COM SRAS presentation for COM Finance IBU January 20, 2016 Susan Stark, CRA, Manager Gina Vessels, CRA, Post-Award Manager

Reconciliation SOP – on the SRAS website – noted as in DRAFT form but is our working procedure Start with a master list of grants each month Use SAP and BW for reference; Line Item Detail from BW View source documents for each item transaction in the shared WBS folder for the current month being reconciled Complete a 3-page checklist for each WBS each month – items of concern noted on a master discrepancy list for analyst follow up Over the last 7 months, average of over 600 grants and 5040 transactions per month reconciled

PI ultimately responsible for compliance with federal or other sponsor policy, University policy He/She must authorize the purchase and charging the cost to the grant (or provide documented delegation to do so) Item must provide benefit to the project – must be a business purpose and the item must be rec’d during the budget period of the grant Sponsor guidelines must allow the purchase

Use of form with approved certification statement – PI or delegate signing this, along with the “received by” date or packing slip, satisfies “business purpose” (received SPA’s approval for this) and documents the benefit to the project Packing slip vs. Date of receipt filled in on procurement form Items crossed out on the form – when to ask for a new form Legibility of scans

Questioning certain items – okay to call us – even if the purchase goes through, doesn’t mean it’s allowable Want to get it right on the front end – avoidance of JVs/cost transfers

Some specific items: Kentucky State Sales Tax – put on a cost center Supplies vs. Equipment – new UG threshold (Are you seeing many computers? No longer requires a specific budget for this) Travel --- proportional splitting of every type of expense Student Travel vs. Employee Travel

Still working on a process for SRM reconciliation More to come

Questions? http://research.med.uky.edu/sras-contact-information