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11th Annual Post Award Workshop
Sponsored by:Vice President for ResearchSponsored Programs Office
Sponsored Programs Accounting
iClickerA. I have a pending proposal(s)
and/or funded award(s).B. I am support staff and/or
from administration.C. I do not have either a pending
proposal or a funded award.D. I am a party crasher and I am
here for the lunch.
• Organizational Overview
• Staff Introductions
• Project Payroll Certification Document (PPCD)
• The Post Award Process
• Institutional Research and Development (IRAD)
• Answer specific questions
Workshop Goals/Objectives
VPR Structure for Sponsored Projects Administration
VPRVice President for Research
Dave Reed
SPO Sponsored Programs Office
Julie Seppala
PRE-AWARD SPOPOST AWARD
Sponsored Programs Accounting (SPA)
IIEInnovation & Industry
Engagement Jim Baker
PRE-AWARD IIE
Sponsored Programs Accounting
Tammy LaBissoniere Associate Director
Kelly Kallio Grant Accountant
Federal/Other
Chris Stancher Assistant Grant Accountant
Federal Pass Thru Expenditure Review/Financial Rpts
Tracy LaPlante Assistant Grant Accountant Industry
Federal Letter of Credit Billing
Richelle Schwaller
Grant AccountantState/State Pass Thru/Federal Pass
Thru State of Michigan
Christine Klein Billing Coordinator
Invoicing & Receivable Collection/Financial Rpts
Carol Frendewey Office & Account Assistant Expenditure Review
Support Staff
Karen Foltz Office & Account Assistant
Support Staff
Responsibilities – Team Effort
Responsibilities – Principal Investigator (PI) and Department Chair/Director
Responsibilities – Sponsored Programs Accounting
Approximately how many invoices does SPA submit to Sponsors in any given year?
A. 5,000B. 3,000C. 1,500D. 500
FUN FACT“Funded/Awarded” does not always mean
cash is received.
PPCD Certification
Sponsored Project is AwardedWhat Now?SPO/IIE
receives award
notification
SPO/IIE reviews
the terms &
conditions SPO/IIE routes to PI
with the Notification of Award
(NOA)
PI reviews the terms
& conditions/
NOA and approvesSPO/IIE
routes for authorized signatures
SPO/IIE routes fully
executed award to PI
& SPASPA sets up
index number in
Banner
SPA informs PI
& Dept Coordinato
r of the index #(s)PI begins
work on project and
spending begins
Approximately how many active Sponsored Projects does Michigan Tech have every year?
A. 500-600B. 300-400C. 800-900D. over 900
FUN FACT
Sponsored Project Spending
Project Awarded/Spending Begins
Paperwork submitted by PI & Department Coordinator/Correct Index(es) Charged
PI & Department Coordinator review monthly financial reports
If corrective action is needed, PI works with Department Coordinator
Is the Expenditure Allowable?
Are the expenditures reasonable, allocable & consistently treated?
Are the expenditures reasonable, allocable, applicable & consistently treated?
Are there funds available and is the
expenditure within the start/end date of the
project?
Is the expenditure allowable per OMB Circular A-21 and/or
sponsor?
What are some examples of unallowable
expenditures?
Does the expenditure require prior approval?
What if the expenditure is
unusual?When is budget flexibility a concern?
Budget Flexibility Budget Modifications
Approximately how much in expenditures on Sponsored Projects in one given year?
A. $ 70 MillionB. $ 43 MillionC. $ 35 MillionD. $ 25 Million
FUN FACT
Tools for Managing Your Projects
• Budget versus actual expenses
• Encumbrance
• Labor Reports
• Detail Transaction
• Salary & Wages by Anniversary Year
Approximately how many payroll reallocations does SPA see in a year?
A. 200-300B. 1,000-1,100C. 2,000-2,100D. 700-800
FUN FACT
Reallocations
Award Closeout
Remember: 90 – 60 – 45 – 30
Institutional Research & Development (IRAD)
Of the total $11M in Facilities and Administrative (F&A) costs collected in fiscal
year 2011 how much was kept for central administration?
A. $ 4MB. $ 7MC. $ 10MD. $ 2M
FUN FACT
Post Award Wrap Up
• Ask SPA for help!• Good financial management = project success• Important to the process
– Timely charges and reallocations– Timely closeout
• Costs must be reasonable, allocable, applicable and consistently treated
• IRAD indexes – project costs & grad support
ContactsSponsored Programs
Accounting (SPA)7-2244
Tammy [email protected]
Richelle [email protected]
Kelly Kallio
Sponsored Programs Office (SPO)
7-2225
Julie [email protected]
Lisa [email protected]
Innovation and Industrial Engagement (IIE)
7-2228
Marilyn [email protected]
Web Resources• SPA website:http://www.mtu.edu/research/administration/sponsored-programs/accounting/
• Post Award Administration Manualhttp://www.mtu.edu/research/administration/sponsored-programs/accounting/post-award-management/PostAward_Manual.pdf
• Allowable/Unallowable costs: http://www.mtu.edu/research/administration/sponsored-programs/accounting/post-award-management/allowable-expenditures\
• Charging expenditures to Sponsored Projectshttp://www.mtu.edu/research/administration/sponsored-programs/accounting/post-award-management/salary-wages-payroll
• Internal Budget Modification Guidelineshttp://www.mtu.edu/research/administration/sponsored-programs/accounting/pdf/int-budget-mod-guidelines.pdf
Request for a budget modification• Request for Budget Modificationhttp://www.mtu.edu/research/administration/sponsored-programs/pdf/req_mod.pdf
IRAD Guidelineshttp://www.mtu.edu/research/references/guidelines-procedures/institutional-research-development.html