How Grant/Research Administrators and OSR Can

Work Together Better

How Grant/Research Administrators & OSR Can

Work Together Better

Brian CollierAssistant Director of Award Management

Assistant Director of Financial Reporting & Cash Management

Jenifer Gwaltney

Proposal Preparation

Negotiate and Execute

Award

Set Up Award

Perform the Work

Monitor Activities

Invoicing and

Reporting

Close-out Award

Find Funding

Lifecycle of an Award

4

Award Setup

• What are some things needed to setup an Award?– Proposal– Scope of Work– Budget– Budget Justification– Subrecipient Information (as needed)– Compliance Documents (as needed)

• IRB• IACUC• COI

5

Award Setup

• Intergration of RAMSeS data into ConnectCarolina• Assignment of Project ID (fund, source & department)• Budget Setup• Letter of guarantee

– Requested via current financial guarantee form (RAMSeS)– If approved, Project ID will be created with zero dollar budget– Budget will be set to track w/o budget– Award, contract, and budget will be established once agreement is

executed to allow for invoicing

6

Monitor Activities

• Terms and Conditions– Award– Sponsor website

• ConnectCarolina– Budget overview

• Infoporte– OSR ledger rollup– Transaction– Grant Profile

7

Monitor Activities

Common Reasons for Budget Errors– Budget date out of bounds

• Expiration of KK date (non-personnel)• Expiration of project end date

– No budget exists• Incorrect Chartfield string

– Exceeds budget tolerance• Insufficient budget balance available

– Invalid Project ID• Project status is closed• Absence of PC Business Unit or Activity ID

8

Monitor Activities

• Award Transactions Reviewed by OSR (Workflow)– Subcontract– Consulting– Trainee– Foreign travel– US travel > $5000– Study subject– Participant support– Equipment– Cost transfers greater than 90 days– Residual transfers– Payroll actions– Requisitions

9

Monitor Activities

Epidemiology – Disbursement for Scientific Supplies from Sponsored Award for Research

Business Unit Fund Source Account Dept ID

UNCCH 25210 49000Federal

537110 463500

PCBusiness Unit Project ID PC Activity ID

CHOSROSR Project Costing BU

5033746FRS 5-33746

1“1” for C&G Project IDs

10

Monitor Activities

Epidemiology – Disbursement for Scientific Supplies from Sponsored Award for Research with cost share

Business Unit Fund Source Account Dept ID

UNCCH 20101 12001Academic

Affairs

537110 463500

PCBusiness Unit Project ID PC Activity ID

CHOSROSR Project Costing BU

5033746FRS 5-33746

1“1” for C&G Project IDs

11

Monitor Activities

• Processed via voucher• Change in account usage for processing payments to

accommodate appropriate F&A calculation• Invoices for the first $25,000 of a subcontract under

MTDC or all if under TDC– Charged to account 569461 is subject to F&A

• Invoices for the remainder of a subcontract– Charged to account 569486 is not subject to F&A

• What do I do if I used the wrong account code?– Complete and submit account change form to

Disbursement Services

Recording Subcontract Expenses

12

Monitor Activities

• Budget Revisions– Submit via Infoporte– Forms located on OSR website– Ensure forms include• Budget Justification• PI signature

- Verify F&A- May require Sponsor approval• Written request

13

Invoicing and Reporting

• Automatic billing in batch process• All transactions must be entered in a timely

fashion to the sponsored project, as invoices are created from posted expenses

• Relationship between ConnectCarolina sub modules and project costing

14

Invoicing and Reporting

Grants Management (GM)

Accounts Receivable

(AR)

Contracts (CA)

Billing (BI)

Project Costing (PC)

• Accounts Payable (AP)• Purchasing (PO)• General Ledger (GL)• Time & Labor (TL)• Student Financials

Human Resources

(HCM)

General Ledger (GL)

Commitment Control (KK)

Personnel data

Award dataProjects and Budgets

Grants transactions

Grants transactions

Revenue and F&A

Billed data

LOC and Invoicing

Budget data

15

Invoicing and Reporting

• Delays in Invoicing and Reporting– Reconciliations• Infoporte• General ledger

- Expenditures not posting to project- Expenditures out of alignment with approved

budget- Supporting documentation required• Itemization

- Additional Sponsor requirements

16

Closeout Award

• Notice of Termination Reply (NOTR)– Submitted through RAMSeS and routed to OSR– Opportunity to certify final balances– Use OSR Ledger Rollup for a closed month to

complete NOTR– Should only include actions that have been initiated

and are supported with documentation– Subject to review by auditor during site visits

17

Questions?

• Award Management Questions?Program Administrator assignments can be

found on the OSR website under Award Management Staff

• Reporting or Invoicing Questions?Financial Reporting Team Lead assignments can be found on the OSR website under

Financial Reporting Staff

18

Questions?

Questions?

1919

Find slides, parking lot questions and other materials on ccinfo.unc.edu

For After the Conference