Project Management for Sponsored Projects
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Transcript Project Management for Sponsored Projects
Post Award Processes and
Effort Reporting
Roberta McManus
[email protected]
645-2485
Today’s Agenda
What is Post Award?
What are the PI’s Responsibilities?
What are Compliance Requirements?
I am a researcher why do I have to approve
expenditures and monitor budgets?
SRAS Review of Expenditures
Advance Policy
Cost Transfer Policy
CAS Exemptions
What is cost sharing?
What is Effort Reporting
OMNI Overview
PI Resources
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What is Post Award?
Activities that occur after award documents have been
executed by appropriate institution authority
Award is to FSU, not the PI
Project number assigned
Cost sharing accounting
Research can begin
Adhere to scope of work
Collaboration/subcontracting to other individuals/institutions
Status reports
Technical reports
NOTE some invoices require submission prior to
payment
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What is Post Award?
Spending occurs
Plan ahead to meet deadlines
Personnel – Human Resources policies and procedures
Non Personnel – Purchasing/Travel/Subcontract/Non PO
policies and procedures
Sponsored Research Accounting Services (SRAS) review
allowability of most (not all) expenditures
Billing/Collecting from agencies (SRAS responsibility)
Financial reporting to agencies (SRAS responsibility)
Amendments (SOW & Budgetary)
Contracting Officer for grantor and grantee
Starts with Pre Award Administrator
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What are the PI’s Responsibilities?
Understand agency rules/guidelines/restrictions
Conduct work timely/professionally
Comply with terms & conditions of award
Ensure expenditures benefit the project and are
in compliance with award
Monitor budget vs. expenditure over life of project
Ensuring commitments are met including cost
share requirements
Monitor subcontractor performance
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What are Compliance Requirements?
Federal
OMB Circulars applicable to University
A-21 (more on this later!)
A-110
A-133
Available on SR website at:
http://www.research.fsu.edu/sras/complianceresources.html
Agency specific requirements
Terms and Conditions of award
Non Federal
Terms and Conditions rule!!
FSU SR Related Policies and Procedures
http://www.research.fsu.edu/contractsgrants/policypro.html#
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What are Compliance Requirements?
Hot button issues frequently cited in audits
Cost transfers onto or between projects – do it
right the first time!
Expenditures late in the project – using up
available balance
Cost share accounting/reporting
Effort reporting processes
Charging costs normally considered overhead
directly to projects
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OMB Circular A-21
SRS/SRAS use this resource daily
Allowable means:
Reasonable (prudent person)
Allocable (relative benefits)
Treatment is consistent (direct vs. indirect)
Conforms to limitations or exclusions (e.g. salary caps)
Direct costs
“identified specifically with a particular sponsored project”
Facilities & Administrative (F&A) costs
“incurred for common or joint objectives and therefore
cannot be identified readily and specifically with a particular
sponsored projects”
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OMB Circular A-21
Cost Accounting Standards (CAS)
Selected Cost Items (Section J)
54 types of expenses and whether allowable vs. unallowable
Any costs allocable to a particular sponsored agreement
may not be shifted to any other sponsored agreements
for the purpose of (Cost Transfer Policy)
Convenience – includes charging a project while waiting for
another project/budget to be set up (Advance Policy)
Meeting deficiencies caused by overruns
Avoiding restrictions imposed by law or terms
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Sponsored Research Financial
Policies/Procedures
Advances
Cost Accounting Standards (CAS)
Cost Sharing
Cost Transfers
Effort Commitments
Fixed Price Residual Funds
Indirect Cost Recovery
Participant Support Costs
Program Income
Sub recipient Monitoring
Unallowable Costs
Closeout Authority – Memorandum dated September 24, 2008
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How do I collaborate with another
researcher?
Often included in proposal
Institution approval vs. researcher
Participates in research (sub recipient) vs.
provider of goods/services (vendor)
Starts with SRS Subcontract Coordinator
Standard agreement
Incorporates Federal requirements
Encumbered in OMNI as PO
Numbers = RXXXX
PI approves invoices (deliverables met)
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Why do I approve expenditures and
monitor budgets?
Award is to the University…however
PI responsible for ensuring expenditures benefit
the project
Timing of when personnel need to be appointed
Timing of when supplies will be used
Collaboration with subcontractor in accordance with
SOW
Periodic budget vs. actuals reports (OMNI)
Ensure anticipated expenditures charged
Review for expenditures that do not belong on
project
Rate of expenditures reasonable for pace of
research progress
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SRAS Review of Expenditures
Transactions SRAS Coordinators evaluate
Requisitions > $1,000
Travel and Expense reports > $1,000
Unencumbered expenses (pay
requests/stipends)
All personnel appointments
All journal entries
Cost Transfer Justification Form
All interdepartmental requisitions
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SRAS Review of Expenditures
Compliance Evaluation Criteria
Authorized Signature
Chartfield Information
Sponsored Project Manager or PI
DeptID, Fund Code, Project Combination
Performance Period
Goods or Services received and consumed within Dates of Award
period
Available Balance
Account or Job Code
Direct Cost Funds available for Expense by budget category line
item
Appropriate for nature of expense
Allowable
Remember OMB Circular A-21!
