Administration and Finance

Administration and Finance


MISSION

The Division of Administration and Finance is an active partner in fulfilling Pittsburg State University's (PSU) mission of teaching, scholarship, and service by providing leadership, support and stewardship in the management of human, financial, physical, material and information resources.

VISION

The Division of Administration and Finance seeks to be among the most creative and innovative in providing leadership and support in the University's ever changing learning, living, and working environment.

CORE VALUES

Empowerment

Promoting a cooperative campus environment by delegating authority, responsibility and accountability throughout the organization.

Innovation

Staying abreast of emerging developments and proactively translating them into creative solutions.

Respect

Encouraging a humane, compassionate, and caring campus community characterized by integrity, ethics and loyalty.

Service

Responding in an effective and timely manner to student, faculty, staff and public needs.

Commitment

Demonstrating excellence in the management of resources.

STRATEGIC GOALS:

  • Encourage pro-active and positive attitudes.
  • Identify, create and implement integrated information processes.
  • Enhance an aesthetically pleasing, safe and modern campus environment.
  • Develop, implement and encourage utilization of effective communications.
  • Develop project timelines that meet strategic milestones.
  • Provide continuous quality service.

Foundation Transfers

To initiate a transfer from a Foundation account into another account, please do a memo stating which account or accounts to be used for the transfer. Also provide information regarding how the funds will be used. Tranfers must be approved by the Treasurer of the Foundation (Vice President for Administration and Campus Life) before they can be processed by the Foundation accounting office.

  • Graduate Assistants Appointment Instructions
  • Indirect cost clearing funds distributed from grants
  • Institutional memberships
  • Kansas Communications Services Directory (KANS-AN) corrections
  • Capital Financing Policy and Procedures
  • Research and Contract Overhead Funds
  • Student Employee Rules Summary

July 6, 2017

TO:                 Vice Presidents, Directors, Deans, Chairpersons & Area Supervisors

FROM:           Douglas B. Ball, CFO & Vice President for Administration

SUBJECT:      Graduate Assistants

 

All Graduate Assistants (GAs) shall be appointed using the GUS Electronic Appointment Process. GAs cannot begin working until the Budget Office has approved the appointment and the student has signed the contract available in GUS. First-time GAs must complete an I-9 form in Human Resource Services within three days of their start date.

 

Instructional Graduate Assistants (GTAs)

The academic salary will be $5,500 plus a 100% fee waiver of tuition charges for all full time appointments. Departments paying a different salary have obtained prior approval by the Provost. Students on less than full time appointments will pay the portion of the tuition not covered by the appointment at their assigned resident rate, pay appropriate campus privilege fees, and other instructional fees.

Academic Year Appointment is August 14, 2017 through May 12, 2018 - $275 for 20 bi-weekly periods ($5,500) with checks beginning September 8, 2017 and ending June 1, 2018.

Fall Semester Only Appointment is August 17, 2017 through December 15, 2017 - $305.55 for 9 bi-weekly periods ($2,750) with checks beginning September 8, 2017 and ending December 29, 2017.

Spring Semester Only Appointment is January 14, 2018 through May 12, 2018 - $305.55 for 9 bi-weekly periods ($2,750) with checks beginning February 9, 2018 and ending June 1, 2018.                                                                                                              

Non-Teaching/Administrative or Research Graduate Assistants

All non-instructional GAs employed full time, 20 hours per week, (.4 time), are not eligible for a tuition waiver but will have their tuition based on resident rates with no campus privilege fees assessed.  Their salary will include the cost of tuition. These appointments are paid the hourly rate of $14.86 during the academic year. Additional GAs may be appointed with restricted fee funding using an appropriate hourly rate. Students appointed for less than a full time position will pay their tuition based on the student’s assigned resident rate, pay appropriate campus privilege fees, and other instructional fees.

Research graduate assistants may or may not have their tuition paid by the granting agency. These appointments will have an appropriate hourly rate depending upon payment of tuition. If the student is paying for their tuition directly, the minimum hourly rate to be paid to the student is $14.86 during the academic year.

Non-instructional assistantships can be appointed for the academic year and/or individual semesters prior to the dates listed for GTAs but cannot begin prior to the end of the preceding semester. These appointments must end at the conclusion of the academic year or semester. Summer appointments can begin at the conclusion of the spring semester with appropriate funding (the hourly rate will be based on the student’s enrollment).

Distributions of indirect costs associated to any grants which have included this line item are distributed each July (as of prior year end) to the appropriate departments/colleges/administration. For more information, please contact the Office of Administration and Finance or the Business Office.

This is a partial list of the institutional memberships paid by the University. Additions are made annually, or as provided. If you have institutional memberships you would like to provide for us to add to this list, please send them to adf@pittstate.edu

INSTITUTIONAL MEMBERSHIPS for fiscal year 2016 are as follows:

AACTE - American Association of Colleges for Teacher Education

AASCU - American Association of State Colleges & Universities

AASHE - Association for the Advancement of Sustainability in Higher Education

AASHE - STARS

ACUA - Association of College & University Auditors

ACUPCC - American College & University President's Climate Commitment

APPA/CAPPA - (Central) Association of Higher Ed Facilities Officers

BMI - Broadcast Music

CASE - Council for the Advancement and Support of Education

CUPA - College and University Personnel Association

HLC - Higher Learning Commission

MIAA - Mid America Intercollegiate Athletics

NACUA - National Association of College & University Attorneys

NACUBO/CACUBO - National/Central Association of College & University Business Officers

NCAA - National Collegiate Athletic Association

CAEP - Council for the Accreditation of Educator Preparation

SEK, INC. - Southeast Kansas Inc.

