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Volume 2 • Issue 2
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February 27, 2009
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In This Issue ...
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No problem can be solved from the same level of consciousness that created it.
Albert Einstein
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News Flash: Federal Department of Education Endorses Pyramid Scheme!
The Department of Education uses a pyramid to illustrate how to find the answer to the often asked question: "Can I do that with grant funds?"
Grants Managers have several sources available to help them arrive at their answer. But which takes precedence? The order of priority is first the law, followed by specific program regulations, next is EDGAR, and lastly, the OMB Circulars.
- The Law: For Example: the Higher Education Act of 1965 was intended "to strengthen the educational resources of our colleges and universities and to provide financial assistance for students in postsecondary and higher education." This legislation has been amended several times over the years and is again in the amendment process. In addition to other provisions, the law authorizes and funds many of the programs at PBCC, notably student support services through the TRIO programs. Ask your federal program officer for a link to the law applicable to your program.
- Program Regulations: Aptly named, and published in the Code of Federal Regulations (CFR), Electronic Code of Federal Regulations: Title 34, Education, the "regs" detail specific program regulations pertaining to particular programs and are extremely useful. Buzz words to keep in mind: "May" means something is permitted, but not mandatory. "Shall" means that it is required.
- EDGAR: The US Department of Education's Education Departments General Administrative Regulations, EDGAR, delivers uniform administrative requirements for Federal grants and agreements awarded to institutions of higher education, hospitals, and other non-profit organizations. It addresses allowable costs, program income, budget revisions, property and procurement standards, reports, and close-out procedures.
- OMB Circulars: Circulars published by the Office of Management and Budget (OMB) within the Executive Office of the President of the United States.
OMB Circular A-21 establishes principles for determining costs applicable to federal grants, contracts, and other agreements with educational institutions. Section J, General Provisions for Selected Items of Cost, refers to the allowability of certain items of cost.
Caveat: Your actual award documentation may include provisions that will supersede EDGAR and OMB A-21. Specifics will trump general provisions. Check your source documents. Remember also, any transaction that is prohibited by PBCC's policies is unallowable, regardless of the federal position.
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Remote Meter Reading Capability for Campus Copiers
Through our print partner, TGI Office Automation, we have begun to install devices on all copy machines which provide for remote meter readings. This allows the number of copies made on each machine to be read remotely therefore eliminating the need to manually read the meter either by College staff or a service technician. More accurate reporting will reduce the number of errors in billing and overcharges. Also, these devices installed on the new networked machines, automatically report maintenance issues, like low toner levels, without involving staff. Since this also reduces time and effort from the vendor, TGI is providing the devices at no cost to the College.
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New Online Leave Requests
Employees may now go online to request leave from your Employee Web Page instead of submitting a paper form. After signing on to your home page, instructions for using the Online Leave Request system can be accessed from the Request Leave page by clicking on Questions? near the top left side of the page. We recommend that you read the User's Guide before attempting to submit your leave request, and of course, if you still have questions, please call Payroll or Human Resources for assistance.
Some things Employees should know about the new leave process:
Currently, only Vacation, Paid Personal and Sick Leave can be requested online. All other leave types must be submitted using a paper leave form.
If you have already submitted a paper form for leave, please do not request the same leave date online.
Your supervisor's name appears on your Home Page (on the right under Employee Details). This is the person who will approve or reject your online Leave Requests. If the wrong person appears as Supervisor on your Home Page, please contact HR so they can correct the information.
When an employee's online leave request is approved by the Supervisor the leave is automatically posted to the PantherNet Time & Attendance screen. There is no change in the approval process in PantherNet....it must still be completed by the Payroll Approver by the due date. Payroll Approvers will receive an e-mailed list of the people who have been posted through the web prior to each Time and Attendance (T&A) due date.
If your supervisor is not available to approve your online leave request before the payroll due date for that leave period, you will need to submit a paper leave form.
You may not request leave for a prior pay period online. You must use a paper leave form and your department must submit a payroll adjustment.
You will not be allowed to enter a leave request for the current pay period after T&A has already been approved. The date T&A is due for approval is shown on the Leave Request Screen in the section titled "Upcoming Pay Periods".
