Controller’s Office Research Administration Town Hall Thursday, May 8, 2014 9:00-11:00 AM HSW-301 w/ a live broadcast to Genentech Hall, Byers Auditorium

Controller’s Office

Research Administration Town Hall

Thursday, May 8, 20149:00-11:00 AM

HSW-301 w/ a live broadcast to Genentech Hall, Byers Auditorium at Mission Bay & Room 116 at the Fresno

Campus & Live Webcast

Contracts and Grants Accounting


PMC ID- Rick Blair/Eunice ChangSpecial State Appropriations-Michael Grafton/Eunice

ChangCHR/CAR Restrictions- John Radkowski/Susan LauCompliance Topics

Cost Sharing- Veleta Allen/John Radkowski Effort Reporting System Upgrade- Veleta Allen Audit Updates-Veleta Allen

Institutional Allowance/Training Related Expenses-Rick Blair

Dept ID- Jean DeMartini

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Agenda


PMC ID

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The PMCID is a unique reference number or identifier that is assigned to every article that is accepted into PMC

PubMed Central® (PMC) is a free archive of biomedical and life sciences journal literature at the U.S. National Institutes of Health's National Library of Medicine (NIH/NLM).

Anyone submitting an application, proposal or report to the NIH must include the PMC reference number (PMCID) when citing applicable papers that they author or that arise from their NIH-funded research.

Challenges

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What is a PMC ID?


Special State Appropriations

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General Overview

A special state appropriation is a type of agreement which is a hybrid between a sponsored project and internal University of California agreement.

Special state appropriations exist for all four areas of the University of California mission: Instruction Research Patient Care Public Service

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General Overview Continued For research purposes, a special state appropriation is a

study that has been approved for funding internally by a University of California program. In this regard, a special state program has features of an intramural agreement.

The primary University of California research programs are:

California Breast Cancer Research Program CBCRP California HIV-AIDS Research Program CHRP California Health Benefits Research Program CHBRP California Institute for Science and Innovation QB3 Tobacco and Related Diseases Research Program TRDRP

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General Overview Continued For research purposes, a special state appropriation is a

study that has been approved for funding internally by a University of California program. In this regard, a special state program has features of an intramural agreement.

The primary University of California research programs are:

California Breast Cancer Research Program CBCRP California HIV-AIDS Research Program CHRP California Health Benefits Research Program CHBRP California Institute for Science and Innovation QB3 Tobacco and Related Diseases Research Program TRDRP

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General Overview ContinuedClaims for reimbursement of research related

costs for special state appropriations are sent to the State of California, based upon statutory budget period and award limits. In this regard, a special state program has features of an extramural or sponsored award.

The budget authorization for a special state appropriation is not set up and appropriated internally by the San Francisco campus (UCSF); instead, the budget authorization is transmitted by the University of California, Office of the President (UCOP) through a budget mechanism called an inter location transfer of funds.

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General Overview Continued

A monthly claim for unbilled expenditures on special state appropriations must be submitted to the specific University of California program.

The monthly claimed is recorded as an accounts receivable, for the purposes of tracking and collections.

Payments are made by the State of California to UCOP, then transmitted via intercampus financial control to the specific campus.

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IDEAL ROUTING, PROPOSAL, AWARD SETUP STEPS:

Proposal is submitted through e-Proposal.

Award notification is sent to the RMS team.

For inter location transfer of funds (ITF) request, the contact in RMS provides location 2, account 440000, and subaccount 8.

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IDEAL ROUTING, PROPOSAL, AWARD SETUP STEPS:

Information is forwarded in CACTAS to Contracts and Grants Accounting.

Award is generated by CGA, with proper notifications given to principal investigator and central and department administrative staff.

An inter location transfer is transmitted to UC San Francisco with the fund and authorized budget.

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THE REALITY ABOUT ROUTING, PROPOSAL, AND AWARD SETUP STEPS

Proposal is submitted through e-Proposal, or NOT.

Award notification is sent to the principal investigator or the department administrator. Forward the notification to RMS. If there is no

proposal, please submit a proposal that matches the award notification information.

Complete the inter location transfer of funds request, and send with notification.

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Routing

Award notification is sent to Contracts and Grants Accounting. CGA will look up to see if there is a proposal. CGA will forward the award notification to RMS,

along with a partially completed inter location transfer of funds. Department will need to work with RMS to complete the department specific information.

CGA will also request that the information be updated, and forwarded back in CACTAS, so that CGA can generate the award.

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Routing Continued

Inter location transfer of funds (ITF) budget authorization is sent to Contracts and Grants Accounting. CGA will look up to see if there is a proposal. CGA will forward the ITF to RMS and request

that the information be updated, and forwarded back in CACTAS, so that CGA can generate the award.

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Special State Appropriations

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Special Considerations

Financial reportingClose-out procedureA training about other University of California

awards, covering special state appropriations, will be done at a future town hall.

The inter location transfer of funds form will need to accommodate both our internal chart of accounts, and cross walk to the UC Office of the President.

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CHR/CAR Restrictions

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Controller’s Office 19

Why does it matter to post-award?


Requirement and Compliance


What can we do to help support our investigators?


What can we do to help support our investigators continued


Scenarios


Compliance Topics

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Compliance Topics

Effort ReportingCost SharingAudits – Update and involvement

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Effort Reporting

A big THANK YOU to all those that certified their reports on-time. We achieved a 95.2% on-time certification rate.

All effort reports archived on Thursday, May 8th.

