How Grant/Research Administrators and OSR Can Work Together Better

How Grant/Research Administrators & OSR Can Work Together Better Brian Collier Assistant Director of Award Management Assistant Director of Financial Reporting & Cash Management Jenifer Gwaltney

Proposal Preparation Negotiate and Execute Award Set Up Award Perform the Work Monitor Activities Invoicing and Reporting Close-out Award Find Funding Lifecycle of an Award

4 Award Setup What are some things needed to setup an Award? – Proposal – Scope of Work – Budget – Budget Justification – Subrecipient Information (as needed) – Compliance Documents (as needed) IRB IACUC COI

5 Award Setup Intergration of RAMSeS data into ConnectCarolina Assignment of Project ID (fund, source & department) Budget Setup Letter of guarantee – Requested via current financial guarantee form (RAMSeS) – If approved, Project ID will be created with zero dollar budget – Budget will be set to track w/o budget – Award, contract, and budget will be established once agreement is executed to allow for invoicing

6 Monitor Activities Terms and Conditions – Award – Sponsor website ConnectCarolina – Budget overview Infoporte – OSR ledger rollup – Transaction – Grant Profile

7 Monitor Activities Common Reasons for Budget Errors – Budget date out of bounds Expiration of KK date (non-personnel) Expiration of project end date – No budget exists Incorrect Chartfield string – Exceeds budget tolerance Insufficient budget balance available – Invalid Project ID Project status is closed Absence of PC Business Unit or Activity ID

8 Monitor Activities Award Transactions Reviewed by OSR (Workflow) – Subcontract – Consulting – Trainee – Foreign travel – US travel > $5000 – Study subject – Participant support – Equipment – Cost transfers greater than 90 days – Residual transfers – Payroll actions – Requisitions

9 Monitor Activities Epidemiology – Disbursement for Scientific Supplies from Sponsored Award for Research Business UnitFundSourceAccountDept ID UNCCH Federal PC Business Unit Project IDPC Activity ID CHOSR OSR Project Costing BU FRS “1” for C&G Project IDs

10 Monitor Activities Epidemiology – Disbursement for Scientific Supplies from Sponsored Award for Research with cost share Business UnitFundSourceAccountDept ID UNCCH Academic Affairs PC Business Unit Project IDPC Activity ID CHOSR OSR Project Costing BU FRS “1” for C&G Project IDs

11 Monitor Activities Processed via voucher Change in account usage for processing payments to accommodate appropriate F&A calculation Invoices for the first $25,000 of a subcontract under MTDC or all if under TDC – Charged to account is subject to F&A Invoices for the remainder of a subcontract – Charged to account is not subject to F&A What do I do if I used the wrong account code? – Complete and submit account change form to Disbursement Services Recording Subcontract Expenses

12 Monitor Activities Budget Revisions – Submit via Infoporte – Forms located on OSR websiteOSR website – Ensure forms include Budget Justification PI signature -Verify F&A -May require Sponsor approval Written request

13 Invoicing and Reporting Automatic billing in batch process All transactions must be entered in a timely fashion to the sponsored project, as invoices are created from posted expenses Relationship between ConnectCarolina sub modules and project costing

14 Invoicing and Reporting Grants Management (GM) Accounts Receivable (AR) Contracts (CA) Billing (BI) Project Costing (PC) Accounts Payable (AP) Purchasing (PO) General Ledger (GL) Time & Labor (TL) Student Financials Human Resources (HCM) General Ledger (GL) Commitment Control (KK) Personnel data Award data Projects and Budgets Grants transactions Revenue and F&A Billed data LOC and Invoicing Budget data

15 Invoicing and Reporting Delays in Invoicing and Reporting – Reconciliations Infoporte General ledger -Expenditures not posting to project -Expenditures out of alignment with approved budget -Supporting documentation required Itemization - Additional Sponsor requirements

16 Closeout Award Notice of Termination Reply (NOTR) – Submitted through RAMSeS and routed to OSR – Opportunity to certify final balances – Use OSR Ledger Rollup for a closed month to complete NOTR – Should only include actions that have been initiated and are supported with documentation – Subject to review by auditor during site visits

17 Questions? Award Management Questions? Program Administrator assignments can be found on the OSR website under Award Management Staff Award Management Staff Reporting or Invoicing Questions? Financial Reporting Team Lead assignments can be found on the OSR website under Financial Reporting Staff Financial Reporting Staff

18 Questions?

19 Find slides, parking lot questions and other materials on ccinfo.unc.edu For After the Conference