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Research Administrator’s Forum. School of Medicine March 2006 Presented by: Sponsored Projects Accounting. Topics. NIH Carryovers Salary Cap and Debit Accounts PCT Documentation Yale OIG Report. NIH Carryovers.

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research administrator s forum

Research Administrator’s Forum

School of Medicine

March 2006

Presented by: Sponsored Projects Accounting

  • NIH Carryovers
  • Salary Cap and Debit Accounts
  • PCT Documentation
  • Yale OIG Report
nih carryovers
NIH Carryovers
  • Award does not contain SNAP or Expanded Authorities provisions (requires new fund number for each grant period).
  • SPA submits FSR. Copy of FSR sent to department and G&C (via email).
  • PI must submit a detailed carryover request to the NIH (Grants Mgmt Specialist), must be co-signed by G&C.
nih carryovers cont
NIH Carryovers, cont.
  • Request must contain the unobligated balance figure on the accepted FSR (line p.).
  • NIH must approve carryover request. May take three months for them to release funds.
  • SPA will reduce the budget on the old fund by the unobligated balance amount reported on the FSR .
nih carryovers cont1
NIH Carryovers, cont.
  • Effective February 2006, SPA will establish a “U” allocation in the next year’s fund number.
  • SPA will budget a figure that’s equal to the unobligated balance in Budget 86 on the “U” allocation.
  • Budget in the “U” allocation is restricted until the NIH issues a revised NGA.
    • “Less Unobligated Balance” (Section I)
nih carryovers cont2
NIH Carryovers, cont.
  • Subsequent to the NIH’s carryover approval, the PI must provide G&C with budget detail.
  • G&C will rebudget dollars out of Budget 86 on the “U” allocation to the appropriate allocations, per the info provided by the PI.
nih carryover benefits
NIH Carryover - Benefits
  • Reduces confusion regarding available free-balance in current fund.
    • Segregates carryover dollars that are awaiting approval.
    • Reduce errors in approval processing.
    • Better reporting.
salary cap management
Salary Cap Management
  • Multiple faculty in same department working on an NIH project.
  • Each faculty member has their own funding source for NIH salary cap cost sharing.
  • HRMS forces user to source to one “X” account, and one corresponding debit account.
salary cap management cont
Salary Cap Management, cont.
  • HRMS and FIS are not able to maintain multiple “X” allocations for one department.
  • Department should journal appropriate cost sharing amounts to each faculty member’s funding source via journals utilizing Budget 50.
pct documentation
PCT Documentation
  • Detailed explanation mandatory for LC22 if in fund series 4xxxx, 5xxxx, or 6xxxx.
  • If any PCT\'s in that fund series do not have a detailed explanation, they will be returned.
  • Type the name of the approval person on the \'Authorized By\' line
yale oig audit
Yale - OIG Audit
  • DHHS Office of the Inspector General
  • Review of subaward costs (UMass)
  • $572,344 awarded for budget period
  • Final invoice totaled $508,304
  • OIG determined that $193,779 of costs did not comply with A-21.
    • Salaries & Fringe = 151,252
    • Non-personnel = 42,527
yale oig cont
Yale & OIG, cont.
  • Documentation regarding salary transfers provided to auditors was altered.
  • Unaltered version stated that transfers were needed to spend down subgrant funds.
  • OIG - “This alteration calls into question the accuracy of the information that the University supplied to us.”
yale oig cont1
Yale & OIG, cont.

Comments by the OIG:

  • Transfers from General Funds: “Transfers were neither properly authorized nor adequately supported by a specific, clear and detailed explanation with related documentation as required.”
  • Equipment maintenance: “The University did not provide sufficient information to show that the charges to this subgrant were equitable.
yale oig cont2
Yale & OIG, cont.

OIG comments continued:

  • “Although the University had established procedures for charging nonlabor goods and services and confirming effort reports, we found that these procedures were inadequate or were not always followed.”
research administrator s forum1

Research Administrator’s Forum

School of Medicine

March 2006

Presented by: Sponsored Projects Accounting

Joe Gindhart

[email protected]