Texas Tech University

Frequently Asked Questions

ALLOWABLE EXPENSES

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Can we reimburse employee moving expenses on State funds such as 11A004?

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State funds cannot be used to reimburse the moving expenses for a prospective employee. For an explanation of the limited instances when a current employee could be eligible for reimbursement, see eXpendit at https://fmx.cpa.texas.gov/fm/pubs/purchase/state_emp/?section=state_emp&page=moving_expenses .

Can advance payments be made on State funds like 13A048?

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According to eXpendit https://fmx.cpa.texas.gov/fm/pubs/purchase/restricted/?section=payments&page=adv_payments, a State agency may not pay for goods or services before their delivery to the agency, unless the advance payment is necessary and serves a proper public purpose. For specific questions regarding this matter, please contact Procurement Services.

Can I travel to a conference and use 14 Funds?

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14 Funds can only be used for expenses directly related to research so travel to attend a conference is not allowable, unless presenting research findings.

Can I travel to Mexico or Canada using a state FOP?

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The State considers Canada and Mexico as foreign travel and State appropriated funding is not permitted.

Can I rent equipment with HEAF funds?

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HEAF is for equipment purchases only. Please see HEAF purchasing guidance: https://www.depts.ttu.edu/procurement/resources/how-to-guides/documents/purchasing/procurement-heaf-funds-20140612.pdf for allowable HEAF purchases.

Can I purchase software with HEAF funds?

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Software purchased are allowed as well as cloud computing purchases if the contract is for a period of one year or more.

Can I cost transfer travel expenses from a non-state FOP to a state (fund range 11-14) FOP?

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No. State funds cannot transfer to non-state fund classes.

Can I transfer funds from a state fund class to a non-state fund class?

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No, travel expenses cannot be moved from a non-state FOP to a state FOP unless the State of Texas travel card has been used. Texas Administrative Code (TAC), Section 20.413 requires a state travel credit card to be used for all travel expenditures when using state appropriated funding. Paying for travel with non-state funds and then moving them to a state FOP does not negate the fact that the state travel card should have been used for travel to have been done on state funds. Please see links below. https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=34&pt=1&ch=20&rl=413.

I have HEAF funds leftover. Can I travel on HEAF funds or buy office supplies?

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No, you cannot travel on HEAF funds. The HEAF appropriation is for major capital expenses, including land acquisition, constructing buildings, acquisition of capital library books and capital equipment. For HEAF purposes, capital equipment is defined as having a useful life on more than one year. Here is a link to acceptable HEAF purchases: https://www.depts.ttu.edu/procurement/resources/how-to-guides/documents/purchasing/procurement-heaf-funds-20140612.pdf

Can I use 12A graduate tuition for non-salary expenses?

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No. In 2012, there was a Presidential Initiative to only use 12A tuition funds for salaries to maximize state funding. This maximizes funding because the state pays the benefits on 12A salaries.

CASH AND BUDGET TRANSFERS BETWEEN FUNDS

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Can I transfer funds from a state fund class to a non-state fund class?

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No. State funds cannot transfer to non-state fund classes.

Due to spending restrictions on my state FOP, can I swap budget with a non-state FOP where the restriction does not apply?

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With the funding department's approval, budget can be transferred back to that department and then they can grant the same budget amount in another fund class where the expenses would not be restricted. Please work with your department to find an alternative funding source.

How do I transfer funds that are not allowed in BRS?

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When a FOP/Fund is not allowed in BRS, a manual transfer by Accounting Services must be entered. Please see the Fund Transfer Request Form on our website. Once the form is filled out, submit it to accountingservices@ttu.edu for processing.

Why is my FOP balance not available?

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Once new FY budgets are released and the FY roll has been completed, you will need to set up budgets for your FOP by budget pool.

I need to submit a labor redistribution, where is the form? Who can I contact if I have questions on LRs that are to/from/or among a sponsored project?

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The labor redistribution (LR) form is located on the budget office website under forms. https://www.depts.ttu.edu/budget/forms/

Please contact Accounting Services-Research at ora@ttu.edu or 742-2985. The Compliance Coordinator will be happy to assist you with this process.

COST TRANSFERS

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Can I cost transfer travel expenses from a non-state FOP to a state (fund range 11-14) FOP?

