Managing Grants Using RIAS

1
Managing Grants Using RIAS
2
Organizations and EBRCs

• Organizations
• - 5-digit code associated with each fund source
• - Charging Instructions Fund Source-Org
  Id-Natural Acct
• - Defines Approval Hierarchy
• P2P Preparer-gtLevel 1 Approver-gtLevel 2
  Approver
• Level 1 Approver Up to 10K
• Level 2 Approver 10K
• GL Preparer-gtDefault Approver (No Limit)
• Use of Alternate Approver
• - Formally Used for Security in Old FDW (Prior
  to July 2008)

3
Organizations and EBRCs Continued

• Extended Budget Responsibility Code (EBRC)
• - 9-digit code associated with each fund source
• - Logic Was Defined by Each Department
• - 1st 3 digits represent Budget
  Responsibility Code (i.e. F67 SAS Division of
  Life Sciences)
• - Remaining 6 digits represent breakdown of
• units/individuals (i.e. F675XXXXX Division
  of Life
• Sciences, Department of Genetics)
• - Used for Security Accessing Reporting in
• - RIAS Financial Gateway/FDW (Effective July
  2008)
• - OFIS

4
Organizations and EBRCs Continued

• Both Org and EBRCs are needed for Account Setup
• Q How does DGCA obtain this information?
• A The endorsement form Section 8 (Admin Unit
  Info)
• Endorsement will be revised by ORSP to add EBRC
• Until then, note EBRC next to Org Id
• Without accurate EBRCs delays in setup, no
  access to account information, unable to report
  in RIAS

5
Account Setups and Attributes

• New RIAS Section on DGCA Website Under Featured
  Links
• - RIAS Grant-Related Materials and Information
• Account Setups
• -Sponsored program account series now 42 and
  43XXXX
• -State cost-share account series continue to be
  22XXXX
• -Non State cost-share account series is now
  40XXXX
• - Naming Convention Agency Title/Award Info
• Federal NIH MH0684567 1/5
• Non-Federal SNJ-CST Stem Cell Project
• -Notified of new accounts via Paper DGCA Notice
  of Award Signature Card (To be converted to
  Email Notification in Future). Please confirm
  EBRC is correct once received.

6
Account Setups and Attributes Continued

• Once notified, confirm account attributes are
  accurate
• Run FD Chart of Accounts (AI) Report
• Grant Fund Sources with Limited Attributes
• Grant Fund Sources with All Attributes
• Attributes
• - Over 80 attributes now available for reporting
  purposes
• - Grant attribute definitions now on DGCA
  Website
• Some Key Attributes
• - EBRC, Org Id, PI Name, Sponsor Name
• - FA Base, FA Percent, Admin Unit,
  Cost-sharing

7
Account Setups and Attributes Continued

• Some Key Attributes Continued
• - Fund Source Status Code (New Report Worksheet
  Available)
• A Active (Budget Period Active or HOLDs)
• E Expired (Budget Period ended Further Action
  Needed)
• C Closed (Final Financial Reports Submitted to
  Agency)
• D Dead (No action needed)
• Important
• Award End Date vs. Active End Date
• Active End Date Award End Date 90 Days

8
Active End Dates Award End Date 90 Days

• Impact on Transactions and Reporting
• -Represents the last day ANY transaction may be
  posted
• - After End Date Transactions Posted to
  Suspense/Rejected
• - Difficulty Reconciling due to timing of
  suspense clearance
• Actions Required by You within those 90 days
• - Expecting continuation funding or no-cost
  extension?
• - Then complete Institutional Prior
  Approval System Request Form
• (IPAS) Http//postaward.rutgers.edu/IPAS_
  Home.htm
• - Then forward completed form and
  supporting backup to DGCA
• Manager to extend date

9
Active End Dates Award End Date 90 Days

• Actions Required by You within those 90 days
• - If award is to be closed/finalized
• Transfer off all active payroll (PDRs)
• Close/Cancel Open, Invalid Commitments (CORs)
• Liquidate Commitments (Invoices)
• Process any journals or closeout entries
• Closeout Policy and Procedure
• - Final Costs finalized and recorded within 60
  days after end date
• - Technical Reports
• http//postaward.rutgers.edu/Closeout_Procedure.
  dwt

10
Fringe and FA in RIAS

• New Fringe Natural Accounts (Effective July 2008)
• 17100 All fringe costs recorded through June 30,
  2008 and effective July 1, 2008 only manual
  Adjustment (DGCA use only)
• 17200 Fringe on expenses posted to 12000
• 17210
  12100
• 17230
  12300
• 17260
  12600
• 17290
  12900
• 17330
  13300
• 
  13700
• 
  15000
• Frequency
• Fringe is calculated and posts nightly
• FA is calculated and posts after each payroll
  and at the end of the month

11
Journals

• Cost Transfer Policy
• http//postaward.rutgers.edu/Cost_Transfer_Policy
  .htm
• Justifications
• - Must include detailed reason for entry
• - Must clearly cite specific details to original
  expense
• (i.e. PO, name of vendor, document ,
  date, amounts, etc.)
• Attachments
• - Use Short Text Attachment to cite 120 day
  cost transfer justification if needed in Base
  Apps. (WebADI Entries Too)

12
Journals Continued

• Journals that are Not to be done by You on Grants
• Entries impacting
• - Salary natural accounts
• - Fringe benefit natural accounts
• - SAR tuition remission natural accounts
• - FA natural accounts
• - Cash or receivables natural accounts
• Reversing Button eliminated in RIAS

13
Key Reports to Use to Manage Grant Accounts

• FD Chart of Accounts (AI)
• Grant Fund Sources with Limited Attributes
• Grant Fund Sources with All Grant Attributes
• FD Daily Activity Report
• Actual Transactions
• FD Departmental Fund Source Balances
• By BR Code (To be changed to EBRC)
• New Worksheet Soon Grant Status Report
• FD Document Number Lookup
• FD Encumbrance Detail (CD,CI)

14
Key Reports to Use to Manage Grant Accounts

• FD Fund Source Summary by Natural Account (SS,BA)
• Project to Date Budget Expense
• Project to Date Revenue Expense
• FD Fund Source Detail (SD)
• FD Grant Fund Source Report by Period (MAR)
• FD Payroll Distribution Report
• Effective October 17 - No longer available on
  Gateway.
• Must run report using Viewer

15
Key Reports to Use to Manage Grant Accounts

• FD Sponsored Programs Award Terminations

16
Reports Still in Development

• Reports Still in Development
• - All P2P Reports TP will include invoice date
• - All Funds Department Include Sort by
  Grant Status
• - Suggested Other Reports for Grants?
• Forward suggestions to your BMG
  representative

17
Help Resources and Tool Available

• Help Resources
• RIAS http//rias.rutgers.edu
• RIAS Help Desk 732-445-2100 or
  rias2gl_at_rci.rutgers.edu
• DGCA http//postaward.rutgers.edu
• Other Tools Available
• - Rex (Access Request Form RIAS Forms
  Repository)
• Contact Ms. Fatima Torres
• 732.445.3784
• - COEUS
• Contact Ms. Lena Fullem
• 732.932.0150 ext. 2217

18

• Demonstration of RIAS Reports

19

• Questions, Comments or Feedback on this
  Session?
• Please forward to
• Michele Conlin
  conlin_at_rci.rutgers.edu