Weekly Administrator Meeting July 19, 2017 Dean’s Office Christy Anderson, Associate Dean for Administration Research Administration Jim Geddes, Vice Dean for Research Alan Daugherty, Sr. Associate Dean for Research Susan Stark, Manager, SRAS Mary Gay Whitmer, Pre-Award Manager, SRAS Julie Combs, Post-Award Manager, SRAS

Agenda FES Accounts E-accounts Cost Share and Funding NIH F-RPPR

Agenda FES Accounts E-accounts Cost Share and Funding NIH F-RPPR

Historic use of FES Accounts Before incorporating the use of month to month cost allocations for faculty, FES would prorate any percent allocated to the FES account over the entire fiscal year. There was no way to determine what period the FES effort was intended for or to prohibit retroactivity when changes occurred. FES accounts were occasionally used as placeholders.

Current use of FES Accounts FES accounts should only be used for future budget periods on existing or new awards. FES accounts should show encumbrances, not actual charges. Cost distributions should be updated before the start date of the grant budget period. If a new award or new budget period is delayed, the WBS element should be established or extended in expected status (E-account).

Monitor and update FES T-code - ZCOSOBJ

Agenda FES Accounts E-accounts Cost Share and Funding NIH F-RPPR

E-Accounts WHAT is it? Why is it needed? An account set up in advance of receiving a finalized sponsored project award notice and prior to the work commencing Why is it needed? Allows PI’s to begin scope of work Allows for proper distribution of salary for employees working on project Allows for processing of pro-card, PRDs and purchase orders Helps avoid journal vouchers and retro-active payroll adjustments once award is received With payroll confirmation quarterly, a project statement will not be generated for the PI if e-account not used but PI is actively working on it An Equal Opportunity University

E-Accounts – How to request Five steps e-IAF (submitted at proposal) with pre-award costs checked Request for Revision/Action form PI and Chair/Director must approve Statement of responsibility Include a statement that the department accepts the responsibility for the all expenses posted to the e-account if the award is not received Budget Include any dollar limit imposed by the department/center on the amount of budget allowed until the award is received Conflict of Interest Complete COI disclosures and training for all personnel working on the project who are responsible for design, reporting or conduct of research Alternatively an e-mail may be submitted to the RA with the above information and the approval of the PI and Chair/Director An Equal Opportunity University

E-Accounts Exclusions from e-accounts: Industry sponsored clinical trials cannot be set up as e-accounts due to the requirement for an indemnity agreement Important information: Know the correct functional area Know if it contains federal funds Have reasonable assurance of the start date of the award Know the correct department number What is the down side? In the extremely unlikely event that the award is not received, the department must pay for the expenses incurred to date If the start date is not correct and the sponsor denies a request to cover pre-award costs, the department must pay for the expenses incurred prior to the start date If the important information items are incorrect, a new account set-up may be required An Equal Opportunity University

FES Default Cost Centers In series of cost centers 10137XXXXX No budgets assigned Functional area is instruction Must have zero balance at year-end Once needed to allow as a place holder when FES was annualizing effort Each faculty member’s cost distribution may fluctuate on a monthly basis in the FES system just as a staff member’s distribution may be adjusted per pay period Is the use of these cost centers still appropriate? An Equal Opportunity University

E-accounts https://www.research.uky.edu/ospa/info/docs/E-account.pdf

Agenda FES Accounts E-accounts Cost Share and Funding NIH F-RPPR

Cost Share Reporting What is the cost share commitment for my grant? Reference the Cost Share Information Form (CSIF) attached to your PADR or the cost share tab on GMGRANTD. If you are still unsure or need more information, please contact your CGO or Research Administrator in the Office of Sponsored Projects Administration (OSPA) for further explanation of the commitment How do I post an expense in SAP as cost sharing for my grant? A combination of the grant/WBS element number and cost share fund must be used to post an expense in SAP. Any charges that are to be cost shared, whether through payroll, PRD, journal voucher, etc. must be posted to the grant/WBS element and cost share fund. The external fund (sponsor) will always be the default, so the user will need to override (manually update) the fund to the appropriate cost share fund in order to charge the expense as cost share. After the cost share fund has been entered, hit the enter button to save the change. http://www.uky.edu/ufs/sites/www.uky.edu.ufs/files/bpm/E-50-2.pdf http://www.uky.edu/ufs/research-financial-administration

