1. COS Research administrators meeting
November 19, 2018 Monday

2. Topics of Discussion Review of topics from last meeting
Communication between COS and OR
Self-Assessment Measures
s from Grants Accounting Team

3. Review of topics from last meeting
Turn around time for requested actions
OR working on policies and procedures and this will be addressed in there.
Weekly list to OR for any pending items.
Keeping track of your grants
In talks with a few areas to present a format/template.
Aurora usage and Upcoming Deliverables
Systems used
ARGIS
PARIS
COBBLESTONE
AURORA

4. Office of Research (OR) Contracts/Award Management
Dorothy Yates
Jennifer Shambrook *Pre & Post Award
Celeste Rivera-Nunez
Jo Annette Perez Chacon *Pre Award
Mary Davis *Post Award; Restores Only
Shannon Callahan *All Other Depts.
Jane Gentilini *Contracts
Mindy Solivan
Marlee Bailey *All Other Depts.
Arlisia Potter
Jessica Palomino *Physics Only

5. Update to our website/ To help with OR Tasks

6. Self-Assessment Measures
How can we count what we do?
To be filled in together at meeting….
Shared drive for excel sheets for tasks
Drop items for tasks
Cost transfers
Weekly open table
Cos response time

7. Grants Accounting Emails 4 slides
HI Venessa, Match account is overspent by $ Kindly fix the budget to match the revenue and expenses. A Budget Position Report is attached for your convenience. Contact me if you have any questions or need any clarification. Thanks, Maribel Tel#
Review Paris Cash Flow
Is this a salary/effort match cost share?
Contact Ashley Hilyer
She will either journal of the charges or
She will advise you to OR to increase the budget
If the first, advise Maribel/Grants Accountant
If the second, request increase from Award Manager.
Once completed, advise Ashley so she may complete the journal.

8. All cost share reporting is completed by Or Award Management.
Good morning Venessa,
Please send the Cost Share information as of 07/31/18, for the subject award.
Attached is the budget position report for Match , if needed.
Thank you!
Mary Kaye Pascua
Senior Accountant
Office of Research & Commercialization
University of Central Florida
Office:
All cost share reporting is completed by Or Award Management.
Contact them and loop in the Grant Accountant.

9. If yes, email Grant Accountant of the response.
Subject: Project # Final Costs/Close-out
 Good afternoon,
 Please confirm the following in order to finalize costs and close out this project.
 Project end date                                                                              08/31/2018
Department Response to ORC requested by                       10/05/2018
Final Invoice/Report due date to agency from ORC          11/29/2018
Financial Closeout due by                                                             11/29/2018
 From Budget Position Reports As of 09/05/18 (see attached):
Total Expenditures                          $133,856.54
Total Budget                                      $150,000.00
Encumbrance                                    $    4,720.00
Available Budget                              $  11,423.46         (Under Budget)
Total Revenue                                   $133,856.54
Cash Balance                                      $   (2,334.12)       (Deficit)
 Cash Balance: There is currently deficit cash of $(2,334.12).  There is deficit cash due to unbilled AR. 
  Please address the items listed below by the dates noted above so we can move forward with closing the project:
all expenditures incurred for the project are incurred prior to the project end date and are allowable charges
any encumbrances or pre-encumbrances (if applicable) are removed from the project by contacting Vendors Payable
excess charges are moved off the project (if over budget)
ePAFs are moved or terminated from the project
any property/equipment transferred by 10/05/18 (if applicable)
that there is no time extension or modification pending
Please contact me for assistance or if you need any additional information.
Thank you,
Melissa Fawcett
Accounts are automatically moved to Prepare for Closeout status after 30 days.
Check with your PI to ensure if they will be receiving or requesting an extension.
This can include NCE, incremental funding.
If yes, Grant Accountant of the response.
Request change of status from Award Manager.
Depending on response from PI, contact the Award Manager or Contract Manager fro assistance.
If no, review the budget for any overages and review bullet points listed.
Send a response to the Grant Accountant.

10. Any contract bill plan tied to deliverables.
Good Morning, Please advise on the status of the submission of the Progress Report (due 5/31/17) and the Final Report (due 5/31/18) deliverable because the invoice has not been sent due to the past due deliverable dated 5/31/18. Thank You Bryant Tan Accountant Office of Research and Commercialization University of Central Florida Office: (407)
Any contract bill plan tied to deliverables.
Grants Accounting will not invoice unitl this has been updated in ARGIS/PARIS.
Double check in PARIS, in case document was overlooked.
If yes, OOR Deliverables Manger to correct.
If no, your PI for deliverable.
Update the Grant Accountant either way.

11. IRB Workshop

12. QUESTIONS OR COMMENTS? To be filled in during group session…
NIJ Award notification, OR Award Mang. , recd. of award
OR Response to COS and agency.
Nce/mods with Daniel Sierra for epafs.