Contracts and Grants Accounting Services Comprehensive Budget Review FY 2013

Mission UF Contracts & Grants strives to provide exceptional research support services while protecting the University’s interests in the most efficient and responsible manner possible.

Services In fulfilling our mission, our responsibilities include: Establish and maintain contract and grant projects in the PeopleSoft financial system Oversee the management of awards for compliance with sponsor’s financial guidelines Review expenditures to ensure costs are allowable, allocable, reasonable and consistent with funding agency regulations Advise principal investigators and departmental administrators on university, state and federal guidelines governing expenditures and other award activities Prepare and submit financial reports to sponsors. Provide financial reports to investigators and departments to assist in award oversight Invoice sponsors and monitor and collect outstanding accounts receivable Manage close-out activity including transferring of residual accounts Deposit and maintain records of payments received from sponsors Assist auditors with data requests and reports Maintain and monitor records associated with the University’s subcontracts including processing encumbrances and payments

Functions Research Administration Provides post award financial support and a single point of contact for the department(s) assigned Accounts Receivable Processes all deposits and maintains check logs Accounting Manages all aspects of Letters of Credit and Subcontracts Reconciliation and Audit Responds to audit requests and reconciliation of conversion items through grants module stabilization

FY 2012 Metrics Generated 36,036 invoices to sponsors totaling $525.4 million $572.8 million in expenditures on 9,169 active projects in funds 201, 209 and 214 Processed 5,527 deposits for $604.9 million Cash balances in funds 12/31/12 totaled $357.3 million ($ /31/08) Cash deficit in fund 12/31/12 totaled $-42.2 million ($ /31/08) Accounts receivable for funds 12/31/12 totaled $68.4 million ( /31/08)

CFO- Contracts & Grants Accounting Matt Fajack Vice President and Chief Financial Officer Brad Staats Asst Vice President for Contracts & Grants Tiffany Schmidt Associate Director Kim Welsh CG-HSC RA 3 Team Lead Joseph Andes Research Admin II Team Lead Obed Santana Research Admin II Team Lead Rey Alvarez Research Admin II Suzanne Winik Research Admin II Heather Wert Research Admin I Kimberly Smith Research Admin I Lisa Yates CG-COM RA 3 Team Lead Janie Heidler Research Admin II Team Lead Beth Sheppard Research Admin II Team Lead Dan Smith Research Admin II Kayla Tibbetts Research Admin I Patty Troll Research Admin I Lashawn Williams Research Admin II Eddie Finlayson Research Admin II Bruce Moor Research Admin I Christian Torroella Research Admin I Jonathan Evans CG- IFAS RA 3 Team Lead Matt Staehnke Research Admin II Team Lead TBA Research Admin I Meridith David Research Admin II Christie Lee Research Admin II Nadeige King Research Admin I Spencer Allen Research Admin I Stephanie Lafferty CG-ENG RA 3 Team Lead Brian Miller Research Admin II Team Lead Tonya Lewis Research Admin II Warren Stamp Research Admin II Jennifer Domico Research Admin II April Rollins Research Admin I Jacob Conrad Research Admin I Kat Carter-Finn CG-Campus RA 3 Team Lead Pat Greco Research Admin II Team Lead Stephanie Glenn Research Admin I Anna Hernandez Research Admin I Sandhya Chheda Research Admin I Becky Hyde Research Admin II Rob Sessions Research Admin I Cathy Thompson Associate Director Kim Morabito AR and BILLING Admin Svcs Crd 2 Team Lead Tina Priz Sr Accountant Erin Tompson Sr Grants Specialist Xin Zhang Acctng Crd 3 Melissa Horvath Accountant Jerome Able Sr. Grants Specialist Tom Bairley Acctg Crd 3 Jing Li Acctg Crd 3 Ed Parker Acctg Crd 3 Peg Canaday Adm Srv Crd 2 TBA Accountant Bill Gair Quality Control Nita Reddish Quality Control Dana Rechsteiner Assistant Director Special Projects Rob Francis Research Admin II Delores Darling Research Admin I

Opportunities Continuous review and improvement of business processes to eliminate non-value added activities Enhance education and training through formal on-line courses and ad-hoc discussions with departmental staff and project investigators

Barriers Continued intense audit scrutiny Many Research Administrators in Contract & Grants Accounting Services are typically entry level professional staff with limited experience Turnover of experienced team members

Accomplishments Merger of the three units 3 1/2 years ago and the consolidation of the operations Significant involvement in a number of University initiatives over the past 4 years to improve the fiscal management and accountability of the research enterprise at UF myInvestiGator Improved Effort Certification system Upgrade of the myUFL finance system Centralized review of cost transfers Production of hundreds of thousands of documents to support audit requests

Questions