“SPEAR” W ORKSHOP O CTOBER 19 & 30, 2015 FINANCIAL MANAGEMENT OF YOUR PROJECT

Financial Management Spending Funds Monthly Reconciliation Allowable Expenditures myFSU Tools Financial Management

Direct Benefit to Sponsored Award Personnel Costs Encumbered– HR/Payroll Non Personnel Costs  Purchasing  Accounts Payable  Non-Duty Stipends  Research Participant Payments  Travel/Expense Reports Journal Entries/ DOL – General Accounting Interdepartmental Requisitions Graduate Waivers – Graduate studiesWaivers Spending Funds

SRA Transaction Review ALL > $1000 Personnel appointments  pPaf, ePaf, Rdff Stipend requests Journal entries/ DOL Interdepartmental requisitions IDR Auxiliary Charges Subcontracts/ Subcontract invoices Requisitions Expense Reports Payment requests

Compliance Evaluation Criteria Chartfield Information- Commitment Control-> Review Budget Activities-> Budgets Overview  Dept ID, Fund Code, Project Number Available Balance Commitment Control-> Review Budget Activities-> Budgets Overview  Direct Cost Funds available for Expense by budget category line item  Appropriate for nature of expense Authorized Signature- Project Costing->Project Definitions->Team  Sponsored Project Manager or PI  Co PI – PI must authorize expenditure approval Performance Period- Project Costing->Project Definitions->Status  Goods or Services received and consumed within Dates of Award period Account code/ Job CodeJob Code Allowable- Grants- Awards-> Award Profile (Terms Tab)  Terms and Conditions support expense  Reasonable and Necessary  Allocable – amount charged benefited project proportionally

Regulatory Pyramid Grant or Contract Terms & Conditions FSU Policies and Procedures Sponsor Specific Policies EX: NSF 2 month rule, NIH Salary Cap Federal Policies Ex: Uniform Guidance, OMB Circulars (A-110, A-21, A-113) FAR Clauses

Guideline Information Grants: OMB Circulars, Uniform Guidance Contracts: FAR 520 Same as 520 Combined with Same as 520 Terms and Conditions of Award 524 Terms and Conditions of Award Florida Statutes FL Auditor General Guidelines 530 Terms and Conditions of Award 540

myFSU Tools Award Profile Project Project Activity Project Costing Budgets Overview myFSU BI

Award Profile- Award Tab

Award Profile Navigation  Grants-> Awards-> Award Profile Information on Award Tab  Agency Reference/ Award Number  Title of Award  PI’s Name  Sponsor Name  Award Dates  Projects associated with award

Award Profile- Funding Tab

Funding Tab Award Profile- Funding Tab  Modifications processed on award  Budget Posting Status = Posted  Available in Commitment Control

Award Profile- Certifications

Certifications Information on Certification Tab  Waiver Codes  Wav 1 a. Contract/ Grant will pay matriculation fee for graduate student and out of state tuition for engineering majors Matriculation charges follows appointment b. No qualifying graduate students proposed. (NOTE: This account will be coded to the effect that matriculation fees/tuition waivers will be direct charged in the event qualifying graduate students are appointed at a later date.); OR c. Sponsor does not allow payment of graduate assistant salaries; therefore, there will be no matriculation fee liability.  Wav 2 Matriculation charges covered by College/ School Waiver Allocation  Wav 3 Department will need to submit departmental Billing form to SRA Coordinator with alternate funding source  Wav 4 Contract/Grant will pay only the matriculation fee for graduate assistants, even if, engineering majors are involved in this project. Matriculation charges follows appointment  Human Subjects  Animal Care  Indirect Cost Waiver

Award Profile- Terms

Terms Terms Information Tab  List the terms and conditions that are associated with sponsored award  Prior approval/ Requires approval Sponsor approval needed

Award Profile- Milestone

Milestones Milestone Information Tab  Technical Reports  Milestone Type TECRP  Financial Reports  Milestone Type FINRP  Progress Reports  Milestone Type PRGRP  Due Date  Date due to Agency

