OFFICE OF THE CONTROLLER
TRAINING PRESENTATION
UPDATED JUNE 10, 2011
1
Have an introduction to the SPM System and
recognize its relationship to FRS/DMAS
screens
Identify what SPM access allows users to do
Recognize Sponsored Account Attributes
Access and use the FRS 601 SPM level screens
Recognize when to use Sponsored Programs
screens while in the DMAS/FRS systems
Use the Payment/Invoicing Screens
Review FAQ’s about Award Reimbursement
Method, Cost Share, Guarantee Data,
Reconciliation
2
Additional Information Provided by System Access to
3
PRINCIPAL INVESTIGATOR (PI) RECONCILES ACCOUNT BALANCE &
DETAIL ON A MONTHLY BASIS
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EMPLOYEES ASSIGNED THE FOLLOWING:
Responsibility for
monitoring, reconciling
and reporting for
Sponsored proposals
Awards
Award budget period
Sponsored accounts
Billing and payments
4
Why would an
FRS/DMAS user
with access to
Sponsored
accounts need
SPM access
too?
• DMAS access allows viewing account
information and Sponsored Award
image only (not Proposal image)
• SPM allows users to view financial and
other type information for sponsored
proposals/awards on-line
• On an award or budget period basis
• On a project year basis
• Helpful for multiple year awards
• Access to Sponsored Award Menu
screen on DMAS and additional screens
in SPM 601 Menu (not on DMAS) may
be needed to manage awards
• Helpful for multiple sub-accounts
5
SCREENS USED FOR SPONSORED ACCOUNTS/AWARDS
6
7
DMAS ACCOUNT MENU
HELPFUL SCREENS (REPORTS)
FOR SPONSORED INFORMATION
Account Summary
Open Commitments
Account Attributes
Account Transactions by Month
Revenue and Expense Summary
Sponsored Accounts Summarized by Sponsored Budget Categories
Sponsored Award Images
8
Sponsor
Proposal
Award
Award Year
Account Number
9
Award
Summary
Accounts for
an Award
Proposal
Information
10
DMAS FAQ – ACCOUNT SUMMARY
QUESTION:
Why is the Sponsored
Account budget total
on a particular subobject not the same
amount on the Award
Summary and Account
History Detail?
•ANSWER:
•Sponsored accounts are project
accounts.
• The Account Summary contains project
to date information while the Detail is by
fiscal year.
• Go to prior fiscal years to find the
remainder of the project to date balance.
11
DMAS FAQ – FUNDS RECEIVED
QUESTION:
How can I
track funds
received in
Clinical Trials?
• Start with Account Summary for (6)
Sponsored Account
• Click on Associated GL (03) account
• Click on sub-object 1322 to get the
Account History Detail screen which
contains the amounts collected for
the fiscal year
• Also available on Sponsored Billing
Menu – Browse Award Payments
12
SCREENS USED FOR SPONSORED ACCOUNT/AWARDS
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SCREEN:
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SPONSOR INQ/MAINTENANCE
604 AGENCY PROFILE
605 SPONSOR PROFILE
606 SPONSOR NAME LIST
608 LOC DRAWDOWN REQUEST
609 LOC DRAWDOWN HISTORY
PROPOSAL INQ/MAINTENANCE
610 PROPOSAL TRANSMITTAL
611 PRINCIPAL INVESTIGTRS
612 BUDGET SUMMARY
613 PROPOSAL CHECKLIST
615 LIST PROPOSALS
619 P.I. NAME LIST
SYSTEM CONTROLS
657 BROWSE BDG RANGE CODE
658 UPDATE BDG RANGE CODE
691 CONTROL RECORD
692 IDC-BASE UPDATE
695 IDC-BASE LIST
696 STD EXCLUSIONS
AWARD SETUP
620 AWARD MAINTENANCE
621 PRINCIPAL INVESTIGTRS
622 REIMBRSMT & REPORTING
623 CONTACT INFORMATION
624 SUB-CONTRACTS
640 RECORD AUTHORIZED AMT
AWARD INQ/MAINTENANCE
625 COST SHARING
629 INCREMNTL FUNDING INQ
630 LIST AWARDS
631 AWARD STATUS
632 AWARD DETAIL
633 SUB-CONTRACT LIST
643 UNASSIGNED BUDGET DET
670 AWARD FUND BALANCE
674 AWD/DOCUMENT ACTIVITY
693 IDC BASE FOR AN AWARD
BUDGET PREPARATION
642 BUDGET CREATE/REVISE
ACCOUNT INQ/MAINTENANCE
626 ACCOUNT TRANSFER
650 SPONSORED ACCT CREATE
