Engineering Business Center

Effective May 9, 2011

Purpose: 
Safeguarding the assets of the university and the College of Engineering is part of everyone’s job.  To avoid the appearance of impropriety, and to guard against untoward events, a cash handling policy has been issued by the bursar’s office. 

Introduction: 
Cash handling includes any funds received by a College employee on behalf of the University, whether it is coin, currency, checks, money orders or traveler’s checks.   All College of Engineering Faculty and Staff with cash handling responsibility should periodically review the University of Nebraska-Lincoln Cash handling procedure to confirm compliance.

Procedure:

• All funds collected by departments as deposits or for sales of goods and services must be recorded on pre-numbered receipt forms immediately upon receipt.  Receipt books are to be maintained in a secure location.  Receipt books are distributed through the Dean’s office and a log of that distribution will be maintained by the Director of Fiscal Services. 
• All checks must be made payable to the "University of Nebraska–Lincoln" and should be accepted for the exact amount. 
• Post-dated or two party checks are not accepted.
• All checks must be payable through a U.S. bank in U.S. dollars. Contact the COE Director of Fiscal Services with any questions about receiving international payments.
• All funds collected must be secured in a lockable drawer or cabinet out of public view with limited access at all times.
• All funds collected must be hand delivered to the Fiscal Services department, located in 209 OTHM before the close of business on the day received.  Funds are not to be sent through interoffice mail.
• Any faculty/staff member who routinely handles cash must take at least five consecutive business days of vacation annually, during which time another individual performs his/her duties.
• Failure to adhere to this procedure may result in corrective action up to and including termination. 

Effective June 30, 2017

Beginning July 1, 2017 The College will not pay faculty or staff a cell phone allowance.

Effective May 9, 2011

Purpose: 
This procedure outlines the expectations of UNL as well as the College of Engineering related to the definition and authorization of contracts. 

Introduction: 
The Chancellor has delegated all authority established in Executive Memorandum No. 14 to the Vice Chancellor for Business and Finance. The Chancellor has further allowed the Vice Chancellor to delegate this authority to those administrative officers and professional staff as required to conduct the business affairs of the University of Nebraska-Lincoln. As applied to the University of Nebraska-Lincoln, such authority will be conveyed as delineated below. Those to whom signatory authority is delegated by this document may further delegate this authority only after receiving written approval from the Vice Chancellor for Business and Finance.

While it is the intent of this document to clearly designate the parties to whom such authority has been delegated, some qualifications are imposed at the end of this document which apply to all persons executing contracts on behalf of UNL for the Board of Regents of the University of Nebraska.

Procedure:

The College of Engineering requires all contracts to be approved by the Dean of the college. 

Effective May 9, 2011

Purpose: 
The following procedure details the steps required to transfer expenditures from one cost object or general ledger account to another.

Restrictions: 
Expense transfers are the most heavily scrutinized of all general ledger data. Erroneous postings should be transferred within 90 days of the original post. More timely transfers may be necessary when the destination cost object is a Sponsored Project. All transferred costs must be adequately supported by a statement of how those costs benefit the purpose of the debit (destination) cost object.

Process: 
Submit the transfer request with proper supporting documentation to EAS, keeping a copy for your files.

Effective May 9, 2011

Purpose: 
The following procedure details the steps required to make payment of Graduate Studies application fees on behalf of prospective graduate students.

Restrictions: 
Departments may not use State Appropriated Funds to pay student application fees or tuition. Most Sponsored Project funds do not allow the direct charging of these types of expenses. Contact EAS with any questions related to the allowability of these costs.

Form: 
GL Account Posting Form

Process: 
The payment should be made to Graduate Studies at the same time the student applies. Submit the completed form to EAS keeping a copy for your files.

1. Complete the GL Account Posting Form. 

• This will be an Internal Charge. Mark the appropriate box on the form.
• The debit (expense) will be to your appropriate cost object (see Restrictions above) using the GL Account 562200 – College Training.
• The credit (revenue) side will be to cost object 21 9910 0013 using GL Account 442310 – Application Fees – Graduate.
• Provide the Student name and ID (not SSN) on each line of the entry. Note: If making payments for multiple students, a separate two-sided entry is required for each student.
• Provide an appropriate explanation in the space provided on the form.

