Sponsored Programs Information Exchange League

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Sponsored Programs Information Exchange League

• February 28, 2006

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Todays Agenda

• Follow-up from January Meeting
• Pre-award Update
• Post-award Update
• Assistant Vice President for Research
• Address
• QA

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Issues Raised at Previous Meeting

• Funding opportunities for State Programs
• Grants.gov submissions
• FA (indirect costs) how is it calculated and
  distributed
• Tracking system for items in progress through
  DSRT
• Cross training within DSRT
• Banner training
• Tuition and Stipends Processing

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Spring Initiatives

• March Contract Development Workshop workshop
  will address contracts for UNF receiving funding
  from another agency and contracts for providing
  funds to another agency
• What information must be included in contracts
• How to develop appropriate statements of work
• When should an agreement be a Subcontract,
  Procurement Contract (contract for services), or
  Consultant Contract
• When, how, and why DSRT is engaged in contract
  development and negotiation

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Spring Initiatives

• April Workshop for processing tuition and
  stipends and accessing related student data in
  Banner
• Ongoing Workshops and individualized training
  for accessing a Grant Ledger Report (FRRGITD) in
  Banner through Eprints and reviewing transactions
  in Banner
• Ongoing Series of Brown Bag Sessions regarding
  proposal development and funding opportunities
  (NSF, Grants.gov)

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Announcements

• DSRT will have limited number of staff in the
  offices on March 6-8
• (Monday Wednesday of next week)
• Please address any pressing issues and submit
  paperwork for signature this week if possible
• Proposal Development/Submission - Chantel
  Cummings x2442
• Accounting Questions Lien Phan x2446
• Approvals on PAFs and other forms Rosalyn
  Gilbert x2455

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Pre-Award Update

• Grants.gov and NIH submissions
• Early monitoring of regulatory compliance issues
  (biohazards, recombinant DNA, radioactive
  materials, etc.)
• Pre-award division staffing

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Post-award Reminders

• TRAVEL AUTHORIZATION REQUEST (TAR)
• The travel authorization request is the states
  formal document to secure approval to incur
  travel expenses.
• This form must be submitted for all travel
  performed by individuals traveling on official
  business of the university.
• TARs on contracts and grants must be submitted
  to DSRT with authorized signatures PRIOR TO THE
  DEPARTURE OF TRAVEL
• VOUCHER FOR REIMBURSEMENT OF TRAVEL EXPENSES
• The Voucher for reimbursement of travel expenses
  is the states official document used to
  reimburse travelers for expenses incurred while
  on travel.
• Travel voucher on CG accounts submitted to DSRT
  for reimbursement must be filed at the end of
  travel and must include original receipts of
  expenditures.
• Travel reimbursement vouchers must be filed 5
  days after the trip or 3 days after the trip if
  an advance was received.

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Post Award Reminders

• COST TRANSFERS
• To the maximum extent possible, cost transfers
  should be made within 120 days of the original
  charge. Transfers made long after the original
  charge raise serious questions concerning the
  propriety of the transfers.
• If salary and expenditure charges are posted to
  an IPD or other account pending the assignment of
  their grant account, the charges must be moved
  back to their home account once an account has
  been established for the project.
• Transfers should be made According to cost
  accounting standard and OMB circulars, costs must
  be allocable to the grant that benefits from the
  service.

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Post Award Update

• FA (Indirect Costs)
• Automated process postponed for encumbrance
  liquidation new target date for implementation
  April
• Charges are accrued off-line and including on
  invoices to sponsor
• Charges be posted and distributed manually for
  closed projects
• Additional information will be provided at March
  SPIEL
• Prior Approval Form
• The Controllers Office is no longer requiring
  use of the Request to Make Direct Purchase to
  Vendor (Prior Approval) form
• Backup documentation/justification must be
  submitted to DSRT for direct pay invoices
  processed in Banner
• Data Available in Finance Self Service
• Pending Documents (available)
• Approval Cues (pending)
• Requisition Routing (pending)

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• Assistant Vice President for Research
• Dr. Imeh Ebong

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Thank you for coming!Next meeting March 27,
2006Building 14, Room 16xx