Administration

BFS COVID-19 Status Updates

In order to provide timely information about the operations of Business & Financial Services during the COVID-19 outbreak, we will continuously update the status of services provided by BFS units here. Please bookmark this page to see if there is any guidance or impacts to normal operations when you need our services.

Thank you for your understanding as we all navigate these challenging times together.

Accounts Payable, Travel, and Entertainment: Last updated 6/21/21

***Update 6/21/21***

We have received requests from employees for reimbursements of meal expenses associated with working from home during the COVID-19 shelter-in-place, and for meals taken at home (or delivered) during Zoom business meetings and employee morale events. Please see the following FAQ for guidance: https://www.bfs.ucsb.edu/faqs/can-i-request-reimbursement-meals-associated-working-home-during-covid-19-shelter-place-or

***Update 4/8/20***

On 4/8/20, Steve Kriz, Assistant Director, Accounting Services, gave guidance and answered questions about processing travel expense vouchers in the remote working environment.

[Click here to view the presentation deck]

[Click here to view the session recording]

***Update 3/17/20***

Download the AP/Travel/Entertainment presentation from our 3/17/20 Zoom meeting

All UC Policies and Procedures governing the processing of Payments through Accounts Payable remain in effect.  Please know that Accounts Payable staff is working hard to make sure payments to suppliers, employees and students are being made in a proper and timely manner.

The following is a summary of new processes and accommodations that will remain in effect until further notice.

Travel Expense Vouchers

Travel Expense Vouchers (TEV), Receipts and Supporting Documentation – While travelers should retain original copies of TEV, receipts, and Supporting Documentation, we will accept scanned images and alternative forms of certification and payment authorization.

Completed and Signed Images of TEVs can be sent to:

bfs-travel.entertainment@ucsb.edu

When sending Forms and Documents via email, please limit one Voucher/Form per email. For example, if you have 2 TEVs and 1 TPR, please send 3 separate email each referencing the specific Form Identifier and Name in the Subject Line.

Traveler Certification

The following is a list of the 5 ways we accept Traveler Certification on TEVs:

  1. Wet Signature - Payee actually signs the voucher on the designated Payee Signature line (wet/original signature).
  2. Reimbursement Worksheet - Payee signs a Departmental Reimbursement Worksheet detailing the reimbursement information showing total amount, a brief description of purchase, etc. Worksheet must include Certification Clause (See Item 4).
  3. Signed Reciepts - Payee signs EVERY receipt/invoice attached for payment (wet/original signature). Preparer circles signature and writes “payee signature” on each receipt.
  4. Email Certification - Payee sends an email from their email address:

    “I certify that the expenses of $XX.XX claimed on Voucher# XXXXXX were incurred by me on official University business on the dates shown, and that I have attached original receipts for each expense as required by University Policy”

    Preparer attaches email to voucher paperwork.

  5. DocuSign – Preparer obtains DocuSign Signature on Form.  DocuSign should be printed in the appropriate section of the PDF and should include date and the full name spelled out.

Travel Payment Authorization

The following is a list of the 3 way we accept the Payment Authorization on TEVs:

  1. Wet Signature – Payment Authorizer actually signs the voucher on the designated Payee Signature line (wet/original signature).
  2. Email Certification – Payment Authorizer sends an email from their email address:

    “I have reviewed and authorize payment of Voucher# XXXXXX, including all supporting documentation and certify that the expenses claimed are in compliance with University of California – Policy G-28 Travel Regulations.  In addition, I have read and understand my responsibilities as set forth in University of California – Policy BFB BUS-10 Principles of Accountability with Respect to Financial Transactions”

    Preparer attaches email to voucher paperwork.

  3. DocuSign – Preparer obtains DocuSign Signature on Form.  DocuSign should be printed in the appropriate section of the PDF and should include date and full name of the Authorizer.

