual will be appointed to multiple University sources, the charge to the individual sponsored projects should be prorated accordingly.

 

SPC-4: Can I make a payment for professional services to a member of the KUMC Family (KUMC, KUPI, Hospital, RI, etc.)?

No. Payments to members of the KUMC family must be paid by the payee's payroll system (KUMC, KUPI, Hospital, RI, etc.) Due to complicated tax issues, the RI cannot make payments directly to employees for anything other than reimbursements and subject payments--where the employee was a subject in an HSC-authorized clinical trial/grant.

 

SPC-5: When is a Contractual Services Form required?

Contractual services forms are required whenever the RI is making a payment to a person who is not part of the KUMC family for services performed/will be performed (lecturers, data analysis, catering, etc.) This form must be completed even if a invoice is provided. A contractual services form is not needed for payments made to companies.
The signed Contractual Form should have the PO number written on the top and attached with the invoice (if one was provided) and submitted to the RINST A/P Office for payment.
An original Contractual Services form must be submitted each time. Copies will not be accepted as originals.

 

SPC-6: I need to make stipend payments, what is required?

Stipends payment on RINST accounts shall be processed through KUMC Payroll Office. These are the steps to follow:

  1. Email Mei-Shya Chen (mchen-su@kumc.edu) to obtain a G speedtype for the Q account that you wish to use for stipends payment. A G account similar to your Q account will be created under KUMED business unit for stipend charges.
  2. Please complete the Stipend Personnel Action form here and use the G speedtype as funding source.
  3. Forward the signed stipend forms to Karen Johnson at Payroll Office for payment process.
  4. The stipends payment will be charged to your RINST account when monthly bill received from KUMED.

 

SPC-7: Are cell phone charges and/or cell phone, blackberry, or similar items acceptable purchases?

No. To comply with the Cellular Phone Policy Executive Order issued by the Governor effective March 31, 2003 all cell phones will be issued by KUMC. The monthly cell phone fees can be charged to your project(s) via Interdepartmental Billing. For more information, visit the Mobile Communication and Information Devices Policy.

 

SPC-8: Will the RI pay for relocation fees/moving expenses for a new faculty member and his/her family?

The RI will not reimburse any employee directly for relocation fees/moving expenses. The RI can only pay companies directly for moving costs (e.g. we can write a check to the moving company, but not reimburse the employee if he/she paid the moving company.) Moving expense reimbursements to employees will be made via the state payroll system due to complicated tax issues. Therefore state rules regarding these types of reimbursements must be followed, regardless of the source of funds. If you wish to use your RINST project to pay for moving expenses for a new faculty member, please contact Terri Evans (tevans@kumc.edu) before any offer to reimburse moving expenses is made to prevent any issues after the fact.

 

SPC-9: In my grant proposal, it states that subject incentives will be used as payments for subjects, instead of a check. Is there anything special I need to do?
"Gift card" language replaced with "Subject Incentive" on Sept. 17, 2006
Spreadsheet information added on Sept. 17, 2006

Subject incentive payments are only valid payments for subjects who participate in a study/grant and who will receive less than $100.00 for the entire study/grant. If the amount/value any one participant will receive is more than $100.00, then subject incentives cannot be given as compensation. Requisitions for each participant who is being compensated more than $100.00 will need to be entered in PeopleSoft. Contractual service payments must always be paid with a check(s).

Subject incentives can be purchased by department personnel (PI, study coordinator, etc.) two ways:

  1. A requisition can be entered in PeopleSoft made payable to the Vendor (Wal Mart, Target, etc.)
  2. The subject incentives can be purchased on a personal credit card (not the KUMC BPC card) and then a requisition entered in PeopleSoft afterwards reimbursing the person for the subject incentives.

When subject incentives are purchased, the Subject Incentive form will need to be completed and emailed to RINSTAP@kumc.edu, faxed to 913-588-5758, or sent with the request for payment, before the voucher will be paid.

When a subject incentive is presented to the study participant, the PI or a designee will have 72 hours to enter the following information into the form located at: RINST Cash Equivalent Subject Payment form

  1. SpeedType where the subject incentives were initially purchased
  2. First Name of the person who received the subject incentive
  3. Last Name of the person who received the subject incentive
  4. Street Address of the person who received the subject incentive
  5. City of the person who received the subject incentive
  6. 2-letter state abbreviation of the person who received the subject incentive
  7. Zip code of the person who received the subject incentive
  8. Social Security number of the person who received the subject incentive
  9. Subject incentive amount
  10. Store/Location where the incentive can be used (Wal Mart, Target, etc.)

