Post Award 101

Presented by

Liz HinskeKerry Marsolek

Post Award 101

Presented by

Patty HomyakTonya Knutson

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, knuts055@umn.edu

• Kerry Marsolek, Non-Federal Senior Finance Manager, 612-624-8053, kerry@umn.edu

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 knuts055@umn.edu

• Kerry Marsolek, SFR: 612-624-8053 kerry@umn.edu

• Patty Homyak, Health Policy/Mgmt: 612-624-6162 homya001@umn.edu

• Liz Hinske, Pediatrics: 612-625-0679 hinsk001@umn.edu