PeopleSoft Changes to Grants

March 2014

Overview

• Changes to Budget Structure• Changes to Subcontract Process• Approval Routing (Workflow)• Budget Transfers• Cost Share• Project IDs (26 accounts)• Appointments • Timesheets • Cutover Deadlines

Budget Structure Changes

• Split of Salary budget items– Faculty Academic– Faculty Summer– Staff

• Pooling of multiple budget items– Office Supplies/Non Office Supplies/Other

• New budget items– Workshop/Rental Lease/Equip Fabrication

Budget ItemsDEFINE Subaccounts PS Budget Items Description

11 G6010 Faculty Salaries L611 G6020 Faculty Salaries Summer L611 G6030 Staff Salaries L612 G6040 Student Salaries L6

14, 15 G6050 Fringe Benefits L6 G6060 Construction L6 G6070 Equipment Fabrication L6

80 G6080 Equipment Capital L6 G6090 Curation L6

60 G6100 Consultants L6 G6110 Office Services L6 G6120 Administrative Expenses L6 G6125 STEM Tuition L6 G6130 Mileage Expenses L6

47,48,49,50,51,55 G6140 Other Direct Costs L650,51 G6145 Workshop-Seminar Costs L6

G6150 Rentals & Leases L648,50,51 G6160 Rental Equipment L6

75 G6170 Travel - Domestic L676 G6180 Travel - Foreign L637 G6190 Participant Expenses L675 G6200 Participant Travel L6 G6205 Participant Stipend L6

70 G6210 Scholarships & Fellowships L671 G6220 Tuition & Fees (Stud Supp) L6

20 & 60 Series G6230 SUBK < $25K L620 & 60 Series G6240 SUBK > $25K L6

90 G6250 F&A L6

Subcontract Process

• No more than 2 budget items • A purchase order will be created to encumber

funds– (The department will not generate a payment

voucher (VP2))• The principal investigator (PI) signs the invoice • Contracts & Grants (C&G) uploads the invoice

to Miner Mall for payment

Subcontracts Cont.• Define • PeopleSoft

61 SUB: EPCC 10,000.00 62 SUB: UT AUSTIN 25,000.00 63 SUB: UT DALLAS 50,000.00 64 SUB: NICHOLS 100,000.00

185,000.00

OLD METHODG6230 SUBCONTRACT<25K 85,000.00 G6240 SUBCONTRACT>25K 100,000.00

185,000.00

NEW METHOD

Approval Routing (Workflow)

• Define Routing: All electronic documents (Financial or HR) route to the PI.

• PeopleSoft Interim Routing: Electronic documents will still route to the PI for most processes. – Request for approvals will come through email.

Budget Transfers

• Interim budget transfer form (electronic) will be used in lieu of Transfer Voucher (VT3).– Department initiator submits budget transfer form – Form routes from PI to Contracts & Grants– Contracts & Grants processes the budget transfer– Initiator receives notification upon completion

• Note: This process will remain in effect even after approval routing is turned on in PeopleSoft for Grants.

Cost Share

• “Companion Accounting”– Transfer from department account to separate

chart string– PI will oversee the cost share account– Manual certifications will not be required

• Tracking/reporting from PeopleSoft– Tracking/reporting currently handled from an

offline database

Project IDs (Account Numbers)• Currently 26 account series based on Sponsor

– 26-10XX-XX NSF– 26-14XX-XX DHHS

• PeopleSoft Project ID– Converted projects remain as 226XXXXXXA– New projects will be assigned an auto-generated ID (ex:

1XXXXXXXX1)• PeopleSoft Searches

– By PI– By department– By sponsor

Appointments

• Retro appointments (changes to funding), processed only 3 times a month – (1) Monthly (approx. 20th of every month)– (2) Semi-monthly (approx. 7th or 22nd of each mo.)

• Funding not visible in HR System

Timesheets/Grants Requirements

• If a grant requires that hours be tracked, continue current process for completing timesheets.

• Grants invoicing for Fully Loaded Rate contracts is based on hours worked and will continue requesting total hours worked per month.

Cutover Deadlines• 4/16/14 – Last day to process Budget Transfers (VT3).• 4/18/14 – Last day to set up new 26 accounts or make changes to existing accounts.• 4/18/14 – Last day to create a future dated appointment in HRMS.• 4/22/14 – Last day to submit VP2, VP3, VT5, VT7 and VP5 documents to Accounts

Payable.• 4/28/14 – Last day to process purchase orders.• 4/29/14 – Last day to final approve purchase orders.• 5/5/14 – PeopleSoft Environment will be available but not for grants since

additional setup is required.• 5/19/14 – PeopleSoft Environment available for Grants to process HR related

documents, purchases, VP2s, VP3s, VP5, etc.

It is critical that departments spend remaining funds for grants ending prior to April 30 before the April 22 deadline.

Questions

For any questions regarding PeopleSoft’s impact on grants, email:utepresearchtraining@utep.edu