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Academic Affairs Fiscal Contacts Meeting

Academic Affairs Fiscal Contacts Meeting. April 16, 2019. Your OPAFS Team. Marissa Prough-Associate Director Meg Felando-Team Lead Khanh Pham Larissa Diogenes Marc Fridlund Matt Meehan Duong Tran Eric Del Rosario Luisa Gendron. OPAFS/OCGA Partnership.

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Academic Affairs Fiscal Contacts Meeting

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  1. Academic Affairs Fiscal Contacts Meeting April 16, 2019

  2. Your OPAFS Team • Marissa Prough-Associate Director • Meg Felando-Team Lead • Khanh Pham • Larissa Diogenes • Marc Fridlund • Matt Meehan • Duong Tran • Eric Del Rosario • Luisa Gendron

  3. OPAFS/OCGA Partnership • OPAFS and OCGA strive to work together for the common goal of supporting UCSD sponsored research • Strive to resolve concerns between us • Balance to ensure timely response and communications • Example, we want to setup the fund within 2 days and want to make sure department aware of why there might be a possible delay • OPAFS and OCGA leadership continuing to meet to support overall customer service

  4. OPAFS & OCGA in Post Award OPAFS OCGA Contractual Accept awards for UCSD Set up award in Coeus Submit rebudget request (or other agency approvals) Assist with other final report submissions • Financial • Set up fund • Billing • Financial Reporting • Closeout • We need your timely help with much of this!

  5. Proposal budgets vs. Post Award Processes • Proposal budgets do not always address the post award implications of certain costs • Agencies do not know our internal processes, procedures and terminology • Feel free to reach out to OPAFS during proposal development to discuss how certain items might be best proposed to ensure seamless post award processing • Example: Paying a Graduate student. • Budget might say ‘pay graduate student’. In the post award processing, salary might be ok for that student, but not stipends or tuition and fee payments.

  6. Communications • Various ways to communicate: • Email • Phone • ASK • Skype • Zoom • It’s YOUR choice • We want to be available and responsive to you and strive to respond within 1 business day or less • If not getting that level of response, please let me know

  7. Cost Transfer Approvals • EPETs • Approved on a regular basis by Maura Arias • Processed and posted with payroll monthly process • ENPETs • Approved on a regular basis by Maura Arias • Posted overnight like regular JVs

  8. Journal Approvals • FE50 Benefits JVs • Reviewed and approved by Maura Arias • Backup documentation needed and can cause delays if not provided timely • Other JVs (such as budget) • Approved by your OPAFS Accountant • Weekly emails sent to accountants, should be reviewed/approved within 2 business days • Feel free to email your accountant directly

  9. New Deficit Clearing Process • Unresolved deficits (Direct Cost portion) to be moved off sponsored research fund to central fund-69975A • Departments are still responsible for resolving the deficit • Will still be in same org • Awards ended 12/31/17 and older: • Will begin to be moved after May 2019 close • Awards ending 1/1/18-6/30/19: • Will begin to be moved after Dec 2019 close • Awards ended 7/1/19 and later: • Will move off after 120 days

  10. What’s in deficit? • 2 Different reports • Both will be provided to campus leadership through the Controller • GA Overdraft report: shows overdrafts as soon as award ends • Does not display intercampus awards correctly • Some issues with FYTD vs. GITD data • OPAFS report: Looks at the cash balance and includes awards that ended more than 120 days prior • OPAFS will use this report for processing

  11. Actions to take now • Review your awards and clear the balance now • Process cost transfers to avoid having to clear the deficit from the unrestricted fund • Once the JV is processed to 69975A, cost transfers cannot be done • More information at the OPAFS Forum and on STaRT • April 23, 10:30a Leichtag 107 • Bfs.ucsd.edu/start

  12. Questions

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