Retro distribution documentation - how are people using perceptive content?

[Jillian]

Hello CA friends - 

(I am posting this in both allowable direct charges and cost transfers, just to get a wider audience so please excuse any duplication)

So I see under the administrative procedure "Adjusting/Correcting Payroll Accounting Transactions on Sponsored Projects" that imaging of backup into perceptive content (frmrly imagenow) is encouraged for retro distributions.

I have never personally imaged anything in terms of documentation for retros (unless there were related effort changes handled outside of the effort period, in which case I would be documenting and uploading into ECRT).

I have recently switched colleges and I have inherited boatloads of paper related to retros.  

I wanted to get an idea from others - are you imaging backup related to retros? If so, what are you imaging?  Do you have criteria you follow when deciding what to image?

I hope I get some good discussion out of this!

Thanks much!

Jillian

[Heidi Huff]

I have always included backup for all retros (even non-sponsored).  I generally include the email from the PI and an Excel sheet that has payroll data pulled in from UMReports.  On the Excel sheet I show calculations for the changes in columns that I have added.

[Mary Kosowski]

We have been keeping backup in GoogleDocs. We have a separate folder for each employee and store screenshots of the retro page from Peoplesoft and the PI email or other form of request.

[Jerian Lind]

I don't tend to image documents for retros unless I can't address it in the retro justification.  So, if I'm removing 4/10 of a pay period per PI approval, I'll include that in the description (rather than imaging something to show it).  For really complicated retros that need additional explanation, I'll send something to imaging that helps walk through my calculations,logic, etc.  

[nels...@umn.edu]

Hi Jillian,
Our college has not started to add documents to image now. We try to put all relevant information in the retro comments field. If the NOGA arrives late, I include the start date of grant and the date NOGA was received. If the PI approved the transfer, I reference the date of the meeting. (I don't always remember to include the date).
My hope is that auditors would find needed information in description on a report and would not have to print documents.
Hope that helps,
Edie