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No, travel expenses cannot be moved from a non-state FOP to a state FOP unless the State of Texas travel card has been used. Texas Administrative Code (TAC), Section 20.413 requires a state travel credit card to be used for all travel expenditures when using state appropriated funding. Paying for travel with non-state funds and then moving them to a state FOP does not negate the fact that the state travel card should have been used for travel to have been done on state funds. https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=34&pt=1&ch=20&rl=413

Can I do a cost transfer for prior year expenses?

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A cost transfer for prior year expenses typically are not allowed except on multi-year funds. The expenses will be charged/credited in current year.

What would be considered an extenuating circumstance for a cost transfer/labor redistribution over 90 days?

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TTU OP 65.04 outlines extenuating circumstances. https://www.depts.ttu.edu/opmanual/OP65.04.pdf Please contact Accounting Services-Research at ora@ttu.edu or 742-2985. The Compliance Coordinator will be happy to assist you with this process.

PROPERTY

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How do I transfer an asset to another department?

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The transfer of an asset to another department must be processed in the Property Inventory System located. https://www.fiscal.ttuhsc.edu/propinv/Report/Dashboard

  • Choose your department, orgn, and your All Property list.
  • Click the transfer box next to the asset to be transferred.
  • Choose the Department and orgn to be transferred (Building and location will be assigned by receiving department).
  • Enter the transfer reason and click Save

How do I transfer assets to TTU from another university?

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If an item is transferred from another Texas institution or Texas agency, the department receiving the asset must submit an Inter-Agency Property Transfer Request (Attachment F) to property.management@ttu.edu so that the item can be added to the Fixed Asset System. https://www.depts.ttu.edu/opmanual/OP63.08F.pdf.

How do I send assets to Surplus?

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How do I update my property delegate?

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The Property Custodian must be of Director level or higher. One custodian is allowed per department. To add or update the custodian, send an email must be sent to property.management@ttu.edu that includes the name, R#, department and orgns the custodian should have access to. Reference OP63.08 for further guidance https://www.depts.ttu.edu/opmanual/op63.08.php.

What is the process if my department wants to sell an asset?

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Before an asset can be sold approvals from the VPR, Surplus and department Dean and Chair should be obtained. A list of assets should be sent to Property Management and Surplus for review and approval. (Computers and laptops are not allowed to be sold).

Who do I need to talk to about a depreciation FOP for vehicles?

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Depreciation is processed in Accounting Services on a monthly basis by asset. Departments do not need a depreciation FOP.

How do I request a location to be added to the Property Inventory System?

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Email your request to property.management@ttu.edu.

APPLICATION ACCESS AND ASSISTANCE

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Why is my Gateway document not loading?

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There could be many reasons why Gateway rejected an upload. To find out, go to ePrint under the repository for your System ID and open the document to view the error messages. If you are still unsure, send your ePrint document and the Excel template to accountingservices@ttu.edu and we will help you troubleshoot.

How do I enter an IV in FiTS?

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Go to Create IV, select the System ID, enter the FOAP to receive revenue, enter the FOAP to bill, upload the required documentation, select Submit.

What happens when a gateway gets processed twice?

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If a Gateway has been uploaded twice, then the department will need to do a reversal. To process a reversal, you will upload another Gateway document but with the lines reversed.

How do I get access to FiTS?

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All users have access to FiTS to process cost transfers and revenue JVs. IVs need to be requested and approved by the department's director, dean or financial manager and then submitted to accountingservices@ttu.edu.

How do I get Gateway access and what is needed?

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Gateway access is granted by email request to accountingservices@ttu.edu with a supervisor's approval.

NEW, CHANGE, OR CLOSE FUND/FOP

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How do I close a FOP?

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Prior to closing a FOP, the budgets and encumbrances need to be removed from the FOP. Once those are completed, you can send the request to close the FOP to accountingservices@ttu.edu.

How do I close a fund?

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Prior to closing a fund, the budgets, encumbrances, and fund balance needs to be cleared. Once that is completed, you can send the request to close the fund to accountingservices@ttu.edu.

Which account code should I use?

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Please see the FI067 in Cognos for the appropriate account codes.

What needs to be done to move the activity when processing a Change FOP request in the New FOP System?

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Once the request is made and approved in Finance New FOP departments need to be notified to make the transfers:

Choosing Yes to ‘Will current FY posted activity need to be moved to the new FOP?' Will NOT automatically make these changes!

EFFORT CERTIFICATION

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Who do I contact to assist with certifying my effort?

