TRACKING COVID 19 EXPENSES AND LOST REVENUES Keep

TRACKING COVID 19 EXPENSES AND LOST REVENUES Keep in mind that we are tracking COVID 19 expenses and lost revenue for two reasons: 1) Provide data to Senior Administration as to the cost of COVID 19 2) Collect data in the event we can make a claim under FEMA a. Stringent record keeping requirements under FEMA b. Ensure you are keeping detailed records on everything Project Coded to COVID 19 c. Keep records on other soft costs you’re incurring but are not Project Coding to COVID 19 For example, if you are attending meetings related to the pandemic, keep your calendar records, minutes of the meetings and other documentation that may help in the future. While we are unsure if these costs could be reimbursed, we want to position ourselves in the event we can make a claim.

Colorado State University COVID 19 Tracking Matrix System KFS Attribute Project Code Description COVID 19 Explanation Tracks all COVID 19 related costs in KFS. Exceptions are listed below that will be tracked through other subsystems. See Footnote (1) for specific information about Payroll Expenses for time actually worked on tasks specific to COVID 19. Oracle Element Critical Services Pay Tracks costs for employees (approved in advance to be eligible) who are receiving additional pay to work either on-campus or face-to-face. ** Do not reclassify in KFS** Time Clock Plus Element Child Care FML Tracks employees who are unable to work due to childcare responsibilities. ** Do not reclassify in KFS** Time Clock Plus Element Insufficient Work from Home Tracks employees who are unable to work remotely or have no work available. ** Do not reclassify in KFS** Time Clock Plus Element Emergency Paid Sick Leave Tracks Employees who are unable to work due to having or caring for a family member with COVID 19. ** Do not reclassify in KFS** Banner Description COVID All regularly used detail codes where a credit or a refund is being issued specific to COVID-19, the document field is being populated with COVID. Ex. Housing and Dining credits, Rec. Center credits, Financial Aid payments, Hardship payments, Childcare credits. KFS - CARES Act Grant N/A CARES Act grant sudent aid will be paid out of Acct #6423050 by the Office of Financial Aid. KFS Object Code 6236 - COVID 19 Supplies Originally set up to track supplies related to COVID 19. Was changed to Project Code and will be closed when all entries are moved to Project Code COVID 19. *Please do not use this Object Code* KFS Object Code 6736 - COVID 19 Services Originally set up to track services related to COVID 19. Was changed to Project Code and will be closed when all entries are moved to Project Code COVID 19. *Please do not use this Object Code*

Footnote to Tracking Matrix Clarification for Tracking Payroll Costs: EMPLOYEES WORKING ON TASKS SPECIFIC TO COVID 19 – For employees working on tasks or duties specifically related to COVID 19, please Project Code the costs related to these hours by using the KFS IAA document. NOTE: Time related to tasks that your employees already did and are now just doing them differently because of COVID 19, should not be Project Coded. EMPLOYEES WORKING ON RESEARCH SPECIFIC TO COVID 19 – If you have Research being done on COVID 19 that is INTERNALLY funded by CSU, please Project Code the costs related to these hours by using the KFS IAA document. If the research is EXTERNALLY funded, do not Project Code the work as COVID 19. EMPLOYEES NOT WORKING - If you have employees who are not working due to COVID 19, do not Project Code these hours. They are already being recorded in Time Clock Plus as noted in the table above.

Year End Update! The Year End Calendar / List of Critical Dates will be Published on or before May 1, 2020. Watch for a Bus_Fin list serve email and for a posting on the BFS Home Page