departmental and central departmental administration: same goals, different paths kay gilstrap...
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Departmental and Central Departmental Administration: Same Goals, Different Paths
Kay Gilstrap Georgia Institute of TechnologySchool of Chemistry and Biochemistry
Sandy BarberGeorgia Institute of TechnologyGrants and Contracts Accounting
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GA Tech’s Flow of Information
Grants & Contracts Accounting
Departmental Administrators/
Interpreters
PI, Co-PI, Researchers,
Post Docs,Students
Administrators
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Who are you?
Departmental Administrator Central Administrator
FinancialContract Officers
FacultyResearchers
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Let’s Discuss
Initiation of Award Post award compliance
Effort Reporting Cost Share Cost Transfers Auditing
Close out Networking
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Initiation of Award - Life of the Grant It’s here! Now the rush is on.
Notification System Budget set-upStart spending!Now what?
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Compliance …
Why can’t they just charge expenditures to the correct project to begin with?
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Post Award Compliance
Post Awards Accounting SystemBasic contract information
F&A, Award Number, terms, etc.
BudgetTransaction Details
F&A posted nightly
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Post Award Compliance
Federal Regulations – What are those? “I get so many emails I don’t read those.”
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Post Award Compliance
Education/TrainingEducating the faculty, administrative staff,
researchers and students. Meet with the faculty. Take advantage of training opportunities
Certifications – OSP, OOD (P-Card, G&C), NCURA
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Post Award Compliance - Changes Was it part of the original budget or
proposed budget? Did the sponsor approve the budget
change? Why didn’t you include that in your original
budget?
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Post Award Compliance
Line item categoriesThe usual suspectsEquipmentParticipant Support (NSF)Travel: Domestic and Foreign
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Effort Reporting
“It’s been CERTIFIED what do you mean it’s CHANGING?”
“I can’t certify this effort report – I work much more than 40 hours a week.”
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Cost Share
“Why can’t they charge to the cost share project during the award period so they don’t have to document and certify after-the-fact?”
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Cost Share - continued
RequiredTrackingReporting
Not requiredWhy?Tracking
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Cost Transfers
“Just cost transfer that to my other NSF project.”
“We need to move last years salaries for two of my students.”
“I need to move ALL of my P-Card charges from last year.”
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Cost Transfers - continued
When it’s wrong, and you know it’s wrong, what do you do? 120 days - limit for cost transfers
When it’s right, and you know it’s right, how do you justify it?
“It’s my money….why can’t I spend it any way I want to. The science will suffer!”
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Auditing
Internal State Federal Industry
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Auditing - continued
Documentation! Documentation! Documentation!Back-up Legitimacy of chargesAllowable, Allocable, Reasonable, and
Consistent
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Close Out
Just because there is money left it is not a good reason to charge to that project.
Review prior to term date90 Days60 Days30 Days15 Day Reminder
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Networking
Monthly lunch meetings with Financial Reps on campus
Telephone calls Conferences Get out of the office and meet each other
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Any other questions?
Feel free to contact us! Sandy Barber [email protected] Kay Gilstrap
Thank you!