how grant/research administrators and osr can work together better
TRANSCRIPT
How Grant/Research Administrators & OSR Can
Work Together Better
Brian CollierAssistant Director of Award Management
Assistant Director of Financial Reporting & Cash Management
Jenifer Gwaltney
Proposal Preparation
Negotiate and Execute
Award
Set Up Award
Perform the Work
Monitor Activities
Invoicing and
Reporting
Close-out Award
Find Funding
Lifecycle of an Award
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Award Setup
• What are some things needed to setup an Award?– Proposal– Scope of Work– Budget– Budget Justification– Subrecipient Information (as needed)– Compliance Documents (as needed)
• IRB• IACUC• COI
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Award Setup
• Intergration of RAMSeS data into ConnectCarolina• Assignment of Project ID (fund, source & department)• Budget Setup• Letter of guarantee
– Requested via current financial guarantee form (RAMSeS)– If approved, Project ID will be created with zero dollar budget– Budget will be set to track w/o budget– Award, contract, and budget will be established once agreement is
executed to allow for invoicing
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Monitor Activities
• Terms and Conditions– Award– Sponsor website
• ConnectCarolina– Budget overview
• Infoporte– OSR ledger rollup– Transaction– Grant Profile
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Monitor Activities
Common Reasons for Budget Errors– Budget date out of bounds
• Expiration of KK date (non-personnel)• Expiration of project end date
– No budget exists• Incorrect Chartfield string
– Exceeds budget tolerance• Insufficient budget balance available
– Invalid Project ID• Project status is closed• Absence of PC Business Unit or Activity ID
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Monitor Activities
• Award Transactions Reviewed by OSR (Workflow)– Subcontract– Consulting– Trainee– Foreign travel– US travel > $5000– Study subject– Participant support– Equipment– Cost transfers greater than 90 days– Residual transfers– Payroll actions– Requisitions
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Monitor Activities
Epidemiology – Disbursement for Scientific Supplies from Sponsored Award for Research
Business Unit Fund Source Account Dept ID
UNCCH 25210 49000Federal
537110 463500
PCBusiness Unit Project ID PC Activity ID
CHOSROSR Project Costing BU
5033746FRS 5-33746
1“1” for C&G Project IDs
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Monitor Activities
Epidemiology – Disbursement for Scientific Supplies from Sponsored Award for Research with cost share
Business Unit Fund Source Account Dept ID
UNCCH 20101 12001Academic
Affairs
537110 463500
PCBusiness Unit Project ID PC Activity ID
CHOSROSR Project Costing BU
5033746FRS 5-33746
1“1” for C&G Project IDs
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Monitor Activities
• Processed via voucher• Change in account usage for processing payments to
accommodate appropriate F&A calculation• Invoices for the first $25,000 of a subcontract under
MTDC or all if under TDC– Charged to account 569461 is subject to F&A
• Invoices for the remainder of a subcontract– Charged to account 569486 is not subject to F&A
• What do I do if I used the wrong account code?– Complete and submit account change form to
Disbursement Services
Recording Subcontract Expenses
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Monitor Activities
• Budget Revisions– Submit via Infoporte– Forms located on OSR website– Ensure forms include• Budget Justification• PI signature
- Verify F&A- May require Sponsor approval• Written request
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Invoicing and Reporting
• Automatic billing in batch process• All transactions must be entered in a timely
fashion to the sponsored project, as invoices are created from posted expenses
• Relationship between ConnectCarolina sub modules and project costing
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Invoicing and Reporting
Grants Management (GM)
Accounts Receivable
(AR)
Contracts (CA)
Billing (BI)
Project Costing (PC)
• Accounts Payable (AP)• Purchasing (PO)• General Ledger (GL)• Time & Labor (TL)• Student Financials
Human Resources
(HCM)
General Ledger (GL)
Commitment Control (KK)
Personnel data
Award dataProjects and Budgets
Grants transactions
Grants transactions
Revenue and F&A
Billed data
LOC and Invoicing
Budget data
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Invoicing and Reporting
• Delays in Invoicing and Reporting– Reconciliations• Infoporte• General ledger
- Expenditures not posting to project- Expenditures out of alignment with approved
budget- Supporting documentation required• Itemization
- Additional Sponsor requirements
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Closeout Award
• Notice of Termination Reply (NOTR)– Submitted through RAMSeS and routed to OSR– Opportunity to certify final balances– Use OSR Ledger Rollup for a closed month to
complete NOTR– Should only include actions that have been initiated
and are supported with documentation– Subject to review by auditor during site visits
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Questions?
• Award Management Questions?Program Administrator assignments can be
found on the OSR website under Award Management Staff
• Reporting or Invoicing Questions?Financial Reporting Team Lead assignments can be found on the OSR website under
Financial Reporting Staff