SRS Quarterly BA Meeting June 25, 2015 Welcome 9/21/2018 SRS Quarterly BA Meeting June 25, 2015 Welcome Sep-18

New Employees transferring into SRS Erin Grant Kim Girling Vernon Ferrell

NSF Audit Issues The National Science Foundation (NSF) recently released two audit reports questioning more than $1.6 million in salaries of senior personnel that exceeded the two months of proposed salary allowable under NSF’s policy. The Office of the Inspector General (OIG) at the NSF is stating explicitly: inclusion of summer salary in the list of current and pending support is insufficient to document program officer approval of additional pay. The request to exceed two months must be included in the budget support documentation and specifically approved by NSF in the award notice. NSF has said costs allowable if prior approval was given. UC Grants Division can provide approval for UC.

NIH Notice NOT-OD-15-105 Transition to Subaccounts in FY2016 Most accounts will have to close out starting in the FY2016 (10/1/2015-9/30/2016) and a annual FFR sent. 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 (codes 1 and 2) received during this past year, will not be affected since they have already been awarded under G sub-account.

Identified with a Code type 4 - Extension (Example: 4 R01 ES00669-23) NIH Notice NOT-OD-15-105 Transition to Subaccounts in FY2016 Continued… Identified with a Code type 4 - Extension (Example: 4 R01 ES00669-23) 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 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 Our hope is to be able to unilaterally close and report the old grant and to move the balance to the next year. In order for us to do this, grant needs to be clean! Please move all encumbrances and re-occurring payments at least a month before the grant ends.

Close Out Letters to come by e-mail The following grant is scheduled to end as of 07/31/2015. Please take the steps outlined below.   Award Name: The Best Award Ever Grant Number: 1011699 Budget Period: 01/01/2014 to 07/31/2015 Principal Investigator: PI KING Total Award Amount: $ 384,798.62 Mandatory Cost Share Amount: $ 0.00 Trackable/Non-Reportable Cost Share Amount: 0.00 Sep-18

Close Out Letters to come by e-mail For non-competing renewals, review protocols for upcoming expirations and complete any required interim progress/technical reports. Review award for possible extension and contact the appropriate Sponsored Research Services, Grants Management Division Grant Administrator if necessary. Review open encumbrances. Complete final purchases. (Note: Equipment purchases normally cannot be made within the last 30 days of an award.) Identify future funding sources for existing personnel on the award and process PCRs as appropriate. Review existing Labor Verification Forms and submit any outstanding certifications to Government Cost Compliance. Review award for required cost sharing information and verify that it has been documented in the accounting system (if applicable). Process entries to record cost sharing if applicable. Request confirmation letters from third party contributors if needed. For awards shared by more than one department and/or multiple investigators, the primary Principal Investigator (PI) or designated business person must insure coordination of the close-out related items ,including, but not limited to, communication of balances, overdrafts, and transfers. Verify that Final Invention Statements, Final Equipment Reports and Final Technical Reports are being prepared (if applicable). Sep-18

Close Out Letters to come by e-mail The following grant has ended. In order for the SRS Accounting Division to proceed with the final reconciliation, please take the steps outlined below.   Please respond to: Name: CINDY LASONCZYK E-mail: CYNTHIA.LASONCZYK@UC.EDU Phone: 513-556-4818 Fax: 513-556-4820 Award Name: The Best Award Ever Grant Number: 1011698 Budget Period: 04/01/2014 to 06/02/2015 Principal Investigator: PI KING Total Award Amount: $ 22,000.00 Mandatory Cost Share Amount: $ 0.00 Trackable/Non-Reportable Cost Share Amount: $ 705.00 Response to the requests in this closeout letter is required by mail, e-mail or fax no later than 06/17/2015. Sep-18

