1. Sub-accounts at Recharge Cores: What, Why, and How
Ruth Halsey, B.S., M.B.A.
Unit Administrator, Functional MRI Laboratory, University of Michigan
Chair, 2015 Conference Planning Committee, Michigan Chapter, Society of Research Administrators
11/24/2018

2. Agenda Why care about sub-accounts? What are sub-accounts?
What are pre-award benefits of sub-accounts?
What are post-award benefits of sub-accounts?
What should I consider before implementing?
How to implement sub-account policies?
Q & A
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3. Why Care About Sub-accounts?
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4. Why Care About Sub-accounts?
What is your role as a research administrator?
How does this role relate to stewardship of financial resources?
How does stewardship of financial resources relate to sub-accounts?
Managers work within the system (they don’t question why things work they way that they do, and just work within the system as it works).
Leaders work on the system (they identify flaws within the system and work to change those flaws).
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5. Why Care About Sub-accounts?
Stewardship of Financial Resources
“For people with administrative or supervisory responsibilities, financial stewardship typically includes developing, implementing, maintaining and following proper administrative and accounting procedures, as well as complying with all relevant governmental and regulatory requirements.”
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6. Why Care About Sub-accounts?
The goal of this presentation…
Indirect Cost Revenues
Financial Stewardship
Sub-account Policies
General Fund Budget
Demand Projection
Pre-Award Oversight
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7. What Are Sub-Accounts?
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8. What Are Sub-Accounts? Subordinate account of a parent project
Can someone give an example?
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9. What Are Sub-Accounts? Pre-award Anticipated Sub-account
Written into PAF when proposal is submitted
Your research core’s anticipated budget
Department’s
Faculty Member’s
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10. What Are Sub-Accounts? Post-Award Sub-account
Form 7471 is used to set-up sub-account
Is your research core’s part of the grant
Department’s
Faculty Member’s
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11. What Are Pre-Award Benefits?
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12. What Are Pre-Award Benefits?
Allows for Proposal Prior Review
Why might this be important?
Ensures accuracy of rate and budget
Review of justification for accuracy
Accurate description of Core to sponsors
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13. What Are Pre-Award Benefits?
Proactive Communication at Award
Why might this be important?
Proactively orient new users of policies
Reminders to existing users of policies
Ensures timely set-up of sub-accounts
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14. What Are Pre-Award Benefits?
Captures Data in eRPM
Why might this be important?
Query & Create Reports from eRPM Data
What kinds of reports might you generate?
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15. What Are Pre-Award Benefits?
Can also see who is NOT your customer
Pre-Award Statistics
Know who your proposed customers are:
Faculty members
Departments
Schools / Colleges
Collaborator
Collaborators
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16. What Are Pre-Award Benefits?
Pre-Award Statistics
Count of proposals
Status of proposals
Total Hrs. / Proposal
Avg. Hrs. / Proposal
Avg. Hrs. / Year
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17. What Are Pre-Award Benefits?
Why might all this data be important?
Customer/Collaborator Data
Recruit new users
Pre-Award Statistics
Average funding percentage
Calculate estimated utilization
Notice changes in # and $$
Anticipate changes in demand
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18. What Are Post-Award Benefits?
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19. What Are Post-Award Benefits?
Project Demand from Active Projects
Why might this be important?
Number of hours for budget year
Hours remaining unspent
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20. What Are Post-Award Benefits?
Get Your Share of Indirect-Cost “Pie”
Why is this the case?
Indirect-cost follows the
Dept ID
where
expenses
are
Incurred.
Sub-account
Parent Account
Sub-account
Sub-account
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21. What Are Post-Award Benefits?
Get Your Share of Indirect-Cost “Pie”
Why might this be important?
General Fund $$
Covers unallowable costs:
Admin effort
Building repairs
Utilities
Space Rental
Office supplies
Sub-account
Parent Account
Sub-account
Sub-account
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22. What Should I Consider?
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23. What Should I Consider? Pre-Award Sub-Accounts
Develop policies on requirements for review
Detailed budget
Justification
Facilities/resources description
Sub-account
Staff time/training to review & approve proposals
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24. What Should I Consider? Post-Award Sub-accounts
FMRI Limit is 20% IDC
Post-Award Sub-accounts
Policy on limits to establishments sub-accounts
Controls to ensure sub-account establishment
Staff time/training to review & approve 7471s
Staff time/training to manage sub-accounts
Deficit policies on sub-accounts
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25. What Should I Consider? Strategies to Reduce Post- Award Staff Time
Manage sub-accounts using M-Reports
Only expenses that will hit are recharge expenses
Only need to review transactions for exceptions
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26. What Should I Consider? Development of Alternate Tracking Tools
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27. How to Implement Policy?
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28. How to Implement Policy?
Make A Case to Leadership
Directors
Administration
Become a policy champion!
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29. How to Implement Policy?
Communicate the Change
Internal communications
Staff/faculty why there is a new policy
Share the benefits of switching to this method
Share expected extra workload mitigation
Provide staff with appropriate training
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30. How to Implement Policy?
Communicate the Change
External communications
Notify your users you will implement policies
Share why you are implementing these policies
Provide clear instruction on your website
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31. Questions & Answers
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