Form B- New York State Consultant Services Contractor's Annual Employment Report

Purpose

This document provides guidance on the reporting requirements of Consultant Disclosure Legislation enacted on June 19, 2006 under Chapter 10 of the Laws of 2006 New York State Finance Law, commonly referred to as OSC Bulletin No. G-226.

Background

As of June 19, 2006 new reporting requirements took effect for all contractors providing services to the State of New York. This requirement only applies to "contracts" with New York State. Contractors will be required to disclose by employment category using the O*Net Occupational Classification system of the US Dept. of Labor's Employment and Training Administration (Guidance for using the O*Net Web site)

Roles and Responsibilities

Decentralized and Centralized Campuses personnel are responsible for the completion and submission of Form B - State Consultant Services Contractor's Annual Employment Report.

Identification of Contracts required to file Form B - State Consultant Services Contractor's Annual Employment Report

Discoverer Query "GA_NYS contracts for identification to file Form B OSC Bulletin No G 226" indicates the awards that have the Form B filing requirements.

The criteria for the Discoverer Query are as follows:

To obtain Data for the required expenditures for Form B

  1. Log into PI Award Interface (PIAI)
  2. Select "People Inquiry" and select by Award/Project/Task
  3. Enter Award/Project/Task and a DATE RANGE (to the right of the award number) for the reporting period required for the Form B (annual report period requirement is April 1 to March 31, chose the months of the contract period that are applicable).
  4. This Award/Project/Task Employee list (Screen ID - PER10) inquiry displays all employees' expenditures from the award, it includes: actual salary and fringe expenditures for the given date range, and drill downs for the Labor Schedule, Actual Charges, Encumbrances and Admin for each employee.
    1. Delete header rows and begin with "PER 10 - Award/Project/Task Employee List"
    2. Delete 1st two columns and begin with "Employee Number"
    3. Highlight all columns >Format> Column> Auto Fit Selection
    4. Delete columns:
      1. Expense Charges
      2. Enc Short
      3. Encumbered Cost
      4. Encumbered Fringe
      5. Labor Schedules
      6. Actual Charges
      7. Encumbrances
      8. Admin
  5. On Award/Project/Task Employee list (Screen ID - PER10) drill down to the Admin box, this will provide the Research Foundation Job Title in the Job field (for example -Administrative Staff Assistant III), this title will then need to be cross walked to the employment category using the O*Net Occupational Classification system of the US Dept. of Labor's Employment and Training Administration (Guidance for using the O*Net Web site)

    Note: If the Job Title in the Job Field indicates "No Job Required" the Research Foundation Title would be "Project Support Specialist" and this title will then need to be cross walked to the employment category of O*Net Occupational Classification of "Business Operations Specialist"
    1. Insert the following columns:
      1. Job Title
      2. Job Title to use
      3. O*Net Classification
    2. For the Job Titles include the information from the Award/Project/Task Employee list (Screen ID - PER10) drill down Admin box and crosswalk the job titles
  6. Use the excel spreadsheet with the information gathered from the Award/Project/Task Employee list (Screen ID - PER10) to report the applicable expenditures for the Form B reporting requirements. These expenditures should be summarized and subtotaled:

An alternative to obtain data for the required expenditures for Form B

  1. Generate from the Oracle Applications the RF Salary Sum Report under the responsibility of ORG Grants Inquiry or ORG OGM Billing Specialist.
  2. Produce an excel spreadsheet with the information gathered from the RF Salary Sum Report to report the applicable expenditures for the Form B reporting requirements. These expenditures should be summarized and subtotaled:
    1. Enter the summary of Employment Category names (this "Title" will then need to be cross walked to the employment category using the O*Net Occupational Classification system of the US Dept. of Labor's Employment and Training Administration (Guidance for using the O*Net Website) in a column "Employment Category".

      Note: For IFR personnel if the Title is blank the Research Foundation Title would be "Project Support Specialist" and this title will then need to be cross walked to the employment category of O*Net Occupational Classification of "Business Operations Specialist"

    2. Enter the total number of employee's that fall into each of the Employment Categories listed for the award (refer to form A for original Employment Category figures, determine if changes required and make any necessary adjustments) in a column "Number of Employees".
    3. Enter the total number of hours worked by all employees by each Employment Category
      1. Refer to Form A for original Number of Hours Worked by Employment Category
      2. Refer to campus source document for number of hours worked under the contract by Employment Category
      3. Estimate the number of hours worked by Employment Category
    4. Enter the subtotal dollar amounts (Employee Salary and Fringe Benefits) in the "Amount Payable Under the Contract" column.

Form B - State Consultant Services Contractor's Annual Employment Report Instructions

  1. Log into PI Award Interface (PIAI)
  2. Select "Admin Inquiry" and select by Award/Project/Task
  3. Enter the Award Number

    Use this as guidance to complete Form B (FORM B TEMPLATE.doc)

    Form B field:

    Enter The Following:

    Report Period

    The NYS fiscal year period


    Contracting State Agency Name

    The name of the state agency to which you are submitting the proposal

    Agency Code

    Leave blank

    Contract Number

    Leave blank

    Contract Term (from and to)

    Enter start date and end date of the entire contract


    Contractor Name

    The Research Foundation of SUNY on behalf of <Your Campus Location>.


    Contractor Address:

    Enter your campus location address

    Description of Services Being Provided

    Enter brief description


    Scope of Contract

    Check box that best fits (NACUBO code should be used as guidance)

    The following information can be obtained from the data in the "People Inquiry" as explained above

    Information created on the excel spreadsheet

    Employment Category

    The O*Net occupations for all staff paid by the contract (summarized by O*Net Occupation), including IFR (as appropriate).


    Number of Employees

    Total number of employees (head count) that fall under each O*Net occupation

    Number of Hours Worked

    The total number of hours worked by each O*Net occupation type for the entire contract period. To calculate: FTE x Standard work week x Number of weeks employee is appointed to the contract, then sum all individuals by O*Net occupation type

    Amount Payable Under the Contract

    Total amount paid to each O*Net occupation type. Don't forget to include Fringe Benefit amounts (as appropriate) and F & A amounts (as appropriate)

    Total This Page

    The total of each column appearing on that page (Number of Employees / Number of Hours to Be Worked / Amount Payable Under Contract).

    Grand Total

    The total amount of each column appearing on all pages

    Name of person who prepared this report

    Name of person that completed form


    Preparer's Signature

    Signature.


    Title

    Preparer's title.

    Phone #

    Preparer's Phone number.

    Date prepared

    Date form was prepared.

Reports Submission

Reports that are to be submitted to OSC may be transmitted as follows:

By Mail

NYS Office of the State Comptroller Bureau of Contracts

110 State Street, 11th Floor

Albany, NY 12236

Attn: Consultant Reporting

By Fax

(518) 474-8030 or (518) 473-8808

Change History

 

 

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