Transcript powerpoint presentation

DHHS sub account transition
• DHHS agencies are transitioning their payment request method
• Payments for DHHS awards must be requested on an award by
award basis
• For competing continuations and new awards, DHHS has already
started this transition
• Starting Oct 1, 2015, for non-competing continuations, DHHS is
shortening current segments and issuing the next year awards
under a “new segment”
• The old/current shortened segments must be closed out & final
reported in eRA Commons
• Automatic carry forward into the new segments
DHHS transition contd.
• Around 15 direct awards and 10 flow throughs affected
• Elements in our current plan
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Set up new awards in InfoEd & PeopleSoft for the new segment
Quick closeouts of the shortened segments
Request carry-forward in the Financial report
Sub award agreements
• Per HHS’ current guidance, any award that gets a No Cost
Extension in the current year, will not be transferred over to the
sub account.
DHHS transition contd.
• Set up new awards in InfoEd & PeopleSoft for the new segment
• New InfoEd & PeopleSoft numbers will be created for the “new”
segment
• We are anticipating setting them up ahead of time with the preidentified list
• The old and new awards in the segments are linked via the Additional
Information field in PeopleSoft
• Consistent with our current processes, an Advance Account request is
not required for the set up of the “new” segments
DHHS transition contd.
• Quick closeouts of the shortened segments
• Expenses should be allocated to the new award on the start date
• The old shortened segment will be closed out as early as possible
• Unliquidated obligations can be reported in the financial reports –
wherever there is automatic carryforward we are planning to report
the unspent dollars on subawards as unliquidated obligations.
• Sub recipients will be required to submit a “final” invoice
DHHS transition contd.
• Request carry-forward in the Financial report
• All balances, where carryover authority is automatic, can be
requested in the Financial report
• Approval of the Financial report indicates approval of the carryover
• Greater than 25% carryover
• Still needs to be justified in the progress report or
• Separate notification needs to be sent to the sponsor.
• Once carryover is approved, SPA will automatically increase the
budget of the new year project
DHHS transition contd.
• Sub award agreements
• SPA will contact the relevant subrecipients to notify them of the
requirement to do a final invoice
• Subawardee carryover authority is the same as UVM’s, however it
will not be approved until UVM’s is approved
• The next year amendment will have to be based off a new InfoEd
number and depending on the timing, will not initially include the
carryover
• SPA will set up new purchase orders with the new year award, and
carryover will be added subsequently.
DHHS transition contd.
• What is not changing?
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No additional proposal
No additional technical or programmatic reports
Carryover greater than 25% needs to be justified
Process for carryover on awards that do not have automatic
carryover
Next steps?
• SPA will contact units with impacted awards
• SPA will circulate new information and changes as we find out.
• Per the liquidation expiration process, SPA will start the closeout
60 days after the end date so all final expenses must be posted at
that time
Questions?