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Please contact Accounting Services-Research at ora@ttu.edu or 742-2985. The Compliance Coordinator will be happy to assist you with this process.

How do I access the eCRT system?

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eCRT is available in Raiderlink under the Research Administration Tab or you can access it here at this link: https://ecrt.texastech.edu/ecrt/RedirectHome.do . Please contact Accounting Services-Research at ora@ttu.edu or 742-2985. The Compliance Coordinator will be happy to assist you with this process.

What is effort reporting, and why am I required to certify an effort report?

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TTU OP 65.02; http://www.depts.ttu.edu/opmanual/OP65.02.pdf Effort reporting is required by the federal government and University policy, since Texas Tech University receives federal, state, and private funds to be used for sponsored research. Please note that effort reporting applies only to those faculty and staff who are involved in sponsored/externally funded research ( i.e. those who charge or cost share part of their salary to sponsors). An effort report serves as an after‐the‐fact confirmation that the assignment of time and associated salary and fringe benefit costs to individual sponsored projects is fair, consistent, and timely. Please contact Accounting Services-Research at ora@ttu.edu or 742-2985.

I will be leaving the University before the next effort period and need to certify effort before I leave. Who do I contact?

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Please contact Accounting Services-Research at ora@ttu.edu or 742-2985. The Compliance Coordinator will be happy to assist you with this process.

My effort report is in “Effort Statement Building” Status, how do I Certify?

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You are not able to Certify a statement in “Effort Statement Building” Status, if you received an email to certify for others working on your project select their name in your queue and you will see the Green Certify button at the bottom of the statement. All Certifiable statements will be in “Not Certified, Not Processed” Status. Please contact Accounting Services-Research at ora@ttu.edu or 742-2985. The Compliance Coordinator will be happy to assist you with this process.

Who can certify an effort report?

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Per TTU OP 65.02 all Faculty and PI's will certify their own effort statements in eCRT. PI's will also certify for the researchers who work on their grants. If an individual or PI is not available to certify the effort report, an individual having direct knowledge of the employee's total effort, or suitable means of verification that the work was performed, may certify under certain circumstances, with approval from Accounting Services- Research. Please contact Accounting Services-Research at ora@ttu.edu or 742-2985. The Compliance Coordinator will be happy to assist you with this process. http://www.depts.ttu.edu/opmanual/OP65.02.pdf

When do I have to certify effort?

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Effort is certified on a semi-annual basis beginning July 16th and January 16th. When certification open in July you will be certifying for work performed from January-June of that year. When certification opens in January you will be certifying for work performed from July-December of the precious year. Please contact Accounting Services-Research at ora@ttu.edu or 742-2985. The Compliance Coordinator will be happy to assist you with this process.

What is “100% effort”?

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For purposes of proposing and certifying effort, TTU faculty and staff should consider “100% effort” to be the total time spent conducting professional activities for which the individual is compensated by TTU (i.e., University effort), irrespective of the normal work schedules. This includes worked performed outside of the '8 to 5' work schedule, work performed on vacation, off‐hours and on or off campus.

What does the effort coordinator do? Does he/she certify the effort, too?

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The Effort Coordinator is a key resource to the faculty and the department in the effort reporting process. Effort Coordinators assist PI's with ensuring payroll is correct and submitting labor redistributions to the budget office if necessary. Effort coordinators will also need to process effort statements once they have been certified if the statement was certified differently from what was in the system.

Where is the guidance on certifying effort?

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TTU OP 65.02; http://www.depts.ttu.edu/opmanual/OP65.02.pdf Please contact Accounting Services-Research at ora@ttu.edu or 742-2985. The Compliance Coordinator will be happy to assist you with this process.

SPONSORED PROJECTS

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Who do I contact if I have questions about EOPS- ADC/LSP payment on sponsored projects?

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Please contact Accounting Services-Research at ora@ttu.edu or 742-2985. The Compliance Coordinator will be happy to assist you with this process.

I received a question about a subaward payment. Who do I contact?

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Please contact Accounting Services-Research at ora@ttu.edu or 742-2985. The Grant Specialist or Cash Management Specialist will be happy to assist you with this.

I received notification from my sponsoring agency that they will be conducting an audit. Who do I contact?

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Please contact Accounting Services-Research at ora@ttu.edu or 742-2985 to facilitate the audit process.

Accounting Services