Sponsored Project Training Program Sponsored Project Training Program Post Award Grant Lifecycle Post Award Grant Lifecycle and Tools and Tools October 12, 2011 October 12, 2011 Jennifer Gagnon & Sudha Ramaswami Jennifer Gagnon & Sudha Ramaswami Sponsored Project Training Program 1
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Sponsored Project Training Program Post Award Grant Lifecycle and Tools October 12, 2011 Jennifer Gagnon & Sudha Ramaswami Sponsored Project Training Program1.
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Sponsored Project Training ProgramSponsored Project Training Program
Post Award Grant Lifecycle and Post Award Grant Lifecycle and ToolsToolsOctober 12, 2011October 12, 2011Jennifer Gagnon & Sudha RamaswamiJennifer Gagnon & Sudha Ramaswami
Sponsored Project Training Program 1
ObjectivesObjectives• Recommend effective and efficient
post-award grants management practices
• Ensure all grants are ready to be closed and reported on by 30 days after grant end date
• Reduce compliance risks related to cost transfers and late reports• Promote use of advance accounts • Proactive PurCard management
queries, and pages (tools) for effective grants management
• Review best practice of how and when to use these tools
• Discuss resources available for interpreting the data
Sponsored Projects Training Program 3
Grant lifecycle topicsGrant lifecycle topicsBrief overview of general grants
management topicsBest Practices in post award
◦Setup◦Management◦Closeout
Sponsored Projects Training Program 4
Post-Award Best PracticePost-Award Best PracticeAward SetupAward Setup• Choosing the advanced account route• Upon the setup of the chartstring
SPA will notify the PI, department administrator, and Dean’s Office
• Department administrator should meet with the PI to discuss the following: Start date of research and Pre-award spending Personnel expending effort on the grant
Compare committed effort to actual effortEnsure there are no reductions in effort greater than
25% or absences of more than three months Must make changes to any applicable distribution forms
• Grant cost share requirements Use faculty workload form/routing form to determine the
funding source for cost share commitment Change applicable distribution forms Contact Dean’s Office for budget transfer to cost share
chartstringSponsored Projects Training Program 5
Advance Accounts (AA)Advance Accounts (AA)Formerly called Guaranteed FundingPolicy drafted & circulated for public
commentNew policy & process training in DecemberDevelop advance account memo upon
notification of funding from sponsor Collaborative effort between the PI and department
administrator Allows SPA to create a chartstring in PeopleSoft
AA requests must be routed through InfoEd prior to set up in PeopleSoft
Sponsored Projects Training Program 6
Pre-Award SpendingPre-Award Spending• Some sponsors allow for pre-award
spendingSpending up to 90 days prior to award start date
• Pre-award spending memoMust obtain and complete a pre-award spending
memoWork with appropriate post-award administratorhttp://www.uvm.edu/spa/?Page=formslibrarychart.h
tml
Sponsored Projects Training Program 7
Post-Award Best PracticePost-Award Best PracticeAward ManagementAward ManagementKey considerations in award
managementPerform on a monthly basis:
Run the Project Monthly Budget Report for all departmental grants
Monitor for overdrawn or over encumbered projectsReview expenses for allowabilityProvide PIs with a copy of the reportsReview and resolve all budget checking errors
Use either the Closeout Report or query “UV_GM_KK_ERRORS_ALL” (financial module)
Review and submit all journal entries awaiting submission or posting Use either Closeout Report or query
“UV_RC_GL_JE_NOT_SUBMITTED” (financial module)
Sponsored Projects Training Program 8
Award Management Award Management (cont.)(cont.)• Perform on a quarterly basis:
Run the Closeout Report for all departmental grantsEnsure personnel are not distributed past end date of
grant Use query “UV_DIST_PAST_PROJECT_END_DATE”
(HR module)Compare committed effort to actual effort
For both the PI and key personnel Ensure no reductions of greater than 25% or
absences of more than three monthsMeet with PI to review grant budget status, effort,
and upcoming quarter plansMake prospective distribution changes as necessaryRun Cost Share Summary
• Ensure cost share commitments are met (including third party)Sponsored Projects Training Program 9
Understand and apply specific award, sponsor, and federal regulations and University policy
Reallocate only allowable costs to sponsored project chartstrings
Reallocate PurCard expenses to the correct chartstring by the University deadlines to avoid future cost transfers
Change the default chartstrings for PurCards at the time of closeout of a grant.
Sponsored Projects Training Program 10
Prior ApprovalPrior ApprovalSponsor prior approval is often required for
the following situationsPI or key personnel reduction of committed effort
by 25% or more Ex. If committed effort was 20% but the actual effort is 12.5%
this represents a deviation of 37.5%
The 3 month absence of a PI or key personnel from grant
Change in scope of the projectSignificant changes in the project budget
See individual award documents for specific guidance
Deviation from award terms and conditionsAll sponsor requests for prior approval
should be routed through Sponsored Project Administration
Sponsored Projects Training Program 11
RebudgetingRebudgetingMay request rebudgeting as needed
See award document or contact post-award administrator to determine if prior approval is required by sponsor
Department administrator should contact post-award administrator for rebudgeting in PeopleSoft
Sponsored Projects Training Program 12
Budget Checking ErrorsBudget Checking Errors
Sponsored Projects Training Program 13
Budget Checking Error Name
Ledger Group
When does this occur?
Budget Date out of Bounds SP_CHILD2 In salary, fringe, and operating transactions that are budget checked more than 30 days after the end date of a project period.
No Budget Exists SP_CHILD2 In salary, fringe, or operating transactions when the chartstring used in the transaction is not set up in Commitment Control.