652 SPONSORED ACCT UPDATE
654 ADJUSTING ENTRIES
656 ADJUSTED ACCT BALANCE
694 IDC BASE FOR AN ACCT
MESSAGE PROCESSING
660 ADD MESSAGE
661 MESSAGE INQUIRY
RECONCILIATION
663 ACCOUNT SUMMARY
664 TRANSACTION SCREEN
665 CORRECTION SCREEN
667 ENCUMBRANCE SCREEN
668 INDIRECT COST SCREEN
669 AWARD SUMMARY
14
Multiple
Budget Year
Awards
Single Budget
Year Award
with Single
Account
Single Budget
Year award
with Multiple
Accounts
15
•FRS screen 019 totals will = DMAS Award Summary BBA
If only one simple
account is involved:
•Award N000140610670 for Account 66264X (incremental
funding) in this example
Single Budget Year
Award with Multiple • Award C0QJW-R3 for Account 66464M
(Sub) Accounts:
Multiple Budget
Year AwardsMultiple Accounts
• Award 1U01AI069451 for Account 66639C
• Different accounts year to year
• Screen 674 is useful to see various years
16
FRS Screen 605
Sponsor Profile
FRS Screen 606
Sponsor Name List
DMAS Account
Attributes
• Sponsor Number
• Sponsor Name
• Sponsor Classification
• Dept, Division, Sub-Division
•Displays a list of sponsors available
•Enter the first initial (CAPITAL LETTERS) of the sponsor name
•System will display all sponsors available under that letter
•If you don’t know the Sponsor Number but know the Account Number
•Click Sponsor Attributes at the top of Account Attribute page from the
Account Menu option
•Sponsor # is first attribute displayed
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606 SPONSOR NAME LIST
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SCREEN:
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LINE
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2
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6
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ENTER NAME:
ENTER LINE:
CO
NEXT SCREEN: 001
SP NBR CLASS SPONSOR NAME
001916 OTH COALESCENT SURGICAL INC
002835 OTH COAXIA
001343 OTH COCA-COLA FND
002095 OTH COCHLEAR AMERICAS
003203 OTH CODMAN & SHURTLEFF, INC
001582 OTH COGNETIX INC
002354 OTH COLEY PHARMACEUTICAL GROUP INC
000656 OTH COLGATE PALMOLIVE CO
000450 OTH COLLAGEN CORP
001162 OTH COLLAGENESIS INC
000975 OTH COLLAGENEX INC
001353 OTH COLLEGE ASSISTANCE PROGRAM
000451 OTH COLLIER ENTERPRISES
001937 OTH COLOPLAST A/S
001860 OTH COLORADO STATE UNIV
18
Fiscal year digits
found in proposal #
For example:
M0900541
C0800052
Record that PreAward office
creates
In FRS screen 610
Award cannot be
opened without a
Proposal
INFO ED
nightly download
of data to proposal
record in SPM
19
Same general concepts of non-6
accounts but with additional
attributes
Unique Master Account Indicator
Award year start and end date
Budget Start Date/End Date
Sponsor number
Reimbursement Method
20
SL account number starts with a 6 and includes Budget, Actual and
Encumbrance transactions
Associated GL account number starts with an 03 and this is where you
will find payments received
Account Attributes include Award # and Master and Sub accounts
Project accounts like (6) accounts carry the balances from year to year
until the end of the project (AWARD)
Sponsored Accounts are frozen 3 months after the account end date
21
SPM – Sponsored
Program Budget
PR 002, PR 003,
PR 004 –
Sponsored
Rec./Rev
Last 3 letters are
tied to Sponsored
employee
Aurora Candelaria
is the contact
person on the FRS
Batch Ref List
PR 020 –
Sponsored Cost
Share Entry
Aurora Candelaria
is the contact
person on the FRS
Batch Ref List
Individual ID’s
belonging to
Sponsored
Programs staff
MZQ (Marcia
Quinta)
BYP (Belkis
Puerto)
22
There could be only one Budget
Period even though Award may
be for multiple years
23
Final reconciliation
takes place
66X FRS Reconciliation
Screens are Used
Account year usually
coincides with award
year
Cost Share?
