Board of RegentsBoard of RegentsSupport Fund Support Fund

FellowshipFellowshipPresented by:Presented by:

Office of Research & Sponsored Office of Research & Sponsored Programs (ORSP)Programs (ORSP)

Grants and Contracts Accounting Grants and Contracts Accounting (G&C)(G&C)

TOPICS COVEREDTOPICS COVERED

• Application processApplication process• Notification of awardNotification of award• Budget Setup/Account numbersBudget Setup/Account numbers• Awarding the stipendAwarding the stipend• Awarding the tuition waiverAwarding the tuition waiver• Viewing the account on nVisionViewing the account on nVision• Accounting questionsAccounting questions• ExceptionsExceptions

APPLICATION PROCESSAPPLICATION PROCESS

• Rebecca Drake notifies the appropriate Rebecca Drake notifies the appropriate departments when Board of Regents (BoR) departments when Board of Regents (BoR) sends out the RFP (request for proposals)sends out the RFP (request for proposals)

• http://http://www.uno.edu/~orsp/funding/overview.htmwww.uno.edu/~orsp/funding/overview.htmll

• Assistance with the applicationAssistance with the application• Routing Form: Routing Form: http://http://

www.uno.edu/~orsp/forms/webroute.pdfwww.uno.edu/~orsp/forms/webroute.pdf

• Cost Share: Cost Share: http://www.uno.edu/~orsp/information/costsharing.htmlhttp://www.uno.edu/~orsp/information/costsharing.html

COST SHARECOST SHARE

When applying for external funds to perform When applying for external funds to perform research or sponsored project the total cost of research or sponsored project the total cost of the project is considered to have at least two the project is considered to have at least two components: that portion which will be covered components: that portion which will be covered by an external private entity or public agency by an external private entity or public agency (federal, state or local); and that portion which is (federal, state or local); and that portion which is covered by the University (sometimes in covered by the University (sometimes in conjunction with an external third party). The conjunction with an external third party). The portion covered by the University (sometimes in portion covered by the University (sometimes in conjunction with an external third party) is conjunction with an external third party) is considered to be cost sharing or matching considered to be cost sharing or matching revenues.revenues.

COST SHARECOST SHARE

• Tuition waivers by UNO are part of this Tuition waivers by UNO are part of this grant’s (fellowship) cost share grant’s (fellowship) cost share commitment.commitment.

• The business manager or P.I. is responsible The business manager or P.I. is responsible for ensuring correct general fund or for ensuring correct general fund or restricted cost-sharing account numbers on restricted cost-sharing account numbers on routing forms.routing forms.

• P.I. is responsible for compiling the P.I. is responsible for compiling the certifications for cost sharing.certifications for cost sharing.

• If Support Funds are reduced, ORSP may If Support Funds are reduced, ORSP may reduce its cost share proportionately.reduce its cost share proportionately.

NOTIFICATION OF NOTIFICATION OF AWARDAWARD

• Rebecca Drake notifies the Principal Rebecca Drake notifies the Principal Investigator (P.I.) of the award by phone.Investigator (P.I.) of the award by phone.

• Rebecca will send out a notification to Rebecca will send out a notification to those P.I.’s not funded.those P.I.’s not funded.

• Awards announced in late SpringAwards announced in late Spring• Contract sent from BoR to ORSP in late Contract sent from BoR to ORSP in late

May for review/revision. P.I.’s signature is May for review/revision. P.I.’s signature is needed on budget page of the contract as needed on budget page of the contract as a statement of assurance.a statement of assurance.

• Contract is then sent back to BoRContract is then sent back to BoR• BoR sends executed contract back to BoR sends executed contract back to

ORSP within the first two weeks of JuneORSP within the first two weeks of June

BUDGET SETUPBUDGET SETUPACCOUNT NUMBERSACCOUNT NUMBERS

• DeQuindra Rouzan, ORSP, sets up the budget DeQuindra Rouzan, ORSP, sets up the budget after receiving the executed contract from after receiving the executed contract from BoRBoR

• Budget setup is sent to G&C to open an Budget setup is sent to G&C to open an account for project based on final awarded account for project based on final awarded amount.amount.

• G&C issues an account number for the award G&C issues an account number for the award and then enters the budget in PeopleSoftand then enters the budget in PeopleSoft

• DeQuindra Rouzan sends out electronic email DeQuindra Rouzan sends out electronic email with the account number to the P.I.with the account number to the P.I.

