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Policy: All payroll documents, such as Payroll
Authorizations and ITV's, that are charging an IIT ledger account
beginning with the digit "5" must be approved by the
Project Accounting department.
Overview: The individual departments of the university who employ persons to work on
funded grants that are charging a "5" account must prepare the payroll documents.
Faculty, staff and students are normally processed on a Payroll Authorization, graduate
students who are Research Associates or Teaching Assistants are processed through the
ITV (income tuition voucher) system. Contact the Graduate College for more on the ITV
system.
The information that must be on these forms is:
- Employee's name address and social security number.
- The effective dates that an employee is being charged to the grant (the end date cannot
exceed the grants end date). ITV's use semesters as the effective dates.
- A salary amount OR dollar amount if it is a one-time charge.
- Indicate the employees' status (i.e. full time, faculty or staff, etc.)
- The accounts to be charged with proper sub codes (if there is more than one account, a
percentage or dollar amount must be entered.)
- A departments' supervisor, department head as well as the V.P/Dean must approve a
PA. ITV's are approved electronically.
IMPORTANT!
Do not leave any information blank. The submission of
incomplete forms will delay the process. For example, if the
sub-account information is not completed, the
form will be returned to the originating department. Contact
project.accounting@iit.edu
with any questions or if you need help.
Procedure:
When Project Accounting receives a payroll document, it will be reviewed
for accuracy. Make sure all information has been included as requested on the payroll
form. Project Accounting staff will use the FRS system to verify that the account being
used is a valid account, that the effective dates correspond with the grants effective dates
and to verify that there are available funds to cover the charges of the PA or ITV. Screen
09 in FRS will give the effective dates and indirect cost and screen 19 will give the
available balances on the grant.
When the Project Accounting staff approves payroll or any other expenses, they
must consider all associated charges such as benefits and indirect cost. They must also
consider the cumulative effect of future expenses. Also, in many cases, grants are funded
for specific purposes and budgets are restricted. For example, the salary costs shouldn't
be more than the available amount budgeted for salaries. Nor should any employment
dates extend beyond the grant end date.
In some cases, it is allowable to go over the budgeted amounts. However, this
cannot be done without prior approval of the Office of Sponsored Research. The
responsible person must complete an Advance Expenditure Authorization Form and
submit it to Sponsored Research. Project Accounting is not permitted to release any
additional funding until the form is approved and received from Sponsored Research.
The final part of the approval process lies with the accounting
administrator documenting payroll information. A copy of screen 09 & 19 must be
attached to the source document. If there is any correspondence related to the approval
process that needs to be attached also. The information must then be entered into the
Access database, then filed accordingly. The original payroll documents for Faculty and
ITV's, should be forwarded directly to payroll. Other documents need to be submitted to
Human Resources.
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