Yeshiva University Sponsored Programs: Post -Award ......YU Staff Assigned to Post Award Support •...

Yeshiva University Sponsored Programs: Post-Award Support March 28, 2017

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Office of Sponsored ProgramsThe YU Office of Sponsored Programs (OSP) assists faculty and staff with the administrative processes involved with obtaining and conducting extramurally funded programs.

• Reviews and approves grant and contract proposal submissions• Reviews, negotiates and accepts sponsored program

agreements/awards for the institution• Coordinates with post-award support services and provides

guidance with the goal of maintaining regulatory, institutional and sponsor compliance

• Serves as the official point of contact for all sponsored programs • Authorized signatory for all YU sponsored project activities

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Post-Award

Once an award has been accepted by OSP on behalf of the University, the grant transitions to the post-award management stage…..

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YU Department of Finance

The YU Department of Finance provides the following support to all PIs and related parties:

• Budget Setup• Budget Monitoring

• Effort Certification in Conjunction with the Office of the Provost

• Transaction Validation• Financial Reporting

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PresidentRichard Joel

Provost and Senior Vice President for Academic Affairs

Selma Botman

VP and Chief Financial OfficerJacob Harman

Senior Vice PresidentJoshua Joseph

Vice President for University and Community Life

Kenneth Brander

Chief Human Resources OfficerJulie Auster

VP for Legal Affairs, Secretary and General Counsel

Andrew J. Lauer

Dean Emeritus and Special Advisor on Yeshiva AffairsZevulun Charlop

Vice President for University Affairs

Herbert Dobrinsky

Chief of Staff Daniel Gordon

Executive Director of Communicationsand Public AffairsPaul Oestreicher

The Finance Office falls under the Chief Financial Officer

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Department of Finance

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Chief Financial Officer

Jake Harman

Controller

Joseph Dandic

Director of Accounting and

Financial Reporting

Dena Mercado

Accounting Manager,

Research & Restricted Funds

Kimesha Crandon

AVP and Chief Treasury Officer

Michael Schreiber

AVP for Budget & Management

Analysis

Nathaniel Kane

Chief Human Resources

Officer

Julie Auster

Director of Tax and

Compliance

Alan Kluger

Director of Finance Systems

Ronald Nahum

Director of Business Services

Thomas Cannon

Administrator for Business Affairs

Tabitha Collazzo

Chief Investment

OfficerAhron Herring

YU Staff Assigned to Post Award Support

• Ronald (Ron) NahumFinance Systems Management646.592.4002 / nahum@yu.edu

• Dena MercadoDirector of Accounting and Financial Reporting, System Interfaces646-592-4007/ dmercado@yu.edu

• Kimesha CrandonAccounting Manager, Research & Restricted Funds646-592-4362/ crandon@yu.edu

• Jacob KramerDirector of Academic Finance & Budgeting, Office of the Provost212-960-5400 x5878 / jakramer@yu.edu

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Finance Office Responsibilities

• Establishes sponsored award accounts– Creates grant accounts in the Banner Finance Research

Accounting Module – Provides reports to PIs as required

• Responsible for the billing and drawdown of funds for all amounts expended under the grants

• Provides ongoing support for all budget and accounting transactions and reports

• Coordinates with the Office of the Provost for timely faculty effort certification and reporting

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Additional Finance Office Responsibilities

• Sub-recipient financial monitoring• Facilities & Administrative rate agreement negotiations with

the appropriate federal agency• Fringe benefit rate agreement

• Financial reporting to sponsors– Interim reporting– Closeout reporting

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Banner Finance

• Modules available to PIs– Banner Finance– Banner Research Accounting– SciQuest (MaccaBuy)

• Need access? – Contact the Yeshiva University HelpDesk

(HelpDesk@yu.edu)– Completing the Onboarding Form– https://www.yu.edu/sites/default/files/legacy//uploadedFiles/Offices_and_Services/Information_Technology/Services/Ba

nner/Banner%20Request%20Form.pdf

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Onboarding Form

PI ReportsThe YU Department of Finance offers several types of reports to aid PIs in monitoring their research expenditures. • The Banner Finance system provides excellent Inception to Date and

Fiscal Year to Date reporting for all Grants (FRIGITD). – The PI and other authorized individuals will be able to

track the grant budget from its inception through the most recent fiscal period

• The Banner Finance Self Service Banner (SSB) module provide Grant Inception to Date reporting available to all PIs and related staff.

