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Welcome to CECAS Business Office

Business Office

College of Engineering, Computing and Applied Sciences

About Us

The College of Engineering, Computing and Applied Sciences Business Office is responsible for directing the college's human resource activities and managing the financial integrity of the college. We are here to help you. Please contact us with any questions or concerns.

CECAS Members contact list

Meet the Team

Business Office
Clemson University
Address: 117 Riggs Hall

Contact Information


Checklist, Forms, and Worksheets

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 the appropriate unit of output for each billing rate to be developed.  Billing rates are calculated in terms of a 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 of 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:

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 BAs for the following requests to the Business Office. You should fill out the BA form including the reference number, reason detail and journal lines and submit them to Amanda Spatharos Long. The Business Office 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 BAs for the following requests to the Business Office. You should fill out the BA form including the reference number, reason detail and journal lines and submit them to Amanda Spatharos Long. The Business Office 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 Long.

Catalyst Award

https://www.clemson.edu/research/business-affairs/catalystaward.html

When this should be used: Use this form when you are requesting a new fund 19 (Catalyst Award). 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.

CECAS 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 117 Riggs Hall.

Cost Sharing/Matching

Frequently Asked Questions: Useful information about cost and benefit rates, tax ID number, as well as budgetary advice and recommendations.

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 a physical copy) to Amanda Spatharos Long at 100C 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.

Records Management

Records Retention and Audit: Federal and state agencies, as well as many private sponsors, local agencies, and foundations require the University to maintain all project-related records for a minimum of three years after the acceptance of the final report for audit purposes.

Risk Project Approval

Procedure: Fill out the form to establish a Risk Project Number.


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 CECAS portion and balance but this can be used by the departmental accountant if needed.


Travel Audit Checklist

Accountants and Bill payers should use this checklist before processing any travel reimbursements to make sure all documentation and approvals are in place.

Foreign Travel Request Form

More information can be found on the University travel site.

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 charfield string listed will be sent back. Please be sure to send forms in that have been completed entirely.

For assistance and questions

Kelsey Durham, Accnt/Fiscal Analyst II
117 Riggs Hall
Phone: 656-9920
Email: kaforbe@clemson.edu

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Disbursement, BuyWays, and LAN Services

Employee & Student Travel:

http://www.clemson.edu/finance/procurement/travel/index.html

Follow the link above to find information regarding: allowable/nonallowable travel expenses, travel reimbursements, travel expense account codes, travel policy, etc. 

Encumbrances: contact Brittney McCall with any encumbrance questions.

Use the COES_PO_ENC_DEPT query to search for your departmental PO’s/Encumbrances that are still open.  Before you use, please save to your own name to keep the original query free from error.

Remember to check the final payment box in BuyWays when entering an invoice where there will only be one payment.  If you don’t the PO will remain open.

BuyWays Help:

LAN Services:

  • Provides a user with access and services on the University network which includes network access for e-mail, Internet and university application systems, personal data storage space on NetWare servers, data backup services for server data, diagnostic support for network problems, access to the CCIT training and client support services, and access to software site licenses.  ($276 annual per person charge for those who use the service)
  • Provides a printer with a network connection, print queue setup, server resources, diagnostic support for network problems, and access to client support services. ($276 annual per person charge for those who use the service)

Use Tax Correction Journals:

For purchases where use tax was added and should not have been charged:

CR  14-xxx-7xxx-09xx-xxx-14xxxxx
DR  14-xxx-1130-09xx-xxx-14xxxxx


CR  14-xxx-1130-09xx-000-14xxxxx
DR  14-xxx-2403-09xx-000-14xxxxx

For purchases where use tax was not added and should be charged:

DR  14-xxx-7xxx-09xx-xxx-14xxxxx
CR  14-xxx-1130-09xx-xxx-14xxxxx


DR  14-xxx-1130-5599-000-14xxxxx
CR  14-xxx-2403-5599-000-14xxxxx

Services and Support

Our staff may assist you (the research PI) in many ways including:

  • Monitor award documents for compliance
  • Oversee expenditures, budgets & balances
  • Reconcile budget status reports of expenditures
  • Obtain approval for subcontract invoices
  • Provide financial reporting (if required by grant)
  • Manage cost share accounts including budgeting, documentation, and reporting
  • Process payroll/disbursement corrections and budget amendments if necessary
  • Provide budget projections to Principal Investigator
  • Coordinate modifications with department staff
  • Provide 3-month advance notice of project close-out status

How you can support the post-awards staff

  • Encourage Principal Investigators to provide as much information as possible regarding budget in the pre-awards stage
  • Spend according to project guidelines
  • Provide appropriate justification for all budget amendments and corrections (Payroll corrections over 90 days require ADR & VPR approval)
  • Communicate with your department staff
  • Provide backup documentation of expenditures (excludes buyWays)
  • Approve expenditures & subcontract invoices in a timely manner
  • Submit foreign travel authorization forms for approval prior to trip (always include a copy of approval with reimbursement requests)
  • Submit technical reports as needed
  • Always be mindful of compliance
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Travel Expense and Request Forms

Travel Forms

CU Travel Policies Checklists and Guidelines

In-State Travel Reimbursement Form

Used by faculty, staff, and students who travel on overnight trips inside South Carolina.
All expenses should have an original paid receipt except for mileage, meals and the occasional expense that is less than $5; such as tolls.
It should be turned in within 30 days of the travel date at the most.

Out-of-State Travel Reimbursement Form

Used by faculty, staff, and students who travel on overnight trips outside of South Carolina.
All expenses should have an original paid receipt except for mileage, meals and the occasional expense that is less than $5; such as tolls.
It should be turned in within 30 days of the travel date at the most.

Travel Log Form

Used by faculty, staff, and students.
Use this form for multiple non-overnight trips.
Must be turned in within 90 days of the first trip.

Visitor Expense Form

Used by visitors and speakers that are not employees of Clemson University.
Anyone requesting reimbursement must first register in the Clemson University BuyWays System.
It is a very quick registration and should only take a few minutes of your time.

Travel Request Form - US travel

Used by faculty, staff, and students. Fill this form out to document your expected travel expenses and funding source for travel in the United States.
It must include all signatures.

Travel Request Form - Foreign travel

Used by faculty, staff, and students.
Fill this form out to document your expected travel expenses and funding source for international travel. It must include all signatures.

CECAS Business Event Form

Used by faculty, staff, and students. Complete this form if College funding is being used to support a business-related event.
This form must be completed and approved prior to the event and before any purchases related to the event are made.


Reimbursement Forms

Specific to the College of Engineering, Computing, and Applied Sciences

CECAS Reimbursement Form

Forms for reimbursement of Business Meals and Supplies

CECAS VISA Form

Forms for reimbursement of Travel and Supplies.
Lodging, rental car, and travel packages are not allowed to be charged.

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