Sponsored Project Expense Advance Forms and Guidance Packet Cover Page

Transcription

1 Sponsored Project Expense Advance Forms and Guidance Packet Cover Page December 1, 2015 This packet contains the necessary forms and resources to request and assist in managing a sponsored project expense advance. A couple helpful tools when using this packet are: (1) Click on the header links in this cover page below to go to the appropriate document, (2) Hover over any form field for a helpful hint on what needs to be entered. Application for Sponsored Project Expense Advance Form This form is required for requesting an expense advance on a sponsored project or Investigator Incentive Award (IIA) account. Original signatures are required. Gift Cards for Subject Payments Questionnaire This form is required to supplement the Sponsored Project Expense Advance Form when funds will be used to purchase gift cards for subject payments. MANAGING EXPENSE ADVANCES WHILE TRAVELING Sponsored Project Expense Advance Guide for the Traveler Used as a guidance document to determine the most appropriate method to manage the sponsored project expense advance while traveling domestically or abroad (outof-country). Sponsored Project Expense Advance Payments to Individuals Abroad Form This form is required when the custodian will be using an expense advance to pay for services abroad (out-of-country). Used to document payments to individuals abroad in the event traditional methods of processing service payments are unavailable. Sponsored Project Expense Advance Remote Operations Purchases Log This form is required in extenuating circumstances, when the custodian is traveling in rural or remote locations, and acquiring hand written receipts is not possible. Used to record purchases in remote locations where vendor receipts cannot be obtained. Department Expense Advance Procedures Used by departments to document internal practices of assisting custodians in obtaining sponsored project expense advances. ASU Research Operations 1

2 APPLICATION FOR SPONSORED PROJECT EXPENSE ADVANCE FORM Date: Department: Mail Code: I hereby apply for an expense advance on Sponsored (or IIA) Agency/Org: In the amount of: $. If advance is on an IIA account, identify the related Sponsored Project Agency/Org: Alternate Local or State Agency/Org: (guarantee of funds) Check Delivery Location: Tempe Cashiering West Cashiering Accounts Payable (USB) The fund will be used during the period of: through: (Cannot exceed account end date) for the following purpose(s): Additional justification if period is greater than one year: Method of storing the expense advance: I agree to abide by University, Federal, and/or other sponsor regulations regarding expenditures of sponsored project expense advance funds, as required for all expenditures charged to this agency/org regardless of spending method. I have reviewed the Sponsored Project Expense Advance Guidance Packet and general guidelines covering sponsored project expense advances provided in RSP As custodian of this expense advance, I hereby agree to reimburse Arizona State University in full by the due date. I hereby authorize Arizona State University to deduct the amount from my paycheck, or pursue other available means for recovery of funds, if repayment and/or submission of appropriate expenditure documentation in full is not made by: (Due Date cannot exceed one month after Account End Date). In requesting and approving of this sponsored project expense advance application, it is acknowledged that a review has been made of the absolute need for this expense advance and that alternate methods, such as procurement cards, are not workable. If this expense advance is absolutely needed, the amount requested has been determined to be the lowest amount possible. If a separate bank account is used for these expense advance funds, it will be used solely to account for this sponsored project expense advance and for no other purpose. NOTE: Any bank or financial accounts that might be opened in a foreign country in conjunction with this expense advance must be in the name of the Custodian and not the university. Please consult with your personal tax advisor for possible foreign account reporting responsibilities to the IRS. Applicant Information: Faculty Advisor Name* (Print) Signature Phone Date Custodian Name (Print) Signature Phone Date Custodian Title (Print) Custodian ASU Affiliate ID *Signature of Faculty Advisor required, if custodian is a graduate student Approval Signatures: Sponsored (or IIA) Org Manager or Authorized Signer (Print) Signature Phone Date Alternate Authorized Signer, if different from above (Print) Signature Phone Date ORSPA Award Management Staff** (Print) Signature Phone Date Approval Signature for Requests $10,000 or Greater (or if Period is for More Than One Year): ORSPA Award Management Assistant Director** (Print) Signature Phone Date **Signature of OKED Finance BOM or Director, if cash advance is taken out on an IIA account

3 GIFT CARDS FOR SUBJECT PAYMENTS QUESTIONNAIRE This questionnaire must be completed and submitted with request for a sponsored project expense advance involving gift cards. 1. Why are the gift cards necessary to conduct university business? 2. How many gift cards are to be purchased? 3. What is the monetary value per gift card? 4. How are the cards being accounted for in terms of who gets them, when, how receipt is recorded, etc.? 5. Is there a list of participants names who will be receiving the cards? (It is suggested to keep a log with project name, research purpose, recipient name or confidential ID, gift card amount, gift card #, and date given to recipient.) 6. What internal controls are in place to secure the cards, who is the responsible person for approving their distribution and for record keeping? Include disposition plans if the cards are not used for intended purpose stated above.

