College of Nursing Administrative Affairs Office of Research Financial Management

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Unit Research Administrator Roles and Responsibilities

The URA reports directly to the Chief Operating Officer (COO) of the College who is responsible for all fiscal and operational aspects of the college (dotted line reporting to Dr. Cindy Munro, Associate Dean of Research).

• The URA’s primary responsibility is to protect and preserve the fiscal and human resource assets of the university/college.

• Adjunct to the PI to assist with adherence to federal and state laws, granting agency requirements, and university policies and procedures. • Works alongside the PI to insure the successful fiscal management of all project funds.

• Assist development of pre-award budget proposal setup.

URA

• Serve as liaison with: – University Division of Sponsored Research (DSR) • This is pre-award budget – University Research Financial Management (RFM) • This is post-award financials, close outs, etc.

– Other USF and external offices based on functionality.

The best practice for the PI

is to

ASK FIRST we are here to help!

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How does your URA assist with Proposal Development?

Review program announcement to ensure proposal compliance with sponsor and university requirements.

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Assist with budget development including:

– Calculation of direct costs, cost share, etc. – Assist in preparing budget justifications .

– Review sub-recipient budgets.

– Questions scope of work, unmet needs, etc.

AWARD MANAGEMENT (You’ve got the money now what?)

• • • • Assist PI and University’s Division of Sponsored Research (DSR) with insuring that the project scope and deliverables match the budget, invoicing and reporting requirements. Review award document including terms and conditions for proper disposition of funds.

Schedule meeting to review the CON Checklist for New Grant Award. (Appendix A) Prepare Grant Budget Release and Subaccount Establishment Forms to request project chartfields and allocate funds to appropriate budget categories http://www.research.usf.edu/dsr/forms.asp

AWARD MANAGEMENT, cont.

• • • Assist PI with proper HR steps needed for recruitment of new project staff.

– Liaison with COO and CON HR staff – Only the Dean can make offers of employment Assist PI with adjustments to payroll distribution – Feeds into PERT – personnel effort report – http://usfweb2.usf.edu/uco/research/pertgeneral.asp

Process, on behalf of PI, budget transfers.

AWARD MANAGEMENT, cont.

• Assist PI with approvals: – Change in PI or personnel – Budget revisions – Extensions (cost and no-cost) – Assist new faculty with transfer of existing awards to USF

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FINANCIAL MANAGEMENT

-day to day monitoring

Set up and maintain financial project files.

Prepare monthly reconciliation. Perform quarterly projections (and as needed).

Review and monitor vendor invoices.

Review, prepare and/or approve travel authorization and expense reports.

Collaborate with CON HR office on hiring project staff.

FINANCIAL MANAGEMENT, cont.

• • • • • Review purchase requisition request and P-card transactions Monitor inter-departmental charges.

Perform financial compliance services on project expenditures.

Assist PI with financial reports to sponsor (which are prepared by RFM).

Assist COO with file management and audits.

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COLLEGE SPECIFIC

The CON has two (2) URA positions that support sponsored projects, Research Incentive Accounts (RIA), Internal USF and CON pilot awards, CON start-up commitments , Research Foundation, and USF Foundation research based concession accounts. (Appendix B) •

Project Ledgers/Reconciliation:

– A copy of the university ledgers will be provided to PI once per month (signature from PI is required and after second attempt document will be placed in mailbox). (Appendix D) – CON Reconciliation Report will be provided at the end of the month. (Appendix C)

College of Nursing RECONCILIATION REPORT For Month/Year: July 2012 APPENDIX C PROJECT TITLE: PRINCIPAL INVESTIGATOR: SPONSOR: BUDGET PERIOD: RECONCILATION RUN DATE: CHARTFIELD:

07/01/2012 07/01/2012 HSC Oper Unit through through 625000 Dept ID 6/30/2013 7/31/2012 20000 Fund 000000 Product 0000000 Initiative 6201234567 Project

Budget Codes

83000 83100 83300 83400 83410 83420 83430 83500 83550 83600 83700 83750 83800 83850 83860 83900

Budget Categories

Salaries/Wages/Fringe Wages-Admin Clerical Food (CAS) Expense (Non-CAS) Travel-Domestic Expense (CAS) Software Lease, License, Maint Subcontracts > $25K Subcontracts < $25K Tuition/Stipends Participant Costs Patient Care Costs Equipment, General Use (CAS) Equipment Res Computers Equipment Res Lab Non-Grant Related 83950 Subtotal Direct Costs Indirect Costs

TOTAL COSTS

Revenue Collected:

Budget

$

Total YTD Expenditures Encumbrance Estimated Total Commitments Commitments Remaining Spending Authority % Budget Uncommitted Comments:

Prepared By: Date Reviewed By: Anne Phillips, COO Reviewed By: Principal Investigator Date Date

Name College of Nursing Ledger Sign Off Month of ________________ Sign & Date APPENDIX D First Attempt Date Second Attempt Date Date Placed in Mail Box

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Project Projections:

For most awards, at-a-glance projections will be run monthly along with the monthly ledger reconciliation process.

