Office for Sponsored Programs
FISCAL MANAGER TRAINING
February 2010
OBJECTIVES
Create a better understanding of:
 Proposal budget development
 Required approvals
 Award administration
 Allowable costs and documentation
 Sponsor Regulations and BC Policies
 Grant Management Resources
OBJECTIVES

By the end of this session, you will be able
to:

Identify efficiencies in managing grant budgets

Identify “red flags” and problem transactions

Explain the importance of following Federal
regulations and BC policies
Funding Actions/Expenditures –
Five Year Comparison
Funding Actions increased 54% since FY05
Expenditures increased 40% since FY05
$60
Millions
$55
$50
$45
$40
$35
FY05
FY06
FY07
FY08
FY09
Funding Actions
$38,020
$44,357
$45,167
$48,171
$58,506
Expenditures
$35,808
$38,731
$43,251
$46,704
$50,297
OSP Team Structure
Fred Cromp
Associate Director
Financial Administration
and Compliance
Susan Hoban
Assistant Director
Jean Kane
Assistant Director
Proposal, Award and
Financial Management
Proposal, Award and
Financial Management
Joanne Scibilia
Director
Joanne Bryson
Administrative
Assistant
Sandra Baynes
Anna Dore
Assistant Director
Andrea Morris
Assistant Director
Proposal, Award and
Financial Management
Proposal, Award and
Financial Management
OSP Information
Systems Administrator
Daniel Terminello
Sheila Freedman
Assistant Director
Susan Comeau
Assistant Director
Proposal, Award and
Financial Management
Proposal, Award and
Financial Management
Diane Fabrizio
Assistant Director
Proposal, Award and
Financial Management
OSP Information
Systems Analyst
Shared Research Responsibilities

Responsibilities for managing sponsored
programs are shared among:
 Principal Investigators
 Department Staff
 OSP
 Vice Provost for Research, Deans and
Department Chairs
Lifecycle of a Grant
Idea
Funding
Opportunities
?
Management &
Administration
Proposal
Application
BC Approval
Decline
Submission
Award
Compliance
Re-Budgeting
Expenditures
Time & Effort
Invoicing
Closeout
Lifecycle of a Grant
Idea
Funding
Opportunities
?
Management &
Administration
Proposal
Application
BC Approval
Decline
Submission
Award
Compliance
Re-Budgeting
Expenditures
Time & Effort
Invoicing
Closeout
Guidelines

Federal Regulations
OMB Circular A-21, Cost Principles for Educational
Institutions
OMB Circular A-110 Uniform Administrative Requirements
for Grants and other Agreements with Institutions of Higher
Education, Hospitals and other Non-Profit Organizations
OMB Circular A-133, Audits of States, Local Governments,
and Non-Profit Organizations
Proposal
Guidelines

Boston College Policies and Procedures

OSP guidance

Sponsor Guidelines
Proposal
Proposed Budget



Realistic estimate of anticipated expenditures
required for the project
Budget period may cross BC fiscal years
Key elements


Direct Costs (salaries, fringe benefits, travel, etc.)
Indirect Costs (F&A - Facilities and
Administrative)
Proposal
Proposed Budget

Needs of the project must be considered carefully
and in advance

Costs must be in accordance with:
(1) sponsor guidelines
(2) Boston College policies

Costs must be justified:
(1) how determined
(2) why essential
Proposal
Cost Sharing
Mandatory:
 Required contributions on the part of the University
 Explicitly stated in the sponsor's program announcement
 Identified and/or incorporated by reference in the sponsored
project award document.
Voluntary becomes Mandatory when:
 Identified in the proposal
 Exceeds the sponsor's stated requirements AND
 Incorporated by reference in the sponsored project award
document
Proposal
Cost Sharing
Example:
Sponsor requires a 1:1 match and total budget
may not exceed $100,000.
 50% from sponsor; 50% cost sharing from BC
 BC cost share may include salary, fringe
benefits, equipment, related F&A, etc.
 Source of BC cost share must be identified
and approved in advance

Cost Sharing Approval Flowchart
BC Approval
Proposal Transmittal Form
 Purpose
 Identify
- proposed cost sharing
- faculty buyout
- space requirements
- sub-recipients




