1. Campus Research Administrator Meeting
April 2019
Campus Research Administrator Meeting

2. Agenda Award Management Team updates WBSE Create Form (SPS SAP)
Post Award Management
myRESEARCHhome

3. Award Management Team - Updates
New address, old one phased out by end of April
Meet Tonya O’Dell

4. Award Management Team - Notifications
Payroll at end date sent as needed
-90
-45
Project
End
Date
+30
+60
Closeout
Due
Date
Sponsor
Due
Date
WBSE
Closed
Past Due sent as needed
Estimate of closeout notifications GMs & other staff receive
Closeout period timeline will vary the timing & frequency of these!
During the 1st quarter of 2019,
231 = Total late activity transactions
115 payroll transactions = late activity in 1st quarter 2019 (Jan thru March)
49.8% 
CONS (SAP)
CAMT
Above based on a standard project with sponsor due date >120 days after end date

5. WBSE Create Form
How many went to one of the training sessions?

6. WBSE Create Form: Department Initiated
Department/Center/Institute Initiates Request:
WBSEs in advance of award
For preaward spending
WBSEs with annual renewals, if needed in advance of award
Additional sub codes for existing parent WBSEs

7. WBSE Create Form: ORS Initiated
Central Office Initiates Request:
WBSEs at Award In Progress (AIP) / Award
WBSE for annual renewals, if no code in advance requested

8. WBSE Create Form: Requests returned by a central office
Returns when SPS record must be updated
Returns for WBSE Request Form update
ORA/ORC/ORS/TBS returns request for correction impacting SPS record
Initiator cancels/deletes WBSE Request Form
SPS record revised
New WBSE Request Form initiated & submitted for approval
ORA/ORC/ORS/TBS returns form to initiator for correction
Initiator updates WBSE Request Form
WBSE Request Form resubmitted for approval

9. WBSE Create Form: Key Points & Reminders
Accuracy is CRITICAL, do not use placeholder data
Access to SPS record required
Previous requests must be completed prior to initiating new request
Process is time sensitive
Resources:
Preaward Office (ORA/ORC/ORS)
Quick Reference Guide “QRG”
Instructional videos

10. WBSE Create Form: ORS - Potential delays
BFR is not an “end node”
SPS sponsor not mapped in SAP
Review/Approval delays during workflow
BFR doesn’t have an established workflow routing
SAP will default orphans to CAMT
Avoid this by keeping all workflows updated
ORS slide addition

11. WBSE Create Form: ORS - Example of delay
Cancelled request:
Incorrect information provided in SPS record (owning org in the wrong BFR)
ORS requested the WBSE via the WBSE Create form
Unit return the form
ORS had to delete the WBSE request and return SPS record for correction by the Unit
WBSE request process starts over
ORS slide addition

12. Post Award Management

13. Managing Expenses: 6956xx Losses, Damages & Other Write-Offs
6956xx & Federal Projects
6956xx & Non-Federal Projects
Should not happen
ET&R system should prevent this G/L group from posting on federal codes
If you see it, contact AMT We coordinate the expense removal from that 6 digit G/L
GM cannot change 6 digit G/L
Department Action:
Using the parent G/L “695600” move the expense to a non- sponsored code
Business process will determine the code that should absorb the expense
G/L for debit and credit should remain consistent (695600)
Unallowable on sponsored codes – no exceptions
Technical “fix” for most federal project codes
GM should monitor & resolve if posts to any other type of sponsored project

14. Managing Expenses: 6956xx Losses, Damages & Other Write-Offs
Foundation code with expense found during recon
Ledger after GM correction that moved it to a 151xxxx
Example of a foundation WBSE with a , unapproved expense.
Dept must move to non-sponsored code using G/L
More info may be coming, look at your codes….

15. Managing Expenses: 6956xx Losses, Damages & Other Write-Offs
Losses & Damages
Unapproved Corp Card
Total #
Total $
PAS 37 24 61
$ 8,993.28
A&S 64 11 75
$ 1,945.64
Nicholas 5 6 $
Sanford 59 $
Pratt 4 10 $
Total
171 45
216
$ 11,962.90
Total # of active WBSEs with transactions in these 2 G/Ls
ONLY a sample – need to look at other 6956xx G/Ls, not just –85
Look at the 6956xx G/L as you do your month end reports & manage these ASAP
Above is a sample of transactions in the G/Ls & on open WBSEs in PAMC. This does not include other 6 digit specific G/Ls in the 6956xx grouping. All 6956xx transactions should be analyzed during code management.

16. Questions

17. mRh – Phase 2 Phase 1 onboarding complete
Anyone want to share your thoughts & experience?
Phase 2 departments in process
my Researchers widget’s will soon offer OSCP functionality