“spear” w orkshop o ctober 19 & 30, 2015 financial management of your project
TRANSCRIPT
“SPEAR”WORKSHOP
OCTOBER 19 & 30, 2015
FINANCIAL MANAGEMENT OF
YOUR PROJECT
Financial Management
Spending Funds
Monthly Reconciliation
Allowable Expenditures
myFSU Tools
Financial Management
Direct Benefit to Sponsored Award
Personnel Costs Encumbered– HR/Payroll
Non Personnel Costs Purchasing Accounts Payable
Non-Duty Stipends Research Participant
Payments Travel/Expense Reports
Journal Entries/ DOL – General Accounting
Interdepartmental Requisitions
Graduate Waivers – Graduate studies
Spending Funds
SRA Transaction Review
ALL > $1000
Personnel appointments pPaf, ePaf, Rdff
Stipend requests Journal entries/ DOLInterdepartmental
requisitions IDRAuxiliary ChargesSubcontracts/
Subcontract invoices
Requisitions Expense Reports Payment requests
Compliance Evaluation Criteria
Chartfield Information- Commitment Control-> Review Budget Activities-> Budgets Overview
Dept ID, Fund Code, Project Number Available Balance Commitment Control-> Review Budget Activities-> Budgets Overview
Direct Cost Funds available for Expense by budget category line item Appropriate for nature of expense
Authorized Signature- Project Costing->Project Definitions->Team
Sponsored Project Manager or PI Co PI – PI must authorize expenditure approval
Performance Period-Project Costing->Project Definitions->Status
Goods or Services received and consumed within Dates of Award period Account code/ Job Code http://
controller.vpfa.fsu.edu/Accounting-Property-Services/General-Ledger-Account-Lists
Allowable- Grants- Awards-> Award Profile (Terms Tab)
Terms and Conditions support expense Reasonable and Necessary Allocable – amount charged benefited project proportionally
Regulatory Pyramid
Grant or Contract Terms &
Conditions
FSU Policies and Procedures
Sponsor Specific Policies EX: NSF 2 month rule, NIH Salary Cap
Federal Policies Ex: Uniform Guidance , OMB Circulars (A-110, A-21, A-113) FAR Clauses
Guideline Information
• Grants: OMB Circulars, Uniform Guidance • Contracts: FAR520• Same as 520• Combined with 530523• Same as 520• Terms and Conditions of Award524
• Terms and Conditions of Award• Florida Statutes • FL Auditor General Guidelines530• Terms and Conditions of Award540
myFSU Tools
Award ProfileProject Project ActivityProject CostingBudgets OverviewmyFSU BI
Award Profile- Award Tab
Award Profile
Navigation Grants-> Awards-> Award Profile
Information on Award Tab Agency Reference/ Award Number Title of Award PI’s Name Sponsor Name Award Dates Projects associated with award
Award Profile- Funding Tab
Funding Tab
Award Profile- Funding Tab Modifications processed on award Budget Posting Status = Posted
Available in Commitment Control
Award Profile- Certifications
Certifications
Information on Certification Tab Waiver Codes
Wav 1 a. Contract/ Grant will pay matriculation fee for graduate student and out of state tuition for engineering
majors• Matriculation charges follows appointment
b. No qualifying graduate students proposed. (NOTE: This account will be coded to the effect that matriculation fees/tuition waivers will be direct charged in the event qualifying graduate students are appointed at a later date.); OR
c. Sponsor does not allow payment of graduate assistant salaries; therefore, there will be no matriculation fee liability.
