Lunch learn sponsored projects sras coordinator responsibilities
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Lunch & Learn Sponsored Projects SRAS Coordinator Responsibilities. Presented by:Roberta McManus. Today’s Agenda. Current SRAS Coordinator Assignments Knowledge Base Award/Contract/Project Setup Transaction Reviews Invoicing Reporting Accounts Receivable Management Closeouts

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Lunch & Learn Sponsored Projects SRAS Coordinator Responsibilities

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Lunch learn sponsored projects sras coordinator responsibilities

Lunch & LearnSponsored ProjectsSRAS Coordinator Responsibilities

Presented by:Roberta McManus


Today s agenda

Today’s Agenda

  • Current SRAS Coordinator Assignments

  • Knowledge Base

  • Award/Contract/Project Setup

  • Transaction Reviews

  • Invoicing

  • Reporting

  • Accounts Receivable Management

  • Closeouts

  • Future Events

L&L Coord


Compliance coordinator assignmetns

Compliance Coordinator Assignmetns

  • By department range - Handout

  • Structure:

    • Assistant Director

    • Team Leaders (2) – Garnet/Gold

    • Coordinators (6)

    • Accountants (2)

  • Each Coordinator manages between 100 – 200 projects

L&L Coord


Knowledge base

Knowledge Base

  • OMB Circulars

    • A-21

    • A-110

    • A-133

  • Federal Agency Specific Regulations

  • FSU Policies and Procedures

    • Advances

    • Budgeting and Re budgeting

    • Participant Support Costs

    • Program Income

    • Cost Sharing

    • Unallowable Costs

    • Cost Transfers

    • Fixed Price Residuals

    • Sub recipient Monitoring

    • Tuition Waivers

    • Everything else that applies

  • Accounting principles and standards

L&L Coord


Award contract project setup

Award/Contract/Project Setup

  • Award

    • Review

      • Terms and conditions

      • Financial provisions

    • Certifications

      • Human subjects – Research Participants

      • WAV codes – Interdepartmental Billings

    • Milestones

      • Financial reports due – Deliverables Met

L&L Coord


Award contract project setup1

Award/Contract/Project Setup

  • Contract in OMNI

    • Type matches award

    • Drives how award is billed

  • Project

    • Budget in Commitment Control - Advances

    • Budget summary – Categories Matter

    • Cost share budget setup - Advances

    • F&A rate/base

    • Project Team – Transaction Approvals

      • Sponsored Projects Personnel Change Form

    • Status Dates (Begin/End)

      • Controls transactions

      • Spend date if don’t obtain Advance

L&L Coord


Transaction reviews

Transaction Reviews

  • Types of Transactions

    • Requisitions >=$1,000

    • Expense reports >=$1,000

    • Pay requests >=$1,000

    • All non-duty stipend requests

    • All research participant payment requests

    • All journal entries

      • Cost transfer policy applies when moving charges onto/between a project

    • Interdepartmental requisitions (IDR)

      • Ensure rates current

    • All personnel appointments/actions

    • All subcontracts/subcontract invoices

L&L Coord


Transaction reviews1

Transaction Reviews

  • Compliance Evaluation Criteria

    • Authorized Signature

      • Project Team Page - Handout

    • Chartfield Information

      • Dept ID, Fund Code, Project Number

    • Performance Period

      • Goods or Services received and consumed within Dates of Award period

    • Available Balance

      • Direct Cost Funds available for Expense by budget category

      • Equipment not originally budgeted

    • Account or Job Code

      • Appropriate for nature of expense

    • Allowable

      • Terms and Conditions support expense

L&L Coord


Transaction reviews2

Transaction Reviews

  • Current Issues

    • Cost transfers that do not meet time requirements

      • Especially RDF’s (impacts effort reporting)

      • Monthly reconciliations

        • BTGL04 General Ledger Reconciliation training

    • “Urgent” transactions

      • Planning is important!

    • One-Time Pays (impacts effort certifications)

      • Not allowed for OPS employees on sponsored projects

        • No hours associated with OTP

    • Spending up available balance at end of project

      • Bonuses

    • Non Duty Stipends vs. Research Participants

L&L Coord


Invoicing

Invoicing

  • Cost Reimbursable Awards

    • LOC awards

      • Weekly

      • $1-4 million per cycle

      • 10 different systems

    • Monthly/Quarterly cycle

      • $2-5 million per month

      • Most generated directly from OMNI

      • Special invoice formats 

      • Electronic requests for payment

      • Supporting documentation (department’s responsibility when onerous)

      • Review categories to identify unallowable

        • Office supplies (no CAS) under $1,000 or P Card

L&L Coord


Invoicing1

Invoicing

  • Fixed Price Awards

    • Monthly monitoring

    • On-Demand

      • Must have evidence of deliverable submission

  • Final Invoices

    • Notice when end date coming up

    • Encumbrances

      • Need to be liquidated or cannot be invoiced

    • Ledger reconciliation

      • Ensures all expenditures have been invoiced

    • PI request for sign off on final invoice/report

    • Due Dates

      • FL 45 days

      • Federal 90 days

    • After the end date transactions

      • Need to have been incurred during project period

L&L Coord


Reporting

Reporting

  • Federal

    • FFR 425 quarterly reporting

      • Various due dates

      • NSF/DHHS huge

      • 15 smaller agencies

    • Annual reports generally

    • Quarterly ARRA – Helen McCann/Diana Key

      • PI Status

  • Other

    • NSF annual survey – important for ranking

    • Board of Governors annual report of expenditures

    • Annual SRTF financial statements

    • Schedule of Federal Financial Assistance

    • FL Department of Education annual cash reconciliation

L&L Coord


Accounts receivable management

Accounts Receivable Management

  • Outstanding invoices

    • Maintain a log in project folder for monthly monitoring

    • Aging report generated

    • May enlist PI assistance if needed

L&L Coord


Closeouts

Closeouts

  • Starts with final invoice submission

  • Clear encumbrances (if needed)

  • Initiate transfer/return property

  • Final invoice submitted

    • Project Status = S Semi closed

    • Limits transactions

    • SRAS controls

  • Work financial issues until trial balance is clear

    • Project Status = C Closed

  • Transactions after closed

    • Reopen, evaluate, reclose

L&L Coord


Upcoming events

Upcoming Events

  • Lunch & Learns

    • January 11 – Subcontracting

    • February 1 – Tuition Waivers

    • February 8 – Advances

    • February 29 – Basic Financial Management

L&L Coord


Lunch learn sponsored projects sras coordinator responsibilities

Roberta McManus

Associate Director, SRAS

850-645-2485

[email protected]

L&L Coord


Lunch learn sponsored projects sras coordinator responsibilities

Thank you for attending today’s session!

HAPPY HOLIDAYS!!!

L&L Coord


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