1. Grant and Contract Accounting Follow Up Process MRAM January 10,2013 MRAM JANUARY 2013

2. GCA FOLLOW UP Goal for 2012: Eliminate backlogs Reduced backlogs significantly but some are still left MRAM JANUARY 2013

3. Before ChangeAfter Change% Change Closing 5478 budgets (Feb 2010) 784 budgets (Dec 2012) Cost Reimbursable Billing $8.5 M (July 2010) $3.9 M (Dec 2012) Budget Set-Up 564 (Oct 2010) 0 (Dec 2012) Fiscal Reports 404 Reports (Sep 2010) 53 Reports (Dec 2012) Cash in Suspense (over 30 days in suspense) $12.6 M (Sep 2010) $ 3.4 M (Dec 2012) Aged Receivables (over 150 days from Invoice Date) $10.8 M (Sep 2010) $4.9 M (Dec 2012) 87% 73% 54% 100% 86% 55%

4. GCA FOLLOW UP Identified 8 topics that are current roadblocks Phased approach: – Phase 1: GCA will implement this month – Phase 2: Requires coordination with process partners Effective for budgets expiring after 12/31/2012 MRAM JANUARY 2013

5. PHASE 1 TOPICS 1.Deficits 2.Open invoices pending PI action 3.Unmet cost share 4.Unmet milestones/deliverables 5.Fabrication journal vouchers 6.Balances of funds with programmatic restrictions 7.Information on sponsor-specific financial reports MRAM JANUARY 2013

6. PHASE 2 TOPIC 8. Open encumbrances – General purchase order encumbrances – Field Advances – Checking Accounts – 03-62 Subcontracts MRAM JANUARY 2013

7. Campus Contact Process First Attempt: – Initial GrantTracker sent to departmental email account or fiscal contact with 2 week timeline for needed actions to be completed Second Attempt: – Follow-up message sent to department administrator and PI, providing 1 additional week for action No response, GCA will take appropriate next step MRAM JANUARY 2013

8. For more information on GCA’s follow up process, please visit our new webpage: http://f2.washington.edu/fm/gca/close-budget/gca-follow-process For inquiries related to an existing budget number, submit inquiries through GrantTracker: http://www.washington.edu/research/gca/budget/granttracker.html Or send inquiries to: GCAHelp@uw.edu GCAHelp@uw.edu 206-616-9995 Feedback for GCA? Please contact: Kirsten DeFrieskirsten5@uw.edu 543-2597kirsten5@uw.edu Lily Gebreneguslgebren@uw.edu 543-0817lgebren@uw.edu