1. WELCOME Cal. State Univ., Bakersfield Fall 20121 Sponsored Programs Policy and Procedure Updates GRaSP Extension 2231 DDH D108

2. Office of Grants, Research, and Sponsored Programs Introductions Laramée Lyda-Craft Laramée Lyda-Craft –Chief Grants Analyst Vincent Oragwam Vincent Oragwam –Director of Grant Management Operations Julio Blanco Julio Blanco –Associate Provost for Grants and Resource Management and Planning Post-Award Coordinators: Post-Award Coordinators:  Alicia Valenzuela  Rosie Soriano  Gwen Parnell  Amy Young Cal. State Univ., Bakersfield Fall 2012 2 GRaSP Extension 2231 Guest: Eva Hebebrand - Manager of Student Financial Services

3. Sponsored Programs Policy Updates Agenda New Requirements New Requirements Budget Revision; Participant and Unallowable Costs; Budget Revision; Participant and Unallowable Costs; Ethics Certification Ethics Certification Sponsored Programs Overview Sponsored Programs Overview Funding; Scope Funding; Scope Project Administration Project Administration Startup; Reporting & Reconciliation; Closeout Startup; Reporting & Reconciliation; Closeout Reminders and News Reminders and News –Audits, Accruals, Proposals, Record Retention, Release Time –PR Provider, Intel Property, T&E Certs, Chargebacks, Cost- Share Documentation, Subrecipient Monitoring, Research.Gov Cal. State Univ., Bakersfield Fall 20123 QUESTIONS DISCUSSION FUN!

4. Sponsored Programs Policy Updates Program Administration Guide Valuable Desk Reference The PAG Located on the Policies and Procedures page of the GRaSP website www.csub.edu/grasp www.csub.edu/grasp Cal. State Univ., Bakersfield Fall 2012 4

5. Sponsored Programs Policy Updates Budget Revision Budget Revision Procedure ( PAG p. 25) Budget Revision Procedure ( PAG p. 25) –Know your sponsor’s requirements; Obtain prior written approval if needed –Bring form and backup to GRaSP –After review and approval, GRaSP will forward changes to Budget Department for input into system CFS Budget Line Item Detail CFS Budget Line Item Detail –Salaries and Benefits (C.O. July 2012) –Direct and Indirect Expenses –Revenue (= Total Expenses) Cal. State Univ., Bakersfield Fall 20125 Implemented 8/11; Simplified 7/12

6. Sponsored Programs Policy Updates Cost Tracking (PAG p. 5) Participant Costs Project Code (PCxxxx) Participant Costs Project Code (PCxxxx) –Must be tracked separately (if required by sponsor) –Separate budget for PC projects –Affects cost analysis and indirect cost recovery Unallowable Costs Unallowable Costs –Know your sponsor’s restrictions –Obtain sponsor’s prior written approval for exceptions or questionable items –Your School/Department general fund will be charged if unallowed expenses were paid Cal. State Univ., Bakersfield Fall 20126

7. Sponsored Programs Policy Updates Ethics Training Cert NEW PROCEDURE Research Ethics Training Certification Research Ethics Training Certification National Science Foundation Requirement –All students involved in an NSF research project must obtain a research ethics training certification (PAG p. 3) –PIs must know the CITI certification process and assist students in the procedures (see GRaSP) –PIs must provide documentation to GRaSP Cal. State Univ., Bakersfield Fall 2012 7

8. Sponsored Programs Policy Updates How Award Funding Works Funding Is By Reimbursement Funding Is By Reimbursement Money Is Not Received Upfront Money Is Not Received Upfront CSUB Advances Costs CSUB Advances Costs Sponsor Is Billed by CSUB Sponsor Is Billed by CSUB Closeout End-Date Is Critical Closeout End-Date Is Critical Charges Incurred After (or Near) End-Date Are NOT Reimbursable Charges Incurred After (or Near) End-Date Are NOT Reimbursable Charges Processed After Final Reconciliation Are NOT Reimbursable Charges Processed After Final Reconciliation Are NOT Reimbursable “Quick. Grab the money before it’s too late.” Cal. State Univ., Bakersfield Fall 2012 8 CSUB cannot bill the sponsor for reimbursement for these; your department budget could be impacted

9. Campus Functions Associated With Projects GRaSP Deans/AVPs & Staff General Accounting, Accounts Payable Student Financial Services: Cashier, Accounts Receivable Financial Aid Facilities Management, Assets Information Technology Reprographics Food Services University Advancement Construction Human Resources Payroll Budget Procurement: Copiers, Office Max, ProCards Telecom Mail Room Safety and Risk Police Events Housing ASI Cal. State Univ., Bakersfield Fall 20129 Pretty Much Everyone

