1. UMSYSTEM.EDU SPO Training LOC Draws, Subrecipient Monitoring, & FFRs Susan Cessac Monika Gupta Jessi Jordan

2. UMSYSTEM.EDU LOC Draw Process LOC Report Draw based on agency Sponsor list Check agency totals – negative cash position Pending vs Active Draw on contract basis Multiple projects per contract

3. UMSYSTEM.EDU LOC Draw Process Balance LOC report to Ledger Balancing issues: revenue manually posted to project Generate Invoices Billing plan set up correctly Draw from Payment system Important that LOC Doc ID matches account number

4. UMSYSTEM.EDU Award Setup Same award, same contract! 51 awards have two or more contracts assigned to them Exception: multiple business units per award

5. UMSYSTEM.EDU Award Setup LOC Doc ID needs to match account number Award profile - > view contract hyperlink - > lines tab - > detail tab - > scroll to the far right to see the LOC Doc ID text box

6. UMSYSTEM.EDU Award Setup Verify agency and fund Sponsor, fund, and LOC Ref ID USDA is on multiple payment systems – important LOC Ref ID is correct Fund is never 2100 for LOC except for IRS & CNCS

7. UMSYSTEM.EDU Billing Plan Setup (LOC)

8. UMSYSTEM.EDU Billing Plan Setup (LOC)

9. UMSYSTEM.EDU Billing Plan Method LOC Billing Plan Billing Method should be “As Incurred” NOT “Value Based” Over 30 Kansas City LOC contracts setup as “Value Based” Example – Contract 0021868

10. UMSYSTEM.EDU Billing Plan Method Unassign Incorrect Billing Plan

11. UMSYSTEM.EDU Billing Plan Method Assign new billing plan

12. UMSYSTEM.EDU Billing Plan Method Now there are 2 billing plans

13. UMSYSTEM.EDU Billing Plan Method Example continued: Bill plan B102

14. UMSYSTEM.EDU Billing Plan Method Example continued: Bill plan B101 Change to cancelled

15. UMSYSTEM.EDU Award Setup Award Modifications In award modifications, amounts should be entered as increments as they will be released Enter issue date if funding has been released

16. UMSYSTEM.EDU Activating Projects Verify budget limit = current funding available Budget limit is what we use to determine what we can draw up to at this point in time Award profile -> view contract -> lines -> amount detail -> limit amount

17. UMSYSTEM.EDU Recon 13 Total Contract Limit Issued Award Modifications Budget Amount

18. UMSYSTEM.EDU Recon 13

19. UMSYSTEM.EDU Closing Projects Check Budget Variance to make sure Revenue = Expenses Check Income Statement for cash Email Monika/Jessi if you need to close a project & revenue does not equal expenses

20. UMSYSTEM.EDU Subrecipient Monitoring Attach subaward to SubK page

21. UMSYSTEM.EDU Subrecipient Monitoring Include contact information in Subk Addr Including Email ID

22. UMSYSTEM.EDU Subrecipient Monitoring Include invoices received by subrecipient Include EPLS check (required to be checked before payment)

23. UMSYSTEM.EDU Subrecipient Monitoring Check subrecipient monitoring link before entering into new sub agreement Check subrecipient monitoring link for each vendor before paying If risk assessment and checklist are not included, email Jessi and cc Susan to see if the vendor is okay to pay

24. UMSYSTEM.EDU Federal Financial Reports (FFR) Sponsors that require Quarterly FFR’s: NASA USDA (awards on PMS only) DHHS IRS CNCS DHS DOS NSF DOE (awards issued from Chicago Office only)

25. UMSYSTEM.EDU Federal Financial Reports (FFR)

26. UMSYSTEM.EDU Federal Financial Reports (FFR)

27. UMSYSTEM.EDU Federal Financial Reports (FFR)