SERC Seed Grant Opportunity

The Ohio State University Subsurface Energy Resource Center (SERC) was

established to advance and disseminate our understanding of energy from

underground sources and the intertwined environmental and socioeconomic issues.

The current pace and scope of subsurface energy development require an integrated

research approach to encourage the safe and sustainable harvesting and usage of

subsurface resources.  For more information, please see the below flyer.

SERC seed grant solicitation summer 2016

Changes to Expense Accounts

Starting July 1st , units in FAES are required to use the new Standard Expense Account Numbers when submitting or approving eRequest, eTravel or expense related journal entries. The goal of the new list is to simplify the accounting and reporting process and to create consistency among FAES units.

These account numbers should be used whenever possible and it is the responsibility of the unit’s budget approver to review them when approving. In most instances the Business Operations Center will not change account numbers on transactions, but may use discretion if a category change (ex. supplies vs. services) is appropriate.

Use of the full account number list should be rare and should have a reason stated on the request prior to submission.
Units that need to use cost of sales, receivable or liability account numbers for their operations may continue to do so.


Why do I need to change what I am using?

In order to create more consistency and stability in reports for the college, it is useful to use a limited set of account numbers. When one unit decides not to use the list it will create difficulty at the college level when consolidating or comparing units.

Isn’t the University doing this?

The University will be considering a Chartfield overhaul when the new Enterprise Resource Planning system is implemented. By simplifying the process now we can alleviate some burden in transitioning to a new chart of accounts.

Did you consider OSP requirements when creating this list?

Yes, some account numbers were specifically chosen because of OSP expectations.

What if I don’t find something on the list that applies to what I am doing?

Think critically before using a account number not from the list. For instance – you may be doing Photographic Services, but is there any reason you need an account number for this? Would Purchased Services provide enough information for your needs?

What if I am using an account number to track a transaction?

Let’s say you are using 61219 to track Safety Supplies. Does “Safety” have to be in your account number or could you use 61217 Lab Supplies instead and designate safety equipment using other Chartfield? Could you use a program number, a user defined or even a fund number that relates to safety instead?

Do I need to go back and change my existing transactions, purchase orders, etc.?

No – the transactions that have already been or are in process can remain in the existing account numbers.

When is this effective?


Account Number Explanations

Resources: Standard Expense Account Numbers

Questions: Cindy Buxton

PCard Procedure Changes July 1, 2016

For All PCard Users:

–        Sponsorships guidelines have been added to the supporting documentation requirements. This requires approval from FAES before making the purchase. Sponsorship Guidelines

–        PCard Statements: PCard statements must now be reviewed and signed by the PCard manager AND an additional person in the unit. This creates stronger internal controls.

–        PCard Statements: PCard statements no longer need to be mailed to the Columbus BOC. (Cards that were reallocated in Columbus previously had to send statements to Columbus).Statements can remain in a file with the PCard manager.

–        PCard Statements: The Business Operations Center may periodically request the PCard manager to mail one month’s statement and log to verify that proper procedures are being followed.

–        Records Retention: Reminder – PCard statements and logs should be retained for 4 full years. Local copies of support documentation (receipts, attendee lists, packing slips) that have been scanned and attached to an eRequest should be retained for 60 days prior to destroying.

For Extension Only:

–        User agreement forms and unit director agreement forms have been eliminated. The only form required for PCard designating PCard authority is completed by the PCard manager at the time of application. Unit directors may still choose to limit who may use the PCard. This simply eliminates the formal process for documentation.

–        The Overnight Checkout Form is now optional. It may be used at the discretion of the PCard manager but is not required,

–        A Non Capital Equipment Log is no longer required to be uploaded to the eRequest for PCard transactions. The log should still be updated as purchases are made; it is just no longer required to be attached.



Travel Procedure Changes Effective July 1, 2016

In order to create consistency for customers in the Wooster and Columbus Business Operation Center locations we are changing some requirements for travel submissions for quicker reimbursements and better controls.

  • eRequest number for PCard and pre-payments required on the Travel Reimbursement Form
  • Agenda for registration required to be attached to Travel Reimbursement Form (unless already attached to Travel Request).
  • Itinerary for airfare required to be attached to Travel Reimbursement Form (unless already attached to Travel Request).
  • Blanket T numbers will be limited to only transportation expenses (no overnight costs).


Fair Labor Standards Act (FLSA) Changes


As you may or may not be aware, earlier this week the U.S. Department of Labor issued changes to the Fair Labor Standards Act (FLSA) expanding the number of people who are eligible for overtime.

The revised regulations raise the salary threshold for non-exempt employees from $23,660 to $47,476 annually. Employees earning a salary below the threshold are considered non-exempt and will be eligible to receive overtime pay when working more than 40 hours in a week. Exceptions in the statute include teachers, attorneys, physicians and others.

The federal government has given employers until December 1, 2016, to comply with the law. The revisions made to the FLSA regulations require changes to a number of Ohio State compensation systems and practices. Project teams representing stakeholders across the university have been planning for this anticipated transition.

The university has assured us of their commitment to support affected employees, their supervisors and local units as we work to implement the necessary changes. College Leadership and our team will work in conjunction with OHR to provide assistance to employees, supervisors and leaders in learning and implementing updated internal policies and processes.

We will provide additional information once the new regulations are reviewed in more detail and next steps are determined. Please let me know if you have any questions in the meantime.

OHR will have updates on their website as available:

Elayne M. Siegfried, Esq.
Human Resources Director
College of Food, Agricultural and Environmental Sciences
Research Services, 1680 Madison Avenue, Wooster, OH 44691-4096
330-263-3932 Office / 330-263-3695 Fax