Navigating Research Webforms April 15, 2015

Transcription

1 Navigating Research Webforms April 15, 2015

2 Presented by: Sharmayne Burns, Business Officer, College of Earth Ocean and Environment Katie Brown, Contracts and Grants Specialist II, Research Office Janet Ianni, Associate Director, Post Award Administration, Research Office

3 Purpose Code Overview Account Code Overview Webforms Contents Proposal Approval Webform Preaward Request Form Consultant Disclosure Budget Revision Equipment Activity Form

4 Contents Webforms cont d: Request for Payment to Individual Requisition/Vendor Payment Request Purchase Order Amendment Invoice Payment Approval Routing Form Journal Voucher

5 Purpose Codes 11 OPBAS codes, do not keep balances at Fiscal Year End (FYE) Any remaining budget will transfer to a 17 purpose code at FYE Have fiscal budget and are funded by basic budget revenue Used for department s general operational expenses 17 OPBAL codes, keep balances at FYE Does not have budget Used for faculty start ups, enhancements, discretionary funds and for other designated/supplemental funds

6 Purpose Codes 21 OPSS codes, self supporting operations Any net revenue will transfer to a 17 reserve purpose code at FYE Have associated allocation purpose and reserve purpose Have a fiscal budget and are funded by revenues generated by operation Used for expenses associated with the operation 22 OPBAL codes State of Delaware Appropriations 3X, 42, 43 OPBAL codes Contracts/Grants 41, 45 OPBAL codes Gift funds 46, 47 OPBAL codes Endowment Income 91 AGNCY codes Non UD Agencies

7 Revenue Codes Purpose Codes Revenue purposes are a select group of purpose codes approved to receive revenues These purposes are recognized by purpose titles that begin with: o REV accepts only revenue transactions and can only use revenue PS accounts o R/E accepts both revenue and expense transactions Please Remember Do not deposit checks, or reimburse, on contract and grant purpose codes

8 PeopleSoft (PS) Account Codes Expense PS Account codes: Begin with 1 and grouped into families o 12xxxx salaries, wages, and employee benefit costs o 13xxxx travel, transportation, conference, training costs o 14xxxx supplies and other general expenses o 15xxxx occupancy & maintenance (i.e., electric shop, lock shop, subawards, fabrication, R/V Sharp) o 16xxxx capital maintenance and equipment costs (i.e., equipment >$5,000, asbestos abatement, renovation expenses) Alcohol (141900): Do not charge to grant

9 PeopleSoft (PS) Account Codes Revenue PS Account codes begin with R (i.e., R17900 misc. income) Transfer PS Account codes , ,

10 SUPL FACADM BUDGET ITEM ACCOUNT FRINGE RATE F&A BUDGET ITEM ACCOUNT FRINGE RATE F&A OSRPER % FOOD Professional Staff (also Post Doc Researchers) OTPROF % CONSLT Supplemental Professional PSTDOC % SHIP Post Doc Associates STPOST % PTSUBS NO F&A Post Doc Fellows (Participant Support Non Empl) SRPERS % PTSTIP NO F&A Faculty Academic Pay (ParticipantSupport Student) PERSON % PTTRAV NO F&A Faculty Summer Pay (Participant Support Vendor) GRADST % PARTINC Grad Student (Participant Compenstation) GRADTR % PTCARE NO F&A Graduate Trainees (Patient Care Costs) GRADFL % REU NO F&A Grad Fellow CLERK % PBLCTN Salaried Staff OTPERS % TUITIO NO F&A Miscellaneous Wage STUWG % OCMNT Student Wages UNDERAD %* FABCAT Undergraduate Students *unless not enrolled and rate is 7.9% FRINGE SUB< TRAVEL SUB> NO F&A DOTRAV RENTAL NO F&A FOTRAV EQUIP NO F&A OTHER COMPTR

11 Webform Role Responsibilities Originator ensures: Form is done in a timely manner Proper use of Chartfields (purpose, account, userfield) Explanation and Justification is thorough Appropriate back up is attached Purpose Code Administrator/Approver approves: Chartfields are appropriate Purpose code(s) has funds available Expense is allowable per UD/grant policies

12 Proposal Approval Summary Form COI must be up to date by award time. If they have a relevant COI, they should answer yes and write a comment when they approve the webform.