Overdraft?
Central Office looks at
account in greater
detail
Medical – Director
Sponsored Programs
Coral Gables – Director
Sponsored Programs
Aurora Candelaria
Maria V. Ortiz
24
FRS/DMAS
25
DMAS has additional attributes
over FRS when it comes to Billing
Use screen 019 to locate Map
Code (General Ledger account) on
the 6 Master account
Go to Screen 018 – GL to view
03xxxx account
Sub-object 1323 (billed receivable)
Sub-object 1322 (amount
collected)
No history available in FRS so use
DMAS
26
DMAS has more billing detail
than FRS does
DMAS Billing Screens – Browse
Sponsored Billing Menu
includes Invoices and Payments
All Awards are reimbursed but
not all awards require Billing
invoice
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BROWSE SCREENS
Browse Award
Invoices
Browse
Adjustments
Browse Sponsor
Invoices
Browse Award
Payments
CENTRAL OFFICE ONLY
Billing
Setup
Billing
Schedule
Adjust
Invoice
Browse Sponsor
Payments
Manual
Invoice
Browse Payment
Batches
Record
Payment
28
This is the method of reimbursement
to the University by the sponsor, for
expenses incurred relative to this
award.
Press F2 on Reimbursement &
Reporting Method (Screen 622)
Reimbursement Method value to get
table of valid id’s per attached.
BPP
BILLED PROGRESS PMT
CB
CASH BASIS
CRDEP COST REIMB – DEP - dept. does billing
CRSTD COST REIMB – SPM – Central Office does billing
FPDEP FIXED PRICE – DEP
FPSTD FIXED PRICE – SPM
LOC
LETTER OF CREDIT – UM Bills in bulk so not on GL (NIH all LOC)
OT
OTHER
PF
PAID IN FULL
PPDEP PROGRESS PYMT – DEP
PPSTD PROGRESS PYMT – SPM
RF
RESIDUAL FUNDS
SP
SCHEDULED PAYMENTS
29
Finding Award # For An Account
Finding The Cost Share Account
Finding Information Regarding Guarantee Data
Finding Reconciliation information
Finding End Dates
Finding ARRA information
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QUESTION:
•To access data in screen 622, you
need the Award #; where do I
find the award # of an account?
ANSWER:
•The Award # of an account is
displayed in screen 652; you may
copy and paste from 652 to 622.
31
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SCREEN:
S/L ACCOUNT NBR: 66529K
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AWARD NBR: C0900273
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ACCOUNT TITLE: US DED PELL GRANT
MASTER ACCOUNT IND: MT
0 0 0 0 0
LONG DESCRIPTION: US DED PELL GRANT FY 2009-2010
66417K
MINORITY RPT: N
RESP.PERSON SSN: C00021535
RESP PERSON NAME: BAUER J
CAMPUS: 30
DIVISION: 20
SCHOOL: 87
DEPARTMENT: 28730
EXEC LEV:
SUB-DEPT: 00
PURPOSE:
SECURITY:
IDC RATE:
REIM METH: LOC
FIN CLASS I&II: 5080 ON CAMPUS (Y/N): Y
IDC STATUS: N
RESRCH TYPE: FS
GRNT RELATED INC:
STATUS:
STR DAT: 07/01/09 END DATE: 06/30/10 SUBCONTRACT NBR:
PROJ TITLE: PELL
PROJ END DATE: 063010
PROJECT YEAR: 01
DOC NUMBER: P063P091285
OLD ACCT:
ACCT PREF CODE: F
ACCT SUF CODE: A
NET ASSET TYPE: U TAX CODE: P
ARRA/Stimulus Funds:
FUND GROUP: 30
SUB FUND CODE: 10 FED FLAG: Y
G/C CODE: G
QTD END MO: 1: 09 2: 12 3: 03 4: 06
ABR RULE: 0
CST STUDY CODE: X
NCHEMS CODE: 8.2
LOC NUMBER: F
MAJ FUND SRCE: 70
MIN FUND SRCE: 2
YR-END CODE: P
BILL ACC: N
