RAMAround!May 25, 2016

Round TablesPI Manual

Roles and Responsibilities

Professional Development/Training

Keck Foundation and Managed Sponsors

Peter Hartman

Effort Reporting• Current system:

• Payroll generates reports 4 periods/year

• Reports are sent to business officers in colleges/units

• Reports are printed and then distributed to certifiers

• Business officers work with certifiers to either sign forms, certifying that the effort report is correct, or produce PPDAs to assign costs correctly• If a PPDA is required, then the effort report is NOT signed. Payroll generates a

corrected effort report. No effort report should be signed if it is not correct.

• If an effort report has been certified by mistake, a recertification must be done

• Effort report is returned to HR and logged in spreadsheet

• Unreturned effort reports generate emails on a monthly basis

Effort Reporting – High Risk Areas

• Effort reports are auditable documents

• Salary and wage expenses typically represent more than 70% of all direct costs charged to sponsored projects

• Salary cost transfers (PDDAs) are directly linked to effort audits

• Risks of non-compliance are high• False Claims Act Liability• Direct cost refunds• Jeopardizes future funding• Possible criminal charges

PDDAs and Other Cost Transfers

• Principal Investigators often don’t understand the issues associated with incorrect effort reports. This may help explain:

• https://www.youtube.com/watch?v=HaIOpnqwMWg• David Mayo, California Institute of Technology

Effort Reporting – Planning for the Future

• INSTAR and Uniform Guidance Committee recommendations under consideration:• Move from 4x/yr certification to 3 (by semester)

• Limit to federal accounts only

• Look at e-system (KFS Effort Reporting module)

• Move responsibility for monitoring from Payroll to OSP

Child- vs Sub-AccountsMay 25, 2016

Laura StreitAshley Stahle

DefinitionSub-Accounts are created to allow for tracking of financial activity within an account to a finer level of detail and takes on the attributes of the main account. Each sub-account can use all of the object and sub-object codes available to the specific account it was set up for (FPI 1-1.D)

Advantages of Using Sub-Accounts

• Fewer cost transfers

• Fewer approvals required from OSP for adjustments

• Department creates their own sub-accounts and will no longer need to wait for a child account(s) to be set up

• Award changes only require updating to one account rather than multiple accounts

• Sub-accounts roll up all the expenses into the same 53

• Department/College has the ability to correct expenses charged to the wrong sub-account quickly using the ‘KFS Intra-Account Adjustment’ document

Considerations of Using Sub-Accounts

• Sub-accounts carry the same attributes of the main or parent account – changes cannot be made to IDC, PI, etc.

• KFS workflow for approvals will flow up to the lead unit’s Fiscal Officer

• Currently, Symphony does not pull in sub-accounts

• Sub-accounts are not reflected in RPS separately

When to Use

Child Accounts• Sponsor requires separate

accounting/reporting of budget/activity

• Sponsor has restrictive participant support

• Different F&A rates

• Supplemental funding that requires separate accounting

• When Prior Approval is required for carry forward

Sub Accounts• Track financial activity to a finer level

of detail• By personnel or task order, for example

• Sponsor does not require separate reporting

M

A

I

N

A

C

C

O

U

N

T

S

U

B

A

C

C

O

U

N

T

Training/Resources• FPI 1.1 http://busfin.colostate.edu/fpi/1_group/FPI%201-

1%20Accounts.pdf

• Sub-Accounts vs Sub-Objects http://kuali.colostate.edu/documents/SubAcctsSubObjectsV1.1.pdf

• Kuali Basics http://busfin.colostate.edu/cs/training/KualiBasics.pdf (pg. 14)

• Account Create http://busfin.colostate.edu/cs/training/Account%20Create%203.10.14.pdf

• How Do I Create a Sub-Account? http://kuali.colostate.edu/documents/SubAcctCreate.pdf

Subaccounts/Child Accounts

Ashley Stahle

RICRO Exciting News!Karen Dobos

Updates

• Draft guidance on computer purchases

• FLSA

• Listserv for RAMAround

• Kuali

• Committees

• Outreach Activities• Linda Loing - OSP

• Tracey Trujillo - OSP

• Diane Barrett – OSP

• Karen Dobos - RICRO

• Professional Development/Training

• Tracey Trujillo - OSP

• Sheila Durnil - OSP

• Lisa Anaya-Esquibel – OSP

• Maura Link – ARBL

• Cathy Smith – Engineering

• Dana Schwartz – CVMBS

• Christy Conrad - CVMBS

• PI Manual • Bill Moseley - OSP• Jennifer Dean - OSP• Julie Harvey - OSP• Ashley Stahle - OSP• Kelly Belden - OSP• Becky Burke - Engineering• Staci Folot – CVMBS• Agnie Branson – Engineering• Karen Dobos – RICRO• Becky Trentlage – CVMBS• Francey Aubuchon - Engineering

• Website• Claudia Amos - OSP• Julie Harvey - OSP• Andy Reynolds - OSP• Dave Doty – OSP• Lauren Klamm - OVPR• Don Zimmerman – Library• Aimee Oke – CVMBS• Engineering – Liza Hunn

• Roles and Responsibilities• Jennifer Strange - OSP• Marilyn Morrissey - OSP• Sheila Durnil - OSP• Diane Barrett - OSP• Dawn Sharkey – OSP• Valorie LeFebre – Engineering• Marty Welsch – OVPR• Diana Ehrlich – Computer

Sciences• Cris Sexton – CVMBS• Joni Kerr - Engineering

• Kuali Research (core team)• Chris Carsten - OSP• Tracey Trujillo - OSP• Andy Reynolds – OSP• Diane Barrett – OSP• Margi Cech – CNS• Catherine Douras – CAG• Stephanie Ouren – CHHS• Dana Schwartz – CVMBS• Shannon Irey – Engineering• Kim Melville-Smith - WCNR

Seeking Volunteers!For:

Roles & ResponsibilitiesPI Manual

Professional Development/TrainingPlease email diane.barrett@colostate.edu

General Discussion/Questions