University of Vermont

Professional Development and Training

Policy Procedure Reporting and Legal Issues

Policy, Procedure, Reporting and Legal Issues


CATalert: "Run, Hide, Fight" - What Does That Mean?

Facilitator: Sue Roberts
Target Audience: All Interested Staff and Faculty
Time Allotted: 1.5 Hours
PeopleSoft Course Number: POL014

Level of Instruction: Introductory
Prerequisites: None

Overall Objectives: Join Police Services for this interactive workshop focused on things you can do to increase your chance of surviving the unthinkable....an active shooter on campus. This session includes a brief video designed to help you understand what to do in the event that you are involved in a campus incident. As part of the presentation, there will be plenty of time for questions and answers with your UVM Police Officers.

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Chart of Accounts

Facilitator: Lindsey Donovan
Target Audience: Persons with responsibility for financial transactions at UVM
Time Allotted: 2 Hours
PeopleSoft Course Number: PSU004

Level of Instruction: Introductory
Prerequisites: None

Overall Objectives: This course serves as a solid introduction to the Chart of Accounts that will be beneficial when conducting financial transactions at the University. This session is designed to help you understand the university's chart of accounts within the PeopleSoft system. After completing this course you should have a basic knowledge of how financial information is stored within accounts.

Learning Outcomes:

  • Describe the components of the Chart of Accounts
  • Describe the distinction between actuals accounts and budgetary accounts
  • List three journal entry tips and tricks
  • Demonstrate an ability to create, activate and update the Chart of Accounts

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Domestic I-9 Training

Facilitator: TBD
Target Audience: Individuals who are responsible for verifying the Employment Eligibility Verification Form I-9
Time Allotted: 1.5 Hours
PeopleSoft Course Number: POL001

Level of Instruction: Introductory
Prerequisites: Demonstrated responsibility for completion of the federal I-9 Form

Overall Objectives: Engage employees who have the responsibility of verifying the Form I-9 as authorized representatives of the University of Vermont. Employers must complete the Form I-9 to document verification of the identity and employment authorization of each new employee (both citizen and noncitizen) hired after November 6, 1986, to work in the United States.

Learning Outcomes:

  • Recognize the essential components of Form I-9
  • Learn the applicable procedures as they apply to the University
  • Apply principles to ensure correct form preparation through practice

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EthicsPoint: HelpLine Report Handling Training

Facilitators: Tessa Lucey and Erica Heffner
Target Audience: Individually Assigned by Office of Compliance Services – this class is for those who assist with the investigation of EthicsPoint reports.
Time Allotted: 1 Hour
PeopleSoft Course Number: POL017

Level of Instruction: Introductory
Prerequisites: CLASS ONLY OPEN TO THOSE WHO HAVE BEEN ASSIGNED AS INVESTIGATORS.

Overall Objectives: Attendees will receive training on basic compliance investigation tips, confidentiality, non-retaliation and on the EthicsPoint Helpline system.

Learning Outcomes:

  • Attendees will be better able to investigate reports of non-compliance and how to document findings and results in the Helpline system.

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Fun with Purchasing Contracts: Getting it Right and Getting it Done!

Facilitator: Wendy R. Spargo, J.D.
Target Audience: Anyone who is responsible for purchasing goods and/or services on behalf of a UVM Department
Time Allotted: 1 Hour 15 Minutes
PeopleSoft Course Number: POL008

Level of Instruction: Introductory
Prerequisites: Must have a demonstrated responsibility for purchasing goods and /or services on behalf of UVM Department

Overall Objectives: Develop an understanding of basic legal principles in purchasing contracts. We will explore the importance of (1) having a contract in writing, (2) specific protective language, and (3) following certain procedures, all to protect UVM’s interests and finalize a purchase efficiently.

Learning Outcomes:

  • Explain the importance of having a contract in place prior to the purchase of goods and/or services
  • Summarize UVM contract policies including signing authority, the language used in contracts
  • Review the Consulting Services and Speaker templates on Purchasing’s Website
  • Define contract acronyms such as SSJF, QEF, RFP
  • Describe the steps for moving a contract efficiently from start to finish through the Purchasing review process

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How Do I Make this Purchase?

Facilitators: Purchasing Services (Natalie Guillette, Deb Harvey, Julie MacDonald, Wendy Spargo, or Marie Bouffard)
Target Audience: Individuals responsible for purchasing goods or services at UVM, Business Managers, Business Support Generalists or Assistants.
Time Allotted: 1.5 Hours
PeopleSoft Course Number: PSF019

Level of Instruction: Introductory
Prerequisites : None

Overall Objectives: This session is designed to provide a greater understanding of Purchasing policies, procedures, and resource tools to assist your department to purchase goods and/or services successfully, accurately, and efficiently.