Advances

Travel Cash Advances - Please use travel advance functionality within the TEV system.  
Advance Payments – Please use Travel Payment Request (TPR) to request advance payments to third parties.  Always include TripID on all TPR requests to make sure that advances can be cleared properly.
US Bank Corporate Card – Whenever possible, payments to US Bank should be processed via a completed TEV.  If payment on US Bank is required prior to completion of a trip, please submit a TPR and request payment on USBank Corporate Card.  

Completed and Signed Images of Travel Advances can be sent to:

bfs-travel.entertainment@ucsb.edu

When sending Forms and Documents via email, please limit one Voucher/Form per email. For example, if you have 2 TEVs and 1 TPR, please send 3 separate email each referencing the specific Form Identifier and Name in the Subject Line.

Entertainment Vouchers

Entertainment - Entertainment Form 5 and supporting documents can be scanned and sent to the following email address:

bfs-travel.entertainment@ucsb.edu

When sending Forms and Documents via email, please limit one Voucher/Form per email. For example, if you have 2 TEVs and 1 TPR, please send 3 separate email each referencing the specific Form Identifier and Name in the Subject Line.

Miscellaneous Reimbursement Vouchers

Miscellaneous Reimbursement Vouchers, Receipts and Supporting Documentation – While payees and their departmental preparers should retain original copies of the Miscellaneous Reimbursement Voucher, receipts, and Supporting Documentation we will be accept signed scanned images of Vouchers, Receipts and Supporting Documentation.

Completed and Signed Images of Miscellaneous Reimbursement Vouchers can be sent to:

bfs-misc.reimbursements@ucsb.edu

When sending Forms and Documents via email, please limit one Voucher/Form per email. For example, if you have 2 TEVs and 1 TPR, please send 3 separate email each referencing the specific Form Identifier and Name in the Subject Line.

Miscellaneous Reimbursement Voucher Payee Certification

The following is a list of the 5 ways we accept Payee Certification: 

  1. Wet Signature - Payee actually signs the voucher on the designated Payee Signature line (wet/original signature).
  2. Reimbursement Worksheet - Payee signs a Departmental Reimbursement Worksheet detailing the reimbursement information showing total amount, a brief description of purchase, etc. Worksheet must include Certification Clause (See Item 4).
  3. Signed Receipts - Payee signs EVERY receipt/invoice attached for payment (wet/original signature). Preparer circles signature and writes “payee signature” on each receipt.
  4. Email Certification - Payee sends an email from their email address:

    “I certify that the expenses of $XX.XX claimed on Voucher# XXXXXX were incurred by me on official University business on the dates shown, and that I have attached original receipts for each expense as required by University Policy”

    Preparer attaches email to voucher paperwork.

  5. DocuSign – Preparer obtains DocuSign Signature on Form.  DocuSign should be printed in the appropriate section of the PDF and should include date and the full name spelled out. The Process Innovation Team through the College of Letters and Sciences IT is offering assistance and guidance in setting up automated processes using DocuSign.

Miscellaneous Reimbursement Payment Authorization

The following is a list of the 3 ways we will accept the Payment Authorization on Miscellaneous Reimbursement Vouchers:

  1. Wet Signature - Payee actually signs the voucher on the designated Payee Signature line (wet/original signature).
  2. Email Certification - Payee sends an email from their email address:

    “I have reviewed and authorize payment of Voucher# XXXXXX, including all supporting documentation and certify that the expenses claimed are in compliance with University of California Policies. In addition, I have read and understand my responsibilities as set forth in University of California – Policy BFB BUS-10 Principles of Accountability with Respect to Financial Transactions”

    Preparer attaches email to voucher paperwork. 

  3. DocuSign – Preparer obtains DocuSign Signature on Form.  DocuSign should be printed in the appropriate section of the PDF and should include date and full name of Authorizer.  The Process Innovation Team through the College of Letters and Sciences IT is offering assistance and guidance in setting up automated processes using DocuSign.

Membership Vouchers

Memberships – Membership Form 5 and supporting documents can be scanned and sent to the following email address:

bfs-misc.reimbursements@ucsb.edu

When sending Forms and Documents via email, please limit one Voucher/Form per email. For example, if you have 2 TEVs and 1 TPR, please send 3 separate email each referencing the specific Form Identifier and Name in the Subject Line.

