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BB_7-9-2009_Last60DaysOfMyAward-CloseOut by niusheng11

VIEWS: 4 PAGES: 37

									    Presented by: Reva Rogers, Manager Post Award,
                                 Research Services

Slides developed by Beth Longbotham and Jon Bannis,
                                  Research Services
How do I know that a grant is ending?

 30-60-120 day notices are e-mailed to
  the Department Administrator.
 30-60-90 day reports of all Final FSR’s
  due are e-mailed to the Department
  Administrator and the PI.
 Monthly PI reports are e-mailed to the
  Department Administrators and have the
  Project End Date.
What should I review when an award
is ending?
   Is the award really ending?
     Will there be a continuation year?
      ○ Will the budget reference be extended or is
        separate reporting or billing required?
     Do we need to apply for a No Cost
      Extension?
     Is this an open-ended project (such as a
      clinical trial) where the dates can be
      extended without approval?
What should I review when an award
is ending?

   Compare the budget to the expenditures.
     Deficits should be addressed.
     Does the award require rebudgeting and is it
     allowed?
What should I review when an award
is ending?
   Review the expenses charged to the project.
     Are there any unallowable expenses?
     Should any expenses be reclassified?
     Are there any expenses that need to be moved to the
     correct Budget Reference?
   Where is a good place to look when reviewing
    my expenses?
     Monthly PI reports
     Datamart
      ○ “Project Ledger Summary by Project Years” for the current
        month.
What should I review when an award
is ending?
What should I review when an award
is ending?
   Review the effort and salary of
    individuals sourced to the grant.
     Some awards have very specific effort
      requirements, i.e. federal contracts and
      some private sponsors.
     Verify that the sourcing of all individuals end
      on the end date of the grant or budget
      reference.
     Any changes to the salary that are
      necessary should be submitted as soon as
      possible.
What should I review when an award
is ending?
   Review the reporting requirements of
    the grant.
     Final Progress Reports, Final Invention
      Statements, etc.
     Any specific reporting requirements of the
      grant such as cost sharing information.
     Where can I find my reporting requirements?
What should I review when an award
is ending?
   Submit requisitions in a timely manner
    so that all materials and supplies can be
    received and used on the project by the
    end date.
     Expenses are not allowed on a project
     simply because they were ordered before
     the grant ended.
      ○ Note: A justification will be required on goods
       received after the end date of the grant.
What should I review when an award
is ending?
   Notify all service centers (e.g., Animal
    Resource Center, Materials
    Management, Telecommunications,
    Biocommunications, etc.) that the
    account is no longer active.
What should I review when an award
is ending?
 Check all encumbrances.
 Encumbrances should be liquidated or
  transferred before the final report or
  invoice is due.
 Orders that will not be received should
  be canceled and any blanket orders will
  need to be canceled or transferred to
  another account.
Where do I see encumbrances and
pre-encumbrances?




 Account Status Inquiry Screen
Why is clearing encumbrances
important?
 Financial Reports will not be filed until all
  encumbrances and pre-encumbrances are
  cleared.
 If encumbrances have not been addressed
  before the final invoice is due, we cannot
  bill those items to the grant and they will
  have to be covered by the department.
 When the encumbrances are accurate, you
  have an accurate account balance to use
  when managing your grant.
M&O Encumbrances
What are they?