Learning Outcomes:

  • Determine when to use a Requisition or Pcard to make a purchase
  • Understand how to process requisitions most effectively
  • Learn what information to enter and which documents to attach to your requisition
  • Understand the contract review process and identify the appropriate UVM signatory authority
  • Demonstrate tips and tricks to using Blanket Purchase Orders
  • Learn the do’s, don’ts and best practices in UVM’s Purchasing realm

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Movable Equipment and Asset Control

Facilitator: Michael Meunier
Target Audience: Administrators, Business Managers and Financial Managers
Time Allotted: 1.5 Hours
PeopleSoft Course Number: FMC015

Level of Instruction: Introductory
Prerequisites: Participants should have job responsibilities that include implementing the stewardship responsibility associated with movable equipment

Overall Objectives: Provide participants with a basic understanding of property management standards for movable equipment during its acquisition, utilization, and disposal phases. Participants are introduced to the basic principles of property management required for the University to fulfill its stewardship obligation of the University’s movable and capital assets.

Learning Outcomes:

  • Demonstrate a basic understanding of the accounting for movable equipment and capital assets
  • Identify the records and data elements needed for all movable and capital assets
  • Demonstrate a basic understanding of the acquisition, deposition, and utilization of movable and capital assets
  • Demonstrate a basic understanding of the requirement of Federal OMB property standards in the Uniform guidance

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PeopleSoft Financial Reporting

Facilitators: Kristin Bahn and Lindsey Donovan
Target Audience: Administrative Staff, Business Managers and Financial Managers
Time Allotted: 2 Hours
PeopleSoft Course Number: POL003

Level of Instruction: Introductory
Prerequisites: None

Overall Objectives: Reports, queries and inquiries allow administrators to research and reconcile financial transactions encountered within their area of responsibility. The focus of this session is to build on basic knowledge of Financial Reports and to utilize more advanced methods for retrieving data to provide a more detailed look at the transactions within PeopleSoft.

Learning Outcomes:

  • Describe where and when to find financial data in PeopleSoft
  • Discuss reports, queries and inquiries related to the General Ledger and Commitment Control
  • List available inquiries and queries with a brief description of their use

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SPA Seminar: Award Acceptance for Sponsored Agreements. Establishment of Advance Accounts

Facilitator: Emily Trantum
Target Audience: Department Administrators, Grant Managers, Principal Investigators
Time Allotted: 1.5 Hours
PeopleSoft Course Number: POL020

Level of Instruction: Introductory
Prerequisites: None

Overall Objectives: To avoid the risk of incurring costs that are not reimbursable, work may not begin on a sponsored project until the award acceptance process is complete or an Advance Account has been established before all parties have signed the sponsored agreement. This session provides an overview of processes involved in reviewing, negotiating and setting up sponsored project awards as well as for establishing advance accounts, if needed.

  • Understand the process for award acceptance at UVM
  • Know how and when to request an Advance Account
  • Learn roles and responsibilities for these processes

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SPA Seminar: Carrying Forward of Funds From One Budget Period to Another and No-Cost Extensions on Sponsored Projects

Facilitator: Linda Serrantonio and Julie Macy
Target Audience: Department Administrators, Grant Managers, Principal Investigators
Time Allotted: 1.5 Hours
PeopleSoft Course Number: POL023

Level of Instruction: Introductory
Prerequisites: None

Overall Objectives:Most federal and non-federal awards allow for carry forward of unspent funds from one budget period to the next within the award period of performance. Most awards received in support of sponsored projects are also eligible for a no-cost extension of time to the final budget period for the purposes of completing the sponsored project. This session provides an overview of the process flow around planning, requesting and processing requests for carryforward of funds and for no-cost extensions on sponsored projects.

  • Learn about the roles and responsibilities for preparing and processing carryforward requests and no cost extension requests on sponsored projects
  • Understand when a carryforward request is appropriate and when prior approval is required
  • Understand what is required when requesting a no-cost extension and when prior approval is required

SPA Seminar: Cost Sharing on Sponsored Projects

Facilitator: Julie Macy and Linda Serrantonio
Target Audience: Department Administrators, Grant Managers, Principal Investigators
Time Allotted: 1.5 Hours
PeopleSoft Course Number: POL022

Level of Instruction: Introductory
Prerequisites: None

Overall Objectives: Cost sharing represents commitment of UVM or third-party resources to support part of the cost of the sponsored project. This session provides an overview of the process around proposing, monitoring and reporting cost sharing commitments on a sponsored project.

