welcome re training internal awards procedure training january 2013
TRANSCRIPT
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WELCOME
Internal Awards Procedure Training
January 2013
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Introduction
Purpose of Today’s Session:
Provide overview of internal funding programs
Review new procedures for setting up and managing internal funding awards
Review responsibilities
Demonstrate several Insight Reports
Provide contact information and resources
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Internal Awards Procedures (Implemented March 2012, custom reports added recently)
Scope:
Accommodate new budget and travel guidelines
Provide a consistent method for handling internal awards Internal awards are now managed with one fund, multiple
orgs, and multiple activity codes.
Budget is transferred from the home org to the department org of the awardee with a unique activity code.
The activity code description has expiration date of the award and awardee’s name to assist with tracking.
The Offices of Sponsored Programs and the AVPR will not sign-off on any of the transactions.
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Responsibilities: Awarder (OSP/FRPB/AVPR)
Prepare Award Letter and send to awardee, with copies to director/chair and business manager
Contact Controller for activity code set-up
Forward list of awards to Approval Queue Manager in General Accounting
Upload award letter and summary reports to the Office of Sponsored Programs SharePoint site: https://shareosp.unco.edu/internalgrants/SitePages/Home.aspx. Note: Summer Support Initiative Letters are sent directly to awardees, with copies to Directors, Deans, Business Managers and Admins. These are not posted on SharePoint.
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SAMPLE ASATS LETTER
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Sample RDFD Letter
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Summer Support Initiative (SSI) Award Letter
Signed by AVPR
Summarizes grantees responsibilities for conducting the work
Reporting requirements
Includes instructions on spending funds
Fund, Org, Account Program Code (FOAPA)
Spending, monitoring, returning funds follow internal awards procedures
Frances Braafhart is POC for technical questions
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Responsibilities: Awarder
Transfer budget to department org. Activity code and activity code description will be on the budget transfer.
Periodically monitor transactions with reports
Notify Controller and Approval Queue Manager in General Accounting for extensions of expiring awards (activity code description change and extension of approval authority)
Capture unspent funds from expired awards
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Responsibilities: Awardee, Business Mgr, Dir/Chair, Admin
Awardee follows approved budget. Any budget revisions must be approved in advance by awarder.
Business Manager ensures standard approval queue has been set up for fund, org combination (Use Insight report FIN047 -Approvers by Fund Orgn to verify approval queue). See handout in packet.
Approval Queue Manager will update AQ by adding project directors for Provost, NPP and SSI awards. ASATS AQ are different.
Approvers by F/O approve expenditures according to the approved budget
Business Manager/Admin use activity code on ALL transactions
Business Manager/Admin process travel and expense documents as needed
Business Manager/Admin reallocate any One-Card transactions to proper fund, org, and activity code on a monthly basis
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Responsibilities: Awardee, Business Mgr, Dir/Chair, Admin
Awardee/Business Manager/Admin
Monitor transactions monthly with reports, ensuring no over-expenditures or missed activity codes
Insight – Business Manager View and University View
Correct any over-expenditures or missed activity codes by making appropriate transfers or adjustments within one month and by fiscal year end
Ensure ALL transactions are recorded against Fund/Org/Activity Code/Program before Expiration Date Activity Code Description, ASATS, 04-13 Aske David
Activity Code Description, Provost, 01-15 Barton Karen
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DID YOU
KNOW
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Changes & Issues
Changes:
OSP AND AVPR no longer have approval queue authority
While awardee is responsible for approved budget, Business Managers & Admins who process expenses MUST ensure transactions are correct and within budget both monthly, as well as year end
Funds will be recaptured upon expiration date
Issues:
Application comes over without org code
Expenses are put through without Activity Code or using an incorrect FOAP
Overspending the award amount
Not spending any of the award amount
It is critical that any posting errors are corrected prior to fiscal year end
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Responsibilities: Finance Department
Post any remaining budget carry forward by fund, org and activity code (if applicable)
De-activate expiring activity codes one year after expired
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Activity Code StructureFund **Home Org Award Type Activity
Code Series
Description Example
10300 34326 FRPB-NPP QNxxx e.g. QN00105-13 Awardee Name
10414 30180 Provost Prof Dev Research QRxxx
10414 30180 Provost Prof Dev Travel QTxxx
10416 34310 AVPR Research Initiatives QGxxx
11308 34310 SSI (Summer Support Initiative) QSxxx
11308 34310 AVPR Miscellaneous QMxxx
11320 34310 OSP Miscellaneous QPxxx
11330 34321 ASATS Travel QAxxx
Activity Code : First 2 characters ID the type of award (e.g. QN, QR etc.)Description : First 6 characters as expiration date of the award: MM-YY (space) Note: YY refers to the calendar year, not the fiscal year of the expiration dateRemaining characters - awardee name (last name (space) first name)
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Contact Information
FRPB & ProvostProvost Travel Awards (PAT) Sherry May, [email protected],
970.351.1910
Michele Schwietz, [email protected], 970.351.2161
Provost Research, Dissemination and Faculty Development (RDFD) Sherry May, [email protected],
970.351.1910
Michele Schwietz, [email protected], 970.351.2161
FRPB New Project Proposals (NPP) Sherry May, [email protected],
970.351.1910
Michele Schwietz, [email protected], 970.351.2161
SSI, ASATS, AQSummer Support Initiative (SSI)
Stephanie Kontour, [email protected], 970.351.1833
Michele Schwietz, [email protected], 970.351.2161
Annual Scholarly Activity Travel Support (ASATS)
Michele Schwietz, [email protected], 970.351.2161
Sherry May, [email protected], 970.351.1910
Approval Queue Questions (AQ)
Michelle Rettmer, [email protected], 970.351.1826
Budget Analyst for OSP And AVPRo Peg Morgan, [email protected], 970.351.2894