 Encumbrance – Purchase Order
 Pre-Encumbrance – Requisition
Where can I find more information on
my M&O encumbrance?
   Datamart
     “Project Open Commitments by Project
     Years (PO)”
Where can I find more information on
my M&O pre-encumbrances?
   Datamart
     “Project Open Commitments by Project
     Years (Requisitions)”
If I cannot find the total amount of my
M&O encumbrances on those
reports, where else can I look?
   Journalized encumbrances, such as
    Telecommunications charges, can be found
    in Datamart.
     “Project Open Commitments by Project Years
     (Journalized)”
If I cannot find the total amount of my
M&O encumbrances on those reports,
where else can I look?
   Datamart
     “Project Encumbrance & Pre-Encumbrance
      Activity by Project Years”
     This report has the debit and credit transactions,
      but many times it can help you identify the PO or
      Requisition number that can be sent to
      Purchasing SOS.
If I cannot find the total amount of my
M&O encumbrances on those
reports, where else can I look?
   If you cannot find the difference after
    checking these reports, contact your Post-
    Award Specialist.
What is the Peoplesoft process for
clearing M&O encumbrances?
 A matching process is run by Purchasing 90
  days after the last payment on a Purchase
  Order.
 This process will clear encumbrances
  caused by price differences and discounts.
 If it has been more than 90 days since the
  PO was paid “in full” and since the last PO
  change occurred, but the PO still has a
  status of “dispatched”, e-mail the Purchasing
  Help Desk to investigate.
How can I clear an outstanding M&O
encumbrance?
   Some encumbrances can be cleared by
    the department through ePro.
How can I clear an outstanding M&O
encumbrance?
   Once you have your Purchase Order
    number, check to determine whether
    there is an “Unposted” voucher.
How can I clear an outstanding M&O
encumbrance?
   If the voucher is unposted, click on the
    voucher number to view the voucher. At
    the bottom of the page check the “More
    Details” tab. If there is an error on the
    “Budget Header Status”, contact Nida
    Zaidi x69417.
How can I clear an outstanding M&O
encumbrance?
 If there is an “Unposted” voucher and there
  is not a “Budget Header Status” error,
  contact Patti Gilmore or Jesse Ortiz in
  Accounts Payable.
 If you do not believe UTMB has received
  the invoice, contact the vendor and have
  them fax the invoice to 409-747-7950.
 If the encumbrance cannot be cleared
  through ePro, there is not an “Unposted”
  voucher, and all invoices have been
  received and paid, contact Purchasing
  SOS to clear the encumbrance.
How can I clear an outstanding M&O
encumbrance?
   Other helpful hints from Purchasing include:
     You cannot “cancel” a line item that has already
      been received in the system.
     If you received a “partial” shipment and want to
      “cancel” the remaining open quantity, you need to
      update the quantity (not cancel the line item).
     Never reduce the quantity/price to less than what
      has already been received/paid.
     Any change that cannot be done via the on-line
      process (i.e., funding changes) need to be e-mailed
      to the Purchasing SOS PO Change desk.
Salary and Benefit Encumbrances
What are they?
   Encumbrances
     Salaries and benefits that are currently
     sourced to the Project and Budget
     Reference.
Where can I find more information on
my Salary encumbrance?
   HCM Datamart Reports
     “Department: Salary Encumbrance”
Salary and Benefit Encumbrances
What are they?
   Pre-Encumbrances
     Open positions that are sourced to a Project
     and Budget Reference.
Where can I find more information on
my Salary pre-encumbrance?
   HCM Datamart Reports
     “Department: Salary Encumbrance”
How can I clear an outstanding Salary
encumbrance?
 Salary and Benefit encumbrances and
  pre-encumbrances need to be cleared
  through HCM.
 Any questions should be referred to the
  EAST team.
Subcontract Encumbrances
What are they?
   Encumbrances
     Purchase Orders on outgoing subcontracts.
   Pre-encumbrances
     Requisitions on outgoing subcontracts.
Where can I find more information on
my subcontract encumbrances?
   Datamart
     “Project Open Commitments by Project
     Years (PO)”
How can I clear an outstanding
subcontract encumbrance?
 Determine if UTMB has paid all invoices
  that you have approved on this PO.
  Verify with the billing contact for the
  subcontract that they have invoiced all
  activity and received all payments for
  the period in question.
 Send their confirmation to your Post-
  Award specialist and request that the
  Purchase Order be cleared.
How can I clear an outstanding
subcontract encumbrance?
 Currently subcontract purchase orders
  are processed/ cleared by OSP
 The only exception to this is on
  subcontract purchase orders where the
  Business Unit is UTMBG.
 If you have an old encumbrance (prior to
  FY2007) with a Business Unit of
  UTMBG, it will need to be cleared by the
  department through Purchasing.
Summary Checklist
   Is the award             Submit necessary
    continuing?               DBR’s.
   Clear deficits and       Complete reporting
    submit necessary          requirements.
    rebudgeting.             Complete all
   Review expenses.          purchases.
   Review effort and        Notify service
    salary.                   centers that grant is
   Verify personnel          ending.
    sourcing end dates.      Clear
                              encumbrances.
Questions?

								
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