The web leave files will regularly be locked on certain key dates to prevent requests from being added while we update assignments and payroll files. Once our changes have been made the files will be opened and ready for use. Currently you may only enter a request for any date during the next pay period through April 30, 2009. We will post the lock-out dates on the web for your convenience. If you must request leave for a date that is locked out, please submit a paper form.
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PantherCard Online Account Management
Faculty and staff can now take advantage of PantherCard online account management. Through online account management, it is simple to add money to your PantherCard as well as check your balance and view your transaction history.
After adding money to your PantherCard, it can be used to make purchases at the bookstore (all campuses), Lake Worth cafeteria, and printing/copying. We also hope to add the Palm Beach Gardens and Boca Raton cafeterias in the near future.
The PantherCard online is linked through your Employee Web. To log in:
- Log on to the Employee Web.
- Click on "Miscellaneous" from the yellow bar at the top of the page and then select "PantherCard Online Card Office".
- Click "Logon to the Panthercard Office" to access your account. You are now logged into the PantherCard Online Card Office.
- To add funds, select "Deposits".
- Complete the form requesting billing and credit card information as well as the amount of the deposit.
- Press "Submit".
- Be sure to log out when you have completed your transactions.
If you are still carrying around an outdated PantherCard, now is also a great time to trade it in for a new card. To obtain a new card, simply go to your campus bookstore (LLRC at Belle Glade) and present the old card and request a new PantherCard. Please contact the PantherCard office at 868-3567 or via email at panthercard@pbcc.edu if you have any additional questions.
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Important Payroll Dates - March 2009
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Pay Date
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3/6/2009
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3/31/2009
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Cut Off for Assignment Changes to HR
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February 27
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March 19
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Cut Off for Direct Deposit Changes
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February 27
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March 23
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Time & Attendance Due in PantherNet
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March 2
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March 24
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Pay Period for Full-Time & Salary Employees
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Mar 1 - 15
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Mar 16 - 31
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Pay Period for Adjunct Salary Employees
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Mar 1 - 15
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Mar 16 - 31
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Pay Period for Hourly Employees
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Feb 20 - Mar 1
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Mar 2 - 23
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Overtime to be paid for dates worked
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Feb 14 - 27
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Feb 28 - Mar 13
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Online Leave Requests may be processed through
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April 30
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April 30
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 The college will be closed for Spring Break the week of March 9 - 13.
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Profile: Margaret Jones
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You would think that Margaret Jones is a child of Hollywood since she sees all the latest releases. Wondering what to see over the weekend? Ask Margaret, she's an avid movie buff who can give you reviews of all the current offerings. You might have to play a combination of charades and twenty questions when it comes to the cast though. Margaret is good at numbers, not necessarily actors' names. Margaret really comes from Minnesota where she was raised on a farm, like Dorothy. Instead of the Emerald City, Margaret landed at PBCC in 1991.
A PBCC alumna, Margaret is the Accounting Specialist for the Foundation. She keeps track of the hundreds of different projects or funds in the Foundation. Margaret also processes the check requests to the Foundation and provides information to the fund managers.
Married to Richard Jones for 38 years, she is the proud mother of 2 and grandmother of 3 girls and one boy. Margaret is looking forward to seeing all of her children and grandchildren during Spring Break.
Several of Margaret's friends are already retired and they are spreading stories about how much fun it is to shop and travel. Margaret - don't believe them. What could be more fun than debits and credits?
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Foundation Accounting - MS #11
Phone: 868-3076 (or dial 1-3076 internally)
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Finance Updates and Reminders
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Students are still working with their taxes this year. See last month's articles to gain an understanding of various IRS issues (See http://www.pbcc.edu/x16785.xml#Tax_Soup). Below is a link to a quick instruction that may help one answer a student's question about viewing their 1098T tax forms online.
How Students can view their 1098-T online
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The Finance Department is gathering information to assist us in creating quick online tutorials, primarily for PantherNet systems, and related online web interfaces, to assist users.
See the example of a working tutorial here: http://www.pbcc.edu/Documents/Finance/PCardTransactions.html
Please fill out the survey here if you are interested in another area where we might assemble short, informative, "how-to", online tutorials.
Survey for the first 100 respondents (Click here to take survey)
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Students are still working Students are still working with their taxes this year. See last m |
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Contact Us
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Our Mission
The mission of the Finance Department is to provide prompt, accurate, and courteous business and accounting services to students, faculty, staff, and administration.
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