Income Fund Reimbursable (IFR) and Cost Sharing (CS) Assignments

Effective Date:

March 11, 2016

Function:

Payroll

Contact:

Kathy Shattuck

Basis for Procedure

An IFR/CS assignment must be processed for any SUNY employee working on an RF-administered project and their effort is considered cost sharing as defined above or whose salary is being reimbursed to SUNY through the IFR process.

Procedure Summary

This procedure describes the process for appointing a SUNY employee through an IFR assignment and processing a change to an existing IFR appointment.

Procedure Steps

IFR/CS Process

The process for appointing a SUNY employee through an IFR assignment and processing a change to an existing IFR appointment consists of the following steps:

Step

Role or Responsibility

References or Tips

Complete the SUNY IFR/Cost Sharing Appointment / Change Form for an IFR/CS appointment to a Research Foundation project account or for a change to an existing IFR/CS appointment.

Operations Manager or designee

Instructions are also available to assist in the completion of the form.

When completing the form, ensure that the appointee’s salary for the IFR/CS appointment is accurate and that the IFR appointment date falls within the award period.

 

When processing a change to an existing appointment, the Research Foundation operations manager or designee must ensure that the information being changed is accurate.

Sign the IFR/CS form as approval for the IFR/CS assignment or change to an existing appointment.

Operations Manager or designee AND the Project Director or Co-Project Director

Additional approvals for the assignment or change may be required by operating location-specific procedures.

Submit the original, completed, and approved IFR/CS form to the appropriate office.

Operations Manager or designee

For locations that are responsible for their own personnel/payroll input, the form is submitted to the office that handles IFR assignments or changes.

 

For locations that are not responsible for their own personnel/payroll input, the form must be submitted to the Corporate Payroll and Reporting Unit of Employee Services at central office by e-mailing payroll@rfsuny.org

Enter the IFR/CS assignment or change information into the RF computerized business system.

Operating Location/Corporate Payroll Office

Refer to IFR and Cost Sharing Records Entering and Updating Records in Oracle

Retain a copy of the IFR form.

Operating Location

A copy of the completed, approved IFR/CS form must be retained in accordance with the Records Management Policy.

Definitions

Income Fund Reimbursable (IFR) - The Research Foundation (RF) reimburses the state through the "Income Fund Reimbursable" (IFR) process for the cost of the salaries and associated fringe benefits of State University of New York (SUNY) employees who remain on the state payroll while performing services for RF-administered sponsored projects.

Note: The RF’s personnel policies do not apply to SUNY staff members because they are not RF employees.

Cost Sharing - A SUNY employee may work on an RF-administered sponsored project. If that person is not compensated directly or if SUNY is not reimbursed for the person's effort on the project, this can be considered cost sharing.

Related Information

Records Management Policy

IFR and Cost Sharing Records Entering and Updating Records in Oracle

Forms

SUNY IFR/Cost Sharing Appointment / Change Form & Instructions

Change History

Date

Summary of Change

March 11, 2016

Update to include link to Oracle instructions on how to load and added reference to Corporate payroll’s general e-mail address

December 1, 2008

Updated step 2 of IFR/CS process to include sign-off by project director or co-project director

March 24, 2003

Updated to include cost sharing and to update links

 

 

Feedback
Was this document clear and easy to follow? Please send your feedback to webfeedback@rfsuny.org.

Copyright © 2011 The Research Foundation of State University of New York