Changes (debits AND credits) to archived reports will require exception approval.

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Effort Reporting

Where do you find archived effort reports?1. Login to the Effort Reporting System2. Click on “System Administration” on the right

side of the ERS Menu

3. The Administrative Tasks screen appears, click “Archive Reports” under the Report Generation Section

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Effort Reporting

Where do you find archived effort reports? (continued) 4. Search for the effort report

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Effort Reporting

Where do you find archived effort reports? (continued) 5. Click on the PDF link you would like to view

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Effort Reporting

Where do you find archived effort reports? (continued) 6. View pdf download of ERS Effort Report

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Cost Sharing

The University requirement is for more than minimal effort, not 1%.

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Cost Sharing New Cost Sharing Process

1. Department submits the Cost Sharing Budget and funding chartstring information to CGA (Cost Sharing Budget Template )

2. CGA will create the cost sharing budget journal at the project level

3. CGA will update the Award with the cost sharing funding chartstring

4. Departments will setup the cost sharing distribution line(s) in the payroll system for the PI and other staff

Sponsored Fund/DeptID/Project/Function + Fund 4900

5. Monthly, CGA will transfer the cost shared expenses from Fund 4900 to the cost sharing funding source

Please refer to Cost Sharing Job Aid on the Controller’s Office for details.

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Cost Sharing

How to view activity

Prior to conversion, cost sharing activity was tracked using a program code in Weblinks

After conversion, cost sharing activity is tracked in MyReports Only the unmet cost sharing balance was converted. All

prior balances and activities should be viewed in Weblinks

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Cost Sharing

How to run cost sharing budget in MyReports

MyReports Operational Reports Sponsored Projects Balances Report

Select the month for “Report Date as of” Select Fund “4900-Cost Sharing” Select the appropriate Project Click Run

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Cost SharingHow to run cost sharing actuals in MyReports

MyReports Transactional Reports Transaction Detail Report

Select the appropriate “Report Date Range” Select Account “51331-Cost Sharing Expense” Select Fund “4900-Cost Sharing Expense” Select the appropriate Project Click Run

** If needed, Sort 1 by Project and update

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Upcoming Compliance Reviews

Cost Transfer Post Audit Review (Monthly) Cost Sharing Balance Review Administrative Salary and Expense Review GL Verification Review

**Audit Services (Internal Audit) has started auditing the burn rate of Sponsored Projects. Departments will be contacted directly.

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Institutional Allowance/Training Related Expenses

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Basics

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What’s Next…

Form work group to discuss items Data and network recharges if allocable; Health insurance fees; Other allocable charges; Develop FAQs

If interested in joining contact Rick Blair at [email protected]

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Dept ID

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Dept ID UCSF financial systems utilize Dept ID in various functions and

processes, as described below:

RAS – Attribute: Each RAS Award and Project are assigned a Dept ID attribute which identifies organizational ownership of the Award/Project. This is the equivalent of the Dep Code on the RAS project in the old COA, and this Dept ID attribute was converted from the old DepCode. These Dept ID attributes are generally established at Level 2 on the Dept ID tree and are not intended to dictate the Dept ID to be used for posting transactions to an Award/Project. The Dept ID used for posting transactions may be different from the Dept ID attribute on the RAS Award and Project.

RAS – Access: RAS System User access is based on the user’s assigned Dept ID(s). Access Administrators are responsible for assigning the appropriate Dept ID level, to allow users RAS access to Award and Project records, based on the Project Dept ID and its children. Schools should consider assigning access at level 2 or 3 on the DeptID tree, however, that decision ultimately rests with the control points.

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Dept ID Clarification Continued MyReports: MyReports is open access, meaning that user access to

financial information is not limited to the user’s RAS access assigned Dept ID. Dept ID is used in MyReprts as one of the many possible filters that a user may select when designing a report.

Journals: Dept ID is a required chartfield in journal preparation. The journal preparer has the ability to select any posting level Dept ID, provided that it is appropriate for the transaction. (Note: If the transaction affects another department project, verify the posting level Dept ID with the financial administrator.) RAS – Attribute: Each RAS Award and Project are assigned a Dept ID attribute which identifies organizational ownership of the Award/Project. This is the equivalent of the Dep Code on the RAS project in the old COA, and this Dept ID attribute was converted from the old DepCode. These Dept ID attributes are generally established at Level 2 on the Dept ID tree and are not intended to dictate the Dept ID to be used for posting transactions to an Award/Project. The Dept ID used for posting transactions may be different from the Dept ID attribute on the RAS Award and Project.

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Dept ID Clarification Continued In summary, Dept ID serves various purposes throughout our financial

organization. It is highly recommended that finance staff and research administration staff become familiar with their department’s Dept ID tree.

After reading this, if you believe the Dept ID on an award is incorrect, you may correct it by contacting Michael Grafton at [email protected].

If the Dept ID on a financial transaction is incorrect, use a transfer account (78050) to move the balance to the correct Dept ID and associated chartstring. Moving forward, make sure you use the correct Dept ID on all transactions.

Questions should be directed as follows:Issues involving Dept ID tree structure or conversion mapping should be directed to your champion or control point.Issues involving RAS access should be directed to your Access Administrator.Issues involving the Dept ID attribute for new awards should be directed to your finance organization or Michael Grafton at [email protected]

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QUESTIONS?

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Documents

Controller’s Office Research Administration Town Hall Thursday, May 8, 2014 9:00-11:00 AM HSW-301 w/ a live broadcast to Genentech Hall, Byers Auditorium