November 10, 2011...New GAO Staff: Carol Cubbage, Invoicing/Billing – began Jan 2011 Accounting...
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November 10, 2011 • Grant Accounting o Updates from Grant Accounting o Post Award Advisory Committee o Quick Reference Guide o Replacement of Grant Specific UWRs FMS Category List o Audit Issues o FY11 Single Audit o HHS 2012 OIG Audit Plan o Extra Compensation on Sponsored Projects o Graduate Student Tuition Scholarship – Guidelines for Charging to Grants and Contracts • Sponsored Programs o Announcements-DSP o New Staff o eRA Project o Contract Updates o FDP Survey o Routing
Transcript of November 10, 2011...New GAO Staff: Carol Cubbage, Invoicing/Billing – began Jan 2011 Accounting...
November 10, 2011
• Grant Accounting o Updates from Grant Accounting o Post Award Advisory Committee o Quick Reference Guide o Replacement of Grant Specific UWRs
FMS Category List o Audit Issues o FY11 Single Audit o HHS 2012 OIG Audit Plan o Extra Compensation on Sponsored Projects o Graduate Student Tuition Scholarship – Guidelines for Charging to Grants and Contracts
• Sponsored Programs o Announcements-DSP o New Staff o eRA Project o Contract Updates o FDP Survey o Routing
November 10, 2011
New Staff: Travis Dillavou Josh Cook JoAnn Koskey
Presenter
Presentation Notes
New GAO Staff: Carol Cubbage, Invoicing/Billing – began Jan 2011 Accounting Services annually distributes pertinent FYE information to campus; these two documents can be found at the links included here Year End – 7/1/2010-6/30/2011 is basis for FY11 single audit – make sure accounts are reviewed and necessary adjustments (cost transfer) are complete
Quick Reference Guide for Sponsored Project Expenditures
http://www.uiowa.edu/~fusga/fedawards_quick_reference.pdf
Replacement of Grant Specific UWRs Review of FMS Category Codes Preliminary discussions of new report formats
Presenter
Presentation Notes
Identify problems Considerations for how to roll out new policy/procedures
FY11 Single Audit▪ Beginning December 1st
HHS OIG 2012 Audit Work Plan▪ Colleges’ and Universities’ Compliance with Cost
Principles ▪ Review of Extra Service Compensation Payments Made
by Educational Institutions▪ Recharge Centers at Colleges and Universities▪ Inappropriate Salary Draws From Multiple Universities▪ Cost Sharing Claimed by Universities
Presenter
Presentation Notes
FY10 Single Audit Effort commitments – determine if key personnel are meeting commitments made in the proposal; if not, want documentation showing agency approval. Reminder: if an effort commitment for key personnel changes by more than 25%, expect prior approval from the agency Allowability of specific costs – looking at certain types of costs considered red flags (personal in nature, types of vendors) need to show benefit to the project (type of cost, timing (i.e. ending) or outside of project period) American Recovery and Reinvestment Act (ARRA) Other-Above NSF – Office of Inspector General Grant Accounting Office - Office of Inspector General Department of Education – Office of Inspector General
P&S Flexible Pay Program Must be consistently applied Allocated based on the employee HR
appointment at the time of payment P&S Over Range Performance Award Not allowed on fund 500/510
Other Types of Extra Compensation
Tuition must be allocated to each funding source in proportion to the salary paid
Because grants and contracts begin and end at various times during the semester, some attempt should be made to match the tuition scholarship to each salary payment as the semester progresses. If a grant terminates before the end of the semester, only
a proportionate share of the tuition should be charged to the project.
In cases where a sponsor specifically disallows the tuition costs, the costs must be charged to a non-sponsored project account.
