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Apr
18
FY12 Year-End Closing Calendar
Posted by Andrew Henley on 18 April 2012 09:43 AM

Georgetown University Sponsored Projects Financial Operations

Year-End Schedule: Administrative Services
Procurement & Payment, Employee Reimbursements through GMS, Cost and Sponsored Accounting,
and Treasury Operations


The following schedule is provided to help you plan for year-end expenditures.  These deadlines for the submission of requisitions to Procurement, and invoices and expense vouchers (EVs) to Accounts Payable are established to ensure timely response and compliance with FY12 accounting deadlines.  Departments that submit documents in accordance with posted deadlines will receive the highest priority.  As a reminder, all blanket purchase orders (including multi-year leases) must be renewed annually.  Please be sure to distinguish all documents with “FY12” or “FY13” to avoid confusion between fiscal years. 

You may refer to the General Accounting home page for additional deadline information at http://events.georgetown.edu/events/index.cfm?Action=List&CalendarID=184&View=6 .

For compliance with university policy and Federal A-133 audit guidelines, all requisitions and expense vouchers for goods and services greater than $25,000 must be accompanied by three written bids and/or with justification provided why the selected vendor is not the low bidder or obtaining three bids was not practical or possible. Requisitions for orders of  goods  such as furniture, that have considerable lead times before receipt should be submitted to Procurement as early as possible. Please note that no Accounts Payable documents or purchase requisitions will be accepted after the date listed below without approval of the respective campus CFO or CBO.

You may direct questions to Aliz Agoston, Procurement and Payment at 687-6770, Viola Dortch, Payroll, at 687-3407, Jim Reisert, Cost and Sponsored Accounting, at 687-2313, Maleka Weatherspoon, Procurement & Payment, at 687-3945, Hilda Kwena, General Accounting at 687-8296 or Rosalyn Furukawa, Treasury Operations, at 687-1913.

Deadlines – Procurement & Payment, SAO (JVs), Payroll (Employee Reimbursements), and Treasury (wires)
 
June 1              Begin to enter FY13 blanket purchase requisitions.
June 15            Last day to submit FY12 paper purchase requisitions if vendor/ campus policy requires PO. Otherwise use ProCard.
June 18            Last day to submit FY12 foreign wires and foreign draft requests to Treasury Operations. 
                          Last day to submit FY12 employee reimbursements to Payroll for monthly employees.

June 22            FY12 EVs, petty cash, non-employee travel reports and invoices must be received by Accounts Payable to be paid in FY12 by 5 p.m.
                          Last day to submit employee reimbursements to Payroll for bi-weekly employees.
June 25            Last day to input FY12 web purchase requisitions.
June 26            Last day to submit domestic wire transfer requests for FY12.


July 2               All purchase requisitions, blanket, paper and web, from June 29th forward entered as FY13.
                         Last day to submit JV/Cost Transfers to Payroll and SAO for FY12 by 12:00 p.m.

July 9               First Close
July 16             Second Close



Thank you for your attention to these deadlines. Please make sure to circulate this schedule to your administrators.

Best,



Lennie Carter
Associate Vice President
Administrative Services
Office of Financial Affairs

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Jun
30
New F&A Rate for University
Posted by James Reisert on 30 June 2011 02:46 PM
On April 8, 2011, Financial Affairs finalized negotiations for our Facilities & Administrative Rate Agreement (F&A) with the Division of Cost Allocation (DCA), Department of Health and Human Services.  Under the leadership of Lennie Carter, Georgetown’s Sponsored Accounting staff worked with Frank McKune, Huron Consulting Services, over the past two years to propose and negotiate a new recovery rate for our federally sponsored activity.  We are pleased to report that the rate will increase from 53.5% to 55.0% for FY2012 and 2013 and then to 55.5% for FY2014.  This is the first increase for Georgetown in more than a decade.  The rate change has the potential to increase cost recovery by $4.0M over the three year period and places Georgetown in a strong position for the next negotiation.

New Agreement: http://gufinancialaffairs.helpserve.com/Knowledgebase/Article/View/10/0/agreement-federal-rate-agreements

Effective June 3, 2011, the following are the indirect cost rates that should be incorporated in all outgoing proposals to U.S. Government agencies:
  •   Rates effective July 1, 2011 - June 30, 2013
    • On-campus research:  55%
    • On-campus instruction: 55%
    • On-campus other sponsored activities: 40%
    • Off-campus research, instruction and other sponsored activities:  26%
       
  • Rates effective July 1, 2013 - until further notification
    • On-campus research:  55.5%
    • All other rates remain as stated above.
All existing RX centers will remain at the rate that is currently in effect.  The new rate can be used on all new awards with NOGA's received after June 3, 2011.

The following fringe benefit rates are in effect for the period July 1, 2011 - June 30, 2012 and will be applied to all existing RX centers: 
  • Full time faculty and staff:  35%
  • Postdoctoral fellows, residents and interns:  13.8%
  • Part time and temporary employees:  7.4%
If you have any questions, please feel free to contact Jim Reisert 202-687-2313 or jlr23@georgetown.edu or submit a question to our customer service system
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Sep
16
Georgetown University's Division of Financial Affairs Client Services Team does not solicit and will not collect Electronic Protected Information (EPI).
Posted by Andrew Henley on 16 September 2010 03:59 PM

Georgetown University's Division of Financial Affairs Client Services Team does not solicit and will not collect Electronic Protected Information (EPI).  This includes, but is not limited to:

  • social security numbers
  • date of birth
  • mother's maiden name
  • credit card information

Any unsolicited submission of such information will result in the deletion of the trouble ticket.


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