Terms and Conditions support
expense
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Advance Policy
Purpose: Ensure timely start up or uninterrupted
continuation effort prior to having a fully executed award
document
Criteria
Written/verbal assurance from sponsor
Delays would adversely impact the program or increase
costs
Department assumes risk by financially backing the direct
cost amount to be advanced
No work is to be initiated until authorized by SRS (as
evidenced by a project budget)
DO NOT charge expenses for pending award to another
funding source
Transfers will not be approved
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Cost Transfer Policy
Purpose: Ensure that funds are properly managed
Indicators of inadequate fiscal monitoring
Frequent cost transfers
Late cost transfers
Inadequately documented or justified cost transfers
Examples of improper/unallowable cost transfers
Utilizing unexpended funds
Avoiding/alleviating an over expenditure
Moving unallowable costs on one project to another
Circumventing award restrictions
Reimbursing a temporary “loan” of funds from another
project
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Cost Transfer Policy
Proper cost transfers
The transfer represents an adjustment for an erroneous
charge
Split purchase
Timeliness of identification and correction of errors is
essential to evidence sound fiscal management
Policy
Payroll/Non Payroll
Within 90 days of end of the month in which error occurred,
OR
Within 30 days of the project expiration date
Must complete Cost Transfer Justification Form
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Cost Accounting Standards (CAS)
FSU is required to disclose “costing
practices” in a formalized document
(Disclosure Statement-2)
Describes how FSU treats
Direct
F&A costs
Facilities
Administration
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CAS – F&A Costs
Examples of Costs that are normally treated as F&A:
Administrative and Clerical Salaries
Postage
Local Telephone
Office Supplies
Data Processing/Computer Supplies
General Purpose Software
Memberships
Subscriptions
Cannot charge expenses typically treated as an
indirect cost directly to a sponsored project unless
there are exceptional circumstances
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CAS Exception Process
Must be documented for all federally-funded
awards
Pertains to direct charge costs that are normally
treated as indirect costs
Inclusion in the budget in the award document
does not automatically grant the exception
Form at
http://www.research.fsu.edu/contractsgrants/form
s.html
Submit to Director, Sponsored Research
Services
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What is Cost Sharing?
Policy at
http://www.research.fsu.edu/contractsgrants/
costsharing.html
Definition = Costs borne by FSU
Criteria for tracking/reporting
Committed—Mandatory vs. Voluntary Committed
Must account for and report
“Project Enhancement”
Do not have to account for and report
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What is Cost Sharing?
Include in the proposal budget
Cost Share Commitment Form
Signed by Chair/Dean/Director
Cost Share budgets are set up in OMNI
Sponsored award/cost share budget set up
same time
Important to get cost share info to SRS or will hold
up being able to spend
Does not include 3rd party
Transfer the cash for PI, SRAD, Auxiliary, FSU
Fdtn, Research Fdtn funding sources
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What is Effort Reporting?
Federal government expects Universities to
Meet commitments
Provide evidence that commitments have
been met
FSU certification cycle
Certify after each academic term
Application = Faculty Assignments effort
Certification Tracking (FACET)
Provide reasonable estimate of time spent on
various activities (instruction, advising,
projects, etc.)
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OMNI Overview
Financial/Human Resource Systems
Project financial information
Job Aids on Division of Sponsored Research at
http://www.research.fsu.edu/contractsgrants/
Available project balance inquiry
Generating project financial report
Running query of project expenditure detail
Generating HR report of payroll detail
Budget check against direct cost budget
Expenditures (costs incurred)
Encumbrances (POs, T-Auths, personnel appointments)
Not encumbered (future personnel appointments, tuition, rent,
F&A)
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PI Resources
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Training Opportunities
CReATE Compliance and Research Administration
Training and Education
Next session May 17 & 18
Lunch & Learn series
1-2 per month
Wednesdays 11:30am – 12:30pm
Current schedule
http://www.research.fsu.edu/contractsgrants/worksho
ps.html)
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Web Resources
Office of Research
(http://www.research.fsu.edu/)
Division of Sponsored Research
(http://www.research.fsu.edu/contractsgrants/index.html)
Staff Contact Information (SRAS assignments attached)
Policies and Procedures
Forms
Funding Resources
OMNI Information
Training Information
Email/Newsletter Services (recommend getting on these list
serves)
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Web Resources
Controller’s Office
(http://www.vpfa.fsu.edu/control/)
General Accounting
Payroll Services
Property Accounting
Accounts Payable
Travel
Office of Graduate Studies (http://gradstudies.fsu.edu/)
Tuition Waiver Information
Purchasing (http://www.purchasing.fsu.edu/)
Human Resources (http://hr.fsu.edu/)
OMNI Resources (http://erp.fsu.edu/OMNI-Training)
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QUESTIONS
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