1. Weekly Administrator Meeting July 19, 2017
Dean’s Office
Christy Anderson, Associate Dean for Administration
Research Administration
Jim Geddes, Vice Dean for Research
Alan Daugherty, Sr. Associate Dean for Research
Susan Stark, Manager, SRAS
Mary Gay Whitmer, Pre-Award Manager, SRAS
Julie Combs, Post-Award Manager, SRAS

2. Agenda
FES Accounts
E-accounts
Cost Share and Funding
NIH F-RPPR

3. Agenda
FES Accounts
E-accounts
Cost Share and Funding
NIH F-RPPR

4. Historic use of FES Accounts
Before incorporating the use of month to month cost allocations for faculty, FES would prorate any percent allocated to the FES account over the entire fiscal year.
There was no way to determine what period the FES effort was intended for or to prohibit retroactivity when changes occurred.
FES accounts were occasionally used as placeholders.

5. Current use of FES Accounts
FES accounts should only be used for future budget periods on existing or new awards.
FES accounts should show encumbrances, not actual charges.
Cost distributions should be updated before the start date of the grant budget period.
If a new award or new budget period is delayed, the WBS element should be established or extended in expected status (E-account).

6. Monitor and update FES
T-code - ZCOSOBJ

7. Agenda
FES Accounts
E-accounts
Cost Share and Funding
NIH F-RPPR

8. E-Accounts WHAT is it? Why is it needed?
An account set up in advance of receiving a finalized sponsored project award notice and prior to the work commencing
Why is it needed?
Allows PI’s to begin scope of work
Allows for proper distribution of salary for employees working on project
Allows for processing of pro-card, PRDs and purchase orders
Helps avoid journal vouchers and retro-active payroll adjustments once award is received
With payroll confirmation quarterly, a project statement will not be generated for the PI if e-account not used but PI is actively working on it
An Equal Opportunity University

9. E-Accounts – How to request
Five steps
e-IAF (submitted at proposal) with pre-award costs checked
Request for Revision/Action form
PI and Chair/Director must approve
Statement of responsibility
Include a statement that the department accepts the responsibility for the all expenses posted to the e-account if the award is not received
Budget
Include any dollar limit imposed by the department/center on the amount of budget allowed until the award is received
Conflict of Interest
Complete COI disclosures and training for all personnel working on the project who are responsible for design, reporting or conduct of research
Alternatively an may be submitted to the RA with the above information and the approval of the PI and Chair/Director
An Equal Opportunity University

10. E-Accounts Exclusions from e-accounts:
Industry sponsored clinical trials cannot be set up as e-accounts due to the requirement for an indemnity agreement
Important information:
Know the correct functional area
Know if it contains federal funds
Have reasonable assurance of the start date of the award
Know the correct department number
What is the down side?
In the extremely unlikely event that the award is not received, the department must pay for the expenses incurred to date
If the start date is not correct and the sponsor denies a request to cover pre-award costs, the department must pay for the expenses incurred prior to the start date
If the important information items are incorrect, a new account set-up may be required
An Equal Opportunity University

11. FES Default Cost Centers
In series of cost centers 10137XXXXX
No budgets assigned
Functional area is instruction
Must have zero balance at year-end
Once needed to allow as a place holder when FES was annualizing effort
Each faculty member’s cost distribution may fluctuate on a monthly basis in the FES system just as a staff member’s distribution may be adjusted per pay period
Is the use of these cost centers still appropriate?
An Equal Opportunity University

12. E-accounts

13. Agenda
FES Accounts
E-accounts
Cost Share and Funding
NIH F-RPPR

14. Cost Share Reporting What is the cost share commitment for my grant?
Reference the Cost Share Information Form (CSIF) attached to your PADR or the cost share tab on GMGRANTD. If you are still unsure or need more information, please contact your CGO or Research Administrator in the Office of Sponsored Projects Administration (OSPA) for further explanation of the commitment
How do I post an expense in SAP as cost sharing for my grant?
A combination of the grant/WBS element number and cost share fund must be used to post an expense in SAP. Any charges that are to be cost shared, whether through payroll, PRD, journal voucher, etc. must be posted to the grant/WBS element and cost share fund. The external fund (sponsor) will always be the default, so the user will need to override (manually update) the fund to the appropriate cost share fund in order to charge the expense as cost share. After the cost share fund has been entered, hit the enter button to save the change.