13 Proposal Approval Summary Form Continued Name the subks in the detail paper in PS so that it shows each subk over and under $25,000. For a list of required subaward documents, visit the "Proposal Checklist" link on the RO website (see No. 4).

14 Proposal Approval Summary Form Continued Note: F&A doesn t calculate on cost share in the budget detail section. It will calculate F&A on cost share in the total proposed budget section (except 3 rd Party cost share).

15 Proposal Approval Summary Form Continued Webform approvals: PI, Department Chair, any other approvers per departmental guidelines RO approvals by dollar amount*: Approvals per Research Office Policy 6-3, External Grants: *Research Office approvals (Proposed first year total): - Up to $250,000: Contract & Grant Specialist (C&G) - Up to $500,000: C&G and Assistant Director, Pre-Award Administration - $1,000,000 and above: C&G; Assistant Director, Pre- Award Administration; Associate Deputy Provost, Research Administration; and Deputy Provost for Research & Scholarship Note: Research Office Equipment Cost share approved by Associate Deputy Provost, Research Administration; and Deputy Provost for Research & Scholarship regardless of proposed first year total.

16 Preaward Request Form Use this form to request a purpose code to be established after sponsor has awarded a proposal but before the funding has been released to UD. Justification should be detailed and include an alternative purpose code that will absorb the expenses if the sponsor funding does not materialize. Not all sponsors allow preaward costs (typically defined as allowable, allocable costs incurred up to 90-days before the start date).

17 Justification for the Preaward code is required. Preaward Request Form

18 Consultant Disclosure Webform New webform as of May 2014 Use this webform when a consultant is budgeted in your award, account UD employees cannot be consultants Once a consultant webform is completed, if additional work needs to be done, a new webform should be routed for the additional work and the existing PO can be amended.

19 Consultant Disclosure Webform The address listed here is where invoices will be sent. Use this field to give Procurement additional information. Consultant info will pull from vendor table. If not listed, select not listed and manually enter the information.

20 Consultant Disclosure Webform Continued CV is required! Consultant questions are built into the form so you don t have to upload anything additional.

21 Consultant Disclosure Webform Continued If you have a consultant paid hourly and their travel isn t included in the hourly rate, make a note of this in the maximum expenditure line. (Ex: $11, $150 travel for a total of $11,646.44).

22 Consultant Disclosure Webform Continued C&G will review UDataGlance to verify if there is enough money in the project on account If you will pay the consultant from multiple projects, you can add multiple funding rows. Split should be based on work performed not where funding remains. Approvers are hard coded into the form; Deputy Provost approves for <$75,000; Provost approves for >$75,000.

23 Consultant Disclosure Webform Continued The consultant disclosure form is approved by UD, now what? Rita Lopez in the RO prints a PDF letter with a debarment statement and sends it to the consultant (electronically if possible). o See example letter Consultant signs and returns the letter to Rita. Dept., HR, and RO get a copy of the documents. Dept. should set up a PO; include Consultant Disclosure Webform Req ID # in the comments section on the webform so the PO and Consultant Webform can be easily linked. o If travel is separate from the consultant s rate of pay, you ll have two lines on the PO: 1 for travel (130000) and 1 for consulting (146000). Consultant will send invoices to the PI for approval; invoices should break out travel and consulting if being paid separately.

24 Budget Revisions move budget funds between categories Initiated by Department Administrator when PI requests or if helpful to manage the award In most cases, budget revisions are done if there is a sponsored approved budget revision or changes to budget will affect F&A Adjustment to an expense budget: o DEBIT increases budget (more revenue) o CREDIT decreases budget (less revenue) Approvers & Copies: Per department guidelines Default copy to Research office Justification include details for why the revision is being completed, indicate sponsor approval and the date it was approved

25 Equipment Activity Form Disposal and transfer of equipment Use the Equipment Activity Form if equipment is being disposed or transferred off campus (permanently or on loan). If the equipment will be permanently transferred off campus, Research Office Policy 6-8 should be followed. Webform should be initiated and completed by designated staff in each department Research Office role: determine if there are prior approval actions (with the sponsor) that need to take place before the equipment can be disposed of or transferred.

