WELCOME
Sponsored Programs
Policy and Procedure Updates
GRaSP Extension 2231
DDH D108
Cal. State Univ., Bakersfield Fall 2012
1
Office of Grants, Research, and
Sponsored Programs
Introductions
GRaSP Extension 2231
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Laramée Lyda-Craft
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– Chief Grants Analyst
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Vincent Oragwam
– Director of Grant Management
Operations
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Julio Blanco
– Associate Provost for Grants and
Resource Management and Planning
Post-Award Coordinators:
 Alicia Valenzuela
 Rosie Soriano
 Gwen Parnell
 Amy Young
Guest: Eva Hebebrand
- Manager of Student Financial Services
Cal. State Univ., Bakersfield Fall 2012
2
Sponsored Programs Policy Updates
Agenda
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New Requirements
Budget Revision; Participant and Unallowable Costs;
Ethics Certification
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Sponsored Programs Overview
Funding; Scope
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Project Administration
Startup; Reporting & Reconciliation; Closeout
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FUN!
Reminders and News
– Audits, Accruals, Proposals, Record Retention, Release Time
– PR Provider, Intel Property, T&E Certs, Chargebacks, CostShare Documentation, Subrecipient Monitoring, Research.Gov
Cal. State Univ., Bakersfield Fall 2012
3
Sponsored Programs Policy Updates
Program Administration Guide
Valuable Desk Reference
The PAG
Located on the Policies
and Procedures page
of the GRaSP website
www.csub.edu/grasp
Cal. State Univ., Bakersfield Fall 2012
4
Sponsored Programs Policy Updates
Budget Revision
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Budget Revision Procedure (PAG p. 25)
Implemented 8/11;
Simplified 7/12
– Know your sponsor’s requirements;
Obtain prior written approval if needed
– Bring form and backup to GRaSP
– After review and approval, GRaSP will
forward changes to Budget Department
for input into system
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CFS Budget Line Item Detail
– Salaries and Benefits (C.O. July 2012)
– Direct and Indirect Expenses
– Revenue (= Total Expenses)
Cal. State Univ., Bakersfield Fall 2012
5
Sponsored Programs Policy Updates
Cost Tracking
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(PAG p. 5)
Participant Costs Project Code (PCxxxx)
– Must be tracked separately (if required by sponsor)
– Separate budget for PC projects
– Affects cost analysis and indirect cost recovery
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Unallowable Costs
– Know your sponsor’s restrictions
– Obtain sponsor’s prior written approval for exceptions or
questionable items
– Your School/Department general fund will be
charged if unallowed expenses were paid
Cal. State Univ., Bakersfield Fall 2012
6
Sponsored Programs Policy Updates
Ethics Training Cert
NEW PROCEDURE
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Research Ethics Training Certification
National Science Foundation Requirement
– All students involved in an NSF research project must
obtain a research ethics training certification (PAG p. 3)
– PIs must know the CITI certification process and assist
students in the procedures (see GRaSP)
– PIs must provide documentation to GRaSP
Cal. State Univ., Bakersfield Fall 2012
7
Sponsored Programs Policy Updates
How Award Funding Works
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Funding Is By Reimbursement
• Money Is Not Received Upfront
• CSUB Advances Costs
• Sponsor Is Billed by CSUB
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Closeout End-Date Is Critical
• Charges Incurred After (or Near) End-Date
Are NOT Reimbursable
“Quick. Grab
• Charges Processed After Final
the money before
Reconciliation Are NOT Reimbursable
it’s too late.”
CSUB cannot bill the sponsor for reimbursement for
these; your department budget could be impacted
Cal. State Univ., Bakersfield Fall 2012
8
Campus Functions Associated
With Projects
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GRaSP
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Deans/AVPs & Staff
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General Accounting, Accounts
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Payable
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Student Financial Services:
Cashier, Accounts Receivable
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Financial Aid
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Facilities Management, Assets
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Information Technology
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Reprographics
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Food Services
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University Advancement
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Construction
Cal. State Univ., Bakersfield
Human Resources
Payroll
Budget
Procurement: Copiers,
Office Max, ProCards
Telecom
Mail Room
Safety and Risk
Police
Events
Housing
ASI
Fall 2012
9
Sponsored Programs
by the Numbers
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~75 Awards/Year (award life 2 weeks to 7 years)
$15.3M Fiscal Year; $60.9M Award Lifetime (10/11)
Awards support a variety of expenses
• Administrative, Financial Aid, Travel, etc.