15. Cost Share Reporting
How do I determine the cost share fund for my grant?
Using t-code, GMGRANTD, enter the grant/WBS element number and then click on the Dimensions tab. Look for the fund beginning with …. Looking across the row, there will be a checkmark in the cost sharing column and "cost share" will be part of the description
How many different cost share funds are there?
The cost fund assigned to the grant is directly related to the campus area that is responsible for funding the cost share. Below is a list of the cost share funds being used in SAP:
– Fiscal Affairs/IT Cost Share – Research Cost Share – Medical Center Cost Share – Provost Cost Share – Administration Cost Share /01 – WUKY Cost Share

16. Cost Share – NIH Salary Cap
Know the cap!!! The cap is applied on a month to month basis.

17. Cost Share – NIH Salary Cap

18. Cost Share Funding
How do I find expenses posted to the cost share fund for my grant in SAP?
Use transaction S_ALN_ with variant EXP ONLY CS and the grant number to find the expenses posted to the grant’s cost share fund.
How do I prepare a journal voucher (JV) to fund my cost sharing expenses?
Several general ledger (g/l) accounts can be used for funding cost sharing, depending on the type of expenses that have been incurred. Each is classified as a “transfer” g/l as the journal voucher is transferring budget from the cost center to the grant’s cost share fund. See below:
Salaries DR Cost Center
Benefits DR Cost Center
Current Exp DR Cost Center
Salaries CR Grant/ WBS & Cost Sharing Fund
Benefits CR Grant/ WBS & Cost Sharing Fund
Current Exp CR Grant/ WBS & Cost Sharing Fund
The debit entry will be to the cost center from which you are moving the funds and will use the 750XXX g/l account. The credit entry will be to the grant & cost share fund and will use the 740XXX g/l account. Be certain to manually update the fund associated with the grant to the appropriate cost share fund (001189XXXX….) as it will default to the external (sponsor) fund.

19. Cost Share Funding You can set up automated cost share funding:
Contact SPA with a cost center to automatically fund your cost share each month.
Caution: If you have faculty from other units with cost share on your grants, their cost share will be funded by your default account. You will need to JV the funding to their unit unless you’ve agreed to pay it.

20. Agenda
FES Accounts
E-accounts
Cost Share and Funding
NIH F-RPPR

21. Final-RPPR (F-RPPR) Just a Little Background:
RPPR = Research Performance Progress Reports
NIH F-RPPRs are typically due 120 days after a project end date
As of January 1, 2017, new online module for F-RPPR submission
Similar to Annual RPPRs…

22. RPPR vs. F-RPPR RPPR Accessed through link on Commons Status screen
Reporting of unobligated balance (SRAS report)
Participant effort reporting (SRAS report)
F-RPPR
Accessed through link on Commons Closeout Status Screen (“Process Final RPPR” Link)
No unobligated balance reporting
Participant effort reporting (SRAS report)

23. COM SRAS Assistance with F-RPPRs
Accessed through link on Commons Closeout Status Screen
Participant effort reporting (SRAS report)
Review of F-RPPR
COM SRAS Assistance
Instructions on website (and on following slide)
Contact your GPS for the participant effort levels report
Contact your GPS

24. F-RPPR Links
NIH F-RPPR Instructions Who is My GPS? How Do I Contact My GPS?

25. COM Weekly Research Update
Recent Article on F-RPPR Questions?

26. The End Research Administrators meeting Third Wednesday of Each Month
Next meeting: August 16