SESAC

For corrections to the Kansas Communications Services Directory, please provide updated information to the Office of Administration and Finance via email to swolowni@pittstate.edu.

Pittsburg State University Capital Financing Policy and Procedures

I. Overview This policy statement provides overall guidance and a framework for the issuance and management of capital debt. Capital debt is defined to include all current short term and long term obligations, guarantees, and investments that commit the University to future payments. This policy is intended to assist the University to achieve its strategic objectives as identified in the overall long term strategic plan.

II. Authorization The Kansas Board of Regents is authorized by the Legislature to issue debt obligations on behalf of Pittsburg State University. Debt obligations include bonds, notes, debentures, interim certificates, grant and revenue anticipation notes, interest in a lease, lease certificate of participation or other evidences of indebtedness.

III. Use of Debt The use of debt is intended to finance capital assets. Debt obligations are not to be used to fund university employee compensation or other non-capital expenses (current operations).

IV. Period of Debt The period of debt cannot exceed the planned useful life of the asset being financed and must be for a reasonable term in relation to the amount financed.

V. Pledge of Available Revenue(s) In addition to revenues generated by specific fees dedicated to repayment of debt, the University may issue a supplemental pledge of generally available unencumbered funds. The issuance of the additional pledge must be included in the permissive legislative language authorizing the issuance of debt.

VI. Refunding Bonds According to Kansas Board of Regents policy, refunding bonds may be issued under certain situations. As a general rule, the issuance of refund bonds will occur only after there is a present value savings of 3% or more of the principal amount of the outstanding bonds.

VII. Board of Regents Responsibilities The Board of Regents by policy has the responsibility to assess the University's current debt levels on an annual basis. This annual assessment will include a review of a debt capacity plan provided by the University as well as bond rating service scorecards prepared by the Kansas Development Finance Authority.

RESEARCH AND CONTRACT OVERHEAD FUNDS

6.12 Research and Contract Overhead Funds

The appropriate allocation of research or contract overhead funds will be governed by the following considerations which recognize both the origin of the proposals and uses for which the funds may be utilized.

The University, as a part of its normal operations, provides heat, light, space and other services which are supported out of the fixed operating costs of the University. Grant funds which are used for activities that would not otherwise be undertaken should provide a portion of the support for

such facilities and services. Many contracting agencies from which research grants are received make explicit provision for reimbursing the University for such overhead costs.

In some circumstances, however, explicit compensation for overhead cost recovery is not provided by a contracting agency; and in some of these instances it is appropriate to assume that overhead funding is included in the grant. In other cases, such an assumption may not be warranted. There

are occasional instances when the contracting agency may explicitly inform the University that grant funds are not intended to be used to cover institutional overhead.

A uniform rate should be applied as a percentage of all direct labor costs to compute the overhead compensation from any grant in which overhead funds are either explicitly or implicitly provided. The University has an audited overhead rate as a percentage of all direct wages and salaries for the computation of overhead.

In those circumstances in which overhead compensation is obtained from a grant, it is reasonable that the funds should be distributed for the benefit of the University and the Department responsible for developing and administering the grant.

The Office of Administration and Campus Life is informed of each proposal and should make a determination as to the appropriateness of applying the established rate of compensation of overhead. The Office should also be responsible for its distribution.

Research and contract overhead funds must be spent within the policy and guidelines of the state, the Board of Regents and the University governing the expenditures of restricted fee accounts. The fiscal procedures for the expenditure of such funds are already in effect for restricted fee accounts.

The University must administer all grants which will result in any discernable liability to the University and/or which will require a utilization of University facilities and resources. All funds generated from grants of $5,000 or less are to be used by the proposer in accordance with the contract specifications.

The following procedures will be followed for each contract in excess of $5,000 which is to be administered through the University:

A. Prior to the acceptance of a research grant or contract, the individual(s) responsible for administering the contract shall submit a copy of the contract along with an approval sheet to the Office of Research and Grants.

B. Prior to the President’s (or his/her designee) accepting the contract or grant on behalf of the institution, a determination will be made as to whether it is appropriate to assess overhead costs to the contract or grant.

C. When overhead is assessed on such a grant or contract, the rate to be applied should be that authorized by the University’s audited rate within the limitations specified with the granting of the contracting agency.

D. All overhead funds collected will be distributed as follows: 55 percent to general University support with the remaining 45 percent to be distributed to the Dean or Director (15 percent) and to the Department responsible for administering the grant (30 percent).

E. The individual(s) responsible for administering the grant may request in writing an exception to the established overhead rate of the University or an exception to the distribution of such funds as indicated above (item d.) The rationale for such a request should be clearly stated.

F. The final decision as to the applicability of an overhead charge or for any exception to the established rates shall be made by the President of the University.

Contact us


Doug Ball
Doug Ball
Chief Financial Officer & Vice President For Administration

Phone: (620) 235-4108

Contact Doug Ball

Stacy Wolownik
Stacy Wolownik
Executive Associate-Division

Phone: (620) 235-4107

Contact Stacy Wolownik