Post Award 101 Presented by Liz Hinske Kerry Marsolek.
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Transcript of Post Award 101 Presented by Liz Hinske Kerry Marsolek.
SPA and SFR
Sponsored Projects Administration (SPA) and Sponsored Financial Reporting (SFR) are two separate central units supporting research at the U of MN
SPA and SFR (con’t)• SPA:
– Reports up to the Vice President for Research
– Handles pre award: proposal submission, contract negotiations
• SFR:– Reports up to the Controller– Handles post award: Reporting &
invoicing, payment application, collections, close out
SFR Org ChartSue Paulson
Director
Kamala Upadhyaya
Associate Director
Mark RovaMary Gorder
Data Analyst
Marjorie NeboFinance Manager
Accounts Receivable:Collections
Payment ApplicationClose Outs
Kerry Marsolek Senior Finance
ManagerNon Federal Area:State of MinnesotaBusiness & Industry
Foundations
Health Organizations
Tonya KnutsonSenior Finance
ManagerFederal Area:
DHHSUS Dept of Education
NSFUS Dept of Energy
Federal Subcontracts
Sylvia TaubePrincipal Office & Admin
Specialist
Student Position
SFR Org Chart (con’t)
Marjorie Nebo
Kerry Marsolek
Tonya Knutson
Accountant II:Lisa Gow
Julia Steinkopf (1/2 time)
Karen DahlheimerDick HartmannStaci Gallahue
Todd Stroessner
Accountant I:
Christina CheungMisty Bauermeister
Jim KaintzStephanie Kranitz
Kristin LienChris YbarraAngela Lane
Open Position
Accountant II:Michele DobsinskiJulia Steinkopf (1/2
time)Kristie Berglund
Jane Hatlevik
Accountant I:Bridget Al-QublanXuefei Hu (Fay)
Andrea HyllengrenLeah Mumm
Tuan Ta
Accountant I:Tatyana Estrin
Principal Collection Representatives:Nayubel Bernard
Misty BauermeisterCarly Prelwitz
Accountant II:Jill New
Award Set Up
• Team comprised of both SPA and SFR
• Responsible for completing award set up in PeopleSoft
• After award is set up imaging e-mails NOGA to SFR, SPA grant administrator (GA), PI and academic department designees
SFR Accountant Assignment
• Finance Manager receives and reviews NOGA and verifies PS set up
• Based on sponsor requirements, assigns to accountant
• Changes billing specialist in PS and forwards NOGA to accountant
Reporting/Invoicing Preparation
• Billing and reporting triggered by PS events
• Interim-expenses are picked up based on accounting period in which it hits the ledger. Department is not consulted.
• Final (budget & project period)-late expenses are included using other verification sources. Department is consulted, this includes the PI.
Payment Application
• All sponsored payments are sent to a separate bank account and lock box
• Accounts receivable accountants identify and apply payments
• Unidentified payments are worked separately
Collections
• Principal Collections Reps follow up on unpaid invoices greater than 60 days
• Will contact PI if non payment is due to missing technical deliverable
Close Outs
• Verify all invoices are paid
• Overdrafts and late charges are removed
• Verify encumbrances are closed
Other Important Items
• Letter of credit (LOC) payments are drawn from sponsor website
• Clinical Trial budget amounts are set up as invoices are created
• Refer to Accounts Receivable job aid for instructions on looking up open and paid invoices
• PI’s are copied on all e-mails
Important Items (continued)
• SFR accountant will work with the PI and department accountant to obtain signatures on financial forms
• SFR keeps copies of submitted invoices and reports
• Department is responsible for monitoring rebudgeting restrictions
• SFR open house on April 6, 2009, 1:00-3:00 at the McNamara Alumni Center
• EFS Sponsored website: http://www.ospa.umn.edu/efs_sp/
• Tonya Knutson, Federal Senior Finance Manager, 612-624-7850, [email protected]
• Kerry Marsolek, Non-Federal Senior Finance Manager, 612-624-8053, [email protected]
SFR Perspective/Tonya Knutson/Kerry MarsolekDepartment Perspective/Patricia Homyak/Liz Hinske
02.17.2009
Post Award 101
Groundwork – Before award is made• If Pre-Award or Advance Account Needed
– Complete pre-award/advance acct form– Prepare estimated budget to include acct
codes– Secure non-sponsored chartstring to absorb
costs if award is not made
• Review F&A Waiver if Secured• ICR Sharing• If Cost Share Needed
– Submit to GA:• Non-sponsored chartstring• Budget amounts• Account codes
NOGA Received• Review Budget (Direct and F&A)• Review Restrictions• Review Reporting/Invoicing Terms
– Fund Reversion– Fixed Price– Contract Milestones
• Review Human/Animal Approval Status• Note Restrictions or Specifications on
– Intellectual Property, Publications, Data Security
• Review EFS Budget (account codes)• Work with PI to
– Adjust Budget for Cuts– Determine Payroll/Effort
Conditional Action• If Rebudget Needed
– Complete SPA Rebudget Form
• If Subaward Needed – Submit to GA:
• Workscope• Budget• PS-Friendly Budget
– Discuss Subaward Invoice Monitoring w/ PI
Expense – Receivable Monitoring• Create Monitoring Schedule
– Use award terms to help design schedule (ex. Events)• Approve Expenses (if assigned)
– Monitor allowability, allocability, reasonableness• Effort Certification
– Manage Regularly– Time limitations can come in to play with longer effort
periods• Record Retention
Conditional Action
• Work with PI– No-cost Extension Request– Carryfoward Request– Equipment Request– Significant Effort Changes (Key
Personnel)– Other Special Change Requests– Collection Issues if Needed
Watch Request
Deadlines!
Report Preparation• Review Terms and Restrictions• Verify Expenses• Confirm Outstanding Expenses Processed
(ex. Subcontract invoices)• Balance to Department Records• Communicate with SFR Acctnt
– Expenses to Include– Plan to Remove Late Charges– Final Approval to Submit Report– Adverse Event – Agency Extension Needed
Closeout• Request Fixed Price Transfer• Remove Late Charges – Within 90 Days
– Commitment Control dates may need to be changed• Notify PI/Lab to Cease Spending• Process Distribution Changes if Ongoing Payroll• Close Encumbrances (Procurement Specialist/GA)
• Check Status in EFS
Contact Information:
• Tonya Knutson, SFR: 612-624-7850 [email protected]
• Kerry Marsolek, SFR: 612-624-8053 [email protected]
• Patty Homyak, Health Policy/Mgmt: 612-624-6162 [email protected]
• Liz Hinske, Pediatrics: 612-625-0679 [email protected]