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SAGE Suite Subcontract Module Project - Campus Impacts. Jason Myers – Business Systems Analyst Office of Research Information Services (ORIS). Subcontract Module Project Goals. GOAL: Improve subcontract budget accounting by automating subcontract F&A cost recovery

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sage suite subcontract module project campus impacts

SAGE Suite Subcontract Module Project - Campus Impacts

Jason Myers – Business Systems Analyst

Office of Research Information Services (ORIS)

subcontract module project goals
Subcontract Module Project Goals

GOAL: Improve subcontract budget accounting by automating subcontract F&A cost recovery

  • Automate the calculation of F&A Subcontract expenditures in FAS
  • Ensure subcontract PO Requisition Number and Budget Number entered in SPAERC match the numbers entered in the Purchasing and Accounts Payable System (PAS) through systematic validation
  • Enable recording and tracking of key subcontract F&A data in SPAERC
  • Synchronize key subcontract F&A data stored in SPAERC with data in Financial Accounting System (FAS) on a daily basis
current process and systems state summary
Current: Process and Systems State - Summary
  • Only direct costs for subcontracts are automatically updated in FAS.
  • The subcontract amount subject to UW F&A costs is set up as an encumbrance in FAS.
  • GCA manually enters actual F&A costs for subcontracts as Journal Vouchers (JVs).
current subcontract f a encumbrances
Current: Subcontract F&A Encumbrances
  • Subcontract F&A costs are set up as an encumbrance under Restricted Funds (line item 37-99).
  • The 37-99 encumbrance is liquidated once the F&A expenditures are manually charged off.
current subcontract f a transactions
Current: Subcontract F&A Transactions

GCA manually enters a Journal Voucher (JV) to charge off actual F&A costs for a subcontract.

future processes and systems summary
Future: Processes and Systems - Summary
  • For each subcontract, OSP will specify the amount subject to UW F&A costs in SPAERC, and that value will be interfaced to FAS.
  • Subcontract F&A costs will be charged off automatically using the budget’s F&A cost rate.
  • The 37-99 subcontract F&A encumbrance will be removed, eliminating the current double encumbrance issue.
  • Manual entry of Journal Vouchers (JVs) to account for subcontract F&A costs will no longer be necessary.
future system and process spaerc
Future: System and Process - SPAERC

OSP will enter the subcontract amount subject to UW F&A costs for each subcontract in SPAERC (SAGE database).

future spaerc fas systems interface
Future: SPAERC & FAS Systems – Interface

The subcontract amount subject to UW F&A cost for each subcontract in SPAERC will be interfaced to FAS Monday – Friday at 6 pm.

future subcontract f a encumbrances
Future: Subcontract F&A Encumbrances

The current practice of including the F&A encumbrance for sub-contracts under the Indirect Costs (line item 25-99) will be maintained, However, The double-encumbrance under 37-99 will be eliminated.

future my financial desktop subs f a transactions
Future: My Financial Desktop – Subs F&A Transactions

F&A transactions for subcontracts will display in line item 25-99, along with all other F&A transactions.

september sage release subcontracts module project
September SAGE ReleaseSubcontracts Module Project
  • Implementation of the features to enter and manage the subcontract amount subject to UW F&A costs, amongst other OSP and GCA system enhancements, is planned for 9/21.
  • Data reconciliation and clean-up planning is in progress with the expectation of reconciling and adjusting data in early October.
  • Once data is reconciled and adjusted Campus users will be notified of the intended date of activating the SAGE to FAS interface for automating subcontract F&A expenditures.