10. Cal. State Univ., Bakersfield Fall 2012 Sponsored Programs by the Numbers ~75 Awards/Year (award life 2 weeks to 7 years) $15.3M Fiscal Year; $60.9M Award Lifetime (10/11) Awards support a variety of expenses Administrative, Financial Aid, Travel, etc. Construction Projects $270k Spectrometer (12/13) Also support >$3.5M Payroll (10/11) >150 Faculty; >340 Staff and Students >5,000 Documents Logged (10/11) Countless Reports, Training Sessions, Status Meetings 10

11. Sponsored Programs Policy Updates Project Startup Until a project Chartfield is setup (PAG p. 5), you cannot hire employees or buy anything Until a project Chartfield is setup (PAG p. 5), you cannot hire employees or buy anything To start project spending: To start project spending: –A fully executed award is required; one award/one fund –Meet with GRaSP ASAP for Chartfield setup –Process may take several weeks NEW PROCEDURE “Fast Track” if the award is not yet in house: “Fast Track” if the award is not yet in house: –Notify GRaSP immediately, alternate award notice is required –Obtain required MOU Commitment from Dean/AVP with alternate funding source (see GRaSP) Cal. State Univ., Bakersfield Fall 201211

12. Sponsored Programs Policy Updates Report Routing Report Preparation is PI’s Responsibility (PAG p. 36) Report Preparation is PI’s Responsibility (PAG p. 36) All Fiscal Reports Must Be Signed by Fiscal Services All Fiscal Reports Must Be Signed by Fiscal Services Report Routing Procedures: Report Routing Procedures: <TWO WEEKS BEFORE DUE DATE –Submit Report Routing Sheet with backup to GRaSP New simplified form on website –GRaSP forwards the Report to Accounting for reconciliation and signature of AVP of Fiscal Services –GRaSP will call you when report is ready for you to submit –Forward copy of submission approval to GRaSP Cal. State Univ., Bakersfield Fall 201212

13. Sponsored Programs Policy Updates Reporting & Reconciliation Accrue expenses for project year (GRaSP website) Reconcile and Enter Fiscal Data – start early – –Run CFS reports and reconcile with your shadow system – –Contact Fiscal Services for a reconciliation of expenses – –Work with Fiscal Services to resolve discrepancies – –Enter reconciled data into report Gather and enter data for program outcomes Save copies of all source data in binders or folders – –Identify and order the documents to conform to report tables, pages, etc. so they can be followed by auditors Cal. State Univ., Bakersfield Fall 201213

14. Sponsored Programs Policy Updates Project Closeout 90-Day Closeout Notification 90-Day Closeout Notification – –E-mail from GRaSP addressed to PI and copied to campus departments when closeout approaches – –PI meets with GRaSP to review closeout checklist – –Staff reassignments or terminations must be addressed 90 Days PRIOR to Project End – –PI is to follow up with GRaSP to complete the closeout through the final report and deliverables after end date Cal. State Univ., Bakersfield Fall 2012 14 NEW PROCEDURE

15. Sponsored Programs Policy Updates Sample Email Notification Cal. State Univ., Bakersfield Fall 201215

16. Sponsored Programs Policy Updates Reminders Audits and Site Visits (PAG Appendix A) Contact GRaSP immediately and coordinate with GRaSP and Fiscal Services Compile backup documentation at time of annual/progress report Project Accruals (GRaSP website) Budget for vacation accruals Begin an accruals list one month before budget year-end Submit unposted expenses to GRaSP with backup one week before year end Track accruals for actuals in following year Track accruals for actuals in following year Cal. State Univ., Bakersfield Fall 201216

17. Sponsored Programs Policy Updates Reminders Proposal Routing (PAG p. 1) Funding opportunities and writing assistance from Vincent Route proposals at least two weeks before submission deadline Awards must be signed by authorized official Records Retention (PAG p. 37) Save all years of award activity per sponsor requirements 5-Year countdown begins AFTER final report or resolution Inform GRaSP of the location Release Time Account Codes (GRaSP website) Debit and credit codes are the same (July 2012) 601892 Salaries or Salaries and Benefits 603892 Benefits Cal. State Univ., Bakersfield Fall 201217

18. Sponsored Programs Policy Updates Other News New SPA Payroll Service Provider Intel Property Patent Consulting Services Time and Effort Certification Reports (PAG p. 38) Chargeback Detail and Event Scheduling Software Cost-share/Matching Documentation (PAG p. 27) Subrecipient Monitoring Procedures (PAG p. 21) Research.Gov Cal. State Univ., Bakersfield Fall 201218

19. Sponsored Programs Policy Updates Summary New Requirements New Requirements Sponsored Programs Overview Sponsored Programs Overview Project Administration Project Administration Reminders Reminders News News Evaluation Form Evaluation Form GRaSP Extension 2231 GRaSP Extension 2231 Cal. State Univ., Bakersfield Fall 201219 QUESTIONS DISCUSSION YAY

20. THANK YOU FOR COMING Cal. State Univ., Bakersfield Fall 201220 GRaSP Ext. 2231 DDH D108