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FAQ

FAQs

Finding the information that you need about research administration can be a very tough job. Navigating between University policies and Sponsor regulations can be treacherous, so we want to help you! We have compiled a list of the most common questions (with answers) posed to Finance and Operations. If you have a question that is not listed, click on the "Ask the Administrator" banner above to send your question directly to our team, who will research your question and have an answer back to you within one business day. We will update this page as questions come in.

How do I get set up in the eRA Commons?
How do I get my expense statement?
What should I be looking for when I reconcile my sponsored project speedtypes?
Someone's salary hit incorrectly on my expense statement. How do I get it fixed?
I don't recognize this charge in the non-salary section of my expense statement. How can I determine what it is?
Can I charge food for a meeting to my federal grant?
We have a lot of projects going on at one time in our lab. Can I charge all of the basic lab supplies to one of my funded projects until it is expended and then move on to my other speedtypes?
I have unspent funds in my grant. Can I request a no-cost extension to spend the rest of the money?
With careful spending in year 1 of my NIH project, I have some extra funds. There is a piece of equipment that would really help me move faster in completing one of my goals, but when I submitted the application, the equipment didn't fit into the original budget. Now that I have some extra funds, can I use them to buy the equipment?
When can I use Petty Cash?
What is the University code for...?

How do I get set up in the eRA Commons?

Contact Derek Humphrey (dmh12@case.edu or 216.368.2009). Provide him your name, phone number, Case email, and role (ie. PI, Administrator, etc.). He will do the preliminary set up. Within 24-48 hours, you will receive an email from the NIH eCommons with a link to complete registration.


How do I get my expense statement?

There are a few different ways to get your end of the month expense report. NOTE: You may need to take specific training classes to have access to some or all of these systems.

  • To get Month-End Reports that show activity through the end of the chosen month (this will not show any transactions that occurred after the close of the month you are looking at):
    • Launchpad: Access the Faculty/Staff tab on www.case.edu/launchpad. The first box should be "Peoplesoft Financial Reports". Click on the plus sign to see all of the reports to which you have access. Choose the appropriate reports for the month that you want to see.
    • Report Distribution System: Access the system at https://www.case.edu/cgi-bin/byrequest/getreports.pl and enter in the DeptID of the department for whose reports you need. From the list that comes back, choose appropriate report and month.
  • To get reports that show non-salary transactions current to the last 24-hours, go to the Peoplesoft Financials Reporting system at https://finrpt.case.edu/psp/finrpt/?cmd=login&languageCd=ENG and log in. Follow the steps in the Quick Reference Guide found here


What should I be looking for when I reconcile my sponsored project speedtypes?

This is not a simple answer. Monthly reconciliation requires you to look at project details in addition to the monthly expenses. The information provided in the statements will direct you to any necessary actions, such as correction journals, under/over spending, continuation applications, etc. For more information on how to read the expense statement, the SoDM has created a guide that will walk you through the parts of the expense statement. It can be found on the SODM Research website under the Internal Guidance link.


Someone's salary hit incorrectly on my expense statement. How do I get it fixed?

Corrections to salary distribution must be done through the HCM system and not a journal through the GL in Peoplesoft Financials. Follow these steps to process the correction:

  • Download the salary report from Peoplesoft. You can find these on the Faculty/Staff tab on Launchpad (www.case.edu/launchpad). When you open your department, there should be a dropdown labeled "s_d_reports". Open that to get the list of salary reports by month.
    • The "sds" report groups by individual so you can see an employee's entire monthly distribution in one place.
    • The "sal_analysis" report groups by speedtype and account code so you can see everyone who was paid out of a specific speedtype.
  • Use the report to determine what was done incorrectly and how it should be fixed.
  • Send a request for correction with an explanation of what was done incorrectly and the reason for the error to dentres@case.edu.
    • For example, "In December 2010, Dr. Dennis Tree was distributed 100% to INS801000, but should have had 25% distributed to RES123456 for his work on his R01 project. The error occurred because the PI did not inform his administrator that he received that award and was working on the project when he signed off on the monthly distribution. Please make this correction in HCM"

I don't recognize this charge in the non-salary section of my expense statement. How can I determine what it is?

Everyone has their own way of answering this question. A place to start is to look at the information for the charge provided by the expense statement and use that to determine how the charge hit the system (information on the fields can be found on the SODM Research Internal Guidance page). Once you determine the way the charge hit, you can then use the various Peoplesoft systems to backtrack and figure out who initiated the charge to get more information from that person.

