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					New Policies/Procedures Brown Bag March 24,
                                        2010
           Deb Fisher, Director ORS Preaward
   Flossie Perry – Subcontract Administrator
   Susan Pomponio – Sr. Subcontract
    Administrator
   Tina Hunt – Subcontract Admin. Assistant
   Kim Garrison – Director, Post Award
    Administration
   Tina Nemetz – Subcontract Assistant
   TBD – Subcontract Associate Director
   Deborah Fisher, Research Services
   Angela Hay, School of Medicine
   Tina Hunt, Research Services
   Gayle Meadows, School of Medicine
   Tina Mellon, School of Arts and Sciences
   Peggyanne Molli, School of Arts and Sciences
   Linda Nace, School of Medicine
   Flossie Perry, Research Services
   Susan Pomponio, Research Services
   Christine Zay, School of Arts and Sciences
   First qtr. 2010: 146 new subcontracts and 76
    modifications – 36% increase from first qtr.
    2009
   90% increase in number of BA memos in
    February from average over the last 12
    months – shows effectiveness of new
    mailbox.
   Receipt of Subaward request form
   Determination of package completeness
   Subrecipient monitoring
   Assembling subaward and sending to
    subrecipient
   Receipt of executed subaward and final
    execution
   Issuance of notice to dept. BA to process PO
   Challenge in distributing and tracking the
    volume of requests received
   Establishment of dedicated email account
   One person responsible to assign requests
    based on fund number
   Subfolders allow tracking of request status
    from receipt until completion
   Mandatory use of PennERA activity log as
    status source available to the department
   More than half of the subaward request forms
    received are incomplete
   What information does ORS need and why?
   Revised form content and format for easier
    completion
   Decision regarding responsibility for
    obtaining certain information and
    documentation has affects on processing
    time at ORS
   Converting from a “reactive” to a “proactive”
    approach
   New procedure to request A-133 reports as
    well as financial reports from all current sub-
    recipients beginning each April.
   Current recommendation remains that
    departments should request foreign subs at,
    or close to, the time of proposal rather than
    waiting until the award is received.
   Template choices, sending signed or
    unsigned agreements, distribution process
   Thorough review of all available templates –
    decision on appropriate templates for use –
    central location for easy access
   New policy to send subcontracts unsigned
    when all documentation is not yet available
   New policy to send all subcontracts
    electronically to both subrecipient sponsored
    programs official and dept BA when identified
   Executed subcontracts being received
    different places at ORS
   Cover letter clearly states that subcontracts
    should be sent electronically to
    subcontracts@lists.upenn.edu
   Subcontracts received by ORS staff are to be
    forwarded to same email address
   Subcontracts received hard-copy are scanned
    and sent to same email address
   Lag time in issuance of BA memos –
    responsibility for new vendors
   One person responsible for issuance of BA
    memos.
   BA memos issued electronically
   Dept BA’s responsible for identifying and
    establishing new “suppliers” with Purchasing.

				
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