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Project Research Advance:

Request for research advances should be made 4 weeks in advance.

Direct deposit is the preferred method to receive funds.

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Office Supply Purchases

Purchases for all standard office equipment and supplies will be made once a week.

Supply request should be made by email to your URA by Wednesday evening for a Monday delivery.

Designated Work Times

In order to maintain an effective work environment and meet college and university deadlines, your Unit Research Administrator has designated days for specific services. • • Appointments and Pre-Award Budget Preparation Cathryn Branch – Monday Janice Walker – Wednesday • • Closed Door Cathryn Branch – Thursday Janice Walker – Tuesday For emergencies, see backup URA for assistance or speak with the COO.

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REFERENCE RESOURCES

FacultyOne-Stop is HIGHLY recommended for all Nursing faculty

and provides USF Researchers with one-stop quick references for each phase of the research administration life cycle with links to forms, tools and training.

http://www.research.usf.edu/train/facultyOne.asp

OMB Circular A-21 reasonable

federal circular establishes principles for determining costs applicable to grants, contracts, and other agreements with educational institutions. Applies to all federally funded grants, contracts, and cooperative agreements at USF. Designed to provide that the costs charged to the federal government be determined in accordance with

generally accepted accounting principles

. See section for information

on allowability of

specific costs on federal awards. http://www.whitehouse.gov/omb/circulars_a021_2004

OMB Circular A-110

Federal circular A-110 addresses uniform administrative requirements across federal agencies and sets standards for obtaining

consistency and uniformity

among federal agencies in the administration of grants to and agreements with institutions of

higher education

.

Recipients shall apply the provisions to sub-recipients

performing substantive work under grants and agreements that are passed through or awarded by the primary recipient, if the sub-recipient is also subject to the circular. http://www.whitehouse.gov/omb/circulars_a110

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OMB Circular A-133

This federal circular establishes standards for obtaining

consistency and uniformity

among federal agencies for the audit of states, local governments. USF is subject to

A-133

and the auditing protocols and requirements.

http://www.whitehouse.gov/omb/circulars/a133_compliance_sup plement_2011

Federal Acquisition Regulation

The Federal Acquisition Regulation (FAR) is the primary regulation for use by all federal executive agencies in their acquisition of supplies and services with appropriated funds. http://farsite.hill.af.mil/vffar1.htm

USF Travel Policy

The Travel Policies and Procedures Manual provides the user with policies and procedures applicable to authorized travel for official university business. Travel policies and procedures required by a grant or contract, or

apply to all

university departments. Employees may be required to abide by other travel procedures

other travel rules and requirements established by the department.

http://usfweb2.usf.edu/uco/travel/TravelRulesRequirements.asp

Cost Accounting Standards (CAS) Oversight

etc.

http://www.research.usf.edu/dsr/cas.asp

This web link will direct you to the area on the Office of Sponsored Research website which discloses to the federal government the processes, methodologies, and policies by which costs are determined, allocated, and assessed. This document explains such items as

treatment of unallowable costs, determination of direct and indirect cost categories, cost transfer policies, mechanisms for effort reporting,

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CCHIP's The CCHIP

was created to provide a means to distribute procedural updates or reminders relative to the fiscal management of research awards. The below listed CCHIPs were developed within Research Financial Management and have been reviewed and endorsed by the both the Research Management Council and the Associate Deans for Research.

(Clarification or Change in Procedure) concept http://usfweb2.usf.edu/uco/research/CCHIP.asp

Research Participant Costs

form of payment. To encourage participation, research studies often pay their study subjects. There are several regulatory issues related to these payments, including confidentiality and privacy, tax reporting, and appropriate controls over the asset(s) used to make payments. This policy specifically addresses gift cards as a

USF Business Processes (COMPASS)

Training on USF policies and procedures. http://compass.custhelp.com/app/home • • • • •

USF WEBSITES:

USF Human Resources (staff and admin hires) http://usfweb2.usf.edu/human-resources/ USF Health Faculty Affairs (faculty hires) http://health.usf.edu/facultyaffairs/index.htm

USF Comptroller (travel, purchasing, accounting) http://usfweb2.usf.edu/uco/ USF Division of Sponsored Research http://www.research.usf.edu/ USF Research Financial Management http://usfweb2.usf.edu/UCO/research/

OUR GOAL

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Striking the Balance between service and compliance

– – Preserve and protect the university and college Advisement, Dean and Research Dean of CON – Utilize federal resources as they are intended • Reasonableness (business sense) • • Allowability (Circular) Consistency (everyone does it) • Uniformity (does it the same) – Assist the PI in award management – Personal growth and development

Questions