– Very similar to Base Banner Reports

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PI Reports FRIGITD

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PI Reports Grant Inception to Date Report

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Training AvailableMonthly training on the use of SSB is provided through the HR Training Module (see HR website for calendar)

Grant Management Staff training is available on an as needed basis

• Time commitment for PIs will generally be under two hours

• Available to other research staff

The Self Service Banner Navigation Training materials can be found at:

https://insidetrack.yu.edu/web/home-community/manage-finance

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Other Related Topics

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What are Direct Costs?• Allowable

– Sponsor guidelines and/or award terms may limit allowable costs– E.g. some sponsors follow the Federal Executive Level II salary cap

• Allocable– Directly attributable to the project– Cost may be split proportionally across projects

• Reasonable– Cost is justified and makes sense for the project

• Consistent– Costs treated the same across the institution

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Facilities & Administrative (F&A) Costs

• Also known as indirect costs or overhead costs• For costs incurred for a common or joint purpose• F&A rates are federally negotiated with one of two federal agencies:

– U.S. Department of Health and Human Services (DHHS)– U.S. Office of Naval Research (ONR)

• Yeshiva University’s rates are DHHS-negotiated (the rate used on a proposal is determined by type of proposed activity). Current rates are:*

– On-campus Research: 67.0%– Other Sponsored Activities: 28.5%– Off-campus Activities: 26.0%

* University’s new indirect cost proposal will be submitted shortly; some rates may change

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Additional Types of Costs and Income• Cost sharing

– Portion of costs not paid by sponsor– In-kind: institutional commitment of cash or non-cash resources– Some sponsors require, others prohibit– Does not typically make applications more competitive – Affects the F&A rate for universities (thus, is typically avoided)– Requires the review and approval of the YU Budget Office***Beware of unintentional cost sharing requirements embedded in an application, letter of support, budget justification, etc.***

• Program income– Earned as a result of grant funded activity– Must be used to advance the purpose of the grant

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Sub-Recipient MonitoringAt the time of grant proposal development, a sub-proposal packet including the sub-recipient’s scope of work with detailed budget should be obtained. This information is incorporated into a sub-agreement once the prime award is issued to YU. • The PI is responsible for overseeing the scope of work and ensuring

completion of the work as agreed upon.

• YU should be issuing a PO for any sub-recipient work

• Invoices received for such work are to be reviewed and approved by the PI before forwarding to Accounts Payable for payment.

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Award Closeout• Extensions of performance periods are processed through OSP

as the Authorized Organizational Representative– Cost extensions and no-cost extensions

– Review award document and sponsor guidelines for specific requirements

– Reporting requirements are typically postponed by the sponsor once an extension is granted

• Financial reporting (interim and closeout) is completed by YU Department of Finance

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Interim and Closeout Steps• Project End Date Drives the Reporting:

– Periodic reporting (depends on funding source)– Final reporting generally required within 90-120 days of project

end date• If we do our respective jobs and keep on top of proper accounting, the

closeout period should be very routine– PIs should routinely check available reports for accuracy

o Process labor redistributionso Process cost transferso Question anything that doesn’t make sense

– Finance is dedicated to providing information on a regular and ad hoc basis

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Post-Award Support Team - We Are Your Partners!

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Marina VasilyevaDirector of Sponsored ProgramsOffice of the Provost212-960-5400 x5348/marina.vasilyeva@yu.edu

Your Other Partners Are……..

Office of Sponsored Programs grants@yu.edu

Yeshiva University Office of the Provost500 West 185th Street

Belfer Hall Floor 13

New York, NY 10033212-960-5217

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Questions

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