Research Administrators

1
Research Administrators

• January 23, 2003
• Braley Conference Room

2
Agenda

• Web Requisition Demo Debby Zumbach/Chris
  Leichty
• UIRIS update Brian Harvey/Chris Manjoine
• Notification of Awards that will be Ending
  Brian Harvey
• Subcontracts Process Review Wendy Beaver/Rod
  McElvain
• FY04 Fringe Benefit Rates Terry Johnson
• Grant Reports Focus Group Update Audra Haddy
• Review of Topics/Issues from last meeting Terry
  Johnson
• 230 300 Meet the staff of Sponsored Programs
  and Grant Accounting

3
Web Requisition Demo
4

• Electronic Routing and Authorization
• Grants and Contracts Data Warehouse
• Single Sign on
• Grant DSS integration into SPRIE
• More Complex Reporting at various levels
• Regents
• Collegiate
• Departmental
• Investigator
• Various Other Feature Enhancements

5
SUBCONTRACTING

• Whats Your Role?

6
Who

• PI
• Departmental Administrator (Adm.)
• DSP

• GAO
• Purchasing
• Accounts Payable
• Subcontractor

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Proposal Stage

• PI selects a Subcontractor
• Works with Purchasing for competitive bids
• Negotiates scope of work and budget
• Subcontractor goes through their sponsored
  programs office

• PI/Adm. includes subcontract details in the UI
  application for funding
• List the Subcontractor
• Justify as needed
• Include subcontract budget as a line item in the
  UI budget

8
After the AAAN is Issued

• Adm. sends the following to DSP
• Completed Requisition http//www.uiowa.edu/eforms
  /prch/prch.htm
• Subcontract Scope of Work
• Subcontract Budget
• Subcontract Award Summary Form
  http//research.uiowa.edu/dsp/main/downloads/subco
  nawardsum.rtf

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Cost-Reimbursement Subcontracts

• We typically issue cost-reimbursement
  subcontracts (Subcontractor bills us for actual
  costs not to exceed the specified maximum)
• For variations (e.g., per patient reimbursement),
  please contact Wendy Beaver before you send the
  requisition
• wendy-beaver_at_uiowa.edu 335-2122

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DSP

• Verifies that we have sponsor approval
• Gets a P.O. number from Purchasing
• Prepares the subcontract text
• Sends two copies of the subcontract to the
  Subcontractor for signature
• Negotiates administrative terms with Subcontractor

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Subcontractor

• Signs both copies and returns them to DSP

12
DSP

• Verifies the subcontract is fully completed by
  Subcontractor
• Audit questionnaire
• Notice section
• Human subjects assurance
• Signature
• Sends the signed subcontracts to Purchasing along
  with the requisition

13
Purchasing

• Enters the requisition into the accounts payable
  system
• Signs the subcontracts
• Sends one fully signed original to Subcontractor
  with the purchase order
• Sends the other fully signed original to DSP

14
DSP

• Distributes copies
• Original to GAO
• 1 copy to PI
• 1 copy to DSP

15
Subcontractor

• Does the work (PI monitors progress)
• Submits invoices to GAO
• Supposed to invoice at least quarterly, no more
  frequently than monthly
• Less than 5,000 can be submitted annually
• Final invoice to be submitted within 60 days
• Many Subcontractors do not meet invoice
  submission deadlines GAO contacts Subcontractor
  to request invoices

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GAO Processes Invoices

• Cursory review of expenditures (if they vary
  significantly from the budget, GAO inquires about
  the difference)
• Ensures the total does not exceed the amount of
  the subcontract
• Changes the institutional account when 25,000
  has been paid and has Purchasing change the
  remaining encumbrance, if any, from 6230 to 6231
  so that FA calculates correctly

17
GAO

• Signs and forwards the invoice to Accounts
  Payable (if its a final invoice, contacts the
  PI/Adm. for approval before forwarding to
  Accounts Payable)
• Responds to the campus in regards to invoice
  status and other subcontract issues often
  contacts the subcontractor as well

18
Accounts Payable

• Issues payment
• Sends a form to the PI/Adm. to sign off if over
  10,000
• Payment through the Accounts Payable system
  presumes the PI is monitoring progress

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Changes to Subcontracts

• Revised budgets, SOW changes, extend end date,
  etc.
• PI/Adm. contacts DSP to request changes
• DSP will tell you whether we need additional
  paperwork or e-mail as documentation for the
  change. DSP will tell you whether we need to
  request approval from the sponsor for the change.
• DSP prepares subcontract amendment, sends two
  copies to Subcontractor (similar to procedures
  above from hereon)

20
Continuation Years

• DSP needs
• Requisition - only if the prefix of the g/p
  number changes (1/2). If the prefix of the g/p
  remains the same, we do not need a new
  requisition
• Budget is required for the new budget period
• Scope of work is only required if there are
  changes from the previous year
• Subcontract Award Summary form is not required
  for renewals

21
Questions

• Contact Wendy Beaver 335-2122
• wendy-beaver_at_uiowa.edu
• Additional DSP staff in the near future
• Ann Donovan
• Lisa Leff

22
FY04 Fringe Rates
23
FY04 Fringe Rates-Health Factor
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Grant Reports Focus Group

• Meeting monthly
• Monitor progress at (under Special Projects)
  http//www.uiowa.edu/fusga/research_meetings.htm
  
• Focus
• Ways to improve reports, data report
  distribution
• Electronic vs. paper distribution
• Forecasting capabilities
• Outside of scope
• Record retention
• Training information about what is currently
  available
• Correcting multiple transactions through Web CV

25
Topics/Issues from October 4th meeting

• Updates
• Research Subjects
• Grant Accounting List Serv
• Add lines to electronic SA3/TDS

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Topics/Issues from October 4th meeting

• Outstanding Items
• Calculation of salary encumbrances
• Security issues who has access to what data
• Show PI and other PI percent of effort
• Communication between Sponsored Programs, Grant
  Accounting Departments
• Cost Sharing
• Cum Comp Payroll reports
• Include owner department so all other fund
  sources can be retrieved
• Modify web version of MFK validation
• Calculate FA on a daily basis

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Next Meeting

• Thursday, April 17, 2003 10-Noon or 1-3