Wav 2 Matriculation charges covered by College/ School Waiver Allocation
Wav 3 Department will need to submit departmental Billing form to SRA Coordinator with alternate funding source
Wav 4 Contract/Grant will pay only the matriculation fee for graduate assistants, even if, engineering majors are
involved in this project.• Matriculation charges follows appointment
Human Subjects Animal Care Indirect Cost Waiver
Award Profile- Terms
Terms
Terms Information Tab List the terms and conditions
that are associated with sponsored award Prior approval/ Requires
approval Sponsor approval needed
Award Profile- Milestone
Milestones
Milestone Information Tab Technical Reports
Milestone Type TECRP Financial Reports
Milestone Type FINRP Progress Reports
Milestone Type PRGRP Due Date
Date due to Agency
Award Profile- Attributes
Attributes
Attributes Information Tab Equipment Title
Who retains ownership of property- Government, Sponsor or FSU Program Income Project Small Business Innovation & Small Business Technology
Joint ventures between small businesses and FSU Uniform Guidance
Federal/Federal Flow thru grants issued after 12/26/2014 unless otherwise specified in award document
Portion of funding increases issued after 12/26/2014
Project - General Information Tab
Project
General Information Tab Project Status
Hold Project setup is not complete New Project Not Open Award Budget Period starts in
the future Open Current date is within Award Budget Period Completed Current date is outside award budget
period Semi closed Final financial report submitted to agency Closed Sponsored Award is financially closed
Project - Attachments
F&A Rates
F&A Rates Tab
Navigation Grants-> Awards-> Project Activity FA Rates Tab
F&A Rate Info Facilities Admin Rate
Location and Purpose of Award Institution
FA Base & Rate approved by cognizant agency Sponsor
FA Base & Rate approved by sponsor Funded
FA Base & Rate that will be burdened by sponsored award
Project Team
Project Team
Navigation Project Costing-> Project Definitions-> Team
Roles Expenditure Approval Authority
PI Sponsored Project Manager Co-PI (only if ePro Req box is checked)
Project Manager Approver for Travel Expenditures
ePro Req If box checked, transactions will route to worklist for approval
Project Dates
Project Dates
Navigation Project Costing-> Project Definitions-> Status
Status and Effective Dates Status = H (Hold) Defaults when the award is generated Status = N (New Project Not Open) The O Effective date is in the future Status = O (Open) Effective Date is award start date or allowable spend date Status = E (Completed) Effective Date = project budget period end date
Departments cannot create new transactions against the project. Payments against encumbrances will process.
Status = S (Semi closed) Effective Date = date that SRA has generated a final invoice to the agency Only certain transactions can be processed at this point and only SRA staff has
authority. Status = C (Closed) Effective Date = date that SRA has cleared all closing items
No transactions should occur against the project at this point
Budgets Overview
Project ledgers KKGMPAR (Total Budget) KKGMCHD (Direct/Indirect/Cost
Share)- Use this for KK info
Direct Cost- Cost readily identified to Sponsored Award Principle Investigator Salary
Indirect/ F&A Cost- Not directly identifiable to an Sponsored award Administrative/ Clerical Salary OMB A-
21
Parent
Direct Child700001
Indirect Child780300
Cost Share Child
700001
Budgets Overview
Budgets Overview
Budgets Overview
Cost Share Ex.
Expenditures that aren’t Encumbered
P-Card Charges
ElectricityOne-Time Pays
Journal Entries/ DOL
Interdepartmental Requisitions
Telecommunications
PostalFed ExAuxiliary ChargesTuition/ Matriculation FeeWorker’s CompensationC&G Terminal LeaveIndirect Cost
myFSU OBI
myFSU OBI Department Ledger Summary
Reconcile expenditures monthly Transaction Detail Expense Data Mining
Review Process Allowability Allocation of expenditures Posted to correct chartfield
Review Department, Fund, Project, Account Code
Overbudget Rebudgeting
Departmental Ledger
741101 Office Supplies
Is this coded correctly?
Has a CAS form been submitted?
Should this be charged to another funding source?
Transaction Details
Expense Data Mining
HR Encumbrances
HR- GL Detail
Appointment Information
Award Information
Appointment for Andrea Awesome
Job Code M9184 Graduate Teaching Assistant
Appointment Dates 11/01/2015-12/14/2015
Period Amount $1,173.30Funding Details: 094004-
520-039086Approved By: Amazing
Durham
Research GrantAward Period:10/31/2014-
11/30/2015Available Balance:
$1,500.00Chartfield Information:
094004-520-039089Wav Code 1Amazing Durham is the
SPDEPTACT
Personnel Example
Requisition Information Award Information
Quote# 125689-Plutonium Powered DeLorean
Amount:$32,250.00Due Date: 12/30/2015Funding Details:
014004-523-036725Approved By: Dr.
Emmett Brown
Research Grant Title: Time travel using Plutonium Powered DeLorean
Award Period: 09/01/2014-03/31/2016
Available Balance:$1,251,158.03 Chartfield Information: 014004-
523-036725 Dr. Emmett Brown is the PI Budget Justification: Plutonium
Powered DeLoreon needed to test and study the vulnerabilities of time travel
Requisition Example
