contracts & grants functionality paul sandoval, university of arizona lori schultz, university...
TRANSCRIPT
Contracts & Grants Functionality
Paul Sandoval, University of Arizona
Lori Schultz, University of Arizona
Overview
• Proposal Development– Budget Builder– Routing Form
• Proposal Document• Award Document• Accounts• Budgets• Cost Share
Kuali Budget Builder and Routing Form
Kuali Budget Builder
• Maintenance tables capture your fringe and F&A rates
• Can be linked to HR systems for employee names, appointment types, etc.
• Calculates budget with inflation for out years
• Maps to your institution’s object codes for postaward use
Budget Parameters
• Required items on the budget parameters page must be completed before the user proceeds to enter budget line items.
Budget Parameters, cont
• Tasks can be used to create complex budgets like NIH Program Projects (P)
Budget Parameters, cont
• Justification is required if the fringe benefit or graduate student rates are changed for a particular budget.
Budget Overview
• Cumulative budget can be viewed by task or period.
Personnel – Academic, 12-month
• Different “personnel grids” are used, depending on appointment type (academic vs. fiscal, students, staff, etc.)
Personnel – Professional/Staff
• Personnel are added via a user lookup. To Be Named personnel can be added to the budget.
Personnel – Academic, 9-month
• The summer period can be modified (at the institution level) to meet school needs
Non-Personnel Expenses
• Non-Personnel subcategories map to institutional object codes• Line items can be copied forward to future budget years, with
inflation
Cost Sharing Overview
• Captures cost share (institution, 3rd party, direct and F&A), and requires source distribution for all items
Modular Budget
Creates the NIH modular budget page based on your detailed budget.
Modular Budget, cont.
• Text entry for NIH-required modular budget justification.
Indirect Costs
• Calculates indirect costs based on project purpose and location. Calculates F&A on cost share, and unrecovered F&A.
Permissions
• Allows you to add users (on an ad-hoc basis) to read or modify the budget. Also lists default permissions based on depts/colleges.
Permissions, cont.
Workflow Route Log shows actions taken on the budget. The budget is not “approved” as a stand-alone document.
Output
• Output creates PDF files in various templates: generic budget format, SF 424 R&R, and PHS 398/2590 budget pages
Template
You can make copies of an existing budget for future modification.
Audit Mode
When Audit Mode is activated, this page lists hard & soft errors in the budget document, and links to their location.
Notes
• Like all Kuali eDocs, users may add notes/attachments to save with the budget document.
Kuali Routing Form
• Electronic preparation, routing, and approval of the institutional routing sheet
• Links with the Kuali Budget
• Uses workflow to customize approval hierarchies / needs
Main Page – Doc Overview & Agency Info
• Main Page uses lookups to select the sponsor, federal pass through (if any), and CFDA number.
Main Page - Personnel
• All project personnel can be added to this page. Distribution for academic credit and F&A revenue are included.
Main Page – Submission Details
• Amounts & Dates populate from the Kuali Budget.
Personnel
• Personnel Profile is “display only.” Additional functionality to be determined.
Research Risks
• Captures the individual proposal’s involvement with research risks and compliance items
Research Risks, cont.
• A “yes” response requires additional information for each item.
Project Details
• Cost sharing totals aggregate from the Kuali Budget, but can be entered manually.
Project Details, cont.
• Subcontract amounts are captured from the Kuali budget.
Module Links
• Link with Kuali Budget Builder
Notes
• Attach Notes or Files
Output
• Print the routing form
Template
Copy the routing form
Audit Mode
• Activate the audit mode and find all the errors
Permissions
• Give people read or modify permissions to the routing form
Approvals
• See who has to approve the routing form in the Org Hierarchy.
• Add hoc route to individuals or work groups.
Questions so far?
Proposal and Award
Proposal and Award functionality includes:
• Proposal and Award tables
• C&G attributes on the Account table
• C&G Account(s) budgets
• Cost Share management
Proposal
• Proposal number, project title, agency name, dates, amounts, and other details
• Collections – Project director(s)– Organization(s)– Subcontractor(s)
• Automatic feed from the Routing Form– Manual entry also possible
Award
• A separate table from the Proposal (allows differences between Proposal and Award)
• Copies data from the Proposal table for reduced data entry and greater accuracy
• Additional post-award financial detail included (LOC information, future funding, account numbers)
Accounts
• C&G accounts are like other accounts
• C&G-specific fields include F&A rate, F&A exclusions, Higher Ed. Function Code, etc.
• Separate accounts may be established for on/off campus components, multiple departments, etc.
• Account is linked to the Award, and therefore to the Proposal
Budget
• Reflects the awarded budget
• Budgets are established for each associated account
• Budgets are established at the object code level
• Sub-accounts allow budgets for multiple purposes, including cost share
Cost Share
• Utilizes existing sub-account structure• Each cost-share sub-account is linked to a
departmental account• Encumbrances on the CS sub-account are
mirrored on the departmental account• Expenses on the CS sub-account are
reimbursed nightly by the departmental account• Ensures cost-share is only counted once, and is
included in the correct F&A base.
Cost Share Model
C&G Account
Cost Share Sub-Account
Department Account
Expenses – charged to a
Cost Share Sub-Account
Cash
Cash is transferred
nightly to cover all cost share
expenses incurred that
day.
Questions?