SPONSORED PROGRAM
ACCOUNTING
Spending Extramural Funds
Preaward
Postaward
Effort
Certification
Advance AU Request
Identify Personnel
Submit Payroll Forms
Ensure IRB/IACUC
Compliance
Postaward
Develop Budget
Complete Routing
Form (HSD)
Complete Application
Submit to ORS for
Review
Ensure FCOI
Compliance
Imminent Funding
Preaward
Preaward to Postaward
Send Notice of Award
and Payment to ORS
Identify Personnel
Enter Postaward
Budget (HSD
Finance)
HSD Finance/LSC
ORS Sends Setup
Packet to SPA for
them to open New AU
Submit Payroll Forms
POSTAWARD
SPONSORED PROGRAM ACCOUNTING
Sponsored Program Accounting
• Post-award administration of grants and contracts (5XXXXX)
• Gift Accounts (2XXXXX), Research Stim (103XXX), & Research
Incentives (1047XX, 1048XX)
• AU set-up, billing and collection, financial reporting, close-out
• Processing of expenditures (salary and non-salary)
• Ensure compliance with OMB Circulars A-21, A-110, A-133 and new
Uniform Guidance
• Sub-recipient monitoring
• Submission and negotiation of FB rates & F&A rates
• Survey completion / federal data collection
• Annual audit coordination: A-133 & program-specific
Sponsored Program Accounting
•
Use of University policy and Sponsor’s policy to determine allowability of
expense on grant AU.
•
SPA policy http://www.luc.edu/spa/policies.shtml
•
University Policies commonly referenced
– Financial Services Group policy http://www.luc.edu/finance/index.shtml
•
•
Purchasing http://www.luc.edu/purchasing/
•
Treasurer’s Office http://www.luc.edu/finance/Treasurersoffice.shtml
•
Accounts Payable http://www.luc.edu/finance/Accounts_Payable.shtml
•
Check Requisition Instructions: http://www.luc.edu/finance/checkreqinstr.shtml
•
Expense Reimbursement Instructions: http://www.luc.edu/finance/expense_req_instr.shtml
Federal policies commonly referenced
– National Institutes of Health http://grants.nih.gov/grants/policy/policy.htm
– National Science Foundation http://www.nsf.gov/bfa/dias/policy/
•
Information Fact Sheet (HSD)- http://hsd.luc.edu/research_services/postaward
•
Research Services Information (LSC)- http://www.luc.edu/ors/about.shtml
•
Individual Sponsor websites & policies referenced
Expenditure Processing
PI & Department
SPA
• Submission of payroll forms for
salary expenses
• Initiate check requisitions,
expense reimbursements, pro-card
transactions, POs, etc.
• Monthly review of all charges
• Review payroll forms and process
retroactive adjustments
• Review non-salary expenses
• Email monthly reports
• Process cost transfers & approved
re-budgets
• Clear advances
– Emailed reports from SPA, ad-hoc
WebFocus reports
• Preparation of cost transfer forms
• Re-budgeting requests (ORS)
• Timely submission of cost share
supporting documentation, where
applicable
Billing, Collections & Reporting
PI & Department
• Review charges monthly to
avoid incorrect billing
• Completion of required
progress/scientific reports
– May be tied to release of
payment for invoices
• Preparation of invoices for
clinical trials
SPA
• Preparation of invoices
– Payment Type
– Expenses in General Ledger
• Drawdown of federal funds
(NIH, NSF, DOED, etc.)
• Follow-up on aging invoices
and outstanding scheduled
payments
• Prepare & submit all
financial reports
AU Close-Out
PI & Department
SPA
• Final review of expenditures
• Submission of payroll forms to
stop salary charges
• Preparation of cost transfer forms
for non-salary costs
• Clear commitments / POs
• Resolution of overdraft or unused
funds
• NCE / Continuation Funding
– Coordinate extension with
ORS and/or CFR
– Submit AAAF
• Emailed notification of
approaching end dates
• Final review of charges on grant
to ensure compliance
• Process salary adjustments and
non-salary cost transfers
• All advances documented and
reconciled
• Refund unspent funds
AU Close-Out, contd.
• Grants should be closed before a final invoice
and/or financial report (ROE, FFR) can be
prepared
– Charges must be posted to grant including:
•
•
•
•
•
Animal charges
Core charges
Subcontract payments
Commitments
Advances in account codes 1271, such as for
travel and 1273 for gift card purchases
A-133 Audit Focus
• General Expenses
- Reasonable, allowable, allocable, consistent
- Proper approval
- University policies are followed
• Payroll Expenses
- Effort Reports
- EIF / PAF
• Major Equipment
- Physical inventory
- Competitive bidding
• Sub-Recipient Expenses
- Payments
- Monitoring
• Cost Share
• Financial Reporting
SPA: Additional Reviews
• Administrative salary review
– Annual check to see if administrative salaries are
direct charged to grants
– Admin salaries should be in the proposal to be
allowable on sponsored projects
• Monthly ProCard review
– Review charges posted to grants
– Check against University and Sponsor policies
– Additional explanation requested if expense
not included in budget
SPA: Additional Reviews
• Quarterly Grad Student benefits review
– Manually calculate & post charges in 5807 & 5808
based on grad student stipend incurred on grant
– Charges are only booked on AUs with a budget in
5807 and/or 5808
• Training and & Fellowship grant review
– Charges are reviewed for allowability per sponsor
guidelines
SPA-Miscellaneous
• Miscellaneous income checks
– Cannot be deposited to general research AUs as it
distorts financial reporting
– Should be deposited into the AU that incurred the
expense to generate the income
Departmental Grant Management
• Set-up pre-award AUs and continuous follow-up on award notice
and subcontracts
• Review monthly expenditure reports and communicate corrections
to SPA as soon as possible; generate ad-hoc reports as needed in
WebFOCUS https://webreports.luc.edu/
• Timely revision of payroll forms to avoid overdraft, out-of-period
expenses and cost transfers over 90 days
• Watch for grant end dates & initiate appropriate paperwork
(continuation, AAAF or close-outs)
• Close AUs that have ended, are fully spent or are not needed
QUESTIONS AND OPEN
DISCUSSION