COS Research administrators meeting November 19, 2018 Monday

Topics of Discussion Review of topics from last meeting Communication between COS and OR Self-Assessment Measures Emails from Grants Accounting Team

Review of topics from last meeting Turn around time for requested actions OR working on policies and procedures and this will be addressed in there. Weekly list to OR for any pending items. Keeping track of your grants In talks with a few areas to present a format/template. Aurora usage and Upcoming Deliverables http://www.research.ucf.edu/ Systems used ARGIS PARIS COBBLESTONE AURORA

Office of Research (OR) Contracts/Award Management Dorothy Yates Jennifer Shambrook *Pre & Post Award Celeste Rivera-Nunez Jo Annette Perez Chacon *Pre Award Mary Davis *Post Award; Restores Only Shannon Callahan *All Other Depts. Jane Gentilini *Contracts Mindy Solivan Marlee Bailey *All Other Depts. Arlisia Potter Jessica Palomino *Physics Only

Update to our website/ To help with OR Tasks http://sciences.ucf.edu/research/post-award/ http://sciences.ucf.edu/research/award-management/ http://sciences.ucf.edu/research/cost-transfers-2/ http://sciences.ucf.edu/research/or-contacts/ http://sciences.ucf.edu/research/training-2/

Self-Assessment Measures How can we count what we do? To be filled in together at meeting…. Shared drive for excel sheets for tasks Drop items for tasks Cost transfers Weekly open table Cos response time

Grants Accounting Emails 4 slides HI Venessa, Match account 24089965 is overspent by $161.13. Kindly fix the budget to match the revenue and expenses. A Budget Position Report is attached for your convenience. Contact me if you have any questions or need any clarification. Thanks, Maribel Tel#407-882-1106 Review Paris Cash Flow Is this a salary/effort match cost share? Contact Ashley Hilyer She will either journal of the charges or She will advise you to email OR to increase the budget If the first, advise Maribel/Grants Accountant If the second, request increase from Award Manager. Once completed, advise Ashley so she may complete the journal.

All cost share reporting is completed by Or Award Management. Good morning Venessa,   Please send the Cost Share information as of 07/31/18, for the subject award. Attached is the budget position report for Match 24129935, if needed. Thank you! Mary Kaye Pascua Senior Accountant Office of Research & Commercialization University of Central Florida Office: 407-882-1212 marykaye.pascua@ucf.edu All cost share reporting is completed by Or Award Management. Contact them and loop in the Grant Accountant.

If yes, email Grant Accountant of the response. Subject: Project #24086164 Final Costs/Close-out  Good afternoon,  Please confirm the following in order to finalize costs and close out this project.  Project end date                                                                              08/31/2018 Department Response to ORC requested by                       10/05/2018 Final Invoice/Report due date to agency from ORC          11/29/2018 Financial Closeout due by                                                             11/29/2018  From Budget Position Reports As of 09/05/18 (see attached): Total Expenditures                          $133,856.54 Total Budget                                      $150,000.00 Encumbrance                                    $    4,720.00 Available Budget                              $  11,423.46         (Under Budget) Total Revenue                                   $133,856.54 Cash Balance                                      $   (2,334.12)       (Deficit)  Cash Balance: There is currently deficit cash of $(2,334.12).  There is deficit cash due to unbilled AR.    Please address the items listed below by the dates noted above so we can move forward with closing the project: all expenditures incurred for the project are incurred prior to the project end date and are allowable charges any encumbrances or pre-encumbrances (if applicable) are removed from the project by contacting Vendors Payable excess charges are moved off the project (if over budget) ePAFs are moved or terminated from the project any property/equipment transferred by 10/05/18 (if applicable) that there is no time extension or modification pending   Please contact me for assistance or if you need any additional information. Thank you, Melissa Fawcett Accounts are automatically moved to Prepare for Closeout status after 30 days. Check with your PI to ensure if they will be receiving or requesting an extension. This can include NCE, incremental funding. If yes, email Grant Accountant of the response. Request change of status from Award Manager. Depending on response from PI, contact the Award Manager or Contract Manager fro assistance. If no, review the budget for any overages and review bullet points listed. Send a response to the Grant Accountant.

Any contract bill plan tied to deliverables. Good Morning, Please advise on the status of the submission of the Progress Report (due 5/31/17) and the Final Report (due 5/31/18) deliverable because the invoice has not been sent due to the past due deliverable dated 5/31/18. Thank You Bryant Tan Accountant Office of Research and Commercialization University of Central Florida Office: (407) 882-1063 Bryant.Tan@ucf.edu Any contract bill plan tied to deliverables. Grants Accounting will not invoice unitl this has been updated in ARGIS/PARIS. Double check in PARIS, in case document was overlooked. If yes, email OOR Deliverables Manger to correct. If no, email your PI for deliverable. Update the Grant Accountant either way.

IRB Workshop

QUESTIONS OR COMMENTS? To be filled in during group session… NIJ Award notification, OR Award Mang. , recd. Email of award OR Response to COS and agency. Nce/mods with Daniel Sierra for epafs.