Obtain necessary internal approvals (Page 3 of PTF)
Allow departments/schools to maintain proposal data
Maintain database of submitted proposals with OSP
Submit to OSP five (5) days in advance
BC Approval
Lifecycle of a Grant
Idea
Funding
Opportunities
?
Management &
Administration
Proposal
Application
BC Approval
Decline
Submission
Award
Compliance
Re-Budgeting
Expenditures
Time & Effort
Invoicing
Closeout
Award
Negotiations may be required
(could take from 1 to 30 days)
Pre-award costs may be
allowed
OSP keeps PI informed
OSP Receives Award
OSP
notifies PI
OSP Reviews Award
OSP Signs Award
OSP logs
award for
budget setup
Set up can take
1 to 5 days
from log in date.
OSP Sets Up Budget
OSP Sends Notification
Budget access available
OSP notifies PI,
department
administrator, etc.
Award
Award Guidelines

Federal Regulations



OMB Circular A-21, Cost Principles for Educational
Institutions
OMB Circular A-110, Uniform Administrative
Requirements for Grants and other Agreements with
Institutions of Higher Education, Hospitals and other
Non-Profit Organizations
OMB Circular A-133, Audits of States, Local
Governments, and Non-Profit Organizations
Award
Award Guidelines



Boston College Policies and Procedures
OSP guidance
Sponsor Guidelines




Terms and Conditions
Approved budget
Budget period
Restrictions
Award
Re-Budgeting

Definition


Transfer of funds from one budget category or
account code to another
Restrictions



Sponsor requirements
OMB Circular A-21
Prior approval, Expanded Authorities
Re-Budgeting
Re-Budgeting

Process

Email request to OSP





Project ID, account codes, and amount of transfer
Brief justification
Sponsor approval, if required
OR, OSP budget transfer form
Tips


Think ahead
Consider allocations
Re-Budgeting
Allowable Costs and Documentation





Reasonable
Allocable
Allowable
Timely
Consistent





Original, itemized receipts
or invoices
Purpose of expenditure
(benefit to the project)
Appropriate signatures
Date
Document exceptions
Expenditures
Service Agreements

For consultant or professional services


Less than $5,000



Approved in sponsored project budget
Standard Service Agreement
Non-negotiable
$5,000 or greater


University bid process
Procurement Services
Expenditures
Faculty Buyouts


For faculty work during the academic year
1/6th Rule

Faculty contract = 6 units




Teaching, service, research
Minimum course buyout = 1 unit
Approval at proposal stage
Tips


Department standards
Coordinate ECR with Provost’s Office
Expenditures
Faculty Buyouts


Example
Dr. X

Academic Year Salary = $90,000


1 course = 1/6 or 16.67% = $15,000
What if . . .



Proposal requires 25% time commitment?
Team teaches with Dr. Y?
Administrative faculty?
Expenditures
Summer Salary


For faculty work during June, July and August
Monthly rate calculation



1/9 of academic salary
Previous academic year’s salary
Tips



“Job 2”, New Hire
Coordinate ECR with Provost’s Office
Sponsor restrictions
Expenditures
Time & Effort Certification


Required under Federal regulations
Quarterly review of salary charges and effort



Principal Investigator or responsible official
Significant changes
Tips


Payroll distribution vs. percent effort
Timeliness
Time & Effort
Time & Effort Certification

Example – Dr. X



Proposed 1 course buyout, 1 month summer salary
($15,000 buyout, $10,000 summer)
Monthly pay rate = $7,500 ($90,000/12)
Buyout



Monthly buyout rate = $1,667 ($15,000/9)
Effort ≈ 17% (1/6), Payroll Percent ≈ 22% ($1,667/$7,500)
Summer

Effort = 100%, Payroll Percent ≈ 57% ($10,000/$17,500)
Time & Effort
Lifecycle of a Grant
Idea
Funding
Opportunities
?
Management &
Administration
Proposal
Application
BC Approval
Decline
Submission
Award
Compliance
Re-Budgeting
Expenditures
Time & Effort
Invoicing
Closeout
RED FLAGS

Frequent problem areas

Subject to extra testing during Audits

Could result in cost disallowance

Requires careful review by departments
Red Flags
Travel




Especially foreign travel on federal projects

Must use US flag air carrier

Must document currency conversion rate
Alcohol and entertainment costs unallowable
Travel Advances, must check budget and chart string
Use correct account codes

