Post Award Workshop March 29, 2007

Research Accounting Staff Julie Seppala, Director Tammy LaBissoniere, Senior Research AccountantStacey Corrigan, Senior Research Accountant Federal Project Federal Pass-Through, State Project Setup & Close-Out Setup & Close-Out Tom Holzberger, Assistant Research AccountantKate Shamus, Assistant Research Accountant Industrial, Foreign, & FoundationSponsored Billing Project Setup & Close-Out Industrial FFP Project Setup Christine Gruver, Office & Account Assistant Karen Foltz, Office Assistant Expenditure Review Support Staff

Responsibilities of the Principal Investigator General Fiscal Responsibilities Sponsored Project Responsibilities http :// http :// Assurance of appropriateness, reasonableness, timeliness and allowability of expenditures Management of expenditures within start and end dates, not to exceed award amount Initiation of requests for re-budgeting and cost transfers

Responsibilities of the Principal Investigator Sponsored Project Responsibilities (Continued) Approval of payment of subcontractor invoices Review of interim financial reports on a monthly basis Documenting of cost-share/matching funds if required Review of employee effort reports

Responsibilities of the Principal Investigator Sponsored Project Responsibilities (Continued) Review and approve in-kind cost share Timely final financial close out of projects Initiation of request for time extensions Participation in the collection and funding of outstanding receivables from research sponsors

Charging Expenditures to Federal Projects http :// _ expenditures_ sponsored_programs.html  Administrative and Clerical Salaries are normally unallowable  Costs are allowable when they are directly attributable to specific work under a sponsored agreement  For expenditures that are used to support multiple projects, those projects should normally be charged an appropriate amount based on use to the extent practical

Charging Expenditures to Federal Projects (Continued)  Reallocation of Expenditures http :// nditures.html  Reallocations must be made promptly after discovery of the errors.  Any expenditure allocable to a particular sponsored project may not be shifted to other sponsored projects in order to meet deficiencies caused by overruns.  Reallocations should be made within 90 days of the original charge.  Frequent or inadequately documented reallocations raise serious questions about the propriety of the reallocations themselves.

Charging Expenditures to Federal Projects (Continued)  If your purchases are unusual, Research Accounting will be requesting more information to document our files for auditing purposes. Therefore, you may want to consider providing explanations for the use of the purchase at the time you are processing the paperwork.

Allowable & Unallowable Costs http ://  Unallowable Costs Memberships Office Supplies (including general purpose computers & standard computer software) Local Telephone Costs (including line charges, network connections & cell phones) Postage or Delivery Costs Proposal Preparation Costs

Allowable & Unallowable Costs (Continued)  Unallowable Costs (Continued) Electricity Insurance Security Costs Library Costs  Equipment purchases must be approved in advance by the awarding agency. Either explicitly disclosed in the proposal budget justification or request approval before the purchase is made if the equipment was not disclosed in the proposal budget justification.

Budget Modifications Budget Modification Matrix http :// Modification%20Matrix( ).pdf  The specific award conditions may be more restrictive than the matrix.  Federal contracts have very little flexibility and budget modifications are required for any deviation of the budget categories

Budget Modifications (Continued)  Federal Grants have more flexibility but a Request for Modification is needed when certain categories are exceeded by more than 25% of that category.  Awards received from the State of Michigan have more strict rules and all categories cannot be exceeded by more than 25%.  Industry and Other sponsors generally are more flexible and do not have budget constraints.  The subcontract line item cannot exceed the budgeted amount.

How to Read an Account Statement Summary Statement (Budget vs Actual) Detail Transactions Statement (Organization Detail Activity) Payroll Activity Statement (Gross Earnings Payroll Expense) Outstanding Purchase Order Statement (Open Encumbrance)

Questions???

Upcoming Events NSF Career Proposal Workshop NSF Career Proposal Workshop End of April or early May Ethics Speaker – Dr. Gabriele Ethics Speaker – Dr. Gabriele September 28 th, 2007