Sponsored Project Training Program Post Award Grant Lifecycle and Tools October 12, 2011 Jennifer Gagnon & Sudha Ramaswami Sponsored Project Training Program1

Sponsored Project Training ProgramSponsored Project Training Program

Post Award Grant Lifecycle and Post Award Grant Lifecycle and ToolsToolsOctober 12, 2011October 12, 2011Jennifer Gagnon & Sudha RamaswamiJennifer Gagnon & Sudha Ramaswami

Sponsored Project Training Program 1

ObjectivesObjectives• Recommend effective and efficient

post-award grants management practices

• Ensure all grants are ready to be closed and reported on by 30 days after grant end date

• Reduce compliance risks related to cost transfers and late reports• Promote use of advance accounts • Proactive PurCard management

Sponsored Projects Training Program 2

ObjectivesObjectives• Recommend PeopleSoft reports,

queries, and pages (tools) for effective grants management

• Review best practice of how and when to use these tools

• Discuss resources available for interpreting the data


Grant lifecycle topicsGrant lifecycle topicsBrief overview of general grants

management topicsBest Practices in post award

◦Setup◦Management◦Closeout


Post-Award Best PracticePost-Award Best PracticeAward SetupAward Setup• Choosing the advanced account route• Upon the setup of the chartstring

SPA will notify the PI, department administrator, and Dean’s Office

• Department administrator should meet with the PI to discuss the following: Start date of research and Pre-award spending Personnel expending effort on the grant

Compare committed effort to actual effortEnsure there are no reductions in effort greater than

25% or absences of more than three months Must make changes to any applicable distribution forms

• Grant cost share requirements Use faculty workload form/routing form to determine the

funding source for cost share commitment Change applicable distribution forms Contact Dean’s Office for budget transfer to cost share

chartstringSponsored Projects Training Program 5

Advance Accounts (AA)Advance Accounts (AA)Formerly called Guaranteed FundingPolicy drafted & circulated for public

commentNew policy & process training in DecemberDevelop advance account memo upon

notification of funding from sponsor Collaborative effort between the PI and department

administrator Allows SPA to create a chartstring in PeopleSoft

AA requests must be routed through InfoEd prior to set up in PeopleSoft


Pre-Award SpendingPre-Award Spending• Some sponsors allow for pre-award

spendingSpending up to 90 days prior to award start date

• Pre-award spending memoMust obtain and complete a pre-award spending

memoWork with appropriate post-award administratorhttp://www.uvm.edu/spa/?Page=formslibrarychart.h

tml


Post-Award Best PracticePost-Award Best PracticeAward ManagementAward ManagementKey considerations in award

managementPerform on a monthly basis:

Run the Project Monthly Budget Report for all departmental grants

Monitor for overdrawn or over encumbered projectsReview expenses for allowabilityProvide PIs with a copy of the reportsReview and resolve all budget checking errors

Use either the Closeout Report or query “UV_GM_KK_ERRORS_ALL” (financial module)

Review and submit all journal entries awaiting submission or posting Use either Closeout Report or query

“UV_RC_GL_JE_NOT_SUBMITTED” (financial module)


Award Management Award Management (cont.)(cont.)• Perform on a quarterly basis:

Run the Closeout Report for all departmental grantsEnsure personnel are not distributed past end date of

grant Use query “UV_DIST_PAST_PROJECT_END_DATE”

(HR module)Compare committed effort to actual effort

For both the PI and key personnel Ensure no reductions of greater than 25% or

absences of more than three monthsMeet with PI to review grant budget status, effort,

and upcoming quarter plansMake prospective distribution changes as necessaryRun Cost Share Summary

• Ensure cost share commitments are met (including third party)Sponsored Projects Training Program 9

PurCard ManagementPurCard Management• Ensure departmental PurCard holders

Understand and apply specific award, sponsor, and federal regulations and University policy

Reallocate only allowable costs to sponsored project chartstrings

Reallocate PurCard expenses to the correct chartstring by the University deadlines to avoid future cost transfers

Change the default chartstrings for PurCards at the time of closeout of a grant.


Prior ApprovalPrior ApprovalSponsor prior approval is often required for

the following situationsPI or key personnel reduction of committed effort

by 25% or more Ex. If committed effort was 20% but the actual effort is 12.5%

this represents a deviation of 37.5%

The 3 month absence of a PI or key personnel from grant

Change in scope of the projectSignificant changes in the project budget

See individual award documents for specific guidance

Deviation from award terms and conditionsAll sponsor requests for prior approval

should be routed through Sponsored Project Administration


RebudgetingRebudgetingMay request rebudgeting as needed

See award document or contact post-award administrator to determine if prior approval is required by sponsor

Department administrator should contact post-award administrator for rebudgeting in PeopleSoft


Budget Checking ErrorsBudget Checking Errors


Budget Checking Error Name

Ledger Group

When does this occur?