4 Sponsored Project Expense Advance Guide for the Traveler December 1, 2015 Large sums of currency or other monetary instruments should not be transported when traveling. When traveling abroad, custodians may use one or more of the following tools to manage sponsored project expense advances in the field. FinCEN Form 105 must be filed to report the international transportation of currency or monetary instruments in excess of $10,000. Domestic U.S. Bank Account in: Custodian s Name and Tax ID If the sponsored expense advance is less than $10,000, a custodian may manage the expense advance through a personal, separate U.S. bank account. Sponsored expense advance funds cannot be commingled with other fund sources. ATM cards can be used to withdraw funds; however, daily limits may be more restrictive abroad. Arizona State University s Name and Tax ID If the sponsored expense advance is $10,000 or greater (whether the initial advance or the cumulative outstanding advance for a single project account equals $10,000 or more), a separate noninterest bearing bank account in Arizona State University s name must be established if funds will be used for domestic expenses / research. For the Method of storing the expense advance field, on the Application for Sponsored Project Expense Advance Form in this Sponsored Project Expense Advance Forms & Guidance Packet, indicate that a NEW bank account is requested. Student Business Services will work with the fund custodian to establish the bank account. Personal Foreign Bank Account in Custodian s Name and Tax ID A custodian may establish a personal foreign bank account and deposit the expense advance therein. ATM cards can be used to withdraw funds; however, daily limits are sometimes more restrictive in foreign countries. The custodian should consult with their personal tax advisor for tax implications of establishing a personal foreign bank account. Visa Travel Money Card Prepaid and can be used anywhere Visa debit cards are accepted, including stores, online, over the phone, and via mail. Cash withdrawals are available at Visa/PLUS ATMs worldwide, subject to local restrictions and ATM fees. Local currency may be obtained at over 1 million Visa ATMs. Can be reloaded at purchase locations, online, and by phone. Emergency Card Replacement and Emergency Cash Disbursement are generally available within one business day. ASU Research Operations 1

5 Sponsored Project Expense Advance Guide for the Traveler December 1, 2015 Travel and Emergency Assistance Services are available, including translation assistance 24 hours a day, medical and legal referrals, emergency trip arrangements, and emergency messages to relatives. Note: Certain vendors, i.e. hotels, may preauthorize expenses or place a hold on available card balances until final settlement. Traveler Checks/Cheques May be purchased through custodian s bank or through American Express May be used to make purchases or may be converted to local currency at a bank in a foreign country Can be cancelled if lost or stolen ASU Research Operations 2

6 SPONSORED PROJECT EXPENSE ADVANCE PAYMENTS TO INDIVIDUALS ABROAD FORM Name of Service Provider: Nationality: Description of Service: Location of Service: Payment Rate: Total Payment: Social Security (FICA) Number: Permanent Address: Employee of ASU: Yes No * STOP: ASU employees cannot be paid from a sponsored project expense advance for services or travel/living expenses. Payment for services should be paid through ASU payroll as additional compensation (see SPP : Supplemental Pay). For travel expenses, ASU employees should each file their own Travel Authorization and document their travel expenses after the trip through the Claim process. ** Note: Payments to individuals for services should be made through ASU Purchasing and/or Accounts Payable, whenever feasible (see FIN : Guest Lecturers, Consultants, and Other Independent Contractors). Only unusual circumstances would warrant payment for services to a U.S. citizen while abroad. ASU will issue a Form 1099-MISC to U.S. citizens who are not ASU employees for the total of service payments and undocumented expense reimbursements. To exclude expense reimbursement amounts from the Form 1099-MISC total, the payee must provide receipts from third-party vendors for living and travel expenses incurred. Service Provider Name (Print) Signature Date Traveler/Custodian Name (Print) Signature Date

7 SPONSORED PROJECT EXPENSE ADVANCE REMOTE OPERATIONS PURCHASES LOG Date Approximate Time Amount Paid Item Description Justification/Purpose Description Comments As Sponsored Project Expense Advance Custodian, I confirm that the transactions/expenses listed are accurate and allowed by the sponsored project. Custodian Name (Print) Signature Date

8 DEPARTMENT EXPENSE ADVANCE PROCEDURES EXPENSE ADVANCE PROCEDURES ON SPONSORED ACCOUNTS in: (Department Name) Complete the Sponsored Project Expense Advance Form, then submit it to: Avoid using expense advances to purchase gift cards for subject payments if possible o Submit your request to purchase gift cards, along with the Gift Cards for Subject Payments Questionnaire, to: in order for a PV to be prepared to purchase the required gift cards. o For cases where an expense advance is needed to purchase gift cards, complete the Gift Cards for Subject Payments Questionnaire and submit to: for inclusion with the Sponsored Project Expense Advance Form. The Applicant Name (Custodian Name) is the person responsible/liable for the expense advance. The request for an expense advance must be submitted to: A minimum of: (Enter Timeline) prior to the date the advance is needed. There are 2 methods of tracking the recipients/participants receiving cash/gift card: o Individual receipts or o Log. (The preferred method is both, so there is a check and balance). o Unless confidential, the names and original signatures of the participants, indicating receipt of the cash/gift card, must be obtained. If the expense advance is needed in conjunction with travel research payments (examples: field researchers or translators), contact: Note: You cannot pay a field researcher out of pocket and claim it on your ASU Travel claim. The time frame of the Sponsored Project Expense Advance will not exceed: (Enter Timeline). All closeout receipts, logs, documentation are to be submitted to: before the due date of the expense advance. Links/instructions to obtain forms and department-specific resources for expenses advances can be found at: Please contact: in advance with any specific questions.