Grants and Contracts Office Post-Award Administration

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Presentation transcript:

Grants and Contracts Office Post-Award Administration Kay Williams, Director

Agenda Demographics NSF IG Labor and Effort Audit A-21 Federal Cost Principles for Labor Web-based Semi-Annual Expenditure Confirmation System American Recovery and Reinvestment Act of 2009 (Economic Stimulus) What is New in Decision Support What Else is Ahead?

Eight Year Trends in Sponsored Expenditures Funding

FY08 Sponsored Project Expenditures by Function Urbana Campus Program Total Research 323,587,492 Public Service 55,722,247 Scholarships/Fellowships 28,624,134 Instruction 4,890,269 Academic Support 4,109,531 Student Services 2,053,026 Institutional Support 1,175,972 Others 288,981 420,451,651

FY08 Expenses by Funding Source Urbana Campus Major Sponsor Year To Date Expenditures Year To Date F & A Year To Date Tuition F & A Federal (US) 303,467,118 65,735,559 9,659,306 State (IL) 56,711,879 4,963,045 9,412 Private 37,713,593 5,060,230 953,888 Other Gov’t 14,975,533 2,599,803 192,267 Foreign 7,330,263 842,264 171,438 Other 253,266 35,298 3,608 Total 420,451,651 79,236,199 10,989,919

FY 2008 Sponsored Expenditures Top 9 Federal Sponsored Expenditures by Agency Agency Name Sponsored Research % US National Science Foundation (NSF) $95,421,045 $91,322,136 31% US Health & Human Services (HHS) $67,860,208 $63,797,209 22% US Department of Defense (DoD) $42,497,102 $39,083,994 14% US Department of Education $29,839,919 $2,649,873 10% US Department of Energy (DOE) $23,786,005 $23,386,277 8% US Department of Agriculture (USDA) $18,235,104 $17,386,770 6% US NASA $3,644,401 $3,467,251 1% US Department of Interior $3,279,416 $2,865,382 US Department of Commerce $3,142,137 $1,336,227 Other (20) $15,761,780 $10,818,452 5% Grand Total $303,467,117 $256,113,570 100%

NSF IG Audit of Labor Reporting System Audit scope included FY06 labor data Audit work was performed from November 2006 through October 2007 Audit report issued March 2008 Audit Resolution Memorandum is in draft format Semi-annual Expenditure Confirmation issues Timely review and approval Accountability Questioned costs of $6,329

OMB Circular A-21 -- Federal Cost Principles Semi-Annual Expenditure Confirmations Review monthly payroll expenditures for six month period Charges are complete and accurate with subsequent corrections Payroll charges reasonably reflect the work effort put forth on the project Cost sharing is accurate (if applicable) PI has not been absent for three months or more PI effort not reduced by more than 25% (direct or cost shared)

Web Based Expenditure Confirmations On-line Review and Confirmation Direct Costs and Cost-Sharing Effort Commitments for Sponsored Projects

Who and When Acknowledgements – Design & Development OBFS Business Information Systems Departmental Units (Civil Eng, Coop Ext, Math) UIUC and UIS Grants & Contracts Pilot Semi-annual period ending 12/08 6 UIUC Units (Beckman, Education, NCSA) Reports generated and distributed 2/09 Production Semi-annual period ending 6/09

Users will log in using their Enterprise ID and Password

Overview screen – Work List Select Grant

Direct Expenditures Summary of Salaries/Wages & Other Direct Costs Drill down to detailed transaction data Option to attach documents

Other Direct Costs-Totals by Account Type Drill down to detailed transaction data Export detailed transaction data to Excel

Other Direct Costs – Drill Down

Salaries and Wages By Summarized By Payee Drill down to detailed transaction data Export detailed transaction data to Excel

Salaries and Wages – Drill Down Pay Periods Listed % effort or # hours

Option to attach documents Cost Sharing - Contributed Effort Option to attach documents

Principal Investigator - Confirmation

Principal Investigator - Confirmation Statement Clicking on the “I Confirm” button is the equivalent of submitting a signed paper confirmation report form.

E-mail Reminders – System Generated Pre Due Date Reminders Administrative Designated Reviewer (Admin DR) Principal Investigator (PI) Overdue Reminders 1 Day – PI & Admin DR 2 Weeks – PI & Admin DR 4 Weeks – PI, Admin DR, & Dept Head 6 Weeks – PI, Admin DR, & Dept Head 7 Weeks – PI, Admin DR, Dept Head, & Dean 8 Weeks – PI, Admin DR, Dept Head, & Dean 9 Weeks – PI, Admin DR, Dept Head, Dean, & OVCR Weekly thereafter until confirmation report is submitted

OBFS Policy Section 16.1.3 – Compensation for Personal Services Charged to Sponsored Projects http://www.obfs.uillinois.edu/manual/Urbana/se16-1-3.html

American Recovery and Reinvestment Act of 2009 (Economic Stimulus) One time funding Quick start activities Separate CFDA numbers Quarterly reporting No later than 10 days after end of quarter Funds obligated and expended Unobligated balances Description of projects/activities Completion status of projects/activities under award Number of jobs sustained, jobs created Detailed information on sub-awards

American Recovery and Reinvestment Act of 2009 (Economic Stimulus) Funding Existing ranked proposals New solicitations for proposals OVCR web page with links to Federal agencies http://www.research.illinois.edu/LSP/content/StimulusUpdate/Default.aspx OSPRA – E-mail notices of new programs OVCR & OSPRA are working on a campus DDDH memorandum

Decision Support – Data Marts/EDW DM – Finance Grants Lifecycle – The purpose of this universe is to allow users to look at the ‘lifecycle’ of research from end to end.  Combines UIeRA (pre-award) information with Banner Grants (post-award) information at the level of one row per proposal/grant.  This is summarized data only. DM – Finance Grants Summary – The purpose of this universe is to allow users to look at Grant data summarized by fund thus providing a manageable overview of the data. The universe contains one row per Grant per Fund.  This is summarized data only. EDW – Finance Grants ITD – The purpose of this Universe is to list grants and grant transaction dollars: Budget, Revenue, Expense, Encumbrance, Reservation http://www.ds.uillinois.edu/web/Home/Metadata/UnivInfo.aspx

What Else is Ahead Grants Accounts Receivable Report (Summer 2009) Web-based Confirmations (6/30/09 period) Multi-year Encumbering (Jan 2010) Web-based Anticipation Account Request (TBD)

Questions?