Budget Date out of Bounds SP_CHILD2 In salary, fringe, and operating transactions that are budget checked more than 30 days after the end date of a project period.

No Budget Exists SP_CHILD2 In salary, fringe, or operating transactions when the chartstring used in the transaction is not set up in Commitment Control.

Exceeds Budget Tolerance SP_PARENT When a project is overdrawn or over encumbered.

Budget is Closed SP_PARENT Only if a project is closed in budget definitions in KK. The project is closed in KK upon completion of the final financial report.

Budget Checking ErrorsBudget Checking Errors


Budget Checking Error Name

Process to resolve errors

Budget Date out of Bounds

Verify you are charging the correct chartstring. If so and expense was incurred before the grant ended and the final financial report has not yet been submitted, please provide backup documentation to the post award administrator. Error will be overridden if appropriate.

No Budget Exists Verify you are charging the correct chartstring. If the chartstring is valid and the expense is appropriate and allowable, ask the post award administrator to create a $0 budget. If the chartstring is invalid or the expense is unallowable, correct the chartstring and budget check the transaction again.

Exceeds Budget Tolerance

Review award and work with the post award administrator to determine best course of action if future funding is expected or encumbrances are incorrect. In most cases, the transaction should be allocated to a different chartstring and budget checked again.

Budget is Closed This error should occur only on projects that have already been reported to the sponsor. The chartstring should be changed on the transaction.

Post-Award Best Practice Post-Award Best Practice Award CloseoutAward Closeout• SPA will notify departments of grants ending

within 90 days on a monthly basis Department administrators meet with PIs to discuss:

Closeout process Cost share activities Assist with a no cost extension if needed


Award Closeout (cont.)Award Closeout (cont.)Closeout Timeline:

30 days prior to grant end date: Run Closeout Report Review expenses to ensure they are allowable Review all salary expenses for allowability, allocability,

reasonableness, consistency Use query “UV_PAY_ERN_DIST” (HR module)

Notify internal billers of any chartstring changes Change default chartstring for relevant Purcards and expense

reports Resolve budget checking errors

Use either the Closeout Report or query “UV_GM_KK_ERRORS_ALL” (financial module)

Contact Procurement Services to close all operating encumbrances

Ensure cost share commitments will be met (including third party)


Award Closeout (cont.)Award Closeout (cont.)Closeout Timeline (cont.):

20 days after grant ends: Run Closeout Report and resolve any remaining issues

30 days after grant ends: Confirm with SPA that grant is ready to close and the final

report is ready to be completed

• Sponsored Project Administration prepares and submits final financial report to sponsor and soft closes award to prevent additional transactions from posting


PeopleSoft ToolsPeopleSoft ToolsWhat you should know . . . What you should know . . . Basic understanding of sponsored

projectsFamiliarity with basic and mid-level

PeopleSoft (monthly budget reports, journal entries, expense reports, PurCards, Time & Labor)

Basic Excel usageFinancial forecasting and analytical skillsAttended previous sessions in this

Sponsored Projects Training ProgramSponsored Projects Training Program 18

PeopleSoft ToolsPeopleSoft ToolsReports

◦Monthly Budget Reports - Projects

◦Closeout Report◦Cost Share Summary◦Budget Transaction Detail Report


PeopleSoft ToolsPeopleSoft ToolsQueries

HCM:◦UV_PAY_ERN_DIST◦UV_DIST_PAST_PROJECT_END_DATEFINANCIALS:◦UV_GM_KK_ERRORS_ALL◦UV_RC_GL_JE_NOT_SUBMITTED◦UV_GM_FINDINGAWDTHRUREFAWD◦UV_GCA_PROJ_RESOURCE


PeopleSoft ToolsPeopleSoft ToolsPages

FINANCIALS:◦Budgets Overview◦Award Profile


MONTHLY BUDGET REPORT – MONTHLY BUDGET REPORT – PROJECTS (PMBR)PROJECTS (PMBR)Navigation: UVM Reports > Budget

Reports > Monthly Budget Rpt – Projects

General use◦ Review monthly for budget vs. actuals,

encumbrances, and possible unallowable expenses

The report can be run to excel and therefore the data may be manipulated for personal reports


PMBRPMBR


PMBRPMBRRecommended use

◦ Check the ‘Financial Data in XLS’ option and in the output filter for Possible unallowable expense categories Expenses that require possible prior approval

Equipment Foreign Travel

◦ Review for possible rebudgeting See NGA for restricted items Work with PI and PAS administrator for those items

requiring prior approval◦ Check salary distributions and fringe

Review PI and key personnel committed effort Work with PI and PAS administrator for those items

requiring prior approval

Job Aid - http://www.uvm.edu/hrs/?Page=skills/manuals/financialreporting.html Sponsored Projects Training