  • Understand the different types of cost share and what should be included in the proposal
  • Learn about the roles and responsibilities for all involved in managing cost share on sponsored projects
  • Understand what is required when setting up cost share on a sponsored project
  • Know the requirements around meeting cost share and what risks are associated if it is not met as proposed

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SPA Seminar: Essential Regulatory Compliance Topics in Sponsored Project Administration

Facilitator: Marcy Whittle and Sonya Stern
Target Audience: Department Administrators, Grant Managers, Principal Investigators
Time Allotted: 1.5 Hours
PeopleSoft Course Number: POL018

Level of Instruction: Introductory
Prerequisites: None

Overall Objectives:Provide participants with an overview of compliance requirements related to sponsored projects.

  • Learn about multiple areas of sponsored project compliance
  • Walk through typical and not so typical scenarios and apply the related compliance
  • Roles and responsibilities related to compliance

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SPA Seminar: Introduction to Sponsored Project Administration

Facilitator: Sonya Stern, Julie Macy, Emily Trantum, Linda Serrantonio, and Lana Metayer
Target Audience: Department Administrators, Grant Managers, Principal Investigators
Time Allotted: 1.5 Hours
PeopleSoft Course Number: POL012

Level of Instruction: Introductory
Prerequisites: None

Overall Objectives: This session provides an overview of the sponsored project life cycle from searching for funding to grant closeout. Participants learn about the roles and responsibilities for all individuals involved and get introduced to Sponsored Project Administration office.

  • Learn about different elements of the sponsored project life cycle
  • Meet Sponsored Project Administration (SPA) leadership team and understand SPA office structure
  • Learn about the roles and responsibilities for all individuals involved with sponsored projects

Recommended Pre- and Post-Class Actions

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SPA Seminar: Non-Payroll Cost Transfers to Sponsored Projects

Facilitator: Linda Serrantonio
Target Audience: Department Administrators, Grant Managers, Principal Investigators
Time Allotted: 1.5 Hours
PeopleSoft Course Number: POL021

Level of Instruction: Introductory
Prerequisites: None

Overall Objectives: A cost transfer is the assignment of an expense or expenditure (charge) to a sponsored agreement that was initially recorded elsewhere in the University’s general ledger. This session provides an overview of the process flow around processing a non-payroll cost transfer on a sponsored project.

  • Understand when a cost transfer is appropriate on a sponsored project and the importance of timely transfers
  • Learn about the roles and responsibilities involved in processing a non-payroll cost transfer
  • Identify required backup for each type of cost transfer
  • Learn some helpful tips for filling out the non-payroll cost transfer form

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SPA Seminar: Outgoing Subawards

Facilitator: Molly Epstein and Linda Serrantonio
Target Audience: Department Administrators, Grant Managers, Principal Investigators
Time Allotted: 1.5 Hours
PeopleSoft Course Number: POL010

Level of Instruction: Introductory
Prerequisites: None

Overall Objectives: This session provides a quick overview of regulations that govern the sub recipient process, followed by a more in-depth overview of process flows around outgoing subaward agreements on sponsored projects, specifically focusing on issuing and amending subawards, and processing of subawardee invoices.

  • Learn about outgoing sub agreement issuance, and review and processing of subawardee invoices
  • Know the documentation involved around these activities
  • Understand roles and responsibilities related to these activities

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SPA Seminar: Preparation, Review and Submission of Sponsored Project Proposals

Facilitator: Julie Macy
Target Audience: Department Administrators, Grant Managers, Principal Investigators
Time Allotted: 1.5 Hours
PeopleSoft Course Number: POL019

Level of Instruction: Introductory
Prerequisites: None

Overall Objectives:This session provides an overview of processes involved in preparing, reviewing and submitting proposals to obtain extramural funding (external sponsorship), recommends best practices, and suggests ways to avoid common issues.

  • Understand the process for sponsored project proposal submission at UVM
  • Learn roles and responsibilities for proposal preparation, review and submission
  • Understand best-practice timeline for successful submissions and suggestions for avoiding common problems
  • Know where and how to use the various resources for the proposal process

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SPA Seminar: Sponsored Project Financial Reporting and Closeout

Facilitator: Linda Serrantonio
Target Audience: Department Administrators, Grant Managers, Principal Investigators
Time Allotted: 1.5 Hours
PeopleSoft Course Number: POL024

Level of Instruction: Introductory
Prerequisites: None

Overall Objectives:Most agencies require the University to submit a final invoice or financial report when a sponsored project ends. This session provides an overview of processes involved in preparing financial reports and recommends best timelines and practices.