Payments to Students

Undergraduate Students – Financial Assistance provided to UCSB undergraduates should be initiated through the Office of Financial Aid and Scholarships.  The following is a link that provides information and instructions regarding the Undergraduate Student Resource Reporting and Payments:

https://www.finaid.ucsb.edu/policies-and-disclosures

Graduate Students – Financial Assistance provided to UCSB graduate students should be initiated through the Graduate Division.  For further information regarding graduate student financial assistance:

http://www.graddiv.ucsb.edu/financial
 

BARC (Billing, Loan Collections, and Cashier's Office): Last updated 8/11/20

The BARC office, including Billing, Loan Collections, and the Cashier's Office, will be closed to the public until further notice. Limited services may be available by appointment.

Please note that many of our services can be accessed and completed online at https://www.bfs.ucsb.edu/barc. Students and parents may make echeck, credit card, and international payments through the MyBARC portal (https://mybarc.ucsb.edu).

For billing questions, please email barc.info@bfs.ucsb.edu or call (805) 893-3756.
For loan collections questions, please email loan.info@bfs.ucsb.edu or call (805) 893-4204.
For questions about payments or deposits, please email cash.info@bfs.ucsb.edu.

Cashier's Office Information

***UPDATE 8/11/20***

Deposits update: We continue to process deposits received at the Cashier's Office at least once per week. When preparing your deposit, please include your Mail Code so that we can send a receipt to your office. You may write it on the tamper-evident deposit bag, or include it inside with your items. Thank you!

The following programs have been discontinued:

***UPDATE 3/24/20***

Cashier's Office staff will be in the office once per week and on the last day of the month to process all deposits and checks received through the drop slot. The office will still be closed to the public. For circumstances that may require special arrangements (such as the reporting of certain payments received), please contact Adrienne Brunasso, Cashier Manager adrienne.brunasso@bfs.ucsb.edu.

Making payments and deposits

The Cashier's Office has a drop slot that may be used for payments and deposits on the exterior of our office at 1212 SAASB. Payments and deposits will be processed weekly.

  • Students may use the green envelopes provided to put payments into the drop slot. Instructions are posted on the building, or click here for details. Payments will be reflected online in student MyBARC accounts (https://mybarc.ucsb.edu), however there may be delays in posting.
  • Departments may use the tamper-evident deposit bags provided to put deposits into the drop slot. Instructions are posted on the building, or click here for details. Deposit receipts will be held by the Cashier's Office until normal operations resume.

BARC office exterior

Services not currently available

  • Petty cash reimbursements: Please hold all cash reimbursement requests until normal operations resume
  • Check cashing

Equipment Management: Last updated 3/16/20

Equipment Management classes will be held via Zoom. Registered participants will receive a link to a Zoom session soon.

Please submit all EIMRs, ESPDs, and Inventories via email as PDF attachments to: AM@bfs.ucsb.edu

Extramural Funds: Last updated 6/26/20

Helpful Resources for Contract & Grants Administration

For all the latest specific agency guidelines and other COVID-19 Related information, please see the following comprehensive websites:

UCSB’s Office of Research has a link for agency-specific Corona virus notices:
https://www.research.ucsb.edu/covid-19-agency-notices

UCOP’s Research Policy Analysis and Coordination (RPAC) tracking agency responses and research-related guidance:
https://www.ucop.edu/research-policy-analysis-coordination/policies-guid...

COGR (Council on Governmental Relations) has the following website available for agency specific guidelines as well as what other institutions are doing in response to COVID-19:
Institutional and Agency Responses to COVID-19 and Additional Resources
https://www.cogr.edu/institutional-and-agency-responses-covid-19-and-add...