Program 24

PMBRPMBRReport use frequency - monthly It is important to note that the payroll

encumbrances are through UVM’s fiscal year-end (June 30) only, which typically does not match the award end date.◦ Payroll expenses should be projected through the

award end dateThis report captures only those transactions

that have been posted to the General ledger (GL). ◦ Any transaction that has been budget checked but not

posted will not be reflected here. SPA prepares interim financial reports and

invoices based on actuals posted to the GL at the end of a specific accounting period◦ PMBR will reconcile to these reports and invoices


CLOSEOUT REPORTCLOSEOUT REPORTNavigation: UVM Reports>Closeout

Report

General use◦The best tool to get a comprehensive snap shot of the project

◦It provides sponsored and cost share budget balances, lists all the exceptions that need to be addressed and much more


CLOSEOUT REPORTCLOSEOUT REPORTPossible parameters


CLOSEOUT REPORTCLOSEOUT REPORT Recommended use

◦ Review the demographic information (in the header of the report)

◦ Compare budget to actuals for both sponsored and cost share chartstrings

◦ Review salary encumbrances◦ Journal Entries/Expense Reports/Vouchers/Purchase Orders

stuck in budget checking errors◦ Purcards/Expense Reports with a default chartstring tied to

the project◦ Open Purchase Orders and Requisitions – check to see if

encumbrances are still needed◦ Upcoming Reporting Milestones

Any Interim Reports due Final report due dates

Job aid - https://www.uvm.edu/hrs/?Page=skills/manuals/financial reporting.html


CLOSEOUT REPORTCLOSEOUT REPORTReport use frequency

◦ Run quarterly for all department grants◦ Run 30 days prior to grant expiration and

both 20 and 30 days after grant ends


COST SHARE SUMMARY COST SHARE SUMMARY Navigation: UVM Reports>Cost Share

Summary

General use◦ A snap shot of the mandatory cost

share requirements, budget, and actuals for ongoing monitoring


COST SHARE SUMMARY COST SHARE SUMMARY Possible parameters


COST SHARE SUMMARYCOST SHARE SUMMARYRecommended use

◦ Cost share budget, actuals, encumbrances, and budget balances compared to project start and end date

◦ Ensure commitments will be met by the end of the project period, including third party

◦ Resolve potential overdrafts in cost share chartstrings prior to the end of the project period

Cost Share Business Process & Summary Job Aid - http://www.uvm.edu/spa/?Page=costsharingcommitments.html


COST SHARE SUMMARYCOST SHARE SUMMARY◦Report use frequency

Run and review quarterly


BUDGET TRANSACTION DETAIL REPORTBUDGET TRANSACTION DETAIL REPORT

Navigation: Commitment Control>Budget Reports>Budget Transaction Detail

General use◦ Research a transaction that may have

posted during a prior accounting period◦ Used as back up for Journal entries◦ Secondary to the Monthly Budget Report -

Projects and should only be used for research


BUDGET TRANSACTION DETAIL REPORTBUDGET TRANSACTION DETAIL REPORT Possible parameters


BUDGET TRANSACTION DETAIL REPORTBUDGET TRANSACTION DETAIL REPORT

Ledger Group Detail KK will return transactions for all the types of projects◦ Ledger group is active effective 07/01/2008

Ledger Group Child2 will return transactions for the old Ledger Group Child1 as well

This report will give the details of transactions that have a valid budget status◦ This will differ from the monthly budget report in all

those cases where the journals/expense reports have not been posted to the General Ledger


UV_PAY_ERN_DIST QUERYUV_PAY_ERN_DIST QUERY Navigation: HR module – Reporting Tools>Query Viewer>

Type in the query name General use

◦ Great tool to review the individuals and the salary on a project

Quick things that can be used to check using this query◦ People distributed to this project/chart string◦ Dollar amount per person◦ Type of pay received (vacation, overtime, etc)◦ Check against Monthly Budget Report – Projects

In order to reconcile with PMBR, the period has to be closed to ensure payroll is posted.

