1 / 28

7 th Annual Post Award Workshop March 20, 2008

7 th Annual Post Award Workshop March 20, 2008. Sponsored by: Vice President for Research Research Accounting. Goals/Objectives. Introduction to the Post Award Process Provide information and links for future reference Answer specific questions Get to know each other.

osanna
Télécharger la présentation

7 th Annual Post Award Workshop March 20, 2008

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript


  1. 7th Annual Post Award WorkshopMarch 20, 2008 Sponsored by: Vice President for Research Research Accounting

  2. Goals/Objectives • Introduction to the Post Award Process • Provide information and links for future reference • Answer specific questions • Get to know each other

  3. Research Accounting Staff487-2244 Julie Seppala, Director jhseppal@mtu.edu Tammy LaBissoniere, Assistant Director tklabiss@mtu.edu Stacey Corrigan, Senior Research Accountant Tom Holzberger, Assistant Research Accountant Federal Pass-Through, State Federal Pass-Through, Foreign & Foundation Project Setup & Close-Out Project Setup & Close-Out slcorrig@mtu.edutaholzbe@mtu.edu Kate Wells, Assistant Research AccountantKelly Kallio, Assistant Research Accountant Sponsored Billing, Industrial & Various Sponsored REF/Faculty Scholarship Project Setup & Close-Out Project Setup & Close-Out klshamus@mtu.edukmkallio@mtu.edu Christine Gruver, Office & Account Assistant Karen Foltz, Office Assistant Expenditure Review Support Staff cmgruver@mtu.eduksfoltz@mtu.edu

  4. Sponsored Project Responsibilities • General Fiscal Responsibilities • Research Accounting • Principle Investigator (PI) • Department Chair/Director

  5. General Fiscal Responsibilities • Every university employee • Compliance with university policies • Compliance with federal and other agencies policies • Should the expense be paid from public funds? • Checks and balances are needed at every level

  6. Research Accounting • Establish Projects in accounting system • Review expenses for compliance • Prepare reimbursement requests • Assist PI in the financial close of projects • Collect outstanding receivables from sponsoring agencies

  7. Principle Investigator (PI) • Management of expenditures • Appropriateness and reasonableness of expenditures • Initiation of budget and/or other modifications • Preparation of technical reports/deliverables • Review of monthly accounting statements • Review and approval of effort reports for each program

  8. Department Chair/Director • Approve departmental cost share or matching • Monitor faculty and staff effort • Approval of substantial modifications to the award • Oversight of project administration by the PI

  9. Facilities & Administrative Costs/Indirect Costs/Overhead Expense categories subject to F&A Expense categories not subject to F&A Equipment Tuition for GRA’s Sub agreements greater than $25,000 • Salaries and wages • Fringe benefits • Travel • Supplies • Services

  10. Incentive Returns • Distribution • PI 6% • Dept 12% • College 7.3% • Institute/Center 34.7% • Deposited in E35 index, quarterly basis • Funds to be spent on items that enhance research and graduate studies

  11. How to Read an Account Statement • Index number coding • Summary • Detail transactions • Payroll/labor distribution • Open PO

  12. Index Number Coding • E2 & E34 – Sponsored • E35 – Incentive • E0 – Enterprise, Senior Design, Research Related Gifts • A1 – General Fund • D – Start Up, Unrestricted Gifts, Equipment Use

  13. Budget vs. Actual by Account Code http://www.admin.mtu.edu/acct/dept/mtuonly/fygor501b2.pdf • Summarizes the project budget and expenses by category • Provides the balance of unspent funds for the index as a whole • Provides the start date, end date and applicable F&A rate

  14. Detail Transaction/Organization Detail Activity http://www.admin.mtu.edu/acct/dept/mtuonly/fygor501b2.pdf • Provides individual transactions by the source document number • Travel, purchase orders, check request, etc. • Used to verify all transactions were expected

  15. Open Purchase Order/Open Encumbrances by Dept and Financial Manager http://www.admin.mtu.edu/acct/dept/mtuonly/fygor501b2.pdf • Provides a listing of all outstanding purchase orders (PO’s) • Used to verify that all PO’s listed were expected

  16. Labor Distribution/Gross Earnings Payroll Expense http://www.admin.mtu.edu/acct/dept/mtuonly/fygor501b2.pdf • Provides listing of all the individuals compensated/paid • Used to verify that all individuals listed were expected

  17. How You Receive Your Award & Index Number • RSP receives paperwork • PI & RSP review the term & conditions • RSP routes for authorized signatures • RSP routes fully executed award to PI & RA • RA sets up index number in Banner • RA informs PI & Dept Coord. the index # • Multiple index numbers may be assigned

  18. How to Spend Your Funds • Questions to ask before spending • Payroll forms • Non-Payroll Forms

  19. Questions to Ask Before Spending • Are there enough funds available? • Is the expense within the start and end dates? • Is the expense allowable?

  20. Payroll Forms • Faculty – Change of distribution form • Faculty – Employee change status form • GRA – Pink status form

  21. Non-Payroll Forms • Purchase order • Procurement card • Travel Voucher

  22. Allowable Costs • Unallowable costs • Prior approval from the sponsor • Budget flexibility

  23. Unallowable Costs • General purpose office supplies: • Paper • Printers • Printer cartridges • Copy charges • Telephone charges • Postage • General purpose computers • Tuition for GRA’s is allowable only when the student is receiving stipend from that same award

  24. Prior Approval From the Sponsor • Equipment purchases require prior approval from the sponsor if the equipment was not originally budgeted or disclosed in the proposal budget or budget justification • Other prior approval restrictions will be noted on the activity sheet

  25. Budget Flexibility • External/Sponsor dictated budget constraints will be noted on the activity sheet • Internal budget flexibility is normally 25% variance of the budget category • Internal budget modification guidelines

  26. Thank You for Attending • Call 487-2244 if you have any questions • Please fill out the evaluation form • Refer to our website at: http://www.admin.mtu.edu/research/vpr/research_accounting/index.html • THINK SPRING!!! IT HAS TO COME SOMETIME

More Related