ORIS

SAGE Suite Subcontract Module Project - Campus ImpactsJason Myers – Business Systems AnalystOffice of Research Information Services (ORIS)

ORIS Subcontract Module Project Goals

GOAL: Improve subcontract budget accounting by automating subcontract F&A cost recovery

• Automate the calculation of F&A Subcontract expenditures in FAS

• Ensure subcontract PO Requisition Number and Budget Number entered in SPAERC match the numbers entered in the Purchasing and Accounts Payable System (PAS) through systematic validation

• Enable recording and tracking of key subcontract F&A data in SPAERC

• Synchronize key subcontract F&A data stored in SPAERC with data in Financial Accounting System (FAS) on a daily basis 2

ORISCurrent: Process and Systems State - Summary

• Only direct costs for subcontracts are automatically updated in FAS.

• The subcontract amount subject to UW F&A costs is set up as an encumbrance in FAS.

• GCA manually enters actual F&A costs for subcontracts as Journal Vouchers (JVs).

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ORISCurrent: Subcontract F&A Encumbrances

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• Subcontract F&A costs are set up as an encumbrance under Restricted Funds (line item 37-99).

• The 37-99 encumbrance is liquidated once the F&A expenditures are manually charged off.

ORIS Current: Subcontract F&A Transactions

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GCA manually enters a Journal Voucher (JV) to charge off actual F&A costs for a subcontract.

ORISFuture: Processes and Systems - Summary

• For each subcontract, OSP will specify the amount subject to UW F&A costs in SPAERC, and that value will be interfaced to FAS.

• Subcontract F&A costs will be charged off automatically using the budget’s F&A cost rate.

• The 37-99 subcontract F&A encumbrance will be removed, eliminating the current double encumbrance issue.

• Manual entry of Journal Vouchers (JVs) to account for subcontract F&A costs will no longer be necessary.

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ORIS Future: System and Process - SPAERC

OSP will enter the subcontract amount subject to UW F&A costs for each subcontract in SPAERC (SAGE database).

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ORIS

Future: SPAERC & FAS Systems – Interface

The subcontract amount subject to UW F&A cost for each subcontract in SPAERC will be interfaced to FAS Monday – Friday at 6 pm.

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ORISFuture: Subcontract F&A Encumbrances

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The current practice of including the F&A encumbrance for sub-contracts under the Indirect Costs (line item 25-99) will be maintained, However, The double-encumbrance under 37-99 will be eliminated.

ORISFuture: My Financial Desktop – Subs F&A Transactions

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F&A transactions for subcontracts will display in line item 25-99, along with all other F&A transactions.

ORISSeptember SAGE ReleaseSubcontracts Module Project

• Implementation of the features to enter and manage the subcontract amount subject to UW F&A costs, amongst other OSP and GCA system enhancements, is planned for 9/21.

• Data reconciliation and clean-up planning is in progress with the expectation of reconciling and adjusting data in early October.

• Once data is reconciled and adjusted Campus users will be notified of the intended date of activating the SAGE to FAS interface for automating subcontract F&A expenditures.

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ORIS

QUESTIONS?

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