UMSYSTEM.EDU SPO Training LOC Draws, Subrecipient Monitoring, & FFRs Susan Cessac Monika Gupta Jessi Jordan

UMSYSTEM.EDU LOC Draw Process LOC Report Draw based on agency Sponsor list Check agency totals – negative cash position Pending vs Active Draw on contract basis Multiple projects per contract

UMSYSTEM.EDU LOC Draw Process Balance LOC report to Ledger Balancing issues: revenue manually posted to project Generate Invoices Billing plan set up correctly Draw from Payment system Important that LOC Doc ID matches account number

UMSYSTEM.EDU Award Setup Same award, same contract! 51 awards have two or more contracts assigned to them Exception: multiple business units per award

UMSYSTEM.EDU Award Setup LOC Doc ID needs to match account number Award profile - > view contract hyperlink - > lines tab - > detail tab - > scroll to the far right to see the LOC Doc ID text box

UMSYSTEM.EDU Award Setup Verify agency and fund Sponsor, fund, and LOC Ref ID USDA is on multiple payment systems – important LOC Ref ID is correct Fund is never 2100 for LOC except for IRS & CNCS

UMSYSTEM.EDU Billing Plan Setup (LOC)

UMSYSTEM.EDU Billing Plan Setup (LOC)

UMSYSTEM.EDU Billing Plan Method LOC Billing Plan Billing Method should be “As Incurred” NOT “Value Based” Over 30 Kansas City LOC contracts setup as “Value Based” Example – Contract

UMSYSTEM.EDU Billing Plan Method Unassign Incorrect Billing Plan

UMSYSTEM.EDU Billing Plan Method Assign new billing plan

UMSYSTEM.EDU Billing Plan Method Now there are 2 billing plans

UMSYSTEM.EDU Billing Plan Method Example continued: Bill plan B102

UMSYSTEM.EDU Billing Plan Method Example continued: Bill plan B101 Change to cancelled

UMSYSTEM.EDU Award Setup Award Modifications In award modifications, amounts should be entered as increments as they will be released Enter issue date if funding has been released

UMSYSTEM.EDU Activating Projects Verify budget limit = current funding available Budget limit is what we use to determine what we can draw up to at this point in time Award profile -> view contract -> lines -> amount detail -> limit amount

UMSYSTEM.EDU Recon 13 Total Contract Limit Issued Award Modifications Budget Amount

UMSYSTEM.EDU Recon 13

UMSYSTEM.EDU Closing Projects Check Budget Variance to make sure Revenue = Expenses Check Income Statement for cash Monika/Jessi if you need to close a project & revenue does not equal expenses

UMSYSTEM.EDU Subrecipient Monitoring Attach subaward to SubK page

UMSYSTEM.EDU Subrecipient Monitoring Include contact information in Subk Addr Including ID

UMSYSTEM.EDU Subrecipient Monitoring Include invoices received by subrecipient Include EPLS check (required to be checked before payment)

UMSYSTEM.EDU Subrecipient Monitoring Check subrecipient monitoring link before entering into new sub agreement Check subrecipient monitoring link for each vendor before paying If risk assessment and checklist are not included, Jessi and cc Susan to see if the vendor is okay to pay

UMSYSTEM.EDU Federal Financial Reports (FFR) Sponsors that require Quarterly FFR’s: NASA USDA (awards on PMS only) DHHS IRS CNCS DHS DOS NSF DOE (awards issued from Chicago Office only)

UMSYSTEM.EDU Federal Financial Reports (FFR)

UMSYSTEM.EDU Federal Financial Reports (FFR)

UMSYSTEM.EDU Federal Financial Reports (FFR)