1. Filling out your NARF Quick and Easy April 18, 2006 Presented by: Cheryl Kot Available for Questions: Call or E-Mail SPS Financial Office: Veronica Foster, vf11, 5-4577 Michelle Smith, mb114, 5-5086 Cheryl Kot, ck44, 5-7991

2. New Account Request Form aka: NARF Q: How do I get authority to prepare and submit NARF’s? A: Go to: www:https://portal.research.cornell.edu/ Click on: Data Access Request FormData Access Request Form

3. Sponsored Programs Services Portal

4. Finding NARF Q: Where do I find the NARF? A: Go to: www:https://portal.research.cornell.edu/ Click on the General Query tab, type in assigned OSP number – scroll down to bottom of portal page, click on Request a new sponsored account.

5. Sponsored Programs Services Portal

11. Click radio button when setting up an Advance account. For all advance accounts, you must “attach” a budget. Once you have an Advance account established, you should review it monthly to ensure timely execution of the award. Advance accounts are at your departments financial risk until the Award is Fully Executed.

12. What is Program Income?: Income produced as a result of the Grant or Contract. You can get more information at the Cornell University Policy web site http://www.policy.cornell.edu/vol3_8.cfm

13. When setting up a sub-account, use the drop down to choose your department listing. Line 5 must be filled in for a sub account.

14. Please be sure to choose a subledger number.

15. Replacement accounts are often used for awards that have multi- year funding which require separate year funding. For instance, DHHS often requires a separate account for each year, even though the OSP number remains the same.

16. Use the drop down menu to choose Fund Group. Note: If you skip line 4, 470 program income is the default – so be sure to change to the appropriate fund group.

17. Use the drop down menu to choose Function. Note: If you skip line 7, 430 Organized Research (on campus) is the default – so be sure to change to the appropriate function. Subcontract accounts don’t need a NARF – SPS will set them up automatically.

18. For Statutory College funded awards be sure to add the project code. If you are unsure of the code, or need a new project code, you can call or E-Mail Mary Johnson at 5-5029 mmj2@cornell.edu

19. To find current Benefit Rate’s go to : http://www.osp.cornell.edu/ Click on Proposal Preparation, then Employee Benefits and Proposal Budget Escalations http://www.osp.cornell.edu/Employee Benefits and Proposal Budget Escalations You can find Benefit Rate on the DFA web site too: http://www.accounting.cornell.edu/ then click “View Rates” http://www.accounting.cornell.edu/

22. Line 16 is only “required” for requesting a sub- account. NARF will be rejected if left blank.

23. If part of the award funding is Mandatory Cost Share, you must supply a cost sharing account before you receive approval of the new account requested. You can put the cost sharing account number in the comments section. You can find the Cost Sharing policy at http://www.policy.cornell.edu/vol1_1.cfm

24. Please use the comments section for any information you feel is important. (Include Mandatory Cost Share account number in comments.) Attach budget here.

25. Inside SPS Processes Q: What happens after I submit the NARF? A: Once you submit a NARF an automatic electronic link is sent to Carolyn Nelson. Carolyn forwards the link to the appropriate Accounts Assistant, who will print it off and match it up to the award and budget information.

26. Daily Received New Awards average 10 to 30, not including subaccounts, subcontracts and amendments.

27. SPS adds account to system The account is input into the system using the “old” CornellC or FISC application. SPS has an array of fields that require agency specific information. Some Awards require an Accounts Receivable, depending on the billing instructions.

30. Department gets notified via E-Mail The account gets its own Award folder. The account number is communicated back to the person who prepared the NARF.

31. SPS Assistants only need to add comments, press “Mark Request as Completed”, then an E-Mail is automatically sent back to the preparer of the NARF.

32. Award passes from Assistant to Accountant Once the account is passed on to the Accountant, the award is reviewed for any financial requirements and the Budget is input into a JEMS Budgeting Application. Invoices, Letter of Credit and Financial Reports are set-up and added to billing logs. Restrictions and critical dates are added to the FISC F8 screen.

33. Finally, you get to use the account! Next, the account is reviewed by a second Accountant for appropriate attributes and verified into the system. Now, the account is ready to accept charges. The entire process takes approximately 3 working days.

34. The End-Thank You Please feel free to call SPS Financial with questions. The SPS Financial main phone number is 255-5085 Web addresses: OSP Portal: www:https://portal.research.cornell.edu/ OSP Home Page: http://www.osp.cornell.edu/ University Policy: http://www.policy.cornell.edu/vol1_1.cfm http://www.policy.cornell.edu/vol3_8.cfm OSP Training Page: http://www.osp.cornell.edu/Education/