There is also a spreadsheet that can be completed if you do not wish to use the form. The Subject Incentive Form spreadsheet requires the same information listed above.

Subject incentives will be subject to periodic audits, where the subject incentives issued will be reconciled to those listed on the form referenced above. At the end of the project period if there were more subject incentives handed out than have been accounted for on the form, any discrepancies will have to be paid for using personal funds. Discrepancies cannot be paid using other RI funds (grant, clinical trial, or R&D funds) nor can be state funds be used.

 

Purchase Orders

PO-1: How and when do I submit a Change PO?

Complete the Change PO form.

Change PO forms should be used for the following:

  1. Items not yet ordered:
    If the PO is missing an item that needs to be ordered.
  2. Items ordered and invoice has arrived:
    If there is an item listed on the invoice, that is not on the PO.*
    *Please do not submit a Change PO for Shipping/Freight and/or Hazardous Material Charges, we will automatically pay those if they appear on the invoice.
  3. Items ordered and invoice has arrived:
    When pricing on the invoice for a single line item is higher than the PO by at least 10%.
    If the actual item cost is less than the PO amount, please DO NOT submit a change PO. Please see Question INV-10---Can the PO be finalized so I do not have to submit a Cancel/Finalize form?

 

PO-2: How do I cancel my PO?

To cancel your PO, please complete the Cancel or Finalize PO form, this form is also used for finalizing a PO.

 

Invoices

INV-1: I have a question about how payments are made - who do I ask?

Please email rinstap@kumc.edu with your question. Emails are preferred. OR
Please call one of the A/P Accountants. View the list of A/P Accountants.

 

INV-2: I have receipts to send in for payment--how should they be sent in?

We ask that all receipts be stapled together and brought/mailed to "RINST A/P Office" (5019 Wescoe - MailStop 1039).
PLEASE DO NOT: 1) Tape receipts or 2) Highlight receipts
Certain types of paper to not retain the transaction information when taped or highlighted.

 

INV-3: I want to mail something to the RI Accounts Payable Office...where do I send it?

Please mail all items to:
RINST A/P
MailStop 1039
3901 Rainbow Blvd.
Kansas City, KS 66160

Please do not mail invoices/receipts to someone's attention. Mail made out to an individual is not opened by anyone else. If that person happens to be on vacation or out sick, the mail will remain unopened.

 

INV-4: I need to drop something off to the A/P Office, where is it located?

The RINST A/P Office is located in 3034 Delp..

 

INV-5: What needs to be sent/dropped off at the RINST A/P office?

Please provide us with original invoices/receipts with the PO# written/printed legibly at the top.
If sending receipts, please do not TAPE your receipts. Please staple them together. The tape destroys the toner on certain types of paper and makes the needed detail illegible.
Please do not send copy's of the PO or screen prints of the Req. These are not needed.

 

INV-6: Are original invoices and statements the same thing?

No, invoices and statements are not the same. Statements generally only list outstanding invoices, and the RI will not pay from statements. Invoices should show detailed quantities and amounts of the items that were purchased.

 

INV-7: I have a credit memo that needs to be applied to my account, what should I do with it?

If not already provided, please write the PO number on the credit memo where the credit should be applied. Until we have an invoice for the same vendor (not the same project) to offset the credit memo against, we will not be able to enter the credit memo, therefore it could be a little while before you see the credit appear on your AM90/91.
If the project is about to be closed, please make sure the PAA for that Project knows that a credit is pending.

 

INV-8: Food was served at an event, but there were too many people to obtain a list of everyone who attended. What do I need to do?

If there were too many people attending the event where food was served, please include a copy of the invitation for the event, which states food would be provided.

 

INV-9: What are the A/P staff looking for when paying from an invoice/receipt?
If the answers to any one of these questions is "No" then this Invoice is considered in "Problem" status and an email sent to the Requestor on Friday requesting more information.