  • Understand the process for preparing financial reports for sponsored projects at UVM
  • Learn roles and responsibilities for financial reporting and closeout processes
  • Understand best-practice timelines and steps for successful closeouts

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Space & Movable Equipment Inventory - FAMIS 2018

Facilitators: Michael Richards, Campus Planning Services and Dawn Caffrey, Cost Accounting Services
Target Audience: Personnel who are conducting the space and equipment inventory for the first time or didn't attend the training in the last 3 years are strongly encouraged to attend one of these sessions.
Time Allotted: 2 Hours
PeopleSoft Course Number: CPT025

Level of Instruction: Introductory
Prerequisites : Become familiar with the information on the space and equipment inventory website.

Overall Objectives: This session will provide an overview of the FAMIS Space & Equipment Inventory process with an emphasis on how to classify functional space. A step by step review of the FAMIS Self-Service screens will be reinforced with supporting examples to ensure FAMIS users have the necessary information to complete their inventory.

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UVM Foundation and Sponsored Project Administration - Points of Intersection

Facilitators: Sudha Ramaswami, Jennifer Gagnon, Alexa Woodward, and Lisa Townson
Target Audience: New Hires, Department Administrators
Time Allotted: 1 Hour
PeopleSoft Course Number: POL013

Level of Instruction: Introductory
Prerequisites : None

Overall Objectives: This is an information session that provides insight into how Sponsored Project Administration and the UVM Foundation work together. This session will highlight what both groups have been doing to collaborate successfully and provide great service to the campus community.

Learning Outcomes:

  • Learn about Sponsored Project Administration and UVM Foundation operations and how the two entities work together
  • Learn about the roles and responsibilities for all individuals involved with Sponsored Project Administration and UVM Foundation

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UVM Reporter Training

Facilitator: Kelly Riel
Target Audience: Individuals with reporting obligations under the Clery Act and Title IX, collectively referred to as “UVM Reporters.”
Time Allotted: 1.5 Hours
PeopleSoft Course Number: POL015

Level of Instruction: Introductory
Prerequisites: None

Overall Objectives: For participants to understand how and why they have been identified as UVM Reporters, what sorts of incidents they must report, and the reporting process and protocols to follow should they learn about an incident.

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UVM Retirement & Post-Retirement Benefits

Facilitator: UVM Benefits Staff
Target Audience: People interested in post-retirement planning.
Time Allotted: 1.5 Hours
PeopleSoft Course Number: BEN027

Level of Instruction: Introductory
Prerequisites: Staff and faculty

Overall Objectives: Join us for step-by-step guidance on UVM retirement eligibility, post-retirement benefits, planning for health insurance costs in retirement, and how to coordinate Medicare with your UVM insurance.

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What is Accounts Receivable?

Facilitators: Sharon Bergeron, Lindsey Donovan, and Renee Hunt
Target Audience: All Interested Business Managers or Administrators
Time Allotted: 1.5 Hours
PeopleSoft Course Number: POL009

Level of Instruction: Introductory
Prerequisites: None

Overall Objectives: To understand the concept of external Billing and Accounts Receivable at the University for non-sponsored, non-student arrangements and required methods for recognizing such transactions in the accounting system.

Learning Outcomes:

  • Identify when your department enters into a Billing arrangement
  • Describe the roles and responsibilities of your department, central administration and others in the Billing and Accounts receivable process
  • List the resources available to support your department’s Billing and Accounts Receivable activity

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Workforce Planning & Voluntary Separation

Facilitator: Jes Kraus, J.D. and Mary Brodsky
Target Audience: All Interested Business Managers or Administrators
Time Allotted: 1.5 Hours
PeopleSoft Course Number(s):LGP007

Level of Instruction: Introductory
Prerequisites: None

Overall Objectives: This presentation will review the University’s new policy and provide important information about discussing voluntary separation and/or retirement with your employees.

Learning Outcomes:

  • Discussion of current University demographics, and how they are likely to impact our future workforce and business needs.
  • Available tools to facilitate a desired transition to retirement or separation.
  • The types of questions that are permissible when inquiring about an employee’s retirement or separation plans.
  • How to initiate conversations about an employee’s retirement plans to help with your college or business unit’s succession planning.
  • Legal, policy, and collective bargaining agreement considerations.

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Last modified July 18 2018 11:04 AM