2. Obtain departmental signature from either the Chair or Graduate Coordinator. 
3. Route to EAS for College approval and entry. 
4. Maintain departmental files. 

• Allow three working days processing time.
• Log on to SAP to obtain transaction number.
• Write transaction number in space provided on file copy form.

Effective May 9, 2011

Purpose: 
This procedure will assist in the success of proposals for external funding by outlining parameters for completion and review.

Introduction: 
Grant proposal submissions are a critical component of faculty responsibilities.  It is imperative that submissions are done in such a way as to allow a quality product to be submitted which presents the principal investigator’s ideas and budget  and also allows the college to manage their commitment to the granting entity.   Structured review will help to meet this requirement; therefore the procedure below outlines the preparation and submittal of grant proposals.

Procedure:

The Office of Sponsored Programs (OSP) recommends the principal investigator consult with the department chair and secures the chair's support for the project at least three months in advance.   The principal investigator commits to a timeline in which a complete draft of the proposal will be completed one month before the submission date.

At least two calendar weeks prior to the submission date, the PI forwards a completed budget proposal to the Grants Manager – Pre Award.  This includes a detailed budget, any proposed cost share, and a validated plan for funding any cost share amounts. The Grants Manager reviews and certifies the proposal.

The completed proposal is submitted to Office of Sponsored Programs at least 48 hours before the deadline as outlined in OSP’s procedures. 

Any grant which does not meet these time lines may be held for administrative review by the Dean and may not be forwarded for submission.

CoE International Travel Requirements Reference Guide
UNL Research webpage on International travel 

When possible, use the electronic travel process through Firefly for all domestic and foreign travel. 

Pre-trip travel authorization is required to be completed, prior to the departure date, for all travel. 

For international destinations, the traveler needs to complete the “International Travel Checklist” 30 days prior to departure or as soon as he/she knows about the trip. (Can be found at the link below.) 

Faculty, staff and graduate students traveling internationally on College business need to forward their completed “International Travel Checklist” to the designated departmental staff, who can then forward a checklist with a yes response to the UNL Export Controls Coordinator. 

All graduate students traveling internationally on College business must register with the UNL Education Abroad Office prior to departure. 

CoE recommends international travelers register in the U.S. State Department Smart Traveler Enrollment Program (STEP) prior to taking a trip to an international destination and to acquire evacuation insurance.

Effective February 1, 2021

Purpose: 
To provide clarity to those memberships and subscriptions open to reimbursement by the College of Engineering.

Procedure:

University funds may be used to pay institutional memberships in civic or professional organizations or to purchase institutional subscriptions for journals and other periodicals. University funds may also be used to pay for one individual membership per person for memberships that are necessary and relevant to the individuals work. Also, University of Nebraska Foundation funds and/or department and individual F&A funds may be used to pay for personal memberships or subscriptions. All memberships must be billed to a College of Engineering address. 

Uniform Guidance §200.403:
Grant funds may be used but must follow Uniform Guidance §200.403 Factors affecting allowability of costs. The membership or subscription should be relevant and necessary for the project and included in the approved budget. 

Except where otherwise authorized by statute, costs must meet the following general criteria in order to be allowable under Federal awards:

1. Be necessary and reasonable for the performance of the Federal award and be allocable thereto under these principles.
2. Conform to any limitations or exclusions set forth in these principles or in the Federal award as to types or amount of cost items.
3. Be consistent with policies and procedures that apply uniformly to both federally financed and other activities of the non-Federal entity.
4. Be accorded consistent treatment. A cost may not be assigned to a Federal award as a direct cost if any other cost incurred for the same purpose in like circumstances has been allocated to the Federal award as an indirect cost.
5. Be determined in accordance with generally accepted accounting principles (GAAP), except, for state and local governments and Indian tribes only, as otherwise provided for in this part.
6. Not be included as a cost or used to meet cost sharing or matching requirements of any other federally financed program in either the current or a prior period. See also §200.306(b).
7. Be adequately documented. See also §§200.300 through 200.309 of this part.
8. Cost must be incurred during the approved budget period. The Federal awarding agency is authorized, at its discretion, to waive prior written approvals to carry forward unobligated balances to subsequent budget periods pursuant to §200.308(e)(3).

