Transcript Contracts and Grants Accounting Services Comprehensive

Contracts and Grants Accounting
Services
Comprehensive Budget Review
FY 2013
Mission
UF Contracts & Grants strives to provide exceptional research
support services while protecting the University’s interests in the
most efficient and responsible manner possible.
Services
In fulfilling our mission, our responsibilities include:
• Establish and maintain contract and grant projects in the PeopleSoft financial
system
• Oversee the management of awards for compliance with sponsor’s financial
guidelines
• Review expenditures to ensure costs are allowable, allocable, reasonable and
consistent with funding agency regulations
• Advise principal investigators and departmental administrators on university,
state and federal guidelines governing expenditures and other award activities
• Prepare and submit financial reports to sponsors. Provide financial reports to
investigators and departments to assist in award oversight
• Invoice sponsors and monitor and collect outstanding accounts receivable
• Manage close-out activity including transferring of residual accounts
• Deposit and maintain records of payments received from sponsors
• Assist auditors with data requests and reports
• Maintain and monitor records associated with the University’s subcontracts
including processing encumbrances and payments
Functions
Research Administration
• Provides post award financial support and a single point of
contact for the department(s) assigned
Accounts Receivable
• Processes all deposits and maintains check logs
Accounting
• Manages all aspects of Letters of Credit and Subcontracts
Reconciliation and Audit
• Responds to audit requests and reconciliation of conversion
items through grants module stabilization
FY 2012 Metrics
• Generated 36,036 invoices to sponsors totaling $525.4 million
• $572.8 million in expenditures on 9,169 active projects in
funds 201, 209 and 214
• Processed 5,527 deposits for $604.9 million
• Cash balances in funds 201-214 @ 12/31/12 totaled $357.3
million ($281.2 million @ 12/31/08)
• Cash deficit in fund 201 @ 12/31/12 totaled $-42.2 million
($-73.0 million @ 12/31/08)
• Accounts receivable for funds 201-209 @ 12/31/12 totaled
$68.4 million (88.4 million @ 12/31/08)
FY 2014
Proposed
FY 2013
Budget
FY 2012
Actual
FY 2011
Actual
3,824,754
3,809,824
3,950,281
4,104,233
16,897
16,897
42,001
22,522
Total Salaries and Benefits
3,841,651
3,826,721
3,992,282
4,126,755
FTEs
57
Contracts & Grants Accounting Services
Salaries & Benefits
Other Personnel Services & Benefits
Contractual Services
57
59
62
-
-
-
6,255
5,000
5,000
4,774
3,545
-
-
-
-
7,901
7,901
7,652
7,652
18,000
18,000
16,245
23,634
Rent
-
-
-
20
Printing & Reproduction
-
-
-
252
15,000
15,000
12,629
9,971
4,000
4,000
3,488
3,529
-
-
-
-
Travel
20,000
20,000
17,719
23,306
Dues & Subscriptions
10,000
10,000
9,819
9,465
Waivers
-
-
-
-
Miscellaneous Other
-
-
470
343
Equipment
10,000
10,000
4,355
1,389
Total Operating Expenses
89,901
89,901
77,151
89,361
3,931,552
3,916,622
4,069,433
4,216,116
Repairs & Maintenance
Utilities (PPD Only)
Data Processing
Office Supplies
Telephone
Postage & Freight
Advertising
Total Contracts & Grants
CFO- Contracts &
Grants Accounting
Matt Fajack
Vice President and
Chief Financial Officer
Nita Reddish
Quality Control
Brad Staats
Asst Vice President for
Contracts & Grants
Bill Gair
Quality Control
Tiffany Schmidt
Associate Director
Kim Welsh
CG-HSC
RA 3 Team Lead
Joseph Andes
Research Admin II
Team Lead
Obed Santana
Research Admin II
Team Lead
Lisa Yates
CG-COM
RA 3 Team Lead
Janie Heidler
Research Admin II
Team Lead
Beth Sheppard
Research Admin II
Team Lead
Jonathan Evans
CG- IFAS
RA 3 Team Lead
Matt Staehnke
Research Admin II
Team Lead
TBA
Research Admin I
Dan Smith
Research Admin II
Kayla Tibbetts
Research Admin I
Patty Troll
Research Admin I
Lashawn Williams
Research Admin II
Meridith David
Research Admin II
Suzanne Winik
Research Admin II
Eddie Finlayson
Research Admin II
Bruce Moor
Research Admin I
Christie Lee
Research Admin II
Heather Wert
Research Admin I
Christian Torroella
Research Admin I
Rey Alvarez
Research Admin II
Kimberly Smith
Research Admin I
Dana Rechsteiner
Assistant Director
Special Projects
Cathy Thompson
Associate Director
Nadeige King
Research Admin I
Spencer Allen
Research Admin I
Stephanie Lafferty
CG-ENG
RA 3 Team Lead
Kat Carter-Finn
CG-Campus
RA 3 Team Lead
Kim Morabito
AR and BILLING
Admin Svcs Crd 2
Team Lead
Jerome Able
Sr. Grants Specialist
Jing Li
Acctg Crd 3
Brian Miller
Research Admin II
Team Lead
Pat Greco
Research Admin II
Team Lead
Tina Priz
Sr Accountant
Tonya Lewis
Research Admin II
Stephanie Glenn
Research Admin I
Erin Tompson
Sr Grants Specialist
Tom Bairley
Acctg Crd 3
Warren Stamp
Research Admin II
Anna Hernandez
Research Admin I
Xin Zhang
Acctng Crd 3
Ed Parker
Acctg Crd 3
Jennifer Domico
Research Admin II
Sandhya Chheda
Research Admin I
Melissa Horvath
Accountant
April Rollins
Research Admin I
Jacob Conrad
Research Admin I
Becky Hyde
Research Admin II
Rob Sessions
Research Admin I
TBA
Accountant
Peg Canaday
Adm Srv Crd 2
Rob Francis
Research Admin II
Delores Darling
Research Admin I
Opportunities
• Continuous review and improvement of business processes to
eliminate non-value added activities
• Enhance education and training through formal on-line
courses and ad-hoc discussions with departmental staff and
project investigators
Barriers
• Continued intense audit scrutiny
• Many Research Administrators in Contract & Grants
Accounting Services are typically entry level professional staff
with limited experience
• Turnover of experienced team members
Accomplishments
• Merger of the three units 3 1/2 years ago and the
consolidation of the operations
• Significant involvement in a number of University initiatives
over the past 4 years to improve the fiscal management and
accountability of the research enterprise at UF
•
•
•
•
myInvestiGator
Improved Effort Certification system
Upgrade of the myUFL finance system
Centralized review of cost transfers
• Production of hundreds of thousands of documents to
support audit requests
Questions