***UPDATE June 26, 2020***

NSF’s Implementation of OMB Memorandum M-20-26: Extension of Administrative Relief for Recipients and Applicants of Federal Financial Assistance Directly Impacted by the Novel Coronavirus (COVID-19) due to Loss of Operations:

The Foundation has issued guidance on NSF’s implementation of the Office of Management and Budget (OMB) Memorandum (M-20-26), entitled, Extension of Administrative Relief for Recipients and Applicants of Federal Financial Assistance Directly Impacted by the Novel Coronavirus (COVID-19) due to Loss of Operations.  NSF remains committed to working with the Administration, other federal agencies, and the research community to effectively respond to the COVID-19 national emergency.  This guidance is to implement updated guidance authorized by OMB Memorandum M-20-26 for recipients affected by COVID-19.  The guidance extends two of the short-term administrative relief from specific requirements contained in 2 CFR Part 200, Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards, without compromising accountability requirements. These extensions, that go beyond what OMB previously outlined in Memorandum M-20-17, specifically pertain to the allowability of salaries and other project activities and single audit submission.  In order to support charges against NSF awards, recipients are reminded of their responsibility to maintain appropriate records and documentation to support the charges in accordance with institutional policies and procedures. OMB Memoranda M-20-17 and M-20-20 have been rescinded.

NSF has worked with colleagues at the National Institutes of Health to develop a consistent implementation which they will be issuing separately.

Questions about the policies described in the NSF Guidance should be directed to policy@nsf.gov

 

***UPDATE June 18, 2020***

Extension of Administrative Relief for Recipients and Applicants of Federal Financial Assistance Directly Impacted by the Novel Coronavirus (COVID-19) due to Loss of Operations:

https://www.whitehouse.gov/wp-content/uploads/2020/06/M-20-26.pdf

 

***UPDATE April 15, 2020***

Contract & Grant Liaison Meeting: On 4/15/20, Jim Corkill and Tyler Clark discussed post award costs allowability associated with COVID‐19, and how to track expenses and the requirements of documentation.
[Click to view the presentation deck]

***UPDATE April 2, 2020***

COGR (Council on Governmental Relations) has released this handy matrix that outlines the different Federal Agency Guidelines on COVID-19’s Impact on Proposals and Awards (as of March 31, 2020).

Download the Matrix

***UPDATE April 1, 2020***

Encore Q&A Webinar on COVID-19 & Travel
Due to the ongoing situation and the many questions from UC travelers, the Central Travel Office and Risk Services will host an encore Q&A on COVID-19 and Travel on April 9th at 11AM.

Register button

Please note, questions on reimbursements should be directed to local Travel & Accounting teams.

UCOP received quite a few updates from federal agencies today with their COVID-19 guidance affording “administrative flexibilities,” consistent with OMB’s efforts.

You can find those updates here along with other items of interest related to COVID-19:
https://www.ucop.edu/research-policy-analysis-coordination/policies-guid...

***UPDATE March 27, 2020***

President Trump has signed the Third Coronavirus Response Bill, which Includes Research Boost.  Here is an article from the American Institute of Physics that outlines the investments in universities and research:
https://www.aip.org/fyi/2020/third-coronavirus-response-bill-includes-research-boost

***UPDATE March 24, 2020***

UCOP’s latest guidance regarding charging grants and contracts costs to Federal sponsored awards during COVID-19:
Click here to download.

UCOP has released updated guidance on COVID-19 Related Leave for Academic Appointees:
Click here to download.

UCSB Academic employees who have questions about administrative leave should contact UCSB’s Academic Personnel Office:
https://ap.ucsb.edu/

Latest Department of Defense (DoD) guidance related to COVID-19 (March 24, 2020):
https://basicresearch.defense.gov/COVID-19/Frequently-Asked-Questions/

Latest NSF guidance Related to COVID-19 (March 23, 2020):
https://www.nsf.gov/bfa/dias/policy/covid19/covid19_nsfombimplementation...

***UPDATE March 20, 2020***

EMF has received some questions inquiring about charging the emergency administrative leave that has been granted by President Napolitano to contract and grant fund sources.  https://ucnet.universityofcalifornia.edu/news/coronavirus-update-expande...