Link to the job aid: http://www.uvm.edu/hrs/skills/manuals/queries.pdf

Query can assist with trouble shooting information in PMBR


UV_DIST_PAST_PROJECT_END_DATE UV_DIST_PAST_PROJECT_END_DATE

Navigation: HR module – Reporting Tools>Query Viewer> Type in the query name

General use◦ Lists all people across departments who are distributed to a specific

project past the project end date

Things to check◦ Useful at closeout of an award◦ Should be run at least quarterly to find out who is still

distributed to a project◦ Trigger to request a no-cost-extension◦ Trigger to remove people from project – possible

terminations involved (timing of notice, vacation calculations)


UV_GM_KK_ERRORS_ALLUV_GM_KK_ERRORS_ALL Navigation: Finance module - Reporting Tools>Query

Viewer> Type in the query name General use

◦ Lists all budget checking errors as of a particular date

◦ Used by GCA in contacting you to clear certain budget checking errors

◦ Extremely useful during closeouts and at year end

◦ Use this query instead of the project closeout report to get a list of all budget checking errors for all grants in your unit

Can be run by transaction type – Salary journals, regular journals, expense reports or for a particular ledger group – SP_CHILD2 or SP_PARENT for grant related budget checking errors

Run monthly to review and resolve budget checking errors


UV_RC_GL_JE_NOT_SUBMITTEDUV_RC_GL_JE_NOT_SUBMITTED

Navigation: Finance module - Reporting Tools>Query Viewer> Type in the query name

General use◦ Lists journal entries that have not been

submitted or posted◦ Used by Financial Reporting and Analysis

department during month end◦ This information is also available on the

closeout reportUseful during

◦ Month End ◦ Project close out


UV_GM_FINDINGAWDTHRUREFAWUV_GM_FINDINGAWDTHRUREFAWDD

Navigation: Finance module - Reporting Tools>Query Viewer> Type in the query name

General use◦Used for locating awards using the

sponsor award number◦A quick way to locate any new

awards or awards that are on Guaranteed Funding/Advanced Account

◦Should be run as neededSponsored Projects Training Program 41

UV_PROJ_RESOURCEUV_PROJ_RESOURCENavigation: Finance module – Reporting

Tools>Query Viewer> Type in the query name

General use◦ Basically an expenses only version of the

Monthly Budget Report – Projects

Monthly Budget Report - Projects includes the details in this query plus budget information. We recommend that you use the PMBR in place of this query.


BUDGETS OVERVIEWBUDGETS OVERVIEW Navigation: Commitment Control>Review Budget

Activities>Budgets Overview General use

◦ Quick snapshot of the project budgets and expenses including cost share information at any point in time (live)

◦ Not used for reports or invoices to the sponsors or for University financial statements

Quick things that can be ascertained◦ Total budget of the award◦ Expense Categories◦ Chartstrings◦ Estimated budget balance

Can be run for sponsored or cost share chartstrings or both


AWARD PROFILEAWARD PROFILE Navigation: Grants>Awards>Award Profile General use

◦ Provides award demographic information and other helpful details for effective grants management

Gives the demographic info of an award◦ PI name/Co-PIs

◦ Sponsor name

◦ Amount of Funding

◦ Start and End dates

◦ Milestones – Reporting and otherwise

◦ Grant Administrator link

The additional information link that gives a variety of info◦ Cost Share

◦ Related Awards

◦ Any other special terms


Learning ResourcesLearning ResourcesHow to run reports/report

questions: Open Labs, Learning Services Classes, Footprints◦ http://www.uvm.edu/hrs/?Page=skills/develop_skills.html

Sponsored Project Training Program◦ http://www.uvm.edu/spa/?Page=sptp.html◦ Fall 2011 offerings:

Subawards and subcontracts F&A Costs and Cost Policy New UVM Policies Effecting Grants


Award Management Award Management ResourcesResourcesResources: Basic Financial Reports Mini-Manual:

http://www.uvm.edu/hrs/skills/manuals/basicfinancialreports.pdf

Cost Share Summary job aid:http://www.uvm.edu/spa/?Page=costsharingcommitments.html

Advance Accounts:http://www.uvm.edu/spa/?Page=advancedaccounts.html

Electronic Salary Distribution Forms:http://www.uvm.edu/hrs/skills/manuals/electronicsalarydistributionform.pdf

Monthly Business Processes:http://www.uvm.edu/hrs/skills/manuals/monthlybusinessprocesses.pdf


Process Questions/Contact Process Questions/Contact infoinfoDean’s Office

Sponsored Project Administration◦http://www.uvm.edu/spa/◦217 Waterman Building◦6-3360


ConclusionConclusion Through pro-active award management and use of

advance accounts:◦ Virtually eliminate the use of departmental suspense for

actual salary/benefits expenses ◦ Significantly reduce retroactive salary distribution changes◦ Ensure all grants are ready to be closed out and reported

on by 30 days after grant end date◦ Reduce compliance risks related to cost transfers and late

reports

• Recommended PeopleSoft reports, queries, and pages (tools) for effective grants management

• Reviewed best practice of how and when to use these tools

• Discussed resources available for interpreting the data


Documents

Sponsored Project Training Program Post Award Grant Lifecycle and Tools October 12, 2011 Jennifer Gagnon & Sudha Ramaswami Sponsored Project Training Program1