SRS Quarterly BA Meeting December 15, 2015 Welcome 9/20/2018 SRS Quarterly BA Meeting December 15, 2015 Welcome Sep-18

New Employees in SRS Annette Decatur – Grants Management Sarah Fread – Accounting Leah Patrick – Accounting

Export Controls Discussion postponed until March quarterly meeting Sep-18

Cost Transfers CTR Forms Updated: Link to forms on SRS Website: http://srs.uc.edu/awards/AwardForms.aspx Updated to change the links on first tab for updated procedures and SRS AD GA agency assignments Sep-18

Cost Transfers The actual CTR forms now reference when links were updated Salary CTR form: Also removed reference to time correction form Sep-18

Cost Transfers Cost Transfer Procedures Updated: Link to procedure on SRS Website: http://srs.uc.edu/Libraries/Policies_and_Procedures/UC_Cost_Transfer_Procedure.sflb.ashx For easy reference, all changes are in RED Please take some time and re-acquaint yourself with these procedures. Sep-18

Cost Transfers Cost Transfer Procedure Update Highlights: Appendix A: CTR Guide Matrix Section 3 CTR FORM - WHEN IS ONE REQUIRED: A new bullet has been added for how to handle canceled and re-established grants due to coding issues. Sep-18

Cost Transfers Canceled and Re-established Grants Continued: Scenario 10 has been added to Appendix A and a salary email template added to Appendix B to provide additional guidance. Appendix A: Scenario 9 added to cover cost sharing: Bottom line, if you are adding a grant to a department fund for cost sharing, SRS is not involved. Sep-18

Cost Transfers Both Appendix A and B now have guidelines / suggestions for PCR comments. Sep-18

Cost Transfers Cost Transfer – Common Issues: Please remove older versions of CTR forms from your computers and use the updated forms on website. Please use Appendix A and B. Most, if not perhaps all, of your situations are covered in these sections and can provide valuable guidance. Please use the email templates in B for the re-allocation requests. Sep-18

Cost Transfers Explanations: CTRs need to be self sustaining should the transaction ever be pulled for review in the future as part of an internal audit, a year end audit, and/or agency audit. The department business administrator has the background of the situation and SRS usually does not so SRS often asks for clarification. Explanations don’t always make sense to someone not involved on a daily basis. Sep-18

Cost Transfers If you have a unique situation that you aren’t sure if your explanation is clear, please call your SRS GA for guidance and/or review before sending the CTR to the PI for approval. Sep-18

Cost Transfers Salary CTRs: If GCC asks you to re-do something and re-send the CTR, please contact the SRS GA first before re-sending to make sure SRS doesn’t have any changes as well. Goal is to minimize the number of times the CTR has to go back to the PI for re-approval Labor History Reports: Please only run the labor for the pay periods being adjusted. Sep-18

Cost Transfers Labor History Reports - Continued: Please include all posting dates since the original pay period to capture everything relative to the pay period. Sample of how the BW selection should be: (LH100E: Labor History Detail by Employee for August and monthly payroll is complete through November) Sep-18

Cost Transfers Bi-Weekly Pay Periods: Effort period on CTR form should be the working days you are adjusting and not the pay dates. The labor history run will be for the pay dates that cover the effort period. For example: An employee started work on a grant on 10/1/2015 and only first pay period needs to be adjusted. 10/20/2015 pay date covers effort period of 9/27/2015 – 10/10/2015. CTR effort period is 10/1/2015 – 10/10/2015. LH100E Selections: Sep-18

Cost Transfers Salary CTRs: Recurring Payment Adjustments – If an accounting string is tied to a recurring payment then effort is 100%. If recurring payment is using cost distribution to allocate salary, then use the appropriate percentage. Most recurring payments use an assigned accounting string. Sep-18

Cost Transfers Non-Salary: Be sure to add all the detail notated in small print on the CTR form for question 1. All CTRs: If your text exceeds the amount of space on the form and you cannot see all of it, please expand the last row. Those sections are not protected so you can expand them. Questions? Sep-18

NIH Notice NOT-OD-15-105 and 16-028 Transition to Subaccounts in FY2016 NOT-OD-16-028 adds Supplements to the mix: All awards issued on/after October 1, 2015, must be issued in a PMS P subaccount.  For non-competing continuation awards and competitive revisions/administrative supplements (Type 3s) issued to domestic awards, the conversion to a subaccount will occur with the first award issued by NIH using FY16 funds. Most accounts will have to close out starting in the FY2016 (10/1/2015-9/30/2016) and a annual FFR sent.

Not a change for Cooperative agreements (U01) or Program grants (P01). NIH Notice NOT-OD-15-105 and 16-028 Transition to Subaccounts in FY2016 Continued… SNAP awards will have automatic carry forward to the next grant account (same segment) Not a change for Cooperative agreements (U01) or Program grants (P01). New Awards and Renewals and Transfers (codes 1, 2, and 7) received during this past year, will not be affected since they have already been awarded under P sub-account.

Identified with a Code type 4 - Extension (Example: 4 R01 HL106190-05) NIH Notice NOT-OD-15-105 and 16-028 Transition to Subaccounts in FY2016 Continued… Identified with a Code type 4 - Extension (Example: 4 R01 HL106190-05)

NIH Notice NOT-OD-15-105 and 16-028 Transition to Subaccounts in FY2016 Continued… SRS Accounting has been proactively setting up both current grant year and the next year to make transition as smooth as possible Allows for PCR’s to be completed as time allows Transition PO’s & other items as time allows Department will still need to make sure all items are in place in order for expenses to hit the newest year (Protocols, Conflict of Interest etc.) New grants will allow pre-award costs

NIH Notice NOT-OD-15-105 and 16-028 Transition to Subaccounts in FY2016 Continued… NIH will still looks at this as one segment even though they are effectively splitting the segment into two parts SRS Acctg. hopes to unilaterally close and report the old grant and to move the balance to the next year. In order for SRS to do this, the grant needs to be clean! Please move all encumbrances and re-occurring payments at least a month before the grant ends.

Additional FFR Guidance from NOT-OD-16-028: NIH Notice NOT-OD-15-105 and 16-028 Transition to Subaccounts in FY2016 Continued… Additional FFR Guidance from NOT-OD-16-028: When a supplement is awarded prior to issuance of the parent’s continuation award, the recipient is instructed to include only expenditure data pertaining to the pooled account in PMS on the Subaccount Transitional FFR.  In this case, the FY16 supplement and parent awards will contain the following term: Recipients are advised to include the following statement in Box 12 of the Subaccount Transitional FFR associated with its FY15 parent grant award: Subaccount Transitional FFR – Per instructions from NIH, this report only contains expenditure data pertaining to the pooled account in PMS. Expenditures from the supplement funds awarded in the PMS subaccount prior to the end date of the period covered by this report, will be included in the next FFR required for this award.

NIH Notice NOT-OD-15-105 and 16-028 Transition to Subaccounts in FY2016 Continued… SRS Accounting will be analyzing existing NIH awards on SAP. First run indicated as many as 93 FFRs required this next year but is a combination of ending competitive segments as well as transitional closeouts.

Questions? Sep-18