While it appears evident from the communications so far that certain responding Federal funding agencies will be accepting these emergency charges on their contracts & grants (as long as this policy is applied consistently across the board), there have been questions regarding non-Federal agencies such as the State of CA, Local & Other Government, and Private contracts & grants and their acceptance of these emergency leave charges to compensate workers on C&Gs that are no longer able to work due to the COVID-19 crisis.

EMF has contacted UCOP regarding this.  This is a very fluid and continuously changing topic with new information coming in every day.  The State of CA has not specifically addressed this issue, and it is assumed that each agency within the Local & Other Government and Private contract & grant realm will have its own individual take on this topic.  The direction we have received from UC is that all workers who qualify within the instances outlined in President Napolitano’s letter shall be able to charge these emergency payroll expenses following that specific policy, regardless of fund source (Federal, State of CA, Local & Other Govt, Private) as this relief has been granted to all qualifying UC employees.   Please see UCOP’s Research Policy Analysis and Coordination (RPAC) response directly below:

Per our latest communications with UCOP’s Research Policy Analysis and Coordination (RPAC):

“RPAC is currently working on a communication to the State via the UC State Government Relations office to ask about State sponsors.

No matter the sponsor, you have to charge the fund source where the person would normally have been paid from. We don’t know for sure if they’ll allow it, but we have to proceed as though they will. It’s similar to benefits in that we don’t distinguish between fund sources.

FYI, we just received the additional guidance https://www.ucop.edu/academic-personnel-programs/_files/special-announce...

UCOP is also preparing an FYI to the President’s Executive Office about two things that they might not have anticipated:

  • Feds might allow more than 16 days to be charged, but because of the consistency rule, only 16 would be allowable (the max. amount President Napolitano has currently approved at this point) .
  • If a sponsor does not allow these charges (even the 16 days), then UC would most likely have to pick up the tab.”

***UPDATE March 17, 2020***

Over the past couple of weeks there have been questions regarding charging nonrefundable travel expenses due to the cancellation of events because of the COVID-19 virus and charging these nonrefundable expenses to contracts & grants. There have also been questions regarding the allowability of charging paid administrative leave for emergencies resulting from COVID-19 to Contracts & Grants.

In addition to addressing the questions below, EMF has provided some helpful links to find the latest up-to -date information regarding sponsoring agency specific guidance, as well as what other institutions have released regarding how they are addressing the COVID-19 issues.

Finally there is a brief summary of how the Federal government has been stressing flexibility with their sponsoring agencies, and a warning that we need to pay special attention to the private C&Gs as these are not Federal awards (which have been given the flexibility). These private awards are going to require extra monitoring and extra communication on an award case-by-case basis between all related parties to make sure deadlines are not missed (which can have costly consequences).

For questions regarding the allowability of nonrefundable travel costs on contracts/grants resulting from cancelled conferences due to the COVID-19 pandemic:

Please see the following excerpts from our Travel and Leave Policies, confirming that travel expenses for cancelled trips can be paid provided these were incurred for reasons beyond the traveler’s control (any credits should be returned to the fund source):

University of California - Policy G-28

Travel Regulations - "Cancellation of Reservations: Travelers who are unable to honor a reservation shall be responsible for canceling the reservation in compliance with the cancellation terms established by the hotel, airline, etc. The traveler must return any refundable deposits to the University.

Charges or lost refunds resulting from failure to cancel reservations shall not be reimbursed unless the traveler can show that such failure was the result of circumstances beyond the traveler's control.

The traveler shall be responsible for promptly returning for a refund any unused or partially used transportation tickets”

For questions regarding DoE’s Policy:

“If a meeting has been cancelled, awardees must follow their institutional travel policies to determine whether costs may be charged to an award. If institutional policy permits travelers to purchase nonrefundable items (airfare, lodging, or other) and does not require travelers to reimburse the institution for change or cancellation fees, such fees may be charged to an award.  If institutional policy prohibits the purchase of nonrefundable travel or travelers are required to reimburse the institution for change or cancellation fees, such fees may not be charged to an award.”

Because UC travel policy encourages, but does not require travelers to purchase nonrefundable travel, such nonrefunded fees may be charged to an award.

