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College of Medicine Finance and Business

The mission of Penn State College of Medicine Finance and Business team is to provide financial services to the organization in the most efficient and accurate manner, while keeping customer service the top priority.

The College Finance group works in conjunction with Penn State Finance and Business in University Park.

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Administration

Overview Expand answer

The administrative Office of College Finance and Business is located in Room C1607 in the College of Medicine.

Transactions requiring assistance or signature from key financial leaders are triaged through this office. Additional duties include College of Medicine legal services, University Floating Permit and Main Campus permits for parking, any request for exception to policy and deposits for the College of Medicine.

Controller's Office

Overview Expand answer

Located at the Hershey Consolidated Building on Granada Avenue in downtown Hershey, the Controller’s Office is responsible for payroll, accounts payable and research accounting for Penn State College of Medicine.

Post-Award Management Expand answer

The Office of Research Affairs and the Controller’s Office work together to provide post-award functions for sponsored projects.

See post-award resources

Bursar Expand answer

The Penn State College of Medicine bursar is Bonnie Moody.

Reach her at bmoody@pennstatehealth.psu.edu or 717-531-0003, ext. 284116, or in the office from 7:30 a.m. to 4 p.m. weekdays.

Helpful links:

Transition to SIMBA

The logo for Penn State's SIMBA project includes the name with three colored bars to the left of it, with each bar taller than the one before. Below the name it says System for Integrated Management and Budgeting and Accounting

Overview Expand answer

Penn State has selected the SAP S/4HANA business system to replace its financial and other integrated systems, including Penn State’s legacy Integrated Business Information System (IBIS).

Goals

Penn State has the following strategic goals for the SIMBA project:

  • Streamline arcane and inefficient business processes
  • Create better business practices
  • Leverage what is currently working
  • Maximize robust SAP S/4HANA reporting and analytics tools to provide the institution better data

Mission

The mission of the SIMBA project is to support and advance Penn State’s teaching, research and service missions. The outcome will provide superior financial, budget, planning, and operational services through efficient, innovative, value-added processes and dynamic, real-time reporting.

Vision

The SIMBA solution will provide an intuitive solution to effectively plan, budget, manage and steward Penn State’s assets and resources to meet the expectations of internal and external stakeholders.

Training Resources Expand answer

The University has training resources available to help with the SIMBA transition.

SIMBA 101

Users can register for SIMBA 101 via the Learning Resource Network. SIMBA 101 is a self-paced, online course that provides a solid foundation focusing on core SIMBA financial concepts before the more in-depth training that is to come. The course contains foundational information to read and watch, with a few simple knowledge checks along the way.

See details here

Support and Reference Materials

SIMBA Support and Reference Materials are available on the University’s SIMBA Resources page. Resources currently include simulations offering a demo and practice mode, an IBIS-SIMBA Terminology Crosswalk, glossaries and more. New items are added regularly, so users are advised to check back often.

See resources here

Virtual Forums Expand answer

The College of Medicine SIMBA Task Force is holding a weekly virtual forum via Zoom every Thursday from noon to 1 p.m. to help navigate this new system. Details on upcoming sessions are listed here. Click each one to see the Zoom link and add it to a calendar.

Answers to Frequently Asked Questions Expand answer

The transition to SIMBA is a significant change. It is normal to have questions and feelings of unease while going through the trainings and getting acclimated with the new system.

The College of Medicine SIMBA team is here to help. College of Medicine employees should contact COM_SIMBA@pennstatehealth.psu.edu instead of the SIMBA team at University Park.

University Park SIMBA FAQs

The University has posted answers to many questions about the SIMBA transition on its SIMBA website.

See University SIMBA FAQs

College of Medicine SIMBA FAQs

The College of Medicine will be posting answers to COM-specific SIMBA questions as they are received. Click the plus sign next to any question to see the answer.

Contact the College of Medicine SIMBA Team Expand answer

Reach the College of Medicine SIMBA team at COM_SIMBA@pennstatehealth.psu.edu.

Note: Those emailing the COM SIMBA address should copy their department’s financial analyst on any correspondence.