26 Equipment Activity Form

27 Request for Payment to Individual Use this form to request payment to one or more individuals for honoraria, awards, non-employee travel expenses, refunds, etc. The form can be used to pay up to twenty-five individuals for a single reason. This form may not be used to pay a University of Delaware employee.

28 Request for Payment to Individual Normally do not use this form if paying for professional fees (147900). Professional fees are typically for vendors only and should be processed on a requisition/vendor payment request form. If individual submits an invoice for payment of services, UD considers individual a vendor and it should be processed on a requisition/vendor payment request form. Research office is an approver if payment is over $5,000 and allocated to a C&G purpose Approvers & Copies: Purpose Code Administrator Add additional approvers and copies per department guidelines

29 Requisition/Vendor Payment Request Payment to vendor, create a purchase order, subawards Use this form to initiate the purchase of goods or services from sources outside the University, including subawards It can also be used to make payments to non-individuals and for any purchasing transaction that cannot be paid with a UD Purchasing Card Attach all backup documentation (quote/proposal), W-9, approvals to the webform Send original documents/invoices to Procurement

30 Requisition/Vendor Payment Request Payment to vendor, create a purchase order, subawards If purchase is $50,000 or higher needs to be sent to bid. Use the vendor look-up feature to ensure vendor isn t already in system (if address is different, send to Procurement to change in system. Timeline for processing: Approvers & Copies: Purpose Code Administrator Research office will be default approver Add additional approvers and copies per department guidelines

31 Vendor Requisition If the charge is split between two sponsored codes, RO will request justification.

32 Subaward Requisition Be sure to select the correct vendor. If there are multiples or you don t know which one to choose, call Procurement to verify. Detailed Description If the subaward is more than $25,000, split the PO into accounts (<25k) and (>25k).

33 PO Amendment Requisition Amendment description added. Keep the first $25,000 threshold in mind.

34 Subaward Invoices Departments should review the subaward invoice against the subaward checklist. Verify: Correct project ID is listed Correct account code is used ( vs ) Confirm balance matches the PO view/invoice balance Is this a final invoice? If yes, the Subrecipient Checklist is required prior to payment and invoice should be marked FINAL. NOTE: When the PI approves the invoice, he/she is certifying work is being completed as expected and in accordance with the SOW.

35 Subaward Invoices

36 Journal Vouchers move expenses, transfer funds Short Description : meaningful short description (this displays in the description in UDataGlance and PeopleSoft; unless you add a MEMO) Explanation and Justification: Detailed and thorough explanation and justification for the expense to be moved or reason for transfer. (WHO, WHAT, WHEN, WHERE, and WHY) If moving an expense, include transactional detail from PeopleSoft or UDataGlance that includes: original purpose, project id, transaction date, PeopleSoft (PS) account, amount of total transaction, include partial and amount of expenses to be moved if it is not the total transaction amount include previous webform Req ID if applicable

37 Journal Vouchers move expenses, transfer funds Attachments: attach all backup documentation, approvals, excel files that are relevant to the JV (Supports WHO, WHAT, WHEN, WHERE, and WHY) Over 90 Day JV s: complete like other JV s; there are additional questions to answer. Why was the expense originally charged to the project from which it is now being transferred? Why should the expense be transferred to the proposed receiving project? Why is the cost transfer being requested more than 90 days after the original transaction date? What steps will be taken to prevent this type of error from happening in the future?

38 Journal Vouchers move expenses, transfer funds Important things to note for completing a JV: Job Aid can be accessed via link at top of JV form If you have questions, see the Journals Documentation, or contact General Accounting at (302) Job Aid includes additional guidance for Over 90 Day JV questions Webform only requires one purpose code approver, however: Refer to your department guidelines for approvers and copies. Consider when appropriate to include other approvers Webforms are not that smart and are not programmed to catch all errors. Webform will go through even if there are errors. Don t guess if you are unsure ASK QUESTIONS!

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