These instances do however again illustrate the need that departments should be encouraging their travelers to purchase refundable airfare through CONNEXXUS.  In so doing, the risk of financial losses from cancelled trips is minimized. 

A few things that your department/your travelers will need to do:

  1. Make every attempt possible to get as much refunded and credited back to the award.
  2. Going forward travelers should be encouraged to purchase refundable airfare through CONNEXXUS.  In so doing so, the risk of financial losses from cancelled trips is minimized.
  3. For travelers that are issued a future credit for airfare, lodging, etc., you need to inventory these credits at the departmental level and make sure they use these credits for a future trip related to the award, or if they use the credit for a different award, that the expense goes to the different award.  Travelers should not be allowed to keep these credits for their own personal usage and should use the credits for university related travel and charged to the appropriate fund source receiving the benefit.

For questions regarding allowability of salary/benefits on contracts & grants during non-work periods resulting from COVID-19:

The University can implement paid administrative leave for situations such as COVID-19. Thus, it appears the policies, in conjunction with letters from President Napolitano, provide the cover we need to charge these expenses to the federal contracts and grants, provided that these charges are consistent with how we apply these policies to non-federal sources.

Administrative Leave for Emergencies

The Chancellor may grant administrative leaves with pay for a specified duration due to natural or other emergencies, or an employee may request unpaid leave for that purpose. To be eligible, an employee must be scheduled to work and is not on paid or unpaid leave on the day(s) of the emergency, and the employee must coordinate leave requests with his/her supervisor and the coordinator at the location handling emergency response requests and issues.

President Napolitano issued an executive order yesterday “outlining expanded paid administrative leave to address the extraordinary demands placed on UC employees due to impacts related to COVID-19 on themselves and their family members. The executive order makes all employees eligible to receive a one-time allotment of up to 128 hours of paid administrative leave to be used no later than December 31, 2020 based on certain conditions.”

You can read more here: https://ucnet.universityofcalifornia.edu/news/coronavirus-update-expande...

NIH’s response to this situation supports our conclusion:

NIH understands that many researchers may be unable to work as a result of or related to the effects of COVID-19. If a recipient organization’s policy allows for the charging of salaries and benefits during periods when no work is performed due to the effect of COVID-19, regardless of the funding source, including Federal and non-Federal, then such charges to NIH grant awards will be allowable.

Reminder: NIH awarding Institutes/Centers (ICs) may request documentation to confirm the requirements of institutional policies.

The Federal Government Stresses Flexibility and Accommodation to their Sponsoring Agencies:

OMB has directed the Federal agencies to offer flexibility with how they are handling this situation. Information continues to come in on a daily basis and it appears that most have offered similar guidance, policy, and leniency, including ease of No Cost Extensions caused by delays related to the virus, extensions on reports, as well as other items. Although the Federal agencies seem to be following in the same basic logic of policy, please consult each agency specifically for specific guidance related to your award.

Additional Concerns for Private Contracts & Grants (and Subawards):

While there has been a big effort on the part of the Federal government to offer flexibility and accommodations, there is still major concern that should be placed on the private contracts & grants.  Private contracts & grants should be treated as business as usual as far as deadlines and milestones are concerned.  We must be very careful not to miss the deadlines for closing these awards as final invoices and reports would be delayed and give the agency cause to not pay.   If you are anticipating delays with meeting final deadlines or milestones, you will need to reach out to the private sponsor ahead of these deadlines and see if they will offer any kind of flexibility.  Any flexibility that a private agency may provide must be in writing and tracked by the PI and administering department on an award case-by-case basis, and this information would need to be shared with the EMF accountant in charge of that award.  Establishing communication with all relevant parties ahead of the deadlines and remembering that the flexibility the Federal agencies are offering may not be there for a private award, is crucial.

Questions about any of these topics or contracts and grants in general can be directed towards your Sponsored Projects officer or EMF award accountant.  Thank you.  Please reference the above mentioned websites for continual updates.  
 