• Construction Projects
• $270k Spectrometer (12/13)
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Also support >$3.5M Payroll (10/11)
• >150 Faculty; >340 Staff and Students
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>5,000 Documents Logged (10/11)
Countless Reports, Training Sessions, Status Meetings
Cal. State Univ., Bakersfield Fall 2012
10
Sponsored Programs Policy Updates
Project Startup
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Until a project Chartfield is setup (PAG p. 5), you cannot
hire employees or buy anything
To start project spending:
– A fully executed award is required; one award/one fund
– Meet with GRaSP ASAP for Chartfield setup
– Process may take several weeks
NEW PROCEDURE
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“Fast Track” if the award is not yet in house:
– Notify GRaSP immediately, alternate award notice is required
– Obtain required MOU Commitment from Dean/AVP with
alternate funding source (see GRaSP)
Cal. State Univ., Bakersfield Fall 2012
11
Sponsored Programs Policy Updates
Report Routing
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Report Preparation is PI’s Responsibility (PAG p. 36)
All Fiscal Reports Must Be Signed by Fiscal Services
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Report Routing Procedures:
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<TWO WEEKS BEFORE DUE DATE
– Submit Report Routing Sheet with backup to GRaSP
New simplified form on website
– GRaSP forwards the Report to Accounting for reconciliation
and signature of AVP of Fiscal Services
– GRaSP will call you when report is ready for you to submit
– Forward copy of submission approval to GRaSP
Cal. State Univ., Bakersfield Fall 2012
12
Sponsored Programs Policy Updates
Reporting & Reconciliation
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Accrue expenses for project year (GRaSP website)
Reconcile and Enter Fiscal Data – start early
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Run CFS reports and reconcile with your shadow system
Contact Fiscal Services for a reconciliation of expenses
Work with Fiscal Services to resolve discrepancies
Enter reconciled data into report
Gather and enter data for program outcomes
Save copies of all source data in binders or folders
– Identify and order the documents to conform to report
tables, pages, etc. so they can be followed by auditors
Cal. State Univ., Bakersfield Fall 2012
13
Sponsored Programs Policy Updates
Project Closeout
NEW PROCEDURE
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90-Day Closeout Notification
– E-mail from GRaSP addressed to PI and copied to
campus departments when closeout approaches
– PI meets with GRaSP to review closeout checklist
– Staff reassignments or terminations must be addressed
90 Days PRIOR to Project End
– PI is to follow up with GRaSP to complete the closeout
through the final report and deliverables after end date
Cal. State Univ., Bakersfield Fall 2012
14
Sponsored Programs Policy Updates
Sample Email Notification
Cal. State Univ., Bakersfield Fall 2012
15
Sponsored Programs Policy Updates
Reminders
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Audits and Site Visits (PAG Appendix A)
• Contact GRaSP immediately and coordinate with GRaSP
and Fiscal Services
• Compile backup documentation at time of
annual/progress report
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Project Accruals (GRaSP website)
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Budget for vacation accruals
Begin an accruals list one month before budget year-end
Submit unposted expenses to GRaSP with backup one
week before year end
Track accruals for actuals in following year
Cal. State Univ., Bakersfield Fall 2012
16
Sponsored Programs Policy Updates
Reminders
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Proposal Routing (PAG p. 1)
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Records Retention (PAG p. 37)
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Funding opportunities and writing assistance from Vincent
Route proposals at least two weeks before submission deadline
Awards must be signed by authorized official
Save all years of award activity per sponsor requirements
5-Year countdown begins AFTER final report or resolution
Inform GRaSP of the location
Release Time Account Codes (GRaSP website)
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Debit and credit codes are the same (July 2012)
601892 Salaries or Salaries and Benefits
603892 Benefits
Cal. State Univ., Bakersfield Fall 2012
17
Sponsored Programs Policy Updates
Other News
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New SPA Payroll Service Provider
Intel Property Patent Consulting Services
Time and Effort Certification Reports (PAG p. 38)
Chargeback Detail and Event Scheduling Software
Cost-share/Matching Documentation (PAG p. 27)
Subrecipient Monitoring Procedures (PAG p. 21)
Research.Gov
Cal. State Univ., Bakersfield Fall 2012
18
Sponsored Programs Policy Updates
Summary
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New Requirements
Sponsored Programs Overview
Project Administration
Reminders
News
Evaluation Form
GRaSP Extension 2231
Cal. State Univ., Bakersfield Fall 2012
YAY
19
THANK YOU FOR
COMING
GRaSP Ext. 2231
DDH D108
Cal. State Univ., Bakersfield Fall 2012
20