  1. Is there a PO number listed/referenced on the Invoice/Receipt? (Please do not send copies of the PO or screen prints of the Req to the A/P Office.)
  2. Do we have ORIGINAL invoices/receipts OR if a faxed invoice, does it also state why we are not receiving the original?
  3. Are the item(s) that are listed on the Invoice/Receipt also listed on the PO--does the PO match (items and pricing) to what we are paying?
  4. Has the merchandise been 'Received' in PS?
  5. If food was served, is the list of attendees provided or are the list of attendees listed on the PO?
  6. If the payment is for advertising, is a copy of the ad submitted with the invoice?
  7. If a reimbursement, is there proof it was paid (receipt, detail credit card statement, etc.)?

 

INV-10: Can the PO be finalized so I do not have to submit a Cancel/Finalize form?

In those circumstances where you are bringing the invoice to the A/P office to be paid and this is the final invoice for this PO, in addition to writing the PO# you can write:
1) The Receiving Number on the Invoice AND 2) "FINALIZE" on the Invoice.
If those 2 items are written on the invoice, we will FINALIZE the PO at that time for the lines that are being paid.

If the invoice is sent directly to the Research Institute and you would like the PO finalized, please reply to the email you received from asking that this PO be FINALIZED when paid.

**Some things to keep in mind about finalizing...**
Finalizing a PO only finalizes those lines that have been vouchered/paid. If a line of a PO has not been vouchered/paid, then that item will remain open until you complete a Cancel or Finalize PO form. Choose "Cancel Line of PO"

 

INV-11: How long does it take to get a check once the invoice is received in the RI?

For Requisitions and Domestic Travel:
Once the invoice/travel documentation is received in the RINST A/P office, it should take about 5 business days** for a check to be cut and either mailed out or the Requestor/Entered By person notified for pick up, assuming there are no problems with the documentation.***

For International Travel:
It may take an additional 4-5 business days** for a check to be cut for international travel since currency conversions are generally required.

**The RINST A/P office processes invoices and travel requests Monday-Thursday. No invoices/travel requests are processed on Friday's.

***In order for the RI to pay invoices, the individual PO lines must be "Received" in PS. If the item has not been received in the Requisition and Receiving module, the item cannot be paid.

 

INV-12: I have a vendor asking where the check is - how do I check on it?

To determine if a check has been cut, you will need the Voucher number. To determine the voucher number, please see PO Activity Summary section of the "Requisition and Receiving" Procedural Reference located here.

After retrieving the voucher number, continue on with the PO Voucher section of the same manual. On the Schedule Payment tab in the upper section, you will see 2 fields labeled "Warrant #" and "Date". The Warrant # is the RI's check number. The Date is date the check was cut. The check was then mailed from our office 2 business days after this date, excluding Friday's (i.e. If the check date was Thur-Apr-6-2006, then the check would have been mailed on Tue-Apr-11-2006). Specific page number to manual deleted on Sept. 15, 2006

If you require a copy of a canceled check, please complete the Copy of Invoice or Check form.

 

Travel

TRV-1: I need another copy of the "Travel" Manual, where do I find it?

The PeopleSoft manuals can be found here.These manuals contain step-by-step processes for PS processes.

 

TRV-2: When should I use the Travel module?

The travel module should be used when reimbursing any employee of the KUMC family (KUMC, KUPI, Hospital, RI, etc.) for travel related expenses. If the check will be written to a non-employee (consultant, travel agency, other vendor) a requisition should be used. Travel reimbursements to KUMC family employees submitted on a requisition will be rejected, and you will be asked to submit those expenses on a travel form.

 

TRV-3: Is pre-approval required?

Please use the Travel Decision Flowchart in the "Travel" handbook located here.If your department/supervisor has placed greater restrictions on travel (e.g. ALL Travel must be pre-approved by the Chair or Director), then please follow those rules/policies as well.

 

TRV-4: Are travel advances given?

Not generally. Employees shall provide themselves with sufficient funds for all anticipated expenses. Advances from the Research Institute may be given to cover anticipated expenses in hardship cases or exceptional circumstances.
Travel advances from the Research Institute are recoverable from the employee by: (a) setoff against the accrued pay or other amount due the employee; and (b) other methods provided by law.

Early payments made to the traveler, airline, travel agency, and/or conference registration are not considered "travel advances". They can be paid/reimbursed before the travel occurs, since pre-payment is required before the trip can be taken. If the trip is not taken, then these amounts must be reimbursed to the project. Depending on the individual circumstances will determine if 100% of the amount must be reimbursed, or if return fees will be allowed. Checks should be made payable to the "KUMC Research Institute", please list the project number in the memo portion of the check.