Award Profile- Attributes

Attributes Attributes Information Tab  Equipment Title  Who retains ownership of property- Government, Sponsor or FSU  Program Income Project  Small Business Innovation & Small Business Technology  Joint ventures between small businesses and FSU  Uniform Guidance  Federal/Federal Flow thru grants issued after 12/26/2014 unless otherwise specified in award document  Portion of funding increases issued after 12/26/2014

Project - General Information Tab

Project General Information Tab  Project Status  Hold Project setup is not complete  New Project Not Open Award Budget Period starts in the future  Open Current date is within Award Budget Period  Completed Current date is outside award budget period  Semi closed Final financial report submitted to agency  Closed Sponsored Award is financially closed

Project - Attachments

F&A Rates

F&A Rates Tab Navigation  Grants-> Awards-> Project Activity FA Rates Tab  F&A Rate Info  Facilities Admin Rate Location and Purpose of Award  Institution FA Base & Rate approved by cognizant agency  Sponsor FA Base & Rate approved by sponsor  Funded FA Base & Rate that will be burdened by sponsored award

Project Team

Navigation  Project Costing-> Project Definitions-> Team Roles  Expenditure Approval Authority  PI  Sponsored Project Manager  Co-PI (only if ePro Req box is checked)  Project Manager  Approver for Travel Expenditures  ePro Req  If box checked, transactions will route to worklist for approval

Project Dates

Navigation  Project Costing-> Project Definitions-> Status Status and Effective Dates  Status = H (Hold) Defaults when the award is generated  Status = N (New Project Not Open) The O Effective date is in the future  Status = O (Open) Effective Date is award start date or allowable spend date  Status = E (Completed) Effective Date = project budget period end date  Departments cannot create new transactions against the project. Payments against encumbrances will process.  Status = S (Semi closed) Effective Date = date that SRA has generated a final invoice to the agency  Only certain transactions can be processed at this point and only SRA staff has authority.  Status = C (Closed) Effective Date = date that SRA has cleared all closing items  No transactions should occur against the project at this point

Budgets Overview Project ledgers  KKGMPAR (Total Budget)  KKGMCHD (Direct/Indirect/Cost Share)- Use this for KK info Direct Cost- Cost readily identified to Sponsored Award  Principle Investigator Salary Indirect/ F&A Cost- Not directly identifiable to an Sponsored award  Administrative/ Clerical Salary OMB A-21 Parent Direct Child Indirect Child Cost Share Child

Budgets Overview

Expenditures that aren’t Encumbered P-Card Charges Electricity One-Time Pays Journal Entries/ DOL Interdepartmental Requisitions Telecommunications Postal Fed Ex Auxiliary Charges Tuition/ Matriculation Fee Worker’s Compensation C&G Terminal Leave Indirect Cost

myFSU OBI  Department Ledger Summary  Reconcile expenditures monthly  Transaction Detail  Expense Data Mining Review Process  Allowability  Allocation of expenditures  Posted to correct chartfield  Review Department, Fund, Project, Account Code  Overbudget  Rebudgeting

Departmental Ledger Office Supplies Is this coded correctly? Has a CAS form been submitted? Should this be charged to another funding source?

Transaction Details

Expense Data Mining

HR Encumbrances

HR- GL Detail

Appointment Information Award Information Appointment for Andrea Awesome Job Code M9184 Graduate Teaching Assistant Appointment Dates 11/01/ /14/2015 Period Amount $1, Funding Details: Approved By: Amazing Durham Research Grant Award Period:10/31/ /30/2015 Available Balance:$1, Chartfield Information: Wav Code 1 Amazing Durham is the SPDEPTACT Personnel Example

Requisition Information Award Information Quote# Plutonium Powered DeLorean Amount:$32, Due Date: 12/30/2015 Funding Details: Approved By: Dr. Emmett Brown Research Grant Title: Time travel using Plutonium Powered DeLorean Award Period: 09/01/ /31/2016 Available Balance:$1,251, Chartfield Information: Dr. Emmett Brown is the PI Budget Justification: Plutonium Powered DeLoreon needed to test and study the vulnerabilities of time travel Requisition Example

Andrea D. Durham Training Administrator, SRA Questions