General Accounting and Data Control: Last updated 4/26/21

The General Accounting and Data Control teams are not anticipating any delays in our service to campus at this time. Below are updated instructions for journal submission:

  1. Submit all journal file and signature approval (image) attachments in one email to inbox  gldata@bfs.ucsb.edu by the published deadlines.
  2. Please do not submit paper journals with wet signatures. We do need an electronic image or record of your Supervisor/Approver’s signature to post to the GL, therefore we recommend that you use one of the following methods to provide your signature authorization. They are listed in order of preference:
    1. DocuSign – with authorized electronic signature.  More information can be found at  https://docusign.lsit.ucsb.edu/. We do not need to be included in the DocuSign process, we only need the final approved pdf image sent to us.
    2. PDF image of journal with signature approval.
    3. If you are unable to produce an image of the signed journal, we still require an image of the unsigned journal, with your supervisor’s approval noted in the body of email.

Our deadline for April close is May 3rd for all electronic journals (with signatures) by 4pm; and May 4th for Credit Card deposits and fees journals.

We do not anticipate any monthly General Ledger closing deadline delays (it’s normally on the 6th business day).

Our goal is to facilitate journal submissions, chartfield maintenance, and provide support for campus accounting. I encourage you connect with us by using Zoom for meetings, Google Hangouts for quick questions, Google Calendar for scheduling Zoom meetings with us, and of course by email.

Office of the Controller: Last updated 3/17/20

Ensure You Maintain and Appropriately Adapt Internal Controls

Maintaining internal controls is a continuing process. Internal control is affected not only by policy manuals and forms, but by people functioning at every level of the institution. Internal control can be expected to provide only reasonable assurance regarding achievement of operational, financial reporting, and compliance objectives.
 
Managers and leaders at all levels of the University are responsible for ensuring that an appropriate and effective control environment is in place in their areas of responsibility. Although management is responsible for establishing specific internal control policies and procedures, everyone at the University shares responsibility for internal control.

All employees play an important role in the achievement of the University's goals and objectives. Everyone is responsible for implementing and maintaining control practices to ensure achievement of these goals. It is impossible to eliminate all negative consequences, which are an inherent part of setting and meeting objectives. It is, however, possible and necessary to reduce the negative consequences to an acceptable level by implementing control practices.

Please review Understanding Internal Controls when considering the remote work environment.

Additional resources:
Separation of Duties

 

Payroll/UCPath: Last updated 10/8/21

All Payroll staff are working remotely.

 

***Update 9/28/20***

Oath

During this time of social distancing, the Office of General Counsel (OGC) has agreed to allow Oaths to be administered and signed via Zoom sessions and DocuSign with employees. This must be done on the employee’s first day of work (effective date).  Please remember the top portion of the form must be completed by the department prior to uploading into DocuSign for signature. Once both parties have signed the form, the employee’s department will then update UCPath as normal with the Oath signature date. Then email the completed form to payroll@bfs.ucsb.edu or forward the paper document to BFS.  Please note that the Oath DocuSign Power form and hard copy are available on the BFS website at https://www.bfs.ucsb.edu/payroll/forms. For any Oath related questions, please use ServiceNow.

I-9

USCIS regulations state that Section 1 of the I-9 is required by the employees first day of work. Their Section 2 documentation ID is required no later than their third day of work. On 3/20/2020, USCIS has given the following accommodation under Section 274A of the Immigration and Nationality Act (INA):

Employers with employees taking physical proximity precautions due to COVID-19 will not be required to review the employee’s identity and employment authorization documents in the employee’s physical presence. However, employers must inspect the Section 2 documents remotely and obtain, inspect, and retain copies of the documents within three business days of the employee's start date for purposes of completing Section 2. A physical (in-person) re-verification of the original documents must take place in person within three days after normal operations resume for those verifications done via Zoom. This provision only applies to employers and workplaces that are operating remotely and can end at any time.

Upon the recommendation of the Office of the President, we will begin utilizing the remote Section 2 in-person verification for all new hires.  This will negate the additional verification once normal operations resume for the new/rehired employees going forward.

