Adminitrative and Research Support (ARS)

Financial Forms

Disbursement Correction Form

Directions/Example on entering a DC

When this should be used: This form should be used when something on an expense account was charged to an incorrect account, program, class, project, etc.

Procedure: Fill out the disbursement correction form and get signed approvals by your department chair or their designee. Please attach the query showing the original charge. Then send (scan OR send physical copy) to Amanda Spatharos at 100B Riggs Hall to process the correction. If you send it two separate times/ways it will most likely get entered twice. Amanda will email you back the journal number for the disbursement correction so you know it has been completed.

Foreign Travel Request Form

Form-->  http://www.clemson.edu/finance/procurement/travel/docs/foreigntravel.pdf

http://www.clemson.edu/cfo/procurement/travel/employeeguidelines.html

When this should be used: This form should be filled out by the traveler before traveling outside the continental US, Alaska, Hawaii Canada or Puerto Rico.

Procedure for Faculty & Staff: The traveler needs to fill out the form, attach any backup on the reasoning for foreign travel and sign it. Be sure to include an estimate for the total cost of the trip next to the charfield string that will be used to pay for it. The traveler's department chair needs to approve and sign the form. After the department chair has signed the form it should be sent to Keri Cortese at 109 Riggs Hall to get all necessary accounting signatures. If the trip is being solely funded by a grant (fund 20), send the foreign travel request form directly to Michelle Duncan at 118 Riggs Hall. Once accounting approvals have gone through by Keri or Michelle they will be taken to Kenna Sawdey to get the Dean’s approval.  Once all approvals have been made, Kenna will scan the approved travel request form back to the traveler and keep the original for her records. 

Procedure for Dean, Associate and Assistant Deans: Traveler needs to fill out the form, attach any backup on the reasoning for foreign travel and sign it. Then send the form to Keri Cortese at 109 Riggs Hall. She will review and approve accounting information and then send to Kenna Sawdey to coordinate getting all necessary grant, Dean and Provost approval signatures. After all approvals have come back Kenna will scan you the request form with all the signatures for your records. All foreign travel request originals will be kept by Kenna.

Foreign Travel Requests without an estimate of the total cost and full chartfield string listed will be sent back. Please be sure to send forms in that have been completed entirely.

Budget Amendment Form

Start by giving the form a reference number. It is very important that you are using the correct reference number. If you have any questions please let us know. Below are directions on getting a reference number:

  • Go to the GS09 drive
  • Click on CoES folder
  • Click on Business Office Resources Folder
  • Click on Budget Amendment Tracking Reference Folder
  • Go to the current fiscal year reference sheet and open it up 
  • Log in your department and use ZB for all zero budget amendments, TF if you are transferring funds within one department on fund 15 and CT if you are transferring funds within fund 14 projects or doing a TRSOUT or TRSIN. 
  • Put the code in the above bullet between the NN and the numbers.
  • Need help? Look at the Naming Convention Sheet- http://media.clemson.edu/cfo/budgets//Naming_Convention_for_Budget_Entries.pdf

Procedure for Fund 15 Budget Amendments:

SEND ALL BUDGET AMENDMENT FORMS IN EXCEL FORMAT- We will use the email as approval unless you can insert an electronic signature.

Department accountants are allowed to complete the budget amendment and process the following:

  • Zero Budget Amendments (example)
  • Moving funds within projects/accounts in your department (example)

Department accountants must send BA’s for the following requests to ARS. You should fill out the BA form including the reference number, reason detail and journal lines and submit them to Amanda Spatharos. ARS will enter the journals in PeopleSoft and send you a copy after it is posted for your reference.

Procedure for Fund 14 Budget Amendments:

SEND ALL BUDGET AMENDMENT FORMS IN EXCEL FORMAT-We will use the email as approval unless you can insert an electronic signature.

Department accountants are allowed to complete the budget amendment and process the following:

Department accountants must send BA’s for the following requests to ARS. You should fill out the BA form including the reference number, reason detail and journal lines and submit them to Amanda Spatharos. ARS will enter the journals in PeopleSoft and send you a copy after it is posted for your reference.

  • Transfers between departments within fund 14’s (example)
  • Move from one fund to another (example)
  • All other requests should be in email form to Amanda Spatharos.

CoES Funding Request Form

When this should be used: Use this form when you are requesting funds from the College.

Procedure: Fill the form out and route to Christina Bedenbaugh at 100B Riggs Hall.

Small Restricted Receipt Form

http://www.clemson.edu/research/grants-contracts/policy/receipts.html

When this should be used: Use this form when you are requesting a new fund 19 (Small Restricted Project). The form should indicate how you would like the budget to be set up.

Procedure:

  • Cash and checks must be receipted by the department.  A receipt should be issued to the individual from whom the funds have been collected.  Send the copy of the receipt to the Bursar’s Office with the Receipt Transmittal form.  Retain the third copy of the receipt and file in numerical order. The department will have to complete the receipt transmittal form. It should be taken to the Bursar’s Office no later than the next business day after the receipt of funds.  
  • The Small Restricted Receipt Form will need to be prepared and sent to the Dean for his signature on the College Review line.  
  • When a receipt comes back from the Bursar’s Office the department will attach a copy of the receipt to the signed Small Restricted Receipt Form and then send a copy to Stanley Richardson at 300 Brackett Hall.  
  • The department will be responsible for reconciling the small restricted fund on a monthly basis.
  • Contact Regina Taylor with any questions.

Billing Rates Form

When this should be used: Billing rates are developed in order to recover some or all of the federal allowable costs associated with providing a particular good or service. In the absence of subsidies, service facilities are operated as break even entities. To break even, these service facilities bill their work at certain rates. This form is used to adjust the rates currently charged or to create new billing rates.

Procedure:

  • Determine appropriate unit of output for each billing rate to be developed.  Billing rates are calculated in terms of unit of output.  Examples:  Hours of labor, Hours of machine time, samples analyzed, etc.
  • Develop an estimate of the demand for each product or service in terms on units of output. This can be derived from past results and/or from inputs from likely users. Use caution when hours are the unit of output.  Use only estimated billing hours not total compensated hours (breaks, clean up, doing inventory, etc).
  • Develop an expense estimate for each product or service provided based on the demand estimate from step two above.  Increase or reduce expense estimate by prior year carry forward.
  • Determine the amount of any applicable billing rate subsidy.
  • Subtract the amount of any billing rate subsidy from total estimated expenses to determine net expenses.
  • Divide net expenses by the demand estimate from step 2 above to determine the billing rate for a particular product or service.
  • To provide adequate time for users of services to plan their budgets, rates should be submitted, approved, and posted based on the following schedule:

Expenditure Plan for Startup

When this should be used: Faculty should complete this form within 2 weeks of their hire date to outline faculty's plan for spending their startup funds.

Procedure: This form should be completed by the faculty member, signed by the department chair and submitted to Brittney McCall. 

Startup Budget Worksheet

When this should be used: This form can be used as a tool to keep up with the startup package details. Brittney McCall will track the CoES portion and balance but this can be used by the departmental accountant if needed.