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02.18.2010 - Department responsibilities: -Provide PI approval -Provide PS friendly budgets -Ensure correct deptid and cost share information provided - SPA responsibilities: -Negotiate contract -Set up project and produce NOGA - SFR responsibilities: -Once project is set up- ensure timely financial reporting/invoicing -Ensure sponsor remittance -Close out -Sponsor project audits Review Budget (Direct and F&A) Review Restrictions Review Reporting/Invoicing Terms 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 changes and Determine Payroll/Effort If Rebudget is Needed: Complete SPA Rebudget Form If Subaward is Needed: Submit to GA the Workscope, budget and PS-Friendly Budget Discuss Subaward Invoice Monitoring with PI Approve Expenses (if assigned) and monitor for allowability, allocability and reasonableness Regularly Manage Effort Certification Record Retention Work with PI on: ◦ ◦ ◦ ◦ ◦ ◦ ◦ No-cost Extension Request Carryforward Request Equipment Request Equipment Fabrication Issues Significant Effort Changes (Key Personnel) Other Special Change Requests Collection Issues if Needed Report Preparation ◦ ◦ ◦ ◦ ◦ Review Terms and Restrictions Verify Expenses Confirm Outstanding Expenses Processed Balance to Department Records Communicate with SFR Accountant 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 Notify PI/Lab to Cease Spending Process Distribution Changes if Ongoing Payroll Close Encumbrances Check Status in EFS Sponsored Projects Administration (SPA) and Sponsored Financial Reporting (SFR) are two separate central units supporting research at the U of MN 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 Sponsored Projects Administration June 2009 Coordinate Campuses are invited to contact any TC grants administrator for assistance Laura Geno Exec. Assistant Judith Krzyzek Associate Director Kevin McKoskey Sr. Associate Director Team 2 Public Health Veterinary Medicine Dentistry Pharmacy Nursing AHC Shared (Vacant) (PGA) Karen Sachi* Jason Jacobs Michelle McGraw Anjeanette Bastian Nancy Benson (Support) Team 3 Institute of Technology College of Liberal Arts Education Humphrey Design Continuing Education Carlson School Law Amy Rollinger (PGA) Pat Jondahl Amber Fink Danielle Billington Riana Fletcher Frances Werner (Support) Pamela A. Webb Associate VP Award Set-up Team Karen Sachi(PGA) +2 distributed 50% time GAs* Rob Howieson Paulie Garcia Cody Christopher Training Frances Spalding David Moyer, Manager, Support Group Sponsored Projects Administration Office of the Vice President for Research Team 4 State of Minnesota (All campus) CFANS Extension University Libraries OVPR System Acad Adm. April Coon (PGA) Annie Marshall* Kelly Fallows Brett Carlson Kim Makowske Derek Krogstad (cross -team) Dor Hogenson (Support) Team 5 Business and Industry (All Campus) MTAs (All Campus) Laura Williams (PGA) Bridget Foss Brett Anderson Chris Coyne* Duane Oyen Becky Lowery Nancy Benson (Support) David Hagen Associate Director Team 1 Med School Biological Sciences Lorrie Awoyinka (PGA) Tanya Walton Sowolo Abdullai Renee Frey Bailey Foss Dor Hogenson (Support) F&A Group Chris Larson Holly Schuveiller Vern Kleinsasser Effort Group Don Hammer Common requests: ◦ Rebudgeting * Cost share set up ◦ PI transfer ◦ No-cost extensions ◦ Change of PI * Subawards ◦ Incremental/supplemental funding ◦ Change of Scope ◦ Significant change in effort ◦ Preaward/ advance account request SPA website: ◦ http://www.ospa.umn.edu/index.html SPA contacts: ◦ http://www.ospa.umn.edu/directory.html PS friendly budget template: ◦ http://www.ospa.umn.edu/efs_sp/documents/PS-Friendlybudget.xls Preaward requests: ◦ http://www.fpd.finop.umn.edu/groups/ppd/documents/form/preaward_form1.cfm Effort: ◦ http://www.ospa.umn.edu/effort/ ECRT: ◦ https://ecrt.eresearch.umn.edu/ Mark Rova Mary Gorder Data Analyst Sue Paulson Director Kamala Upadhyaya Associate Director Marjorie Nebo Finance Manager Accounts Receivable: Collections Payment Application Close Outs Kerry Marsolek Finance Manager Non Federal Area: State of Minnesota Business & Industry Foundations Health Organizations Tonya Knutson Finance Manager Federal Area: DHHS US Dept of Education NSF US Dept of Energy Federal Subcontracts Sylvia Taube Principal Office & Admin Specialist Student Position Marjorie Nebo Accountant II: Jill Neu Tonya Knutson Kerry Marsolek Accountant II: Michele Dobsinski Diane Grimley (1/2 time) Kristie Berglund Andrea Hyllengren Accountant I: Tatyana Estrin Principal Collection Representatives: Nayubel Bernard Misty Bauermeister Carly Prelwitz (1/2 time) Accountant I: Bridget Al-Qublan Xuefei Hu (Fay) Debbie Koch Leah Mumm Tuan Ta Accountant II: Julia Steinkopf Diane Grimley (1/2 time) Stephanie Kranitz Dick Hartmann Staci Gallahue (LOA) Kathy Krum Jennifer LaFrance Kristin Lien Carly Prellwitz (1/2 time) Wendy Willner Accountant I: Christina Cheung Naisan Madson Jim Kaintz Kristin Lien Chris Ybarra Angela Lane Todd Stroessner Katie Manthey Finance Manager receives and reviews NOGA and verifies PS set up Based on sponsor requirements, assigns to accountants Changes billing specialist in PS and forwards NOGA to accountant Billing and reporting triggered by PS events Interim-expenses are picked up based on accounting date. Department is not consulted. Final (budget & project period)-late expenses are included using other verification sources. Department is consulted. All sponsored payments are sent to a separate bank account Accounts receivable accountants identify and apply payments Unidentified payments are worked separately Principal Collections Reps follow up on unpaid invoices greater than 90 days Will contact PI if non payment is due to missing technical deliverable Verify all invoices are paid Overdrafts and late charges are removed Verify encumbrances are closed Letter of credit (LOC) payments are drawn from sponsor website Clinical Trial budgets 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 SFR accountant will work with the PI and department accountant to obtain signatures on financial forms SFR is responsible for coordinating all sponsored project audits Department is responsible for monitoring rebudgeting restrictions Tonya Knutson, SFR: 612-624-7850 [email protected] Pam Wilson, Mech. Engineering: 612-625-9315 [email protected] April Coon, SPA: 612-624-7021 [email protected]