There are five ways that a charge can hit:

  • Payment Request:
    • Journal Number: Begins with an AP
    • PO Number: N/A
    • A/P Voucher: Begins with an 05
    • SRC: AP
    • Inv Number: Begins with 0000
    • Req Number: N/A
    • How to determine who initiated the charge? Use the Inv Number, which is actually the Payment Request ID assigned by Peoplesoft, to search for the payment request in Peoplesoft Financials. You can find the CaseID of the person who processed the request.
  • Requisition:
    • Journal Number: egins with an AP
    • PO Number: Begins with 50000
    • A/P Voucher: Begins with a 05
    • SRC: AP
    • Inv Number: Not standard – this may or may not be listed
    • Req Number: Begins with 1000
    • How to determine who initiated the charge? Use the Req Number or the PO number to do an inquiry in Peoplesoft Financials Reporting. Within that search, you will be able to drill down and find out who initiated the requisition.
  • Journal:
    • Journal Number: Begins with 0000
    • PO Number: N/A
    • A/P Voucher: N/A
    • SRC: Reflects where the initiator is based – DEN, SOM, etc.
    • Inv Number: N/A
    • Req Number: N/A
    • How to determine who initiated the charge? Use the Journal Number to search for the entry in the Peoplesoft General Ledger system. The journal header tab will show the initiator's name and CaseID.
  • Pcard:
    • Journal Number: Begins with 0000
    • PO Number: N/A
    • A/P Voucher: N/A
    • SRC: PCD
    • Inv Number: N/A
    • Req Number: N/A
    • How to determine who initiated the charge? This is a bit more difficult. Since PCard transactions hit the statement en masse in a journal, looking up the journal number would not be beneficial. You will need to contact the PDC Customer Care Team for more information at casepcard@case.edu.
  • Crossbill (Internal Services):
    • Journal Number: Begins with 0000
    • PO Number: N/A
    • A/P Voucher: N/A
    • SRC: XBL
    • Inv Number: N/A
    • Req Number: N/A
    • How to determine who initiated the charge? Not much easier than a Pcard charge, but doable. You will need to look up the Journal Number in the Peoplesoft General Ledger. On the header page, you will see the full description of the journal. If that does not help, you can contact the person whose name and CaseID is listed to get more information on what the charge is for.

Can I charge food to my federal grant for a meeting?

Probably not. Unless the details were specifically spelled out and requested in your proposal, food charges are unallowable under federal projects. Charges for meals while traveling required by the project (to scientific meetings, conferences, etc.) are acceptable and follow the same reimbursement guidelines as all other University supported travel.

We have a lot of projects going on at one time in our lab. Can I charge all the basic lab supplies to one of my funded projects until it is expended and then move on to my other speedtype?

No. Anything charged to a federal project must be shown to provide 100% of its benefit to the project where it was charged. If you have multiple projects going on in the same lab space and they all use the same item, you should distribute the charge among all the grants in the proportion that it will be used. So, if your pipettes are going to be used by two projects, but one of them uses twice as many as the other, you should distribute the costs to reflect this – 67% to one and 33% to the other.

This is a bit of extra work, but the correct distribution is essential and part of the contract that the PI and the University agreed to when the grant was accepted.

I have finished work on my project and I have unspent funds. Can I request a no-cost extension to spend the rest of the money?

No. Extending a project simply to spend down the remaining balance is unacceptable and specifically prohibited by most sponsors. When a no-cost extension is requested, the PI is certifying that there is work on that project which will extend beyond the current end date of the project. All sponsor regulations continue in full force during the continuation period.

With careful spending in year 1 of my NIH project, I have some extra funds. There is a piece of equipment that would really help me move faster in completing one of my aims. But at the time I submitted the application, the equipment didn't fit in my original budget. Now that I have some extra funds, can I use those extra funds to buy the equipment?

If your project was awarded under the FDP Expanded Authorities (and most are – check your NOGA to make sure), then you can buy that equipment if it is in line with the original aims of the project.

When can I use Petty Cash?

The latest information from the Controller's Office is that Petty Cash accounts can only be used for study participant incentives. PC cannot be used for any reimbursement of CWRU employees. Those should be processed via a Payment Request in Peoplesoft.

What is the University…

Fringe rate? Indirect cost rate? DUNS number?
FWA number? EIN? Cognizant Federal Agency?
Congressional District? Date of IDC agreement? Authorized signatory?
CAGE code? Official mailing address? Codes/info related to grants?

You can find all relevant University identification numbers and codes on the OSPA Commonly Requested Information sheet found on the OSPA website Forms page here. Make sure you check often, as dates and rates change at least once per fiscal year.

Didn't find what you were looking for?

Let us know! Email dentres@case.eduand we'll get you the information that you need!