BUDGET SETUPBUDGET SETUPACCOUNT NUMBERSACCOUNT NUMBERS

• G&C sends the new account to Financial Services G&C sends the new account to Financial Services who in turns issues a speed key (24 hour turnaround)who in turns issues a speed key (24 hour turnaround)

• If there is restricted cost share associated with the If there is restricted cost share associated with the account, a 142XX cost share account will be set up account, a 142XX cost share account will be set up and a separate speed key issued for the accountand a separate speed key issued for the account

• A general fund 103XX cost share account would also A general fund 103XX cost share account would also have its own speed key have its own speed key

• Once ORSP receives the speed key, DeQuindra sends Once ORSP receives the speed key, DeQuindra sends speed key and budget setup to the P.I. via emailspeed key and budget setup to the P.I. via email

• DeQuindra will also meet with the P.I. to review DeQuindra will also meet with the P.I. to review budget setupbudget setup

AWARDING THE AWARDING THE STIPENDSTIPEND

• Fellowship recipients are not G.A.’sFellowship recipients are not G.A.’s• No paperwork goes to Graduate SchoolNo paperwork goes to Graduate School• A GA receives a salary for work performed through A GA receives a salary for work performed through

payrollpayroll• Fellowship recipients receive a check cut by Fellowship recipients receive a check cut by

Accounts PayableAccounts Payable• Purchase Req should indicate that when checks are Purchase Req should indicate that when checks are

ready the department should be called, not the ready the department should be called, not the student.student.

• Department needs to cancel P.O. if student leaves.Department needs to cancel P.O. if student leaves.• P.I.’s will be sent a link to the ORSP packet which P.I.’s will be sent a link to the ORSP packet which

describes how to process a fellowshipdescribes how to process a fellowship• Students should be issued a formal offer letterStudents should be issued a formal offer letter

AWARDING THE AWARDING THE STIPENDSTIPEND

• 9 months vs 12 months: Unless specified in the 9 months vs 12 months: Unless specified in the contract, 9 months is better for accounting contract, 9 months is better for accounting purposes.purposes.

• Amount of award; Look at budget set upAmount of award; Look at budget set up• Purchase Req should include speed keys for Purchase Req should include speed keys for

prime account and any other account prime account and any other account contributing to the stipend i.e. cost share, contributing to the stipend i.e. cost share, departmentaldepartmental

• If more than one funding source pays for the If more than one funding source pays for the stipend, i.e. prime and cost share, make sure stipend, i.e. prime and cost share, make sure the Purchase Req stipulates the exact the Purchase Req stipulates the exact percentage to be charged to be each account percentage to be charged to be each account each time a check is to be cuteach time a check is to be cut

AWARDING THE AWARDING THE STIPENDSTIPEND

• Send Purchase Req to May Wang in Send Purchase Req to May Wang in G&C for review G&C for review

• May Wang will forward the Purchase May Wang will forward the Purchase Req to PurchasingReq to Purchasing

AWARDING THE TUITION AWARDING THE TUITION WAIVERWAIVER

• BoRSF fellows are not GA’sBoRSF fellows are not GA’s• No code is entered in the system to hold No code is entered in the system to hold

schedulesschedules• The fellowship will cover instate tuition The fellowship will cover instate tuition

and non resident fees if applicable, for and non resident fees if applicable, for fall, spring, and summer semesters by the fall, spring, and summer semesters by the university. Students/Fellows are university. Students/Fellows are responsible for incidental fees.responsible for incidental fees.

• Summer institute, intercession, and non Summer institute, intercession, and non traditional courses are not coveredtraditional courses are not covered

AWARDING THE TUITION AWARDING THE TUITION WAIVERWAIVER

• Tuition is waived by an Award Request Form from Tuition is waived by an Award Request Form from Student Financial Aid or letterStudent Financial Aid or letter

• Award Request Form is submitted directly to Award Request Form is submitted directly to Student Financial AidStudent Financial Aid

• Prior to submitting the form or letter to Student Prior to submitting the form or letter to Student Financial Aid make sure the student is registered full Financial Aid make sure the student is registered full timetime

• Use prime account number on Award Request FormUse prime account number on Award Request Form• Include student’s empl number on the formInclude student’s empl number on the form• Amount should be tuition amounts. Specify all Amount should be tuition amounts. Specify all

semesters to be awarded. semesters to be awarded. • Student Financial Aid: Scholarships – 280-3191 or Student Financial Aid: Scholarships – 280-3191 or

6686 Torri Spooner, Cherie Collet6686 Torri Spooner, Cherie Collet

VIEWING THE ACCOUNTVIEWING THE ACCOUNT

• Obtain Forms on Financial Services Obtain Forms on Financial Services webpagewebpage http://www.uno.edu/~finserv/psoft_financihttp://www.uno.edu/~finserv/psoft_financials.htmlals.html

