Sponsored Projects Post-Doc Fringe Reversals

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Last Updated: Sep 22, 2025, 10:56 AM

Post-Doc Fringe Reversals

The University payroll system automatically applies the approved fringe benefit rates for each position classification.  However, there is no mechanism in the system to omit fringe benefit charges for employees who are not eligible for benefits.  Currently Postdoctoral Fellows holding a J-1 or F-1 visa are not eligible for university fringe benefits as those persons do not have US residence.  In these instances, a manual entry processed by Accounting Services is required to reverse the fringe benefits for the specific employee. As Fiscal Officer (FO), you play a key role in ensuring corrections are completed accurately, approved properly, and submitted on time.

As FO, your primary responsibilities are:

  • Ensuring correction forms are accurate and complete
  • Ensuring cost transfers are reasonable, allowable, and allocable to your award
  • Submitting a formal request to reverse fringe to the OSPA account assignee on a monthly basis
  • Attaching required supporting documentation

Steps for completing a Post-Doc Fringe Reversal

This should be completed on a monthly basis.

Step1: Complete the Account Correction Form

Required Fields:

  • Reason for correction-Provide justification for correction
    • Provide name of employee, employee’s AIS # and pay period
    • Provide explanation
    • Example: REMOVE FRINGE- Dr. Jane Doe (AIS #1234) MO 03 should not be charged fringe benefits for grant BP 123456. Dr. Jane Doe, a Post-Doctoral Fellow working on this contract, is on a J-1 visa and does not qualify for fringe benefits. The amount should be returned to the account.
  • Budget Purpose-Leave blank
  • Natural Account-Leave blank
  • Object Code
    • Fringe Benefit Object Code Range: 5630-5699
    • Review account flex fields on original transaction if unsure
  • Fiscal Year-current Fiscal Year
  • Amount- amount of expense being corrected
  • Requester Name/Phone/Email-Name/contact information of employee completing the form
  • Fiscal Officer-FO or FO Delegate Signature

Step 2: Attach Supporting Documentation

  • A copy of the payroll cert with original transaction highlighted

Step 3 Route for Approval

  • Submit a formal request with the completed form and attachments to the Grant Account Assignee
  • Once received the OSPA account assignee will:
    • Verify with the International Tax Specialist in Human Resources to confirm whether the employee is not eligible for fringe benefits.
    • Review the account correction form for accuracy and sign
    • Once verified by HR, submit the account correction form and supporting documentation to Accounting Services