7 th Annual Post Award Workshop March 20, 2008 Sponsored by: Vice President for Research Research Accounting

Goals/Objectives Introduction to the Post Award Process Provide information and links for future reference Answer specific questions Get to know each other

Research Accounting Staff Julie Seppala, Director Tammy LaBissoniere, Assistant Director Stacey Corrigan, Senior Research AccountantTom Holzberger, Assistant Research Accountant Federal Pass-Through, State Federal Pass-Through, Foreign & Foundation Project Setup & Close-OutProject Setup & Close-Out Kate Wells, Assistant Research AccountantKelly Kallio, Assistant Research Accountant Sponsored Billing, Industrial & Various SponsoredREF/Faculty Scholarship Project Setup & Close-OutProject Setup & Close-Out Christine Gruver, Office & Account Assistant Karen Foltz, Office Assistant Expenditure Review Support Staff

Sponsored Project Responsibilities General Fiscal Responsibilities Research Accounting Principle Investigator (PI) Department Chair/Director

General Fiscal Responsibilities Every university employee Compliance with university policies Compliance with federal and other agencies policies Should the expense be paid from public funds? Checks and balances are needed at every level

Research Accounting Establish Projects in accounting system Review expenses for compliance Prepare reimbursement requests Assist PI in the financial close of projects Collect outstanding receivables from sponsoring agencies

Principle Investigator (PI) Management of expenditures Appropriateness and reasonableness of expenditures Initiation of budget and/or other modifications Preparation of technical reports/deliverables Review of monthly accounting statements Review and approval of effort reports for each program

Department Chair/Director Approve departmental cost share or matching Monitor faculty and staff effort Approval of substantial modifications to the award Oversight of project administration by the PI

Facilities & Administrative Costs/ Indirect Costs/Overhead Expense categories subject to F&A Salaries and wages Fringe benefits Travel Supplies Services Expense categories not subject to F&A Equipment Tuition for GRA’s Sub agreements greater than $25,000

Incentive Returns Distribution –PI 6% –Dept 12% –College 7.3% –Institute/Center 34.7% Deposited in E35 index, quarterly basis Funds to be spent on items that enhance research and graduate studies

How to Read an Account Statement Index number coding Summary Detail transactions Payroll/labor distribution Open PO

Index Number Coding E2 & E34 – Sponsored E35 – Incentive E0 – Enterprise, Senior Design, Research Related Gifts A1 – General Fund D – Start Up, Unrestricted Gifts, Equipment Use

Budget vs. Actual by Account Code Summarizes the project budget and expenses by category Provides the balance of unspent funds for the index as a whole Provides the start date, end date and applicable F&A rate

Detail Transaction/ Organization Detail Activity Provides individual transactions by the source document number Travel, purchase orders, check request, etc. Used to verify all transactions were expected

Open Purchase Order/ Open Encumbrances by Dept and Financial Manager Provides a listing of all outstanding purchase orders (PO’s) Used to verify that all PO’s listed were expected

Labor Distribution/ Gross Earnings Payroll Expense Provides listing of all the individuals compensated/paid Used to verify that all individuals listed were expected

How You Receive Your Award & Index Number RSP receives paperwork PI & RSP review the term & conditions RSP routes for authorized signatures RSP routes fully executed award to PI & RA RA sets up index number in Banner RA informs PI & Dept Coord. the index # –Multiple index numbers may be assigned

How to Spend Your Funds Questions to ask before spending Payroll forms Non-Payroll Forms

Questions to Ask Before Spending Are there enough funds available? Is the expense within the start and end dates? Is the expense allowable?

Payroll Forms Faculty – Change of distribution form Faculty – Employee change status form GRA – Pink status form

Non-Payroll Forms Purchase order Procurement card Travel Voucher

Allowable Costs Unallowable costs Prior approval from the sponsor Budget flexibility

Unallowable Costs General purpose office supplies: –Paper –Printers –Printer cartridges –Copy charges –Telephone charges –Postage General purpose computers Tuition for GRA’s is allowable only when the student is receiving stipend from that same award

Prior Approval From the Sponsor Equipment purchases require prior approval from the sponsor if the equipment was not originally budgeted or disclosed in the proposal budget or budget justification Other prior approval restrictions will be noted on the activity sheet

Budget Flexibility External/Sponsor dictated budget constraints will be noted on the activity sheet Internal budget flexibility is normally 25% variance of the budget category Internal budget modification guidelines

Thank You for Attending Call if you have any questions Please fill out the evaluation form Refer to our website at: ng/index.html THINK SPRING!!! IT HAS TO COME SOMETIME