68901 Travel Consulting, non BC employees foreign and domestic

68902 Travel Domestic, all BC employees traveling in the US

68903 Travel Foreign, all BC employees traveling outside of the US
Is this allowable?
Dr. Yes has an NSF grant which is funding an
international conference in Ireland. Scientists
from all over the world have been invited to
participate and their travel will be reimbursed
by the NSF grant. One of the participants
used Aer Lingus to fly from Boston because it
was cheaper and more convenient.
Red Flags
Equipment





Must be approved by funding agency
Special purpose equipment is allowable
Examples include: research, scientific, and medical equipment.
General purpose equipment is unallowable
Examples include: office equipment, furniture, IT equipment and
systems, printing equipment
Supplies




Research and scientific supplies are allowable
Examples include chemicals and lab supplies
General purpose supplies are unallowable
Examples include paper, pens, pencils
Are any of these allowable?



Dr. X just received funding to do field work in
Alaska. He would like to charge the following to his
new award:
Laptop computer to take with him to do field work.
A bookcase to match his desk for his office at
Boston College.
A cell phone (and related plans) so he can keep in
touch with his project staff back at his institution.
What should you do?
Professor Jones would like to purchase a
piece of equipment that he feels will greatly
benefit his project. However, this item is not
in his approved budget.
What should you do?
Professor Smith is currently the Principal
Investigator for several federal grants. He
wants to evenly charge his lab supplies across
all of his grants.
Red Flags
Consultants

Things to consider






Process


IRS Guidelines
Is the nature of the work performed unique
Is the individual and work controlled
Is the work performed for a sustained period of time
Guidance provided by HR.
Service Agreement found on OSP website
Use correct account code

68390 required account code for all consultants
What should you do?
One of your PIs comes to you and gives you
an invoice payable to a relative for some data
entry work performed during the semester
break.
Red Flags

Cost Transfers

Purpose




Reallocate misapplied charges
Remove unallowable expenses
Correct clerical errors
Process