LINE #
FMS CATEGORY 01A DIRECT COST CARRY FORWARD 01B
GRANT & CONTRACT BAL FWD
01C GRANT & CONTRACT RECEIPTS 01E
UNASSIGNED BUDGET
02B SALARIES 04B
WAGES
06B PREMIUM PAY 08B
FRINGE BENEFITS - SALARIES
09B FRINGE BENEFITS - WAGES 10A
CONSULTANT SERVICES
14D ANIMALS AND ANIMAL SUPPLIES 15D
SUPPLIES
21E FACULTY/STAFF/OTHER TRAVEL DOMESTIC 22E
FACULTY/STAFF/OTHER TRAVEL FOREIGN
29H COMPUTER SERVICES 30H
PUBLICATIONS
33H RESEARCH PARTICIPATION COSTS 34H
RENTAL OF EQUIPMENT
35H OTHER 40J
TRAINEE STIPENDS
40K TRAINEE FRINGE BENEFITS 42K
TRAINEE TRAVEL - DOMESTIC
43K TRAINEE TRAVEL - FOREIGN 46C
COSTS CHARGED IN ERROR
47A SUB-CONTRACT SUBJECT TO F&A 57A
SUB-CONTRACT NOT SUBJECT TO F&A
60C EQUIPMENT 65F
MEDICAL SERVICES/INPATIENT
66F MEDICAL SERVICES/OUTPATIENT 70G
ALTERATIONS & RENOVATIONS
74A RENTAL/LEASE OF FACILITY-NONCAPITAL 75A TUITION & FEES 79B F&A 81A RESTRICTED BUDGET 82A YEAR END BUDGET BALANCE TRANSFER 83A UNEXPENDED BUDGET REVERTING 84A UNEXPENDED BUDGET RESTRICTED 85A UNEXPENDED BUDGET CARRYOVER 86A ENCUMBRANCE TRANSFER 87I VOLUNTARY TRANSFER 99Z TOTAL BUDGET AUTHORIZED
Research Administrators Meeting
Thursday November 10, 2011
Division of Sponsored Programs
Announcements
New Staff
DSP Advisory Committee
Upcoming communication projectsCode and award/after the factContract Signature AuthorityInternal Deadlines
eRA Project
OVPR eRA Project
Background Goals
Create integrated, “cradle to grave” research administration system
PI PortalIncrease data quality and reporting capability
Key Participants OVPR
RISDSPCompliance Units – COI, HSO, OAR, EHS
ITS Grant Accounting End Users
Research Administrators Meeting
Thursday November 10, 2011
Contracts Update
Corporate Funded Clinical Trial Kaizen Outcomes
One contract log for all incoming agreements. Request access via [email protected]
PI signatures on agreements are no longer required by DSP
Corporate Funded Clinical Trial Kaizen Outcomes
West campus office hoursICTS (C44B, GH)
L. Jones: Mondays, 2 - 5 p.m.J. Martin: Wednesdays, 9:30 a.m. - 12:30 p.m.
Additional web resources“How To” page:
https://research.uiowa.edu/dsp/how
Contract Routing Forms
If you receive the following notice
“There is at least one contract that DSP is waiting on related to this PI. Please select contract that we have started if it applies to this routing form.”
Please review the options and select the related contract if applicable
MTA & Non-Monetary Agreements Routing Form
After clicking “submit” please print and sign the hard copy routing form, then send the completed form to DSP
FDP SciENCV Pilot Survey
Voluntary data platform to facilitate exchange of ideas, locate individuals with special knowledge and skills, and advance a common understanding of scientific investments
Will include services to facilitate auto-population of federal grant forms
FDP questionnaire is first step in the process to identify useful features of the system
FDP SciENCV Pilot Survey
FDP is seeking input from:Departmental and central
research administratorsFaculty researchers, particularly
those who routinely prepare their own proposals/progress reportsDepartmental and central
research IT staff
Contact Information
Questions: [email protected] (DSP main phone)
Wendy BeaverSr. Associate Director
eRouting
Released to campus August 1, 2011
eRouting websiteAttachment instructionsFAQs
Future Updates
New/Updated Routing form information Shared Credit Personnel Section
eRouting - Shared Credit
Revised shared credit elements and definitions announced to campus August 1, 2011
Fiscal Management Credit
Academic Credit
https://research.uiowa.edu/ovpr/shared-credit
eRouting - Shared Credit.
Fiscal Management - allocated to the Principal Investigator(s) who, if funded, would oversee all or a portion of the funds. Fiscal Management is commonly shared in projects involving team or multidisciplinary approaches, where multiple Principal Investigators have been identified.
to be eligible to assume fiscal-management responsibilities, the individual must qualify as a Principal Investigator (PI) as defined by the University and external sponsor
eRouting - Shared Credit
Academic Credit is allocated to the Principal Investigator(s) and other project Investigators who, if funded, would advance the project’s creative/scientific/scholarly aspects through intellectual contributions – e.g., generating ideas, conducting research or scholarly activities, preparing manuscripts/reports/articles, preparing funding applications, mentoring students, etc.
to be eligible to receive this type of intellectual credit, the individual must be considered an eligible Investigator as defined by the University and external sponsor
eRouting - Personnel
New category and updated definitions announced to campus 10/21/11
PI Co-Investigator Other Personnel
https://research.uiowa.edu/dsp/research-news
eRouting - Personnel
Principal Investigator - Individual(s) charged with a primary leadership role in the project, who will oversee the project funding and/or academic progress
In order to serve as PI, an individual must be eligible to apply for external funding in accordance with UI policy, as described in the University Operations Manual Chapter 17.17(4)(f), Those Eligible to Apply for Research Grants.
eRouting - Personnel
Co-Investigator – The UI Co-Investigator information, formerly optional, will now be required, ensuring a complete eRouting to participating departments/colleges and proper distribution of credit. A Co-I is defined as a senior/key person who will collaborate with the Principal Investigator(s) in the development and execution of the project. A Co-I works in close collaboration with the PI, making critical contributions through a defined and measurableeffort, but assumes no primary leadership role.
eRouting - Personnel
Other Personnel –essential project team members other than PIs and Co-Is, encompassing, at minimum, anyone who is named on the budget or whose biosketch/resume is sent to the sponsor. Examples include UI-based research coordinators, research assistants, research scientists, postdoctoral fellows, collaborators, consultants, visiting scientists, and other personnel responsible for such activities as recruiting human subjects, collecting/analyzing research data, reporting research results, etc.
