Dartmouth Medical School Section of Biostatistics and Epidemiology

1. Dartmouth Medical SchoolSection of Biostatistics and Epidemiology Faculty Meeting – Grant and Budget Administration June 18, 2008 Presented by: Laurie Emanuele, Administrative Officer Angela Beaupre, Budget Manager

2. Agenda • Position Roles • Our Network • Our Toolbox • Principles of Financial Transactions • The Forms • Financial Reporting • Questions

3. Position Roles • Financial Planning • Grant Administration • Personnel Administration • Budget Administration • General Accounting, Audit • BioInformatics Service Center Administration • Facilities Management (Evergreen) • Ad hoc financial analyses

4. Our Network • Principal Investigators and Staff • Office of Sponsored Projects • Human Resources • Controller’s Office • DMS Administration and Controller’s Office • DMS CFMED Administration • DMS Norris Cotton Cancer Center • DMS Basic and Clinical Science Depts. • The Dartmouth Institute • Administrators with Subaward Institutions (to/from) and Institutions with Purchased Services (to/from) • IT – BioInformatics, DMS Computing • Procurement • Facilities, Operations & Maintenance

6. Our Toolbox • “OASIS” • Oracle GL • Oracle Grants Accounting • Hyperion Reports • Strings – PTAEO vs. EOFASN (GL) • eProc, iProc, Source, Consultants, Purchase Matrix • DORR • Grand Central • Grant Query • COEUS • Grants.gov • OSP website and Institutional Profile

7. Principles of Financial Transactions • Consistency: Transactions must be handled in a consistent manner. That is, policies and procedures have been established to address similar types of transactions in a routine manner. • Timeliness: Transactions must be handled within a reasonable period of time consistent with time frames outlined for federal agencies, a private sponsor, and Dartmouth College. • Justification: There must be a reason for the transaction that supports the project's goals, and adheres to guidelines outlined by federal agencies, a private sponsor, and Dartmouth College. • Documentation: Sufficient documentation to support the transaction must exist. The documentation must be retained, organized, and complete enough to stand up to an audit. • Certification: Transactions must be approved and carry all the correct authorizing signatures.

8. The Forms • Preaward – Budget development templates • Grants.gov NIH forms – PHS 398, PureEdge .xfd • Routing Form • Biosketch, Other Support • Budget PTA template • Subaward Requests to and from • Letter of Intent • Compensation Funding Agreement • Labor Distribution • Wage Transfer, Cost Transfer • Cash Advance • Travel Vouchers (Foreign Worksheet), RFP • Purchase Orders • Payroll Authorizations • Labor Verification • No Cost Extension • Non Competing Renewal • Project Close-Out • Audit - KPMG • Year End 6/30/08

9. Financial Reporting • CFMED Quarterly Reports • DMS Administration • DMS Administration Annual Budgets • CFMED Annual Review Narrative • Section Internal Grant Budget Summaries for PI by Award (pdf) (monthly)

10. Questions?