Transcript EFM PowerPoint Presentation from Fund Manager Meeting

Fund Closeout Workgroup
February 19, 2015
Jennifer Aguilar
Manager, EFM
Agenda
 Background
 Objectives and Goals
 Timeline
 Current Status
 Workgroup Participants
 Next Steps
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Background
Uniform Guidance
 Uniform Administrative requirements, Cost Principles, and Audit
Requirements for Federal Awards, issued by OMB 12/26/13
 Streamlines requirements from:
 A-21: Cost Principles for Educational Institutions
 A-110:Uniform Administrative Requirements
 A-133:Audits of Higher Education Institutions
 Provides government-wide framework for award management
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Background
Uniform Guidance
200.343: Closeout
 (a): The non-federal entity must submit financial reports no later
than 90 calendar days after the project end date.
 (b): The non-federal entity must liquidate all obligations incurred no
later than 90 calendar days after the project end date.
NIH Notice: Payment Management System (PMS) Subaccounts
NOT-OD-13-120
 NIH will transition to subaccounts beginning 10/01/15
 PMS will hold payment requests for funds in subaccounts for awards
that are 90 days or more beyond the project period end date.
 Fund requests for these awards will not be processed unless, and
until, the awarding agency has approved the payment request.
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Objectives and Goals
Objectives:
 In response to UG and NIH sub-account cash draw requirements, to
evaluate the exiting closeout procedures, identify the areas for
improvement, and develop enhanced closeout procedures to ensure
fiscal compliance with Sponsor’s and University's policies and guidelines.
Goals
1.
To submit past due reports
 To submit the federal final financial reports due on 06/30/2014 or prior by
6/30/15
(NOTE: Timelines for other delinquent invoice/report to be determined)
2.
To develop enhanced procedures to be effective 7/01/15
 the guidelines to ensure more timely financial closeout of awards.
 the procedures to submit the final financial deliverables when the closeout
packet is not received on time.
 the procedures for revision of the financial deliverables
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Timeline
Goal 1: To submit the final FFR due on 06/30/2014 or prior by 6/30/15
January
February
March
April
May
June
Finalize the processes to complete the
final by 6/30/15
Communicate
with campus
Dept to submit COPs to EFM by
4/30/15
EFM to submit the finals upon receipt of COPs
EFM to submit all finals following the process
by 6/30/15
Goal 2: To develop procedures to be effective 7/01/15
January
February
March
Develop and document the procedures of financial closeout of the fund
incl. a scenario COP is not available on time and revision process
April
Feedbacks from a
broader group
May
June
Communicate the procedures with campus
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Current Status
 Fund Closeout workgroup established
 Comprised of subject matter experts from different schools across campus in
addition to EFM staff
 Kick off meeting held on January 27, 2015
 Working session #1 held on February 10, 2015
 Wave 1 population for the Goal #1 confirmed
 Federal funds with the final due on 6/30/2014 or prior
 Procedures being reviewed
 Procedures to complete the final invoice or final financial report due on June
30, 2014 or prior
 To be shared once finalized
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Workgroup Participants
Name
School / Department
Adrian Manalang
Public Health - Center for Health Policy Research
Annette Klufas
Letter & Science: Life Science South Admin
Lana Song
Microbiology, Immunology and Molecular Genetics
Lee Yang
SEAS - Computer Science
Michelle Phillips
Semel Institute
Steven Peckman
Broad Stem Cell Research Center
Keith Steele
SOM – Pediatrics
Wendy Ma
SOM - BEI
Terry Novorr
SOM - BRI/Neurology
Raellen Man
Catherine Rujanuruks
SOM - DOM Admin
Jen Ear
Jennifer Aguilar
Jevon Echave
Jovan Iglesias
Kevin Cook
Yoon Lee
ORA - Extramural Fund Management
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Wave 1 Population
Federal funds with the final deliverables due on 06/30/14 or prior
(data as of 01/31/2015)
Period
2010 or prior
2011
2012
2013
~ June 2014
Total
Government
NonFederal
Non-Federal Government
4
30
6
3
21
25
1
50
69
15
202
43
8
205
27
508
147
Distribution
Number of funds involved:
Number of departments involved:
Number of PIs involved:
# of funds in Wave 1
1
2
3-5
6-10
11-15
Total
Total
34
30
76
286
256
682
48 departments
Federal
147
48
125
3
# of funds
6
1
2
# of dept
22
11
6
6
3
48
22
6
3-5
6-10
11-15
11
9
Wave 1 Population
Federal funds with the final deliverables due on 06/30/14 or prior
(data as of 01/31/2015)
Period
2010 or prior
2011
2012
2013
~ June 2014
Total
Federal
4
6
24
68
45
147
# of funds by sponsor
17
4
NIH
5
NSF
67
20
Sponsor
National Institutes of Health
National Science Foundation
Department of Veterans Affairs
Department of Energy
Army
Other
Grand Total
# of funds
67
34
20
5
4
17
147
% of funds
46%
23%
14%
3%
3%
12%
100%
VA
DOE(Energy)
Army
Other
34
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Next Steps
Following actions are planned to take place in February
 EFM will communicate the project with campus using various
channels
• RAF
• ORA listserv
• Tailored communication with Schools, Divisions, or
departments that have funds in wave 1
 Workgroup will finalize procedures applicable to Wave 1
 EFM will provide each department with a tailored list of wave 1
funds along with the procedure document
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Questions
Contact information
Yoon Lee
X40375
[email protected]
Jevon Echave
X46987
[email protected]
Jen Ear:
X42834,
[email protected]
Jennifer Aguilar
X42846
[email protected]
Jovan Iglesias
X42836
[email protected]
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