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Post Award 101. Presented by Liz Hinske Kerry Marsolek. Post Award 101. Presented by Patty Homyak Tonya Knutson. SPA and SFR. Sponsored Projects Administration (SPA) and Sponsored Financial Reporting (SFR) are two separate central units supporting research at the U of MN.

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post award 101
Post Award 101

Presented by

Liz Hinske

Kerry Marsolek

post award 1011
Post Award 101

Presented by

Patty Homyak

Tonya Knutson

spa and sfr
SPA and SFR

Sponsored Projects Administration (SPA) and Sponsored Financial Reporting (SFR) are two separate central units supporting research at the U of MN

spa and sfr con t
SPA and SFR (con’t)
  • SPA:
    • Reports up to the Vice President for Research
    • Handles pre award: proposal submission, contract negotiations
  • SFR:
    • Reports up to the Controller
    • Handles post award: Reporting & invoicing, payment application, collections, close out
sfr org chart
SFR Org Chart

Sue Paulson

Director

Mark Rova

Mary Gorder

Data Analyst

Kamala Upadhyaya

Associate Director

Sylvia Taube

Principal Office & Admin Specialist

Marjorie Nebo

Finance Manager

Accounts Receivable:

Collections

Payment Application

Close Outs

Kerry Marsolek

Senior Finance Manager

Non Federal Area:

State of Minnesota

Business & Industry

Foundations

Health Organizations

Tonya Knutson

Senior Finance Manager

Federal Area:

DHHS

US Dept of Education

NSF

US Dept of Energy

Federal Subcontracts

Student Position

sfr org chart con t
SFR Org Chart (con’t)

Marjorie Nebo

Kerry Marsolek

Tonya Knutson

Accountant II:

Michele Dobsinski

Julia Steinkopf (1/2 time)

Kristie Berglund

Jane Hatlevik

Accountant II:

Jill New

Accountant II:

Lisa Gow

Julia Steinkopf (1/2 time)

Karen Dahlheimer

Dick Hartmann

Staci Gallahue

Todd Stroessner

Accountant I:

Tatyana Estrin

Accountant I:

Christina Cheung

Misty Bauermeister

Jim Kaintz

Stephanie Kranitz

Kristin Lien

Chris Ybarra

Angela Lane

Open Position

Accountant I:

Bridget Al-Qublan

XuefeiHu (Fay)

Andrea Hyllengren

Leah Mumm

Tuan Ta

Principal Collection Representatives:

Nayubel Bernard

Misty Bauermeister

CarlyPrelwitz

award set up
Award Set Up
  • Team comprised of both SPA and SFR
  • Responsible for completing award set up in PeopleSoft
  • After award is set up imaging e-mails NOGA to SFR, SPA grant administrator (GA), PI and academic department designees
sfr accountant assignment
SFR Accountant Assignment
  • Finance Manager receives and reviews NOGA and verifies PS set up
  • Based on sponsor requirements, assigns to accountant
  • Changes billing specialist in PS and forwards NOGA to accountant
reporting invoicing preparation
Reporting/Invoicing Preparation
  • Billing and reporting triggered by PS events
  • Interim-expenses are picked up based on accounting period in which it hits the ledger. Department is not consulted.
  • Final (budget & project period)-late expenses are included using other verification sources. Department is consulted, this includes the PI.
payment application
Payment Application
  • All sponsored payments are sent to a separate bank account and lock box
  • Accounts receivable accountants identify and apply payments
  • Unidentified payments are worked separately
collections
Collections
  • Principal Collections Reps follow up on unpaid invoices greater than 60 days
  • Will contact PI if non payment is due to missing technical deliverable
close outs
Close Outs
  • Verify all invoices are paid
  • Overdrafts and late charges are removed
  • Verify encumbrances are closed
other important items
Other Important Items
  • Letter of credit (LOC) payments are drawn from sponsor website
  • Clinical Trial budget amounts are set up as invoices are created
  • Refer to Accounts Receivable job aid for instructions on looking up open and paid invoices
  • PI’s are copied on all e-mails
important items continued
Important Items (continued)
  • SFR accountant will work with the PI and department accountant to obtain signatures on financial forms
  • SFR keeps copies of submitted invoices and reports
  • Department is responsible for monitoring rebudgeting restrictions
slide15

SFR open house on April 6, 2009, 1:00-3:00 at the McNamara Alumni Center

  • EFS Sponsored website: http://www.ospa.umn.edu/efs_sp/
  • Tonya Knutson, Federal Senior Finance Manager, 612-624-7850, knuts055@umn.edu
  • Kerry Marsolek, Non-Federal Senior Finance Manager, 612-624-8053, kerry@umn.edu
slide16

Post Award 101

SFR Perspective/Tonya Knutson/Kerry Marsolek

Department Perspective/Patricia Homyak/Liz Hinske

02.17.2009

groundwork before award is made
Groundwork – Before award is made

If Pre-Award or Advance Account Needed

Complete pre-award/advance acct form

Prepare estimated budget to include acct codes

Secure non-sponsored chartstring to absorb costs if award is not made

Review F&A Waiver if Secured

ICR Sharing

If Cost Share Needed

Submit to GA:

Non-sponsored chartstring

Budget amounts

Account codes

noga received
NOGA Received

Review Budget (Direct and F&A)

Review Restrictions

Review Reporting/Invoicing Terms

Fund Reversion

Fixed Price

Contract Milestones

Review Human/Animal Approval Status

Note Restrictions or Specifications on

Intellectual Property, Publications, Data Security

Review EFS Budget (account codes)

Work with PI to

Adjust Budget for Cuts

Determine Payroll/Effort

conditional action
Conditional Action

If Rebudget Needed

Complete SPA Rebudget Form

If Subaward Needed

Submit to GA:

Workscope

Budget

PS-Friendly Budget

Discuss Subaward Invoice Monitoring w/ PI

expense receivable monitoring
Expense – Receivable Monitoring

Create Monitoring Schedule

Use award terms to help design schedule (ex. Events)

Approve Expenses (if assigned)

Monitor allowability, allocability, reasonableness

Effort Certification

Manage Regularly

Time limitations can come in to play with longer effort periods

Record Retention

conditional action1
Conditional Action

Work with PI

No-cost Extension Request

Carryfoward Request

Equipment Request

Significant Effort Changes (Key Personnel)

Other Special Change Requests

Collection Issues if Needed

Watch Request Deadlines!

report preparation
Report Preparation

Review Terms and Restrictions

Verify Expenses

Confirm Outstanding Expenses Processed (ex. Subcontract invoices)

Balance to Department Records

Communicate with SFR Acctnt

Expenses to Include

Plan to Remove Late Charges

Final Approval to Submit Report

Adverse Event – Agency Extension Needed

closeout
Closeout

Request Fixed Price Transfer

Remove Late Charges – Within 90 Days

Commitment Control dates may need to be changed

Notify PI/Lab to Cease Spending

Process Distribution Changes if Ongoing Payroll

Close Encumbrances (Procurement Specialist/GA)

Check Status in EFS

contact information
Contact Information:

Tonya Knutson, SFR: 612-624-7850 knuts055@umn.edu

Kerry Marsolek, SFR: 612-624-8053 kerry@umn.edu

Patty Homyak, Health Policy/Mgmt: 612-624-6162 homya001@umn.edu

Liz Hinske, Pediatrics: 612-625-0679 hinsk001@umn.edu