[78 FR 78608, Dec. 26, 2013, as amended at 85 FR 49562, Aug. 13, 2020] 

Any memberships or subscriptions paid with grant funds must follow any specific funding agency regulations that may be in addition to Uniform guidance. 

Chairs and faculty may use Foundation discretionary funds for personal memberships and subscriptions. Any request for a membership or subscription which deviates from this procedure should be discussed with the Dean of the college prior to submission.

Effective May 9, 2011

Purpose: 
To provide clarification of employee expense items eligible for repayment by the College of Engineering.  This policy addresses payment from state aided, revolving, grant funds and auxiliary funds.  Appropriate foundation funds may be used if the purpose keeps within the gift restrictions.  This procedure mirrors UNL’s policy on reimbursement.

Introduction: 
There are situations where an item must be purchased but standard options for purchases ~ purchasing card (P-Card) or direct bill are not viable.  In those cases, an employee may submit a request for expense reimbursement to the college.  Such a request will be processed and the employee will be reimbursed if the item is deemed an appropriate business expense. 

Procedure:

All requests for reimbursement must be submitted on the non-travel expense reimbursement form found on UNL’s website.    Requests for reimbursement must include the original itemized receipt (credit card statements are not acceptable), the date of the purchase and the business reason for the purchase.  All forms require department chair approval and Dean (or his designee) approval.  Forms must be received in the fiscal services department within 14 days of the purchase to qualify for reimbursement.   Payment will, in most cases, be received within 45 days of submission of the reimbursement form.   Employees are expected to use good judgment in all decisions, and to be prudent and reasonable with university funds.    

The following is a list of items ineligible for reimbursement from general appropriations, revolving or auxiliary funds. Use of grant and Foundation funds is appropriate only if allowed by the parameters of the grant or the endowment:

• Employee meals (includes meals while work is being conducted) when employee is not in travel status
• Employee recognitions (includes gifts, cards, flowers, etc.)
• Retirement receptions
• Department receptions and meetings with no external speaker
• Faculty or staff meetings with no external speakers
• Research grant receptions
• Secretary’s Day events
• Refrigerators, microwave ovens, coffee pots, etc., for use in lounges and break rooms 
• Food utensils and other supplies
• Departmental candy jars
• Soda pop
• Bottled water and cooler rental

In addition, the Dean of the College of Engineering (or his designee) has the right to refuse reimbursement for any item considered excessive or inappropriate.  If an employee is unsure about a purchase qualifying for reimbursement, they may contact Fiscal Services at 402-472-5259 for verification.  

Effective May 9, 2011

Purpose: 
The following procedure details the steps required to ensure that college funds are transferred to departments in order to cover expenses designated as being funded by college level resources.

Restrictions: 
Departments are supplied periodically updated listing of valid college commitments. A copy of this listing must accompany the transfer request, with the specific line item highlighted. All items will be expended to departmental costs objects. Budget or funds will be transferred to cover these expenses.

Form: 
Budget Transfer Form for UNL Funding Sources. 
Foundation Transfer Request for Foundation Funding Sources

Process: 
Transfer documents are to be prepared at the time the expenses are originated. Therefore, these documents must accompany the PAF or Purchase Request that will initiate the expense. Submit the completed form to EAS keeping a copy for your files.

Effective May 9, 2011

Extramural Funding Policies & Procedures

The University of Nebraska-Lincoln requires that all proposals for extramurally funded projects be approved by the Authorized Organizational Representative (AOR). The AOR for UNL is in the Sponsored Programs, Pre-Award office. Proposals should not be submitted to Sponsored Programs prior to proper review at the Departmental and College levels. The following procedures are intended as a guide to ensure proposals are properly routed.

The AOR, in general, will not submit proposals that have not been properly routed through NUgrant.