Exceeds Budget Tolerance SP_PARENT When a project is overdrawn or over encumbered.
Budget is Closed SP_PARENT Only if a project is closed in budget definitions in KK. The project is closed in KK upon completion of the final financial report.
Budget Checking ErrorsBudget Checking Errors
Sponsored Projects Training Program 14
Budget Checking Error Name
Process to resolve errors
Budget Date out of Bounds
Verify you are charging the correct chartstring. If so and expense was incurred before the grant ended and the final financial report has not yet been submitted, please provide backup documentation to the post award administrator. Error will be overridden if appropriate.
No Budget Exists Verify you are charging the correct chartstring. If the chartstring is valid and the expense is appropriate and allowable, ask the post award administrator to create a $0 budget. If the chartstring is invalid or the expense is unallowable, correct the chartstring and budget check the transaction again.
Exceeds Budget Tolerance
Review award and work with the post award administrator to determine best course of action if future funding is expected or encumbrances are incorrect. In most cases, the transaction should be allocated to a different chartstring and budget checked again.
Budget is Closed This error should occur only on projects that have already been reported to the sponsor. The chartstring should be changed on the transaction.
Post-Award Best Practice Post-Award Best Practice Award CloseoutAward Closeout• SPA will notify departments of grants ending
within 90 days on a monthly basis Department administrators meet with PIs to discuss:
Closeout process Cost share activities Assist with a no cost extension if needed
Sponsored Projects Training Program 15
Award Closeout (cont.)Award Closeout (cont.)Closeout Timeline:
30 days prior to grant end date: Run Closeout Report Review expenses to ensure they are allowable Review all salary expenses for allowability, allocability,
reasonableness, consistency Use query “UV_PAY_ERN_DIST” (HR module)
Notify internal billers of any chartstring changes Change default chartstring for relevant Purcards and expense
reports Resolve budget checking errors
Use either the Closeout Report or query “UV_GM_KK_ERRORS_ALL” (financial module)
Contact Procurement Services to close all operating encumbrances
Ensure cost share commitments will be met (including third party)
Sponsored Projects Training Program 16
Award Closeout (cont.)Award Closeout (cont.)Closeout Timeline (cont.):
20 days after grant ends: Run Closeout Report and resolve any remaining issues
30 days after grant ends: Confirm with SPA that grant is ready to close and the final
report is ready to be completed
• Sponsored Project Administration prepares and submits final financial report to sponsor and soft closes award to prevent additional transactions from posting
Sponsored Projects Training Program 17
PeopleSoft ToolsPeopleSoft ToolsWhat you should know . . . What you should know . . . Basic understanding of sponsored
General use◦ Review monthly for budget vs. actuals,
encumbrances, and possible unallowable expenses
The report can be run to excel and therefore the data may be manipulated for personal reports
Sponsored Projects Training Program 22
PMBRPMBR
Sponsored Projects Training Program 23
PMBRPMBRRecommended use
◦ Check the ‘Financial Data in XLS’ option and in the output filter for Possible unallowable expense categories Expenses that require possible prior approval
Equipment Foreign Travel
◦ Review for possible rebudgeting See NGA for restricted items Work with PI and PAS administrator for those items
requiring prior approval◦ Check salary distributions and fringe
Review PI and key personnel committed effort Work with PI and PAS administrator for those items
requiring prior approval
Job Aid - http://www.uvm.edu/hrs/?Page=skills/manuals/financialreporting.html Sponsored Projects Training
Program 24
PMBRPMBRReport use frequency - monthly It is important to note that the payroll
encumbrances are through UVM’s fiscal year-end (June 30) only, which typically does not match the award end date.◦ Payroll expenses should be projected through the
award end dateThis report captures only those transactions
that have been posted to the General ledger (GL). ◦ Any transaction that has been budget checked but not
posted will not be reflected here. SPA prepares interim financial reports and
invoices based on actuals posted to the GL at the end of a specific accounting period◦ PMBR will reconcile to these reports and invoices
◦ Great tool to review the individuals and the salary on a project
Quick things that can be used to check using this query◦ People distributed to this project/chart string◦ Dollar amount per person◦ Type of pay received (vacation, overtime, etc)◦ Check against Monthly Budget Report – Projects
In order to reconcile with PMBR, the period has to be closed to ensure payroll is posted.
Link to the job aid: http://www.uvm.edu/hrs/skills/manuals/queries.pdf
Query can assist with trouble shooting information in PMBR
◦ Lists all budget checking errors as of a particular date
◦ Used by GCA in contacting you to clear certain budget checking errors
◦ Extremely useful during closeouts and at year end
◦ Use this query instead of the project closeout report to get a list of all budget checking errors for all grants in your unit
Can be run by transaction type – Salary journals, regular journals, expense reports or for a particular ledger group – SP_CHILD2 or SP_PARENT for grant related budget checking errors
Run monthly to review and resolve budget checking errors
General use◦ Basically an expenses only version of the
Monthly Budget Report – Projects
Monthly Budget Report - Projects includes the details in this query plus budget information. We recommend that you use the PMBR in place of this query.
ConclusionConclusion Through pro-active award management and use of
advance accounts:◦ Virtually eliminate the use of departmental suspense for
actual salary/benefits expenses ◦ Significantly reduce retroactive salary distribution changes◦ Ensure all grants are ready to be closed out and reported
on by 30 days after grant end date◦ Reduce compliance risks related to cost transfers and late
reports
• Recommended PeopleSoft reports, queries, and pages (tools) for effective grants management
• Reviewed best practice of how and when to use these tools
• Discussed resources available for interpreting the data