Close Out Letters to come by e-mail Finalization: If all requirements are not completed by 06/25/2015 we will report the final expenses provided to you by SRS Accounting (amount reflected in SAP/BW adjusted for undocumented and disallowed expenses – see item #8 below). The account will be closed and all required financial reports submitted. If the report must be filed with deficient documentation, your department is responsible for any disallowed costs. Here is the grant status as of the date on this closeout letter: Certification: I certify that the steps below have been performed. SRS Accounting may proceed with closing out the award, including the filing of any necessary financial reports. I understand I will be notified of the final reconciled accounting expenses before the final report is filed. Verify all final accounting expenses. Certify all salary expenses are reflected in SAP. For direct NIH and NSF awards especially, all salary expenses need to be in the system by the 2nd month after the grant has ended to ensure payment. Send summary and backup for all after end date expenses posted and pending, including: CTRs Vendor invoices Sub-award final invoices Any other expenses Take appropriate action to close any outstanding encumbrances. If cost sharing is required, attach pending transactions to record additional UC cost sharing and third party confirmation letters, if applicable. The amount of the required commitment will be reviewed with all the grant accounts associated with this award. Please refer to the cost share amounts in the above header. Selected expenses will be audited for allowability. Additional backup and justification may be requested by SRS Accounting depending upon the findings. If an extension was requested or approved, please send a copy of the documentation to the appropriate SRS Grants Management GA and SRS Accounting GA. For awards shared by more than one department and/or multiple investigators, the primary Principal Investigator (PI) or designated business person must ensure coordination of close-out related items, including but not limited to communication of balances, overdrafts, and transfers. Sponsored Class Rel Budget Commitment Actual Variance * $ 0.00 Sep-18

Close Out Letters to come by e-mail 8. Failure to provide documentation of expenses from items #2 and #5 above will result in their disallowance. Your RIA account will be charged for any unresolved expenses. 9. Provide documentation required for SRS Accounting to submit Final Invention Statements, Final Equipment Reports and Final Technical Reports. 10. All expenses must be posted on your account by 90 days after the end date for NIH or NSF awards or SRS-Accounting will not have access to the funds because the award will be fiscally closed.   * Please include a list of all outstanding items, amount, and status with this letter. Your reply indicates that these are the only outstanding issues. If the item has not yet been recorded in SAP, indicate when you expect it to be reflected. Please provide backup documentation for items listed. * All items must be posted to SAP in order to be included in the financial report to the sponsor. For NIH awards, any documented expenses not posted may be listed as unliquidated obligations on the financial report, and will be charged in the next budget period (as long as you are within the same competitive segment). Please review with your GA to ensure proper procedure and documentation is followed. Items Selected for Sampling/Auditing (per item 5 above) will be requested by the SRS Accounting GA in a follow-up message. Sep-18

Close Out Letters to come by e-mail Grant GR55 report will be included in the email so you can see grant totals. This will fix the issue of mid-month end dates. In order for this to work effectively, SRS needs to be informed of BA changes as soon as possible. Sep-18

CEOUS to SAP Up Date Sep-18 Education Criminal Justice & Human Srvcs, College of 2 CECH Criminal Justice 1 Schweitzer Smith, Myrinda L CECH Office of the Dean Hoerst, Amy Medicine, College of 8 COM Cancer Biology Chen, Jianjun COM Environmental Health Ho, Shuk Mei COM Internal Medicine 3 Cushion, Melanie T Mercer, Carol A Ridgway, William M COM Pathology & Lab Medicine Davidson, William Sean COM Pharmacology & Cell Biophysics Norman, Andrew B Pharmacy, College of Hao, Jiukuan Grand Total 11 Sep-18

Any Questions at this point? Sep-18

New F&A Distribution 07/01/15   Old Policy New Policy effective 7/1/15 New policy with small F & A revenue increase F&A after LAMS allocation $27,800,000.00 $30,000,000.00 Office of Research -$6,800,000.00 Balance to be distributed $21,000,000.00 $23,200,000.00 General Funds $14,456,000.00 52% $15,600,000.00 Base for Cost Share allocation $6,544,000.00 $7,600,000.00 $5,838,000.00 $0.00 Cost Share $417,000.00 1.50% $98,160.00 $114,000.00 College $7,089,000.00 $6,445,840.00 $7,486,000.00 Note: Column B compares the old calculation to the new calculation in D using an example estimate of FY 2016 minus LAMS. This example is just to show how the new system would work and is not the exact final amounts to be distributed. Note: Column E shows how that return to colleges would increase with a minimal increase in F&A return while the Office of Research budget would remain the same.

Greenphire ClinCard Program Sep-18

Greenphire ClinCard Program ClinCard Policy and Procedures Manual and all forms for this program can be found at: http://www.srs.uc.edu/Home.aspx Sep-18