College Proposal Routing Procedure

Principle Investigators (PIs) are responsible for preparing and arranging the content of project proposals in accordance with sponsor requests for proposals and/or grant application guidelines. This procedure applies to both Lincoln and Omaha faculty.

• All CoE proposals must be routed though NUgrant, UNL's electronic research administration system.
• All proposal routing should be completed at least two working days prior to the sponsor deadline date.
• Completed means that the routing has been approved by the college and received by the Office of Sponsored Programs.
• Request for matching/cost share should be forwarded to the Office of the Associate Dean for Research via Toni Howard, or call 402-472-5600 at least two weeks prior to the sponsor deadline. Any requests for matching/cost share should be forwarded to Toni prior to routing via NUgrant.

At a minimum, the following must be included to route the proposal for internal CoE approval via NUgrant.

1. an abstract or executive summary
2. a detailed budget
3. a budget narrative sufficient to identify the need and nature of the funds requested
4. any forms requiring signatures
5. any sponsor policy capping F&A rates or requiring matching or cost-share commitments
6. draft of full text of the proposal, whenever possible

Electronic Routing - (NUgrant)

https://nugrant.unl.edu

NUgrant is an electronic research administration system to track sponsored program proposals (grants and contracts) throughout the proposal cycle and provide data and reports for administrative decision making.  This replaces the hardcopy signature routing form.  Notifications to the authorized approvers are communicated via email.

NUgrant authorized approvers in the College of Engineering include:

1. Department chair
2. Director of Engineering Administrative Services (EAS)
3. Associate Dean for Research

See NUgrant quick reference info.

Disclosure of Interest (DOI)

https://nugrant.unl.edu

All individuals with interactions or proposed interactions involving federal, state and not-for-profit entities falling under the UNL Conflict of Interest (COI) policy are required to complete a generic DOI form.  The purpose of the generic DOI is to divulge any potential conflicts of interest between an individual and a federal, state or not-for-profit entity.

All individuals with interactions or proposed interactions involving a for-profit entity falling under the COI policy are required to complete a project-specific DOI form, one for each entity.  The purpose of the generic DOI is to divulge any potential conflicts of interest between an individual and a for-profit entity.

Note:  Disclosures are required, per the Board of Regents COI policy, whether or not they involve a sponsored research activity

See COI quick reference info. 

Proposal Development Assistance

Assistance with proposal development can be obtained through the college's Office of the Associate Dean for Research. Faculty members are urged to seek proposal development assistance as early as possible prior to submission deadlines.

Proposal Budgets

Budgets should follow the sponsor requirements. See UNL's Offie of Research Preparing Proposalspage for basic information and budget templates. Please refer to the Sponsored Programs webpagesfor current rates and institutional information. All proposal budgets are reviewed by the Director of Business and Finance via the NUgrant routing system in order to obtain Dean's Office approval.

Budget Development Assistance

Assistance with budget development and agency procedures and forms should be directed to Engineering Administrative Services (EAS).  For optimal assistance, investigators should provide the requests for budget assistance at least five working days prior to the sponsor deadline date.  The following budget form is provided with all formulas entered with the latest fringe and F&A rates. College Budget Form.  Any requests made after the five day window will be dealt with on a first come first serve basis with the possibility of limited or no assistance. 

Internally-Funded Proposal Procedures

All UNL internally-funded proposals (i.e. Layman Awards, Strategic Cluster Grants, etc.) must have Dean's office approval/signature before submission. Please do not route internally- funded proposals through NUgrant.  If the proposal guidelines do not provide a cover sheet for signatures, please use this CoE form for signature approval:

All other services provided by the college will remain the same as extramurally funded projects.

• Copies
• Create Travel Expense Report
• Create Travel Request
• Creating a Goods Receipt
• eSHOP
• Foundation Payment Request
• Invoice
• Journal Entry
• Monthly CPC Meter Reads
• Non-Travel Expense
• On-Campus Req's
• P-Card
• Process for Cash Handling Deposits
• Process for Contracts
• Scholarships
• SOP On Campus Req
• SOP Records Retention
• Timesheets