Resources for Research Account Managers
Account Management Resources
Correcting Document Guide
Sponsored Program Services maintains a Correcting Document Resource page with links to the Correcting Document Guide, Correcting Document Review Grid and example documents.
Cost Accounting Standards (CAS)
The Cost Accounting Standards (CAS) Guidelines provide instructions that ensure costs are treated consistently across all federal projects. The following resources can be found on the CAS Guidelines website maintained by the Costing team in Managerial Accounting Services.
Cost Allocation Guidelines for Charges to Sponsored Programs
Effort Reporting and Cost Distribution
Effort reporting is the process by which the university documents effort expended on sponsored projects. Cost distribution is the process by which the cost of these efforts are distributed to the projects. The Costing team in Managerial Accounting Services is responsible for managing completion of the Effort Reporting Period that occurs three times a year. The team maintains effort reporting and cost distribution resources and training on their Cost Distribution/Effort Reporting website.
Frequently Used Sytems
The following systems can be accessed via the OneCampus home page. Login to the page to create system favorites.
| Central Systems | Procurement and Payroll | Reporting |
|---|---|---|
| Central Files – Webnow: Central repository for official record-keeping and documentation. | Business Center Employment forms (TDX): Electronic forms submitted to area business centers for employment actions. | Analytics & Reporting – Cognos: Access to account management, procurement, employment reports (Collected from SAP & SuccessFactors along with other applications.) |
| Employee Launchpad – SAP SuccessFactors: an integrated, could-based core human capital management solution that allows employees to access available positions, find onboarding information, find and register for internal training opportunities, collaborate with their supervisors on performance reviews, request leave and many other tasks. | Business Center Purchasing Forms (TDX): Electronic forms submitted to area business centers for purchasing actions. | Business Reports – AIMS: Access a suite of reports designed to help you manage sponsored funds. |
| Finance Launchpad – SAP Fiori: provides access to SAP financial applications and reports using the Purdue SAP Fiori (SAP S/4) launchpad. | Lab Management – iLab: University recharge centers, labs, and facilities for the reservation, request, and billing of equipment and services. | Research Account Dashboard (RAD): provides faculty and staff with access to an account listing of balances for sponsored grants and faculty discretionary reports. The RAD tool is only summary data and does not have the functionality to see transactional data. |
| Purdue Excellence in Research Administration – PERA: Purdue research administration system that provides access to information such as proposal development and submission, contract negotiation, and award documentation. | Procurement – Ariba: University procurement system. | |
| SAP GUI/ECP: accessed through SuccessFactors, provides access to SAP employment actions (such as PA20 and PA30). | SEEMLESS – Summer Pay: the Summer Employment and Effort Management Leading Efficiency through a Simple Solution application is for the summer payroll process for AYemployees throughout the university and for Personal Activity Report Certification. | |
| Secure File Share – Filelocker: a temporary, secure storage system that allows you to share files with other people, both inside and outside of Purdue University. Filelocker is also handy for sharing large data files. | Travel System – Concur: University Travel system. Also used for Pcard and Tcard transactions. |
Procurement Resources
Account Management staff can find helpful procurement resources on the Purchasing Center pages as well as central Procurement.
When considering n over $25K capital equipment purchase, account managers should review the “Procedures for Screening Equipment to be Purchased on Federal Funds” process as part of the Verification of Equipment Non Availability requirements for purchases on federal funding (including Hatch, Joint Highway and pass through awards and sub grants).
Recharge Centers and iLab Resources
Campus departments may occasionally offer goods and services necessary to University operations for a fee. In these instances, the rate charged must be calculated and maintained in a manner apporpriate for charging grants. The Costing Office in Managerial Accounting Services is responsible for the rate setting and subsequent account management processes.
The billing of established rates is managed through iLAB at Purdue. iLab is the web based billing application that is used to charge university approved rates to the appropriate accounts as well as schedule the use of equipment.
Resources for these activities can be found through the links below:
Recharge Center Resources
- Rate Setting Policies and Processes
- Forms, Transaction Codes, Tools/References and Depreciation
- Recharge Center Policy/Procedure FAQ’s
iLab Resources
Signature Delegation Resources
Understanding the policies and processes governing signature delegation at Purdue is essential to ensuring purchases are properly authorized within guidelines. Signature delegation basics are documented in the Governance Manual. Signature Delegation training can be found in the Training Matrix and includes the SIGDEL (101, 150, 200, 201) series and BLCA 250 Signature Delegation
Voluntary Support Guidelines
Detailed reference documents including training materials can be found can be found in the Governance Manual in the Finance Topics section under Voluntary Support.