 

TRV-5: Is using a Travel Agency mandatory, and if it's not, can I use one?

Using a travel agency for RI travel is not required. If the funding agency places any restrictions on your purchases (e.g. minority owned businesses must be used when possible, etc.) then that must be taken into account.

The RI would prefer that airline tickets were purchased directly from the airline or another on-line service such as expedia.com and paid via the traveler's credit card. Provided that expense is entered in PS and submitted to the RI right away, a reimbursement check can generally be given to the traveler/ticket purchaser before his/her credit card statement arrives.

Since the RI does not have any accounts established with a travel agency, then paying the agency within their 24-48 hour turnaround time is problematic. For this reason, we strongly encourage that travel agencies not be used.

 

TRV-6: I would prefer to drive to a conference instead of fly, can I be reimbursed for mileage instead?

In authorizing travel, the RI will approve the most economical or advantageous mode of travel and via the most frequently traveled route.

 

TRV-7: What are you looking for when reviewing travel expenses?

  1. The travel voucher has been signed by the person being reimbursed
  2. The brochure or other advertisement showing the dates and location of the function is included
  3. The flight itinerary is included, regardless of when or how it was paid; copies will be accepted if already pre-paid
  4. If food is being reimbursed, either actual receipts or per diem, with a detailed agenda included
  5. Original receipts are submitted

 

TRV-8: I already sent my flight itinerary and/or conference agenda when my flight was reimbursed, do I need to send it again when I am being reimbursed for my meals and lodging?

Yes. This information is filed when the 1st reimbursement check was issued. It is the traveler's responsibility to provide this information each time a payment is requested.

 

TRV-9: At what rate is mileage reimbursed?

View the list of travel rates.

 

TRV-10: Does the RI reimburse for mileage from my house to the airport, or only from my Official Station to the airport?

We determine this on an individual basis. Generally, we will reimburse the traveler from which ever is indicated on travel form. In making this determination, we look at flight times and mileage distances. As a guide for determining mileage accuracy, we use Yahoo Map Driving Directions: maps.yahoo.com/dd

 

TRV-11: As part of my job, am I required to visit various locations throughout the city, how do I get reimbursed for that mileage?

Please complete a mileage log showing the: 1) dates traveled, 2) starting point, 3) destination, and 4) mileage distance in miles
Download a blank mileage log. (Excel format)

 

TRV-12: Are traffic fines reimbursable?

No. Employees operating a privately owned, state-owned or leased vehicle are responsible for operating the vehicle in a safe and prudent manner and in accordance with all applicable federal, state, and local traffic laws. Fines assessed for traffic citations or other violations of applicable law are the responsibility of the employee and are not reimbursable.

 

TRV-13: What if I get into an accident while on business travel? Fixed link for site: 9/1/2006

If an accident occurs involving a privately owned, state-owned, or a leased motor vehicle being used for official business, the following web site provides detailed information required regarding the actions required by the vehicle operator: www.da.ks.gov/fm/cmp/information/transition/accidents/

 

TRV-14: If I choose to rent a car at the travel destination, instead of using public transportation (taxi, bus, train, subway, etc.) will I be reimbursed for that expense?

This determination would be made on an individual basis. Please include in the comments section of the travel module why a rental car was necessary.

 

TRV-15: Does the RI use the quarter system for determining meals?

No. The RI reimburses meals based on the time of day and the meal type. Individual determinations are made to determine which meals are reimbursed.

For instance:
If the flight leaving KCI departed at 1:00 PM, lunch would be reimbursed, but breakfast would not.

If the flight arrived at KCI at 7:00 PM, dinner would be provided.

Individual meal per diem rates are outlined on the travel rates document.

 

TRV-16: When do I need to submit receipts? What happens if I lost a receipt?

Receipts MUST be submitted to be reimbursed for: Airfare (or additional airline charges), Registration, Membership Dues, Limos, Lodging, Supplies, Parking (all locations), Rental Cars, Tolls, and Meals*. Public transportation (taxi, bus, train, subway, etc.) and tips do not require receipts, but should be submitted if provided.

*Meal reimbursements must include detailed receipts of the item(s) ordered. Meal reimbursements missing this information will only reimbursed the per diem rate for that meal type.