COM SIMBA Task Force Members

  • Michael Andre (Penn State)
  • Erica Barley
  • Ben Brewer
  • Misti Dotts
  • Shanda Graby
  • Debbie Meder (Penn State)
  • Aravind Menon
  • Erlee Meyers
  • Kim Schaeffer
  • Jay Shoen
  • Marc Startoni
  • Adam Walter

Using the Integrated Business Information System (IBIS)

IBIS Access, Technical Support and Training Expand answer

Access to IBIS

Access to IBIS is managed through the College’s Access and Security Representative, currently Kellen Takoch, who can be contacted at kst10@psu.edu or 717-531-1156.

The Access and Security Representative will work with University Administrative Information Services (AIS) to complete the access request process. AIS is allowed up to two weeks to process the request once it is received.

Security Tokens

Cara Coulson keeps tokens on hand for employees. They are $25 and are charged to the budget by IDCC.

Software Installation

To have IBIS and FIT installed, contact the campus IT Help Desk, which can be reached at 833-577-4357 or help@pennstatehealth.psu.edu.

The Help Desk has personnel trained to assist in installation of these systems. In most cases, individual users cannot install new software; this must be done by the Help Desk.

Finding out if IBIS is down

To see if IBIS is down, call the University AIS Help Desk at 814-863-2276. The first recorded message will state whether all systems are operational.

There are sometimes connectivity problems at Hershey that University Park IT has no control over; if IBIS is not down, contact the campus IT Help Desk at 833-577-4357 or help@pennstatehealth.psu.edu.

Password Issues

For assistance with a lost password, call the University AIS Help Desk at 814-863-2276.

Training

The finance and business team conducts one-on-one trainings for IBIS and its partner, the Financial Information Tool (FIT). This training usually takes two hours.

To schedule a training session, contact Marc Startoni at 717-531-6120 or mstartoni@pennstatehealth.psu.edu.

Information Extraction from IBIS

FIT was created to allow University personnel to view all financial information in IBIS. This software also provides the capability to export the information to Excel.

Information can be requested by account or by cost center. For complex areas (many cost centers, accounts, divisions), access can be requested to use the Data Warehouse. This involves a good understanding of Microsoft Access to link with the Data Warehouse and run queries on the information.

See details on IBIS through AIS

Working with Budgets in IBIS Expand answer

Permanent and Temporary Budgets

A permanent budget (IBDA or PBDA) is one that continues from year to year. A temporary budget is for a limited time. Either of these items would be included in the current carry-over dollars.

Salary Savings

Any salary savings remain within the department to offset other salaries or other costs.

Indirect Cost (IDC) Recovery

IDC return or recovery is equal to 15 percent of the previous fiscal year’s total indirect cost returned to the department that was generated by the department’s faculty member.

However, if the faculty member is also a member of Penn State Cancer Institute or Penn State Heart and Vascular Institute, and has grants/contracts identified as institute grants/contracts, 16 percent of the previous year’s total indirect costs are returned, with 8 percent returned to the institute and 8 percent returned to the faculty member’s home department.

Equipment Tracking

Capital equipment (equipment $5,000 and greater) is recorded in IBIS and the College of Medicine fixed asset system at cost, and depreciated over the useful life of the equipment.

The Manager of Accounting Control receives a report each month that details all of the items paid for that month with object code 710 for review. Equipment that qualifies as capital is entered into the property records and a tag is issued and sent to the department to be put on the piece of equipment.

Being Over Budget

The IBIS system is set up to permit spending up to the amount of the approved permanent and temporary budget. If that amount is reached prior to the end of the year, electronic documents will not be able to be processed. Any overexpenditures are covered by a transfer from the department’s Academic Enrichment Funds in Reserve (AEF reserves).

Inventory

A semi-annual inventory of capital equipment is required by the Federal DCAA auditors. However, if the College anticipates an audit of its fixed assets, it may request inventory.

For electronic devices such as PCs, external hard drives, software, etc., University internal auditors require an annual audit due to the equipment mobility, unauthorized uses, data protection issues and frequency of purchase.

