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GRANTS CHANGES BUDGET STRUCTURE SUBCONTRACT PROCESS. OVERVIEW. CHANGES TO BUDGET STRUCTURE IN DEFINE CHANGES TO SUBCONTRACT PROCESS. BUDGET STRUCTURE. WHAT: Changes to Subaccounts & Description WHY: In preparation for People Soft Implementation WHEN: Effective January 2014 for

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Presentation Transcript
overview
OVERVIEW
  • CHANGES TO BUDGET STRUCTURE IN DEFINE
  • CHANGES TO SUBCONTRACT PROCESS
budget structure
BUDGET STRUCTURE
  • WHAT: Changes to Subaccounts & Description
  • WHY: In preparation for People Soft Implementation
  • WHEN: Effective January 2014 for

New 26 Accounts (no impact to existing accounts now)

subcontracts
SUBCONTRACTS
  • WHAT: Changes to the subaccounts and process; generate Purchase Order to encumber funds.
  • WHY: In Preparation for People Soft Implementation and…
    • To encumber subcontract funds.
    • To ensure subcontract Is issued against PO
    • To ensure subcontract billing and payment are processed timely.
    • to make sure that subcontract monitoring is effective and efficient
  • WHEN: Effective January 2014 for new 26 accounts
responsbilities
RESPONSBILITIES
  • C&G OFFICE: Will generate the Purchase Requisition and forward to ORSP for review/approval.
  • ORSP OFFICE: Will review/approve PO and use PO number as the Subcontract Agreement No.
  • DEPARTMENTS:
    • Obtain PI signature on original subcontract invoice
    • Forward subcontract invoice to C&G
    • NO VP2 WILL BE REQUIRED
example
EXAMPLE

NEW METHOD

OLD METHOD

how to identify subcontractor balances
HOW TO IDENTIFY SUBCONTRACTOR BALANCES
  • A report will be available in Miner Mall that will allow you to search for subcontract purchase order amount and amount paid by account number or purchase order number.
  • See Word Document “Sub Award Reporting in Miner Mall” posted on the ORSP Website under Events.
key points
KEY POINTS
  • BUDGET CHANGES
    • New Subaccounts
    • New Subaccount Descriptions
  • SUBCONTRACTS
    • New Purchase Order Process
    • Funds Encumbered
    • Original invoice with PI Signature to C&G
    • NO VP2
  • IMPACTS ONLY NEW 26 ACCOUNTS

(Existing 26 accounts continue with same structure for now)

questions
QUESTIONS

orspaa@utep.edu

utepresearchtraining@utep.edu