WELCOME

Internal Awards Procedure Training

January 2013

Introduction

Purpose of Today’s Session:

Provide overview of internal funding programs

Review new procedures for setting up and managing internal funding awards

Review responsibilities

Demonstrate several Insight Reports

Provide contact information and resources

Internal Awards Procedures (Implemented March 2012, custom reports added recently)

Scope:

Accommodate new budget and travel guidelines

Provide a consistent method for handling internal awards Internal awards are now managed with one fund, multiple

orgs, and multiple activity codes.

Budget is transferred from the home org to the department org of the awardee with a unique activity code.

The activity code description has expiration date of the award and awardee’s name to assist with tracking.

The Offices of Sponsored Programs and the AVPR will not sign-off on any of the transactions.

Responsibilities: Awarder (OSP/FRPB/AVPR)

Prepare Award Letter and send to awardee, with copies to director/chair and business manager

Contact Controller for activity code set-up

Forward list of awards to Approval Queue Manager in General Accounting

Upload award letter and summary reports to the Office of Sponsored Programs SharePoint site: https://shareosp.unco.edu/internalgrants/SitePages/Home.aspx. Note: Summer Support Initiative Letters are sent directly to awardees, with copies to Directors, Deans, Business Managers and Admins. These are not posted on SharePoint.

SAMPLE ASATS LETTER

Sample RDFD Letter

Summer Support Initiative (SSI) Award Letter

Signed by AVPR

Summarizes grantees responsibilities for conducting the work

Reporting requirements

Includes instructions on spending funds

Fund, Org, Account Program Code (FOAPA)

Spending, monitoring, returning funds follow internal awards procedures

Frances Braafhart is POC for technical questions

Responsibilities: Awarder

Transfer budget to department org. Activity code and activity code description will be on the budget transfer.

Periodically monitor transactions with reports

Notify Controller and Approval Queue Manager in General Accounting for extensions of expiring awards (activity code description change and extension of approval authority)

Capture unspent funds from expired awards

Responsibilities: Awardee, Business Mgr, Dir/Chair, Admin

Awardee follows approved budget. Any budget revisions must be approved in advance by awarder.

Business Manager ensures standard approval queue has been set up for fund, org combination (Use Insight report FIN047 -Approvers by Fund Orgn to verify approval queue). See handout in packet.

Approval Queue Manager will update AQ by adding project directors for Provost, NPP and SSI awards. ASATS AQ are different.

Approvers by F/O approve expenditures according to the approved budget

Business Manager/Admin use activity code on ALL transactions

Business Manager/Admin process travel and expense documents as needed

Business Manager/Admin reallocate any One-Card transactions to proper fund, org, and activity code on a monthly basis

Responsibilities: Awardee, Business Mgr, Dir/Chair, Admin

Awardee/Business Manager/Admin

Monitor transactions monthly with reports, ensuring no over-expenditures or missed activity codes

Insight – Business Manager View and University View

Correct any over-expenditures or missed activity codes by making appropriate transfers or adjustments within one month and by fiscal year end

Ensure ALL transactions are recorded against Fund/Org/Activity Code/Program before Expiration Date Activity Code Description, ASATS, 04-13 Aske David

Activity Code Description, Provost, 01-15 Barton Karen

DID YOU

KNOW

Changes & Issues

Changes:

OSP AND AVPR no longer have approval queue authority

While awardee is responsible for approved budget, Business Managers & Admins who process expenses MUST ensure transactions are correct and within budget both monthly, as well as year end

Funds will be recaptured upon expiration date

Issues:

Application comes over without org code

Expenses are put through without Activity Code or using an incorrect FOAP

Overspending the award amount

Not spending any of the award amount

It is critical that any posting errors are corrected prior to fiscal year end

Responsibilities: Finance Department

Post any remaining budget carry forward by fund, org and activity code (if applicable)

De-activate expiring activity codes one year after expired

Activity Code StructureFund **Home Org Award Type Activity

Code Series

Description Example

10300 34326 FRPB-NPP QNxxx e.g. QN00105-13 Awardee Name

10414 30180 Provost Prof Dev Research QRxxx  

10414 30180 Provost Prof Dev Travel QTxxx  

10416 34310 AVPR Research Initiatives QGxxx  

11308 34310 SSI (Summer Support Initiative) QSxxx  

11308 34310 AVPR Miscellaneous QMxxx  

11320 34310 OSP Miscellaneous QPxxx  

11330 34321 ASATS Travel QAxxx  

Activity Code : First 2 characters ID the type of award (e.g. QN, QR etc.)Description : First 6 characters as expiration date of the award: MM-YY (space) Note: YY refers to the calendar year, not the fiscal year of the expiration dateRemaining characters - awardee name (last name (space) first name)

Contact Information

FRPB & ProvostProvost Travel Awards (PAT) Sherry May, sherry.may@unco.edu,

970.351.1910

Michele Schwietz, michele.schwietz@unco.edu, 970.351.2161

Provost Research, Dissemination and Faculty Development (RDFD) Sherry May, sherry.may@unco.edu,

970.351.1910

Michele Schwietz, michele.schwietz@unco.edu, 970.351.2161

FRPB New Project Proposals (NPP) Sherry May, sherry.may@unco.edu,

970.351.1910

Michele Schwietz, michele.schwietz@unco.edu, 970.351.2161

SSI, ASATS, AQSummer Support Initiative (SSI)

Stephanie Kontour, stephanie.kontour@unco.edu, 970.351.1833

Michele Schwietz, michele.schwietz@unco.edu, 970.351.2161

Annual Scholarly Activity Travel Support (ASATS)

Michele Schwietz, Michele.schwietz@unco.edu, 970.351.2161

Sherry May, sherry.may@unco.edu, 970.351.1910

Approval Queue Questions (AQ)

Michelle Rettmer, michelle.rettmer@unco.edu, 970.351.1826

Budget Analyst for OSP And AVPRo Peg Morgan, margaret.morgan@unco.edu, 970.351.2894