Academic Affairs Fiscal Contacts Meeting April 16, 2019

Your OPAFS Team Marissa Prough-Associate Director Meg Felando-Team Lead Khanh Pham Larissa Diogenes Marc Fridlund Matt Meehan Duong Tran Eric Del Rosario Luisa Gendron

OPAFS/OCGA Partnership OPAFS and OCGA strive to work together for the common goal of supporting UCSD sponsored research Strive to resolve concerns between us Balance to ensure timely response and communications Example, we want to setup the fund within 2 days and want to make sure department aware of why there might be a possible delay OPAFS and OCGA leadership continuing to meet to support overall customer service

OPAFS & OCGA in Post Award Financial Set up fund Billing Financial Reporting Closeout We need your timely help with much of this! Contractual Accept awards for UCSD Set up award in Coeus Submit rebudget request (or other agency approvals) Assist with other final report submissions

Proposal budgets vs. Post Award Processes Proposal budgets do not always address the post award implications of certain costs Agencies do not know our internal processes, procedures and terminology Feel free to reach out to OPAFS during proposal development to discuss how certain items might be best proposed to ensure seamless post award processing Example: Paying a Graduate student. Budget might say ‘pay graduate student’. In the post award processing, salary might be ok for that student, but not stipends or tuition and fee payments.

Communications Various ways to communicate: It’s YOUR choice Email Phone ASK Skype Zoom It’s YOUR choice We want to be available and responsive to you and strive to respond within 1 business day or less If not getting that level of response, please let me know

Cost Transfer Approvals EPETs Approved on a regular basis by Maura Arias Processed and posted with payroll monthly process ENPETs Posted overnight like regular JVs

Journal Approvals FE50 Benefits JVs Other JVs (such as budget) Reviewed and approved by Maura Arias Backup documentation needed and can cause delays if not provided timely Other JVs (such as budget) Approved by your OPAFS Accountant Weekly emails sent to accountants, should be reviewed/approved within 2 business days Feel free to email your accountant directly

New Deficit Clearing Process Unresolved deficits (Direct Cost portion) to be moved off sponsored research fund to central fund-69975A Departments are still responsible for resolving the deficit Will still be in same org Awards ended 12/31/17 and older: Will begin to be moved after May 2019 close Awards ending 1/1/18-6/30/19: Will begin to be moved after Dec 2019 close Awards ended 7/1/19 and later: Will move off after 120 days

What’s in deficit? 2 Different reports Both will be provided to campus leadership through the Controller GA Overdraft report: shows overdrafts as soon as award ends Does not display intercampus awards correctly Some issues with FYTD vs. GITD data OPAFS report: Looks at the cash balance and includes awards that ended more than 120 days prior OPAFS will use this report for processing

Actions to take now Review your awards and clear the balance now Process cost transfers to avoid having to clear the deficit from the unrestricted fund Once the JV is processed to 69975A, cost transfers cannot be done More information at the OPAFS Forum and on STaRT April 23, 10:30a Leichtag 107 Bfs.ucsd.edu/start

Questions