Cost Transfer Form
Justification, documentation
90 days
What should you do?
Upon reviewing his expenditures for the prior
month, Professor Jones noticed that some lab
supplies had been charged to his NSF budget
that should have been charged to his NIH
budget.
What should you do?
Professor Jones has overspent the approved
budget on his NSF grant. What should be
done to correct the negative balance?
Grant Management
Resources
List of Queries
QUERIES
Query Name
BC_GM_BUD_ACCTD_GRANTS
Navigation
Description
When to Use
■ Reporting Tools
► Query
► Query Viewer
BC_GM_BUD_ACCTD_GRANTS
▪ Provides a high level view
of all accounts in your
project in Commitment
Control
▪ Can download and
analyze in Excel
▪ Real-time
▪ To verify balance
available before
processing transactions
(expense reports, reqs,
vouchers, payroll)
▪ Provides you a list of all
projects that you are a
team member of.
▪ Provides a view of
overall budget of your
projects from Project
Resources
▪ Can download and
analyze in Excel
▪ To view all projects
you’re a team member
of.
▪ To view other grant
specific information such
as account status,
sponsor name, PI and
project type
Note: Must enter chartfield strings
BC_GM_PROJ_SUMMARY
■ Reporting Tools
► Query
► Query Viewer
BC_GM_PROJ_SUMMARY
List of Queries (Cont.)
QUERIES
Query Name
BC_GM_PROJ_ACCT_SUMMARY
Navigation
■ Reporting Tools
► Query
► Query Viewer
BC_GM_PROJ_ACCT_SUMMARY
Note: Must Enter Business Unit & Project ID
BC_PO_GRANTS_REQ_PROMPT
■ Reporting Tools
► Query
► Query Viewer
BC_PO_GRANTS_REQ_PROMPT
Note: Must Enter Req ID
BC_PO_GRANTS_PO_PROMPT
■ Reporting Tools
► Query
► Query Viewer
BC_PO_GRANTS_PO_PROMPT
Note: Must Enter PO ID
Description
When to Use
▪ Provides a high level
view of parent accounts
in your project from
Project Resources
▪ Can download and
analyze in Excel
▪ To view other grant
specific information
such as account
status, sponsor
name, PI and
project type
▪ Shows Req ID, Req
Date, Req Status,
Budget Status,
Requester,
Project/Grant, Amount
and other information.
▪ Can download and
analyze in Excel
▪ To look up status
of Req
▪ Shows PO ID, PO Date,
Entered by, Entered
On, PO Status,
Project/Grant, Amount
and other information.
▪ Can download and
analyze in Excel
▪ To look up status
of PO
List of Queries (Cont.)
QUERIES
Query Name
BC_AP_GRANTS_VCHRS_BY_PROMPT
Navigation
■ Reporting Tools
► Query
► Query Viewer
BC_AP_GRANTS_VCHRS_BY_PROMPT
Note: Must Enter Voucher ID
BC_EX_GRANTS_EXP_RPTS_PROMPT
■ Reporting Tools
► Query
► Query Viewer
BC_EX_GRANTS_EXP_RPTS_PROMPT
Note: Must Enter Expense Report ID
Description
When to Use
▪ Shows Voucher ID,
Invoice Number,
Invoice Date,
Budget Status, WF
Audit, Project/Grant,
Total Amount and
other information.
▪ Can download and
analyze in Excel
▪ To look up status of
Voucher
▪ Shows Report ID,
Entered by, Creation
Date, Status, Budget
Status, Payee,
Project/Grant, Total
Amount and other
information.
▪ Can download and
analyze in Excel
▪ To look up status of
Expense Report
List of Reports
ON-LINE REPORTS
Report Name
Description
Navigation
ACR Grant
▪ Summary by account from Project
Resources
▪ Enter Project ID and Date To
▪ Select Unix for the Server
▪ Ad Hoc
BC Reports
► Projects and Grants
► ACR for Project/Grants
TDR Grant
▪ Detailed transactions by account from
Project Resources
▪ Select NT for the Server
▪ Enter Project ID, From and To Dates
▪ Ad Hoc
BC Reports
► Projects and Grants
► TDR for Project/Grants
Grant Balance Available
Summary
▪ Shows available budget with subtotals
and totals
▪ Ran from KK – (Commitment Control)
▪ Select NT for the Server
▪ Enter Project ID
▪ Ad Hoc
BC Reports
► Projects and Grants
► Grant Balance Summary Report
List of Reports (Cont.)
REPORTS
Report Name
Description
Navigation
ACR Grant
▪
▪
▪
▪
Electronic version of end of month reports
Summary by account from Project Resources
Can download to PDF
Monthly
https://myreports.bc.edu
TDR Grant
▪ Electronic version of end of month reports
▪ Detailed transactions by account from Project
Resources
▪ Can download to PDF
▪ Monthly
https://myreports.bc.edu
Time and Effort Report
▪ Reflects all labor charges for employees paid from
grants
▪ Quarterly
OSP emails the Time and
Effort reports for
certification.
List of Reports (Cont.)
REPORTS
Report Name
Description
Navigation
Grant Cost Sharing Status
Summary
▪
▪
▪
▪
▪
Summary to date of Total Costs
Provides % of Cost Sharing Obligation Met
Enter Project ID
Select NT for the Server
Ad Hoc
BC Reports
► Projects and Grants
► Grants Cost Sharing
Status Rpt
Grant Cost Sharing Salary
Summary
▪
▪
▪
▪
Summary to date of employees paid on Fund 120
Enter Project ID
Select NT for the Server
Ad Hoc
BC Reports
► Projects and Grants
► Grants Cost
Sharing Salary Summ
Inquiries
INQUIRIES
Report Name
Description
Navigation
TDI
▪ TDI allows you to view transactions by budget
on one page. This data is as of previous day
and is refreshed nightly at 6:00 p.m.
▪ Can download to Excel
▪ Ad hoc
BC Reports
► Commitment Control
► TDI – PG
Commitment Control
▪ Allows you to view budget information such as
available balance, pre-encumbrance and
encumbrance. You can also drill into the
budget, pre-encumbrance and encumbrance
to get transaction information.
▪ Can download to Excel
▪ Ad hoc
Commitment Control
►Review Budget Activities
►Budget Inquiry
► Budget Details
Other Resources
Office for Sponsored Programs:
http://www.bc.edu/research/osp.html
Frequently Asked Questions:
http://www.bc.edu/research/osp/faqs.html
Federal Regulations (OMB A-21, A-110, A-133):
http://www.bc.edu/research/osp/govreg.html
Financial Oversight of Sponsored Projects:
http://www.bc.edu/research/osp/assistdoc.html
Boston College Research and Project Policy:
http://www.bc.edu/research/osp/policies/principles.html
CONCLUSION
Create a better understanding of:
 Proposal budget development
 Required approvals
 Award administration
 Allowable costs and documentation
 Sponsor Regulations and BC Policies
 Grant Management Resources