Cost Share Reporting How do I determine the cost share fund for my grant? Using t-code, GMGRANTD, enter the grant/WBS element number and then click on the Dimensions tab. Look for the fund beginning with 001189…. Looking across the row, there will be a checkmark in the cost sharing column and "cost share" will be part of the description How many different cost share funds are there? The cost fund assigned to the grant is directly related to the campus area that is responsible for funding the cost share. Below is a list of the cost share funds being used in SAP: 0011890000 – Fiscal Affairs/IT Cost Share 0011890100 – Research Cost Share 0011890200 – Medical Center Cost Share 0011890300 – Provost Cost Share 0011890500 – Administration Cost Share 0011890600/01 – WUKY Cost Share http://www.uky.edu/ufs/sites/www.uky.edu.ufs/files/bpm/E-50-2.pdf http://www.uky.edu/ufs/research-financial-administration

Cost Share – NIH Salary Cap Know the cap!!! https://grants.nih.gov/grants/policy/salcap_summary.htm The cap is applied on a month to month basis.

Cost Share – NIH Salary Cap

Cost Share Funding How do I find expenses posted to the cost share fund for my grant in SAP? Use transaction S_ALN_01000003 with variant EXP ONLY CS and the grant number to find the expenses posted to the grant’s cost share fund. How do I prepare a journal voucher (JV) to fund my cost sharing expenses? Several general ledger (g/l) accounts can be used for funding cost sharing, depending on the type of expenses that have been incurred. Each is classified as a “transfer” g/l as the journal voucher is transferring budget from the cost center to the grant’s cost share fund. See below: Salaries 750510 DR Cost Center Benefits 750515 DR Cost Center Current Exp 750520 DR Cost Center Salaries 740510 CR Grant/ WBS & Cost Sharing Fund Benefits 740515 CR Grant/ WBS & Cost Sharing Fund Current Exp 740520 CR Grant/ WBS & Cost Sharing Fund The debit entry will be to the cost center from which you are moving the funds and will use the 750XXX g/l account. The credit entry will be to the grant & cost share fund and will use the 740XXX g/l account. Be certain to manually update the fund associated with the grant to the appropriate cost share fund (001189XXXX….) as it will default to the external (sponsor) fund.

Cost Share Funding You can set up automated cost share funding: Contact SPA with a cost center to automatically fund your cost share each month. Caution: If you have faculty from other units with cost share on your grants, their cost share will be funded by your default account. You will need to JV the funding to their unit unless you’ve agreed to pay it.

Agenda FES Accounts E-accounts Cost Share and Funding NIH F-RPPR

Final-RPPR (F-RPPR) Just a Little Background: RPPR = Research Performance Progress Reports NIH F-RPPRs are typically due 120 days after a project end date As of January 1, 2017, new online module for F-RPPR submission Similar to Annual RPPRs…

RPPR vs. F-RPPR RPPR Accessed through link on Commons Status screen Reporting of unobligated balance (SRAS report) Participant effort reporting (SRAS report) F-RPPR Accessed through link on Commons Closeout Status Screen (“Process Final RPPR” Link) No unobligated balance reporting Participant effort reporting (SRAS report)

COM SRAS Assistance with F-RPPRs Accessed through link on Commons Closeout Status Screen Participant effort reporting (SRAS report) Review of F-RPPR COM SRAS Assistance Instructions on website (and on following slide) Contact your GPS for the participant effort levels report Contact your GPS

F-RPPR Links NIH F-RPPR Instructions https://era.nih.gov/erahelp/commons/Commons/status/closeout/Final_RPPR.htm Who is My GPS? https://research.med.uky.edu/sras-department-assignments How Do I Contact My GPS? https://research.med.uky.edu/sras-contact-information

COM Weekly Research Update Recent Article on F-RPPR https://research.med.uky.edu/news/new-f-rppr-available-era-commons Questions?

The End Research Administrators meeting Third Wednesday of Each Month Next meeting: August 16