• Obtain PeopleSoft access Obtain PeopleSoft access http://http://www.uno.edu/~ucc/accounts/psform.pdfwww.uno.edu/~ucc/accounts/psform.pdf

• Obtain nVision file/folder accessObtain nVision file/folder access http://www.uno.edu/~finserv/peoplesoft/nvision_fhttp://www.uno.edu/~finserv/peoplesoft/nvision_form.htmlorm.html

• Prime accountPrime account• Don’t forget to request cost share Don’t forget to request cost share

account access, if applicableaccount access, if applicable

Reporting RequirementsReporting Requirements

• Reporting periods: October, January Reporting periods: October, January and Mayand May

• Reports will be available online Reports will be available online beginning October 1beginning October 1stst

• Departments will be responsible for Departments will be responsible for submitting reportssubmitting reports

• Thirty days prior to the due date, Thirty days prior to the due date, DeQuindra will send out a reminder DeQuindra will send out a reminder via email to the PIvia email to the PI

ACCOUNTING ACCOUNTING QUESTIONSQUESTIONS

• General accounting questions i.e. General accounting questions i.e. “What’s my balance?” should be “What’s my balance?” should be directed to May Wang in G&C – 280-directed to May Wang in G&C – 280-5561 5561

EXCEPTIONSEXCEPTIONS• Student resigns from UNOStudent resigns from UNO• Student is put on probationStudent is put on probation• Student is about to graduate and doesn’t Student is about to graduate and doesn’t

need to be full-time.need to be full-time.• Can I switch out a recipient?Can I switch out a recipient?• All exceptions must be submitted in a written All exceptions must be submitted in a written

request, for prior approval, to Kari Walsh, request, for prior approval, to Kari Walsh, ORSP, 280-7489ORSP, 280-7489

• Dr. Robert Cashner will review the exception.Dr. Robert Cashner will review the exception.• If justified, Kari Walsh will forward the If justified, Kari Walsh will forward the

exception to BoR for approval.exception to BoR for approval.• P.I. will be notified by Kari Walsh if approved.P.I. will be notified by Kari Walsh if approved.

COST SHARE ACCOUNTSCOST SHARE ACCOUNTS

• Restricted cost share accounts will Restricted cost share accounts will roll over to the next year.roll over to the next year.

• Upon expiration of the fellowship, Upon expiration of the fellowship, any monies left in the cost share any monies left in the cost share account will be returned to the account will be returned to the initiating department and the cost initiating department and the cost share account will be closed.share account will be closed.

Who Do I Call?Who Do I Call?• Rebecca Drake – 280-7149; Office of Research & Rebecca Drake – 280-7149; Office of Research &

Sponsored Programs; applicationsSponsored Programs; applications• DeQuindra Rouzan – 280-3992; Office of Research & DeQuindra Rouzan – 280-3992; Office of Research &

Sponsored Programs; notification of speed key to P.I.; Sponsored Programs; notification of speed key to P.I.; submits reports to BORsubmits reports to BOR

• Ana Barrera – 280-6835; Office of Research & Sponsored Ana Barrera – 280-6835; Office of Research & Sponsored Programs; main contact for the awardPrograms; main contact for the award

• David Papania – 280-6213; Grants and Contracts David Papania – 280-6213; Grants and Contracts Accounting; sets up the account; notification of account Accounting; sets up the account; notification of account number to P.I., main contact for the financial portion of the number to P.I., main contact for the financial portion of the award; cost share certificationsaward; cost share certifications

• May Wang – 280-5561; Grants and Contracts Accounting; May Wang – 280-5561; Grants and Contracts Accounting; monitors account transactionsmonitors account transactions

• Kari Walsh – 280-7489; Office of Research & Sponsored Kari Walsh – 280-7489; Office of Research & Sponsored Programs; exception requests & award modificationsPrograms; exception requests & award modifications

WORKSHOP HANDOUTSWORKSHOP HANDOUTS

• Sample Routing FormSample Routing Form• Sample Budget SetupSample Budget Setup• Sample Offer LetterSample Offer Letter• Award Request FormAward Request Form• Exception for Tuition ExemptionsException for Tuition Exemptions• PeopleSoft Account Request FormPeopleSoft Account Request Form• nVision file/folder Access formnVision file/folder Access form• PowerPoint PresentationPowerPoint Presentation

MISCELLANEOUSMISCELLANEOUS

• This presentation can be found This presentation can be found online at: online at: http://http://www.uno.edu/~orsp/information/www.uno.edu/~orsp/information/ProcessingBORFellowship.pptProcessingBORFellowship.ppt

• The P.I. has changed. What do I The P.I. has changed. What do I do?: DeQuindra will have a new form do?: DeQuindra will have a new form to change P.I.to change P.I.