SCIRE CONTROLLER DUTIES AND RESPONSIBILITIES –
WEEKLY:
Answer phone calls and emails from SCIRE staff
Research and/or update reports as needed based on questions and email
Maintain MIP database from FTP server to ensure redundant offsite backup
MONTHLY:
PREPARE BANK RECONCILIATIONS:
Download bank statements from FTP servers
Enter purchases and redemptions from ML statement into MIP on Journal Entries spreadsheet
Record transfer entry from B of A cash to ML cash
Enter, review and post journal entries in MIP. Session nomenclature: FY/DATE/JE2
Perform bank reconciliations on Merrill Lynch and US Bank using MIP bank reconciliation module. Nomenclature:
RECONCILED – (YOUR NAME) (DATE) as reconciliation ID in new MIP module. Otherwise, add memo to the PDF file as
proof of your reconciliation before saving and sending to ED
Save reconciliations as PDF to local machine
Upload reconciliations to FTP server
Email copy of reconciliations to ED
ADMIN FINANCIAL STATEMENTS – MONTHLY:
UPDATE FROM PREVIOUS REPORT
Open previous month ADMIN BUDGET REPORT (ABR)
Save as current month (ADMIN BUDGET/DATE)
Change date of report on SUMMARY sheet only (will flow to others)
On ADMIN/SUMMARY and VA sheets, prorate FY BUDGET based on month (i.e. Oct-Jun Budget = total
budget/months in year- see report)
ADMIN FINANCIAL STATEMENTS – QUARTERLY for Board Meetings
Same as above for the quarter
Quarterly depreciation report
JOURNAL ENTRIES:
Verify that all NIH draw/DOD revenue and indirect entries for the period have been done
If not, month is not yet closed. Stop and ask her when she will have all entries completed
Make sure all sessions for the month are posted
Use previous month entries to gauge current entries
FEDERAL EXPENDITURES:
Run federal direct and indirect expenditure reports from MIP: Reports/Financial Statements/Balance Sheet/FEDERAL
EXPENDITURES:
Current Period dates are 10/01/CFY to current month
Filter for direct expenses: GL Code 6805-9999 and support code 10
Filter for indirect expenses: GL Code 6802 and support code 10
This worksheet is the basis for the A-133 SEFA, so make sure all grant and CFDA numbers are present
Record federal direct and indirect expenditures in the ABR/FED DETAIL TAB
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MIP DATA REPORTS FOR CURRENT MONTH:
Run combining GL detail report in MIP for the current period: Reports/Financial Statements/Combining Statements
of Revenue and Expenditures/ADMIN STATEMENTS. Current Period dates are 10/01/CFY to current month
Print and run indirect report from MIP: Reports/General Ledger/Normal Trial Balance/ADMN REVENUE BY TYPE for
fiscal YTD
Enter indirect totals on GL DETAIL sheet in yellow hi-lighted box at bottom. Numbers will flow to top of GL Detail
report (federal in directs will flow from FED DETAIL sheet)
Run Professional Fees MIP report: Reports/Financial Statements/Combining Statements of Revenue and
Expenditures/ADMIN PROF FEES
Run program development reports: Reports/Financial Statements/Balance Sheet/PROG DEV EXP for current year
Run cumulative program development report: Reports/Financial Statements/Balance Sheet/ PROG DEV CUM EXP
through current period
If John wants the personnel detail data updated each month, run Reports/Posted Transactions/ADMIN PAYROLL
report using current FY dates
ENTERING CURRENT DATA IN EXCEL REPORTS:
Enter data from MIP detail report to Admin Budget Report – GL DETAIL sheet
Information will flow to SUMMARY/ADMIN and VA SHEETS
Enter professional fees on PROF FEES DETAIL sheet
Enter Admin personnel report data in PERSONNEL DETAIL sheet
Review and verify all data on SUMMARY/ADMIN and VA sheets to MIP reports
Save report, upload to FTP server and email to John Andrews
FISCAL YEAR END:
Preparation for Audit – Financial reports as required to include;
Trial Balance & Analytics; SEFA; Net Assets (NARF); SCIRE P&L; Admin Budget/Analytics;
Investments; Depreciation
Final documents required for 990 Tax Return
Prepare and complete Annual VA Report due June 1
Prepare and complete Indirect Cost Proposal
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