ACCT CREATED: 02/04/09
LAST UPD: 10/05/09
USERID: SPM49P01
MAJ PROJ: N
S
MAP CODE: 3529K
FLAGS: D F R D
32
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SCREEN:
TO:
AMEND NBR:
AWARD NUMBER: C0900273
BUDGET YEAR: 01
INCR FUNDNG AMT:
PROJECT NBR:
PRD:
IDC STATUS: N
IDC BASE: NO
IDC RATES: 0.00 0.00 0.00 0.00
0.00 0.00
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REIMBURSEMENT METHOD: LOC
FREQUENCY: OTH
GRANT RELATED
INC: N
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FOLLOW-UP PERIOD:
30
SPECIAL BILL PROCESSING:
MAJ
PROJ?: N
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G/L ACCT. NBR:
03529K
FORFEIT PERIOD: 60 FORM NUMBER:
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FISCAL START MONTH:
07
FEDERAL DEMO PROJECT (Y/N): N
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FINAL BILLING (Y/N):
N
EQUIP TITLE HOLDER (Y/N): Y
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FINAL BILLING DATE:
00/00/00 BILL FLG: N AGENCY P.O #:
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MINORITY UTILIZATION REPORTING (Y/N): N GOAL AMOUNT:
PERCENT:
0.0
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QUARTERLY DUE DATES:
SEMI-ANNUAL DUE DATES:
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REMINDER NOTICES:
WHEN DUE(DAYS) RESPB DUE DATE
SUBMITTED
STATUS
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33
Question:
• How do I know if an Award has a Cost Share Account?
Answer:
• Go to FRS Screen 632 (Award Detail) to see if there is a CS next
to the account.
• Note that in DMAS, the Accounts for Award screen only shows
the most current Budget Year while FRS shows all Budget
Years
• Cost Share done via automated Journal Entry to department
account
34
632 AWARD DETAIL
AWARD NBR: 1U01AI069451
PROJECT NBR:
BUDGET YR: 03
SPONSOR: NATL INST OF ALLERGY & INFECTIOUS DISEASES
TITLE: UNIVERSITY OF MIAMI PEDIATRIC/PERINATAL HIV/AIDS CLINICAL TR
P.I.: GWENDOLYN B. SCOTT
END DATE:
11/30/09
REIMBURSEMENT METHOD: LOC
GUARANTEE AMT:
0.00
FEDERAL DEMO PROJECT: Y
ADJUSTED FUNDS:
851,996.00
PAYMENTS RECEIVED:
0.00
MAST ACCT
STAT
BUDGET
EXPENSES
ENCUMBRANCES
BBA
MT
66514K
851,996.00
0.00
293,577.00
558,419.00
01
66514L
0.00
41,166.17
54,950.98
-96,117.15
02
66514M
0.00
103,223.09
136,574.99
-239,798.08
CS
66515G
0.00
0.00
818.20
-818.20
CS
66515K
0.00
0.00
737.90
-737.90
CS
66515L
0.00
0.00
1,584.28
-1,584.28
35
Where is the
information
FRS screen 620
Award Maintenance
What should
individual
look for
Award year attributes:
Guarantee account,
guaranteed amount fields
How do you
know when
an Award is
on guarantee
Guarantee account,
amount, and period are
populated
36
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Question:
 On what FRS screen can I see the reconciliation at the end of the
Award and for each month?
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Answer:
 Go to FRS Reconciliation screens - 66*
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663 ACCOUNT SUMMARY
664 TRANSACTION SCREEN
665 CORRECTION SCREEN
667 ENCUMBRANCE SCREEN
668 INDIRECT COST SCREEN
669 AWARD SUMMARY
37
Is there more than one FRS screen to find the end date?