Federal regulations require that a physical inventory of capital equipment be taken at least every two years. The University must be able to demonstrate to federal auditors that its property records are accurate, and that the capital equipment listed in those records actually exists and is usable.

A list of each department’s capital equipment, as stated in the University’s property records, plus an inventory verification form to be completed and signed, are sent to each department for them to take the physical inventory. Once completed, all are returned to the Manager of Accounting Control for review and update of the University’s property records.

Faculty Effort Reporting

Faculty effort is the faculty member’s estimated amount of time they devote to each research project, teaching duty, administrative duty or other function over a fiscal year. Effort must be expressed in percentages, not hours, and total effort must add up to and not exceed 100 percent. Effort must be confirmed by the faculty member at least annually, or more often as duties change. Effort also determines the amount of salary is charged to specific budgets.

See University Policy RAG64 – Salary Caps.

Postdoc Reappointments

IBIS RAPP forms must be completed with the new salary not less than the NIH minimum.

Salary Increase Approvals

If requests were within the allocation amount and did not need approval from the Associate Vice President for Finance and Business, then salary increases in the budget would be for the amounts requested. Any approval requests should receive a response from the Associate Vice President.

ROCR

For ROCR questions, contact Judi Snyder at 717-531-8500 or jsnyder4@pennstatehealth.psu.edu.

Function Codes

When setting up budgets for new awards:

  • Use function code 217 for awards that are gifts, education, training or fellowships.
  • Use function code 417 for awards that are research (externally or internally funded).
  • Use function code 517 for industry-sponsored pharmaceutical agreements.

Fringe and Overhead Charge/Credit Postings</4>

Fringe and overhead post on a weekly basis on all actual details that have completely resolved and posted. The procedure runs overnight each Friday. For expenses sitting on CRFN at the time of fringe and overhead posting, the applicable fringe and overhead detail will go to CRFN as well.

Changes and Corrections

  • Approval paths: Upon written request from a department head, Cara Coulson will change the approval path in IBIS.
  • PI names under miscellaneous funds: To update a PI name that is listed incorrectly under a miscellaneous fund, contact Tressa Jilek at 717-531-8082 and provide the budget number, fund number and the correct PI’s name and employee ID number.

IBIS Documentation

Work with College Finance and Business

Financial Analysts and Administrative Assistants Group (FAA) Expand answer

The Financial Analysts and Administrative Assistants group comprises those who deal with fiscal information at the departmental levels within Penn State College of Medicine.

The group meets bimonthly during the academic year with the mission of informing and educating personnel in items related to fiscal issues and Penn State policies as they relate to those fiscal issues.

Financial Management for Industry-Sponsored Clinical Trials Expand answer

It is the responsibility of all departmental financial analysts, in consultation with the study team, to manage the financial aspects of the clinical trials. This includes AURAs, BARAs, closeouts and extensions.

See detailed guidelines

Resources Expand answer

For Financial Analysts

For financial analysts, the Expense Detail folder is found on the Hershey network drive in the “COM Expense Detail” folder, which is accessible with Penn State Health ePass access. For details on this resource, call Erlee Meyers at 717-531-5601.

Financial System Links

Frequently Used Information

These links include details such as the appropriate tax ID and authorized signer information.

Other Resources

Other College of Medicine Offices or Departments

Other University Offices or Departments

Share Cost-Saving Strategies Expand answer

Anyone with a cost-saving idea is asked to contact Judi Snyder at jsnyder4@pennstatehealth.psu.edu and let her know about it. She will be sure that this information is shared with the appropriate personnel.

Compliance Expand answer

The Compliance Hot Line can be dialed toll-free at 800-560-1637 or 717-531-1114.

For details, see the Office of Ethics and Compliance website.

Charitable Giving Expand answer

Donations can be made online to either Penn State Health Milton S. Hershey Medical Center or Penn State College of Medicine.

Contact College Finance and Business Expand answer

Mailing Address

Penn State College of Medicine Finance and Business
Mail Code: H157
500 University Dr., C1607
P.O. Box 850
Hershey, PA 17033

Other Contact Methods

Phone: 717-531-8500

Fax: 717-531-5481