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UMSYSTEM.EDUUMSYSTEM.EDU
SPO Training
LOC Draws, Subrecipient Monitoring, & FFRs
Susan CessacMonika GuptaJessi Jordan
UMSYSTEM.EDU
LOC Draw Process
• LOC Report• Draw based on agency
• Sponsor list
• Check agency totals – negative cash position• Pending vs Active• Draw on contract basis
• Multiple projects per contract
UMSYSTEM.EDU
LOC Draw Process
• Balance LOC report to Ledger• Balancing issues: revenue manually posted to
project
• Generate Invoices• Billing plan set up correctly
• Draw from Payment system• Important that LOC Doc ID matches account
number
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Award Setup
• Same award, same contract!• 51 awards have two or more contracts assigned to
them• Exception: multiple business units per award
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Award Setup
• LOC Doc ID needs to match account number• Award profile - > view contract hyperlink - > lines tab - > detail
tab - > scroll to the far right to see the LOC Doc ID text box
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Award Setup
• Verify agency and fund• Sponsor, fund, and LOC Ref ID• USDA is on multiple payment systems –
important LOC Ref ID is correct• Fund is never 2100 for LOC except for IRS &
CNCS
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Billing Plan Setup (LOC)
UMSYSTEM.EDU
Billing Plan Setup (LOC)
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Billing Plan Method
• LOC Billing Plan• Billing Method should be “As Incurred” NOT “Value Based”• Over 30 Kansas City LOC contracts setup as “Value Based”• Example – Contract 0021868
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Billing Plan Method
• Unassign Incorrect Billing Plan
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Billing Plan Method
• Assign new billing plan
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Billing Plan Method
• Now there are 2 billing plans
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Billing Plan Method• Example continued: Bill plan B102
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Billing Plan Method• Example continued: Bill plan B101
Change to cancelled
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Award Setup
• Award Modifications• In award modifications, amounts should be entered as
increments as they will be released
Enter issue date if funding has been
released
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Activating Projects• Verify budget limit = current funding available
• Budget limit is what we use to determine what we can draw up to at this point in time
• Award profile -> view contract -> lines -> amount detail -> limit amount
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Recon 13
Total Total Contract Contract
LimitLimit
Issued Award Issued Award ModificationsModifications
Budget Budget AmountAmount
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Recon 13
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Closing Projects
• Check Budget Variance to make sure Revenue = Expenses
• Check Income Statement for cash• Email Monika/Jessi if you need to close a project & revenue does not equal
expenses
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Subrecipient Monitoring
• Attach subaward to SubK page
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Subrecipient Monitoring
• Include contact information in Subk Addr • Including Email ID
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Subrecipient Monitoring
• Include invoices received by subrecipient• Include EPLS check (required to be checked before payment)
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Subrecipient Monitoring
• Check subrecipient monitoring link before entering into new sub agreement
• Check subrecipient monitoring link for each vendor before paying• If risk assessment and checklist are not included,
email Jessi and cc Susan to see if the vendor is okay to pay
UMSYSTEM.EDU
Federal Financial Reports (FFR)
Sponsors that require Quarterly FFR’s:NASAUSDA (awards on PMS only)DHHSIRSCNCSDHSDOSNSFDOE (awards issued from Chicago Office only)
UMSYSTEM.EDU
Federal Financial Reports (FFR)
UMSYSTEM.EDU
Federal Financial Reports (FFR)
UMSYSTEM.EDU
Federal Financial Reports (FFR)
