by Tracey L Besemer | May 29, 2019 | Uncategorized |
Let’s Talk!
Hey there gang, Happy Half Friday! As I’m typing the sky is getting darker and darker out there. Hopefully, we are still here by the time I get this posted!
I wanted to take a few moments to reiterate the purpose of this blog. It’s intended to share important helpful information that will make your life easier, but it’s also a two-way street.
Is there a topic you would like to see covered here?
Is there some minute administrative task that you would like to have cleared up? Have you always wondered if there was a way you could do something or look something up in the software we all use each day? Let us know! Do you have an idea to make a process more streamlined? Great! Let me hear it! Have you discovered something that makes your life easier? Share it with us so we can feature it, please!
At the top of each post is a Comment button as well as at the bottom of each post. Please, please, please reach out and ask questions. Leave comments. We want to start a dialogue.
Is it one of those things you feel silly for asking because you feel like maybe you should know this by now? Pfft, well, we can’t have that.
If you use our contact form at the top of the page, I promise, I won’t tell anyone who asked the question.
(I can easily be bribed with Americanos, dark chocolate, and expensive yarn.)
Let’s put this blog to work
We want to use this as a tool to make everyone’s day a little smoother. Let us know how we can help! Comment below.
by Tracey L Besemer | May 22, 2019 | Finance, Purchasing |
Happy Half-Friday Everyone
How’s your week going?
Yeah?
Huh.
Well, that’s no good.
So, then what did you do?
Wait, are you serious?
That’s a bummer, I mean, who puts lettuce in the freezer in the first place?
Anywho. Did you know that when you use eBuy there is no paperwork to file afterward?
I know, right?
(I’m great at smooth segues, no?)
Well, yeah, you could use your pcard but then there’s paperwork to fill out and you know, you get busy and forget about it until Kim sends you a reminder and then you have to rush to get to Althouse to avoid it auto-posting. And let’s face it, wouldn’t you rather be back in the lab doing super cool science?
VWR is a common pcard transaction we see, but we have a VWR punchout in eBuy. No paperwork! Super cool science! No brainer!
Yes, sometimes you can find an item cheaper elsewhere online, but always check your total once shipping is added. You don’t pay for shipping when you use eBuy and oftentimes that’s enough to tip the scales in favor of eBuy.
Plus, did I mention no paperwork?
So yeah, eBuy punchouts are your friend, and let’s just not talk about the whole freezer salad incident ever again. What a waste of perfectly good radicchio.
by Tracey L Besemer | May 15, 2019 | Business, Finance, Purchasing |
Hey gang, did you know we have a spiffy new Purchase Order Request Form?
Well, if you didn’t know, you do now. Created to streamline the purchasing process for your lab, the business staff in Althouse cooked up this helpful form for requesting POs. I’ve got the keys, so let’s take it for a test-drive.
You can find it parked on the BMB website. Click on the ‘Resources’ tab, then ‘Finance Office’ in the dropdown menu and the form is towards the bottom of the page. Or, you can click this link and bookmark it for future reference. You’re welcome.
Let’s do a walkthrough of filling out a request, shall we?
It’s an easy form so I’m only going to add a few minor notes here and there. Please note at the top of the form, depending on the dollar amount being ordered or if it is Software or IT peripheral over $100 you may also need to fill out one or both of the forms mentioned.
The first part of the form is about you.
Who is placing the order, contact info, and the shipping address. (Bet y’all didn’t know I had my own lab, did ya?)
Next, we move on to the type of PO and Purpose & Justification.
Here is where you can upload the two additional forms if either is needed for this purchase. (2a & 2b)
I mean, I think it’s a good justification…
And of course, you will need to provide payment info. If you are splitting the cost over more than one budget you will need to provide the percentages or dollar amounts and your reasoning for doing so.
I’ve filled this one in as an example.
And finally, we get to the Vendor Information
Don’t forget to upload your quote or merchandise order form.
#10 is a good place to upload pictures of your dog or cat. Just sayin’.
#11 is vital, and I don’t know if we can still be friends if you disagree.
So there you have it!
Easy-peasy, right? Once you hit the ‘Submit’ button at the bottom of the form you will receive an email with a copy. And as always if you have any questions about your PO or the form you can reach out to Joyce Greslick, who will be happy to help you! If you have been using this form already please leave a comment below letting us know what you think about it or if any improvements can be made. Or maybe leave a comment with your favorite pizza toppings. Now I’m hungry.
by Tracey L Besemer | May 8, 2019 | Finance |
I’m going to share a secret with all of you.