•Check in FRS screen 009 or SPM screen 652
•Account/award end dates are attributes
38
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009 SL GRANT/CONTRACT ATTRIB
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SCREEN:
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FIU 12000059903
ACCT: 66302T
RESEARCH TYPE:
RESEARCH PURPOSE:
PROJECT YEAR:
STATUS:
SPONSOR:
CSFA:
OVERHEAD BASE 1:
AWARD NUMBER:
GRANT NUMBER:
LETTR OF CR NUM:
CFDA:
REPORTING FREQ:
END DATE:
FISCAL REPT DATE:
RENWL REPT DATE:
RS
01
N
12000059903
BFP
O
093009
000000
000000
FUND TYPE:
G/C CODE:
RECONCILED:
FEDERAL FLAG:
ARRA/Stimulus Funds:
SPONSOR AWARD:
SPONSOR NUMBER:
OVERHEAD RATE 1:
TAX CODE:
MAJOR PROJECT?:
INST SUPRT RATE:
S
N
N
000083
0050
P
N
START DATE: 010906
TECH REPT DATE: 000000
INV REPT DATE: 000000
AWARD END DATE: 093009
NEXT ID:
39
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652 SPONSORED ACCOUNT UPDATE
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SCREEN:
S/L ACCOUNT NBR: 66302T
AWARD NBR: 12000059903
MAP CODE: 3302T
FLAGS: D F R D S
ACCOUNT TITLE: FIU 12000059903
MASTER ACCOUNT IND: 01
0 0 0 0 0
LONG DESCRIPTION: FIU SC*FSOIR 12000059903 FL OFFICE OF IN
S REG 66216A HURRICANE LOSS/PROJECTION
MINORITY RPT: N
RESP.PERSON SSN: C00794804
RESP PERSON NAME: SHYU M
CAMPUS: 30
DIVISION: 20
SCHOOL: 40
DEPARTMENT: 24030
EXEC LEV:
SUB-DEPT: 00
PURPOSE:
SECURITY:
IDC RATE: 5.00
REIM METH: FPSTD
FIN CLASS I&II: 5020 ON CAMPUS (Y/N): Y
IDC STATUS: Y
RESRCH TYPE: RS
GRNT RELATED INC:
STATUS:
STR DAT: 01/09/06 END DATE: 09/30/09 SUBCONTRACT NBR:
PROJ TITLE: HURRICANE LOSS AND PROJECTION MODEL
PROJ END DATE: 093009
PROJECT YEAR: 01
DOC NUMBER:
OLD ACCT:
ACCT PREF CODE: B
ACCT SUF CODE: R
NET ASSET TYPE: U TAX CODE: P
ARRA/Stimulus Funds: N
FUND GROUP: 30
SUB FUND CODE: 20 FED FLAG: N
G/C CODE: S
QTD END MO: 1: 03 2: 06 3: 09 4: 12
ABR RULE: 0
CST STUDY CODE: R
NCHEMS CODE: 2.1
LOC NUMBER: BFP
MAJ FUND SRCE: 66
MIN FUND SRCE: 56
YR-END CODE: P
BILL ACC: N
ACCT CREATED: 01/12/07
LAST UPD: 10/05/09
USERID: SPM49P01
MAJ PROJ: N
40
Federal
Government
stimulus funding
Quarterly reporting
on a grant by grant
basis – 10 days after
ARRA field on FRS
(N/A on DMAS)
•Screen 610
•Screen 620
•Screen 652
Memo sent out
August 3rd 2009
from the
Controlleradditional info.
available on UM
Research web page
41
COMPLIANCE WITH UM
POLICIES AND PROCEDURES
42
Funding
Opportunities
Reporting
Cost
Principles
Account
Maintenance
Proposal
Preparation
Non-Financial
Compliance
Issues
Award
Acceptance
43
Effort Reporting
Salary Transfers
• Controller’s Office web
site – Sponsored
Programs - Education
and Training
• Effort Certification &
Reporting (ECR)
• Salary Transfers
classes
• Upcoming classes are
open for registration on
ULEARN
• Contact Sponsored
Programs at x83223 for
additional information
INFO ED
•Proposal
System
•Feeds SPM
system
•Contact
Research
Administration
for additional
information
Financial Data
Warehouse
•SPM
Information
available
•Contact
Marlena Diaz
or Sheryl Borg
44
Medical Campus
305 243-4492
Coral Gables Campus
305-284-2375
RSMAS Team
305-421-4800
45
THANK YOU
FOR REVIEWING the
CONTROLLER’S OFFICE
PRESENTATION
46