Demo Subcontractor Proposal - PowerPoint by fgw10340

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									 Research Administrators




January 23, 2003
Braley Conference Room
                        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
•   2:30 – 3:00 Meet the staff of Sponsored Programs and
    Grant Accounting
Web Requisition Demo
UIRIS II:    University of Iowa Research Information System


Goals
•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
SUBCONTRACTING

  What’s Your Role?
                    Who
• PI                     •   GAO
• Departmental           •   Purchasing
  Administrator (Adm.)   •   Accounts Payable
• DSP                    •   Subcontractor
              Proposal Stage
• PI selects a              • PI/Adm. includes
  Subcontractor               subcontract details in
  – Works with Purchasing     the UI application for
    for competitive bids      funding
  – Negotiates scope of        – List the Subcontractor
    work and budget            – Justify as needed
  – Subcontractor goes         – Include subcontract
    through their                budget as a line item in
    sponsored programs           the UI budget
    office
    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/
    subconawardsum.rtf
        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@uiowa.edu; 335-2122
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
Subcontractor:
• Signs both copies and returns them to DSP
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
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
DSP:
• Distributes copies
  – Original to GAO
  – 1 copy to PI
  – 1 copy to DSP
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
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 F&A calculates correctly
GAO:
• Signs and forwards the invoice to Accounts
  Payable (if it’s 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
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
       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)
           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
                Questions
• Contact Wendy Beaver; 335-2122
• wendy-beaver@uiowa.edu

• Additional DSP staff in the near future
  – Ann Donovan
  – Lisa Leff
                 FY04 Fringe Rates

                                FY03    FY04      FY05     FY06
Clinical Faculty               20.00%   22.10%   23.30%   24.20%
Non-Clinical Faculty           25.50%   27.50%   29.00%   30.10%
Prof & Scientific (incl. SEIU) 32.50%   35.00%   37.50%   39.90%
Merit                          41.00%   49.50%   52.50%   54.90%
House Staff                     7.90%    8.30%    8.30%    8.30%
Graduate Assistants            11.00%   15.00%   15.00%   15.00%
Post Docs                      18.50%    9.40%    9.40%    9.40%
Fellowships                     6.00%    6.70%    6.70%    6.70%
Fellowships (FT52)                -       -         -        -
Temporary                       7.50%    7.50%    9.00%    9.00%
Bi-weekly students              1.50%    3.00%    3.00%    3.00%
Miscellaneous & Extra Comp 6.00%         6.40%    6.40%    6.40%
  FY04 Fringe Rates-Health Factor


Merit - avg. salary $30,937; avg. Health Cost incr 17%
               1%        2%         3%        4%       5%
FY03       Projected Actual Fringe Rate
FY04            3.0%      2.7%       2.5%      2.3%     2.1%
FY05            3.4%      3.1%       2.9%      2.6%     2.4%
FY06            4.0%      3.6%       3.3%      3.0%     2.6%
               10.3%      9.5%       8.7%      7.9%     7.2%
     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
 Topics/Issues from October 4th
            meeting
• Updates
  – Research Subjects
  – Grant Accounting List Serv
  – Add lines to electronic SA3/TDS
  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 F&A on a daily basis
             Next Meeting
• Thursday, April 17, 2003 10-Noon or 1-3

								
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