1. COM SRAS presentation for COM Finance IBU
January 20, 2016
Susan Stark, CRA, Manager
Gina Vessels, CRA, Post-Award Manager

2. Reconciliation SOP – on the SRAS website – noted as in DRAFT form but is our working procedure
Start with a master list of grants each month
Use SAP and BW for reference; Line Item Detail from BW
View source documents for each item transaction in the shared WBS folder for the current month being reconciled
Complete a 3-page checklist for each WBS each month – items of concern noted on a master discrepancy list for analyst follow up
Over the last 7 months, average of over 600 grants and 5040 transactions per month reconciled

3. PI ultimately responsible for compliance with federal or other sponsor policy, University policy
He/She must authorize the purchase and charging the cost to the grant (or provide documented delegation to do so)
Item must provide benefit to the project – must be a business purpose and the item must be rec’d during the budget period of the grant
Sponsor guidelines must allow the purchase

4. Use of form with approved certification statement – PI or delegate signing this, along with the “received by” date or packing slip, satisfies “business purpose” (received SPA’s approval for this) and documents the benefit to the project
Packing slip vs. Date of receipt filled in on procurement form
Items crossed out on the form – when to ask for a new form
Legibility of scans

5. Questioning certain items – okay to call us – even if the purchase goes through, doesn’t mean it’s allowable
Want to get it right on the front end – avoidance of JVs/cost transfers

6. Some specific items:
Kentucky State Sales Tax – put on a cost center
Supplies vs. Equipment – new UG threshold (Are you seeing many computers? No longer requires a specific budget for this)
Travel --- proportional splitting of every type of expense
Student Travel vs. Employee Travel

7. Still working on a process for SRM reconciliation
More to come

8. Questions?