Effective 9/28/2020:

  • In the ‘New hire/Rehire’ Service Now ticket – mark the box “Remote Verification”
  • Enter in the name, email address and title for the person verifying the employee’s documents
  • The verifier will receive an email from Tracker with a one-time link to verify the documents
  • The employee will present the original documents in person to the remote verifier. The verifier will enter in the appropriate information into Tracker and upload an image they take of the original documents to the Tracker profile. Please Note: THIS IS IN-PERSON verification, no Virtual I-9 will be accepted. Documents must be the original, unexpired document. No copies, scans or faxes will be accepted
  • BFS will receive the completed record and will review it for approval

Who can be a remote I-9 verifier?
Normal business practice is that it would need to be a representative from another college or university near the employee. Due to the pandemic, we understand that normal practice is not always feasible. In these circumstances, the qualifications are:

  • The person must be 18 years of age or older that is NOT related to the employee by blood or marriage
  • The person must understand what documents are acceptable for I-9 verification. (Documents must be the original, unexpired document. No copies, scans or faxes allowed)
  • The person must have a valid email address
  • The person must have secure internet access and be able to take a photo of the documents to upload onto the Tracker profile

Should the verifier need assistance, we have created a ‘how to’ video that is posted on our website at https://www.bfs.ucsb.edu/payroll/ucpath/resources.  They can also contact Veronika Reidel at v_reidel@ucsb.edu

***UPDATE April 3, 2020***

ACTION Required by EOD 4/6/20: Payroll Taxes for Remote Work Agreements - COVID-19

Various states have begun to issue guidance on compliance with payroll and other tax-related items during the COVID-19 crisis. As more information becomes available, UC will be required to start withholding payroll taxes based on the particular state’s guidance.

To prepare, local campus Payroll Offices have been asked to start compiling information for employees temporarily working out of state (or outside the U.S.). Employees already working remotely prior to COVID-19 related arrangements do not need to be reported.

By end of day on Monday, April 6th, if you have employees (academic, staff, or students) with out of state (or outside the U.S.) remote work arrangements due to COVID-19, click on the below link to report as much information as you currently have available to BFS Payroll:

https://forms.gle/1pb26TJpmxcVWqZU6

Information requested will include:

  • Employee Name
  • UCPath Employee ID Number
  • Remote work location complete address
  • Start date of remote work arrangement
  • Anticipated end date of remote work arrangement

Glacier

***Update 10/8/21***

To nominate an employee for Glacier, use the Glacier nomination form at https://www.bfs.ucsb.edu/forms/glacier-nomination-form.

For questions only, please open a ServiceNow ticket at bfshelp.ucsb.edu.

Procurement Services: Updated Webpage Available (click for info)

Click here for Procurement Services updates, or bookmark the page here:
https://www.bfs.ucsb.edu/procurement/welcome/procurement-covid-19-updates

Expense Tracking Related to COVID-19: Last Updated 8/11/20

The university is working to identify department financial impacts due to unanticipated business expenses attributable to COVID-19 (coronavirus). For units that may be incurring additional costs related to the state of emergency, please track all expenditures by using Cost Type: COVID. If expenses are already on your ledgers, please process an expense transfer to add the COVID for tracking purposes.

Please only include additional expenses that are clearly related to coronavirus impacts and are necessary to:

  • Support the health and safety of our campus population,
  • To comply with CDC guidance to prevent the spread of the disease,
  • To comply with UC/UCSB decisions to support campus operations.

In order to capture these expenses for reporting purposes and potential reimbursement, the university's COVID-19 Financial Task Force developed two tracking tools, one for additional supplies and services, and the other for capturing expenses resulting from labor and equipment used in response to the Emergency, that may be reimbursable by FEMA.

Tracking additional expenditures will provide our campus valuable information and allow us to apply for state and federal reimbursement, if available.

If you have any questions about your responsibility for tracking COVID-19 expenses on behalf of your department, please email bap-covid19finance@ucsb.edu.

 

For departmental contact information, see https://www.bfs.ucsb.edu/contacts