SPO Training

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SPO Training

• LOC Draws, Subrecipient Monitoring, FFRs

Susan Cessac Monika Gupta Jessi Jordan
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LOC Draw Process

• LOC Report
• Draw based on agency
• Sponsor list
• Check agency totals negative cash position
• Pending vs Active
• Draw on contract basis
• Multiple projects per contract

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LOC Draw Process

• Balance LOC report to Ledger
• Balancing issues revenue manually posted to
  project
• Generate Invoices
• Billing plan set up correctly
• Draw from Payment system
• Important that LOC Doc ID matches account number

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Award Setup

• Same award, same contract!
• 51 awards have two or more contracts assigned to
  them
• Exception multiple business units per award

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Award Setup

• LOC Doc ID needs to match account number
• Award profile - gt view contract hyperlink - gt
  lines tab - gt detail tab - gt scroll to the far
  right to see the LOC Doc ID text box

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Award Setup

• Verify agency and fund
• Sponsor, fund, and LOC Ref ID
• USDA is on multiple payment systems important
  LOC Ref ID is correct
• Fund is never 2100 for LOC except for IRS CNCS

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Billing Plan Setup (LOC)
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Billing Plan Setup (LOC)
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Billing Plan Method

• LOC Billing Plan
• Billing Method should be As Incurred NOT Value
  Based
• Over 30 Kansas City LOC contracts setup as Value
  Based
• Example Contract 0021868

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Billing Plan Method

• Unassign Incorrect Billing Plan

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Billing Plan Method

• Assign new billing plan

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Billing Plan Method

• Now there are 2 billing plans

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Billing Plan Method

• Example continued Bill plan B102

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Billing Plan Method

• Example continued Bill plan B101

Change to cancelled
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Award Setup

• Award Modifications
• In award modifications, amounts should be entered
  as increments as they will be released

Enter issue date if funding has been released
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Activating Projects

• Verify budget limit current funding available
• Budget limit is what we use to determine what we
  can draw up to at this point in time
• Award profile -gt view contract -gt lines -gt amount
  detail -gt limit amount

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Recon 13
Total Contract Limit
Issued Award Modifications
Budget Amount
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Recon 13
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Closing Projects

• Check Budget Variance to make sure Revenue
  Expenses
• Check Income Statement for cash
• Email Monika/Jessi if you need to close a project
  revenue does not equal expenses

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Subrecipient Monitoring

• Attach subaward to SubK page

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Subrecipient Monitoring

• Include contact information in Subk Addr
• Including Email ID

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Subrecipient Monitoring

• Include invoices received by subrecipient
• Include EPLS check (required to be checked before
  payment)

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Subrecipient Monitoring

• Check subrecipient monitoring link before
  entering into new sub agreement
• Check subrecipient monitoring link for each
  vendor before paying
• If risk assessment and checklist are not
  included, email Jessi and cc Susan to see if the
  vendor is okay to pay

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Federal Financial Reports (FFR)

• Sponsors that require Quarterly FFRs
• NASA
• USDA (awards on PMS only)
• DHHS
• IRS
• CNCS
• DHS
• DOS
• NSF
• DOE (awards issued from Chicago Office only)

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Federal Financial Reports (FFR)
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Federal Financial Reports (FFR)
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Federal Financial Reports (FFR)