I started this job four years ago and dived head first into the finance part of it. And it still took me six months to figure out our budget and fund numbering system and just what exactly people were asking for when it was time to pay for something or fill out pcard forms.
These little numbers rule our day to day. They keep the research going, they make sure everyone is paid, they get asked for a lot from those of us in the front office and they can be confusing as heck! Especially when filling out forms online or around the department.
Recently this little gem went out and I can’t tell you how helpful it is. It’s a good ten-minute read, but well worth it for all of the great information packed in it! This will give you everything you need to know about the types of funds associated with each number and what they can and can’t be spent on.
Photo by Black ice from Pexels
Usually when we ask where you want something charged it goes something like this:
Where do you want that charged?
What fund do you want that put on?
What is the budget and fund number you need that put on?
What grant should that go to?
Will you still be my friend if I tell you that we’re asking the exact same question in each of those requests? Unfortunately, we (the staff) have a habit of using budget and fund number interchangeably even though they aren’t, and it gets confusing. (I know, I know, let the wet noodle floggings begin!) Just remember, whenever you are asked where something should be charged here is what we are actually asking for:
Budget number, fund number, and a cost center if applicable.
Yeah, that’s great and all Trace, but what the heck does that mean? How do I know if I need a cost center? How do I know if I have a cost center? Why do they call them cookies when they are baked and not cooked?
Easy. I’ve got you covered.
Think of budget numbers, fund numbers, and cost centers as the address to your money.
Your average budget number looks likes this: 42812 1XYZ or this 22812 1000 Five numbers followed by another four letters/numbers and it’s basically an address within our financial system.
Here is a little illustration to help explain. (I’m a writer, not an illustrator, don’t judge me.)
The first five digits are the street you live on or your budget number: In this example, we live on Research (the 4, type of budget) Eberly College of Science (28, college or administrative area) Department of Biochemistry and Molecular Biology (the 12, department) Street.
The next four digits are your fund number and are like the house number. If it’s your grant then it’s specific to just you. End of story, no cost center is involved. An example 42812 1XYZ. Boom, budget and fund number. Street and house number. Done. That’s your money’s address.
If however, this money is in a budget and fund that is shared with others then you need a cost center to differentiate whose money is whose. An example is a general fund that holds everyone’s startup funds, or you might have a grant shared with another PI. It’s like living in an apartment building. You all share the same street address and house number, but your cost center is your apartment number.
That’s it! Easy, right? Hopefully, this makes sense. It certainly made things clearer in my mind.
And as for a baked treat being called a cook-ie, yeah, I have no idea, but bakies just sounds weird.
I hope this has helped to clear up a little of the confusion concerning those magical numbers that keep the research moving. If you have questions, please let us know. Read that great document I linked and be sure to subscribe if you haven’t already. Leave me a comment below with your favorite cookie.
by Tracey L Besemer | May 1, 2019 | Travel |
- Did you know Anthony Travel is the official travel partner of Penn State? Try using them the next time you need airfare, a hotel, or a car rental. 814-258-6111 / 833-827-3331 or email pennstate@anthonytravel.com. No, you can’t have a limo, it’s against Penn State policy.
- If you don’t book your airfare through CONCUR or Anthony Travel you must have a comparison flight, please do this when booking your flight. Or just call Anthony Travel and they can get you the flight you are looking at elsewhere for the same price or cheaper.
- Will you have any personal days while you travel? Make sure you get a comparison flight that shows how much it would cost to travel directly to and from the conference. The best time to do this is the same time you purchase your ticket.
- Are you a member of a lab? Talk to your PI about your upcoming travel as they may have specific requests to help conserve grant money.
- Are you traveling internationally? Then you must fill out a TSN Travel Record prior to your trip, otherwise, you risk not getting reimbursed. (Also, if you are kidnapped by international jewel thieves, this makes it easier to find you.)
- When you return, be sure to completely fill out the appropriate reimbursement form for CONUS or OCONUS travel. This will ensure your reimbursement is processed quickly and easily. Be sure to note any special circumstances, changes, or delays. You know like if you sat next to RuPaul on your flight, please include a picture with your receipts.
- Remember that we have 60 days from the date you return to get your travel expenses and/or reimbursement through the approval system. This does NOT mean you have 60 days to turn in your receipts/forms for reimbursement. Ideally, receipts and travel reimbursement forms should be turned in to the main office within two weeks of your return. Anything turned in after 90 days will need approval from Larry Bell to be processed.
We are always here to answer any questions or concerns and to make this process as easy as possible.
Have a great conference season, and may your swag bags be plentiful and lacking in lame stuff!