 

TRV-17: Is there a limit to how much the RI will reimburse on a meal?

The RI makes individual determinations on how much will be reimbursed for meals based on what is usual and customary for the city and meal location. Meal amounts will be reduced if it is considered excessive or extravagant.

 

TRV-18: If a spouse attended a meal, will the RI reimburse for their meal?

If the spouse was part of the business discussion, then yes their meal will be reimbursed. However, (s)he was attending just a guest, then his/her will not be reimbursed. As with any meal, a list of attendees will need to be provided if actual meal costs are being reimbursed.

 

TRV-19: Is there a limit to how much the RI will reimburse on lodging?

The RI will reimburse what is usual and customary for the city in which the lodging took place. Lodging at the conference hotel will be reimbursed at the conference rate. If accommodations at the conference hotel could not occur (e.g. the hotel was overbooked) and other arrangements had to be made, the RI will still reimburse what is usual and customary. In this event, the please provide an explanation in the comments section of the travel module.

 

TRV-20: When entering my lodging in PS, do I place all charges paid to the hotel in the lodging category?

No. Only the hotel fee and any applicable lodging taxes should be placed in the lodging category. Any other items (meals, parking, faxing, etc.) should be placed in the appropriate category.

 

TRV-21: Are there any special restrictions for International travel?

When the traveler is taking vacation while conducting business internationally, pre-approval relating to the parameters for reimbursement must be gained from the RI Executive Director or Chief Financial Officer. This rule exists so the traveler understands the stricter rules for International travel.

Will the time at the International location(s) be 7 days or less?

If Yes; then 100% of the airfare will be reimbursed.

If No; then if 75% or more of days are spent on business, then 100% of the airfare is reimbursed
if 50% up to 75% of days are spent on business, then the airfare is prorated
if less than 50%, no airfare can be reimbursed

Meal and Lodging expenses are reimbursed for business and travel days only.

 

TRV-22: Is the turn around time for receiving a check the same for International travel?

No. Generally International travel reimbursements take longer to process due to currency conversion. It can take up to a week longer for International travel reimbursements, provided we do not have any questions for the traveler.

 

TRV-23: Is there a website I can use for determining the currency conversion?

As a guide, the RI uses OANDA's classic currency converter at: www.oanda.com/converter/classic The "Typical Credit Card Rate" used.

 

 

Checks

CHK-1: I need to get a copy of a check--how do I do this?

Please complete the Copy of Invoice or Check form.
Copies of canceled checks may take longer depending on when the check was cashed/deposited.

 

CHK-2: If a check is lost/destroyed, when can a check be re-issued?

For checks that have been lost, we will re-issue the check 3 weeks after the original issue date. We wait 3 weeks to allow for the mail systems to deliver the check. Checks that have been found after being reported to the RI as lost should be returned to the RI Accounts Payable office.
To request a check be re-issued, please email rinstap@kumc.edu with the check number to be re-issued and the reason why. You will be notified via email when the check has been re-issued. Unless the email states otherwise, it will be dispatched in the same method the original check was (mailed directly to the vendor or the requestor contacted for pick up.)

Reports

RPT-1: I need to see old AM90/91's--how do I do this?

Please see the "AM 90/91 Report" manual located here.

 

RPT-2: I need to see who's been paid subject payments--how do I do this?

To see who has been paid on subject payments on your projects, please complete the Subject Payment form.

Once this form is received and you are authorized to receive financial information for the project(s) listed, a report should be emailed to you in approximately 24 hours.

 

RPT-3: How do I know what the revenue is on my clinical trial and/or R&D project?

To see the detail payments made on your clinical trial or R&D project, please complete the Revenue Report form.

Once this form is received and you are authorized to receive financial information for the project(s) listed, a report should be emailed to you in approximately 24 hours.

 

RPT-4: I have a question about my report, who do I contact?

Please contact the Post-Award Administrator for the project in question. View the list of Post-Award Administrators.

 

RPT-5: I would like to see who was paid on my project, how do I do that?

Please contact the person who enters the time sheets into HR for your department. (S)he will be able to print you a report which shows who was paid from your project.

 

RPT-6: There is an expense that was posted to the incorrect project, how do I correct that?

Please complete the Expense Reallocation form.

Last modified: Jun 15, 2014
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