PeopleSoft Changes to Grants
March 2014
Overview
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Changes to Budget Structure
Changes to Subcontract Process
Approval Routing (Workflow)
Budget Transfers
Cost Share
Project IDs (26 accounts)
Appointments
Timesheets
Cutover Deadlines
Budget Structure Changes
• Split of Salary budget items
– Faculty Academic
– Faculty Summer
– Staff
• Pooling of multiple budget items
– Office Supplies/Non Office Supplies/Other
• New budget items
– Workshop/Rental Lease/Equip Fabrication
Budget Items
DEFINE Subaccounts
11
11
11
12
14, 15
80
60
47,48,49,50,51,55
50,51
48,50,51
75
76
37
75
70
71
20 & 60 Series
20 & 60 Series
90
PS Budget Items
G6010
G6020
G6030
G6040
G6050
G6060
G6070
G6080
G6090
G6100
G6110
G6120
G6125
G6130
G6140
G6145
G6150
G6160
G6170
G6180
G6190
G6200
G6205
G6210
G6220
G6230
G6240
G6250
Description
Faculty Salaries L6
Faculty Salaries Summer L6
Staff Salaries L6
Student Salaries L6
Fringe Benefits L6
Construction L6
Equipment Fabrication L6
Equipment Capital L6
Curation L6
Consultants L6
Office Services L6
Administrative Expenses L6
STEM Tuition L6
Mileage Expenses L6
Other Direct Costs L6
Workshop-Seminar Costs L6
Rentals & Leases L6
Rental Equipment L6
Travel - Domestic L6
Travel - Foreign L6
Participant Expenses L6
Participant Travel L6
Participant Stipend L6
Scholarships & Fellowships L6
Tuition & Fees (Stud Supp) L6
SUBK < $25K L6
SUBK > $25K L6
F&A L6
Subcontract Process
• No more than 2 budget items
• A purchase order will be created to encumber
funds
– (The department will not generate a payment
voucher (VP2))
• The principal investigator (PI) signs the invoice
• Contracts & Grants (C&G) uploads the invoice
to Miner Mall for payment
Subcontracts Cont.
• Define
OLD METHOD
61 SUB: EPCC
62 SUB: UT AUSTIN
63 SUB: UT DALLAS
64 SUB: NICHOLS
• PeopleSoft
10,000.00
25,000.00
50,000.00
100,000.00
185,000.00
NEW METHOD
G6230 SUBCONTRACT<25K
G6240 SUBCONTRACT>25K
85,000.00
100,000.00
185,000.00
Approval Routing (Workflow)
• Define Routing: All electronic documents
(Financial or HR) route to the PI.
• PeopleSoft Interim Routing: Electronic
documents will still route to the PI for most
processes.
– Request for approvals will come through email.
Budget Transfers
• Interim budget transfer form (electronic) will be
used in lieu of Transfer Voucher (VT3).
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Department initiator submits budget transfer form
Form routes from PI to Contracts & Grants
Contracts & Grants processes the budget transfer
Initiator receives notification upon completion
• Note: This process will remain in effect even
after approval routing is turned on in PeopleSoft
for Grants.
Cost Share
• “Companion Accounting”
– Transfer from department account to separate
chart string
– PI will oversee the cost share account
– Manual certifications will not be required
• Tracking/reporting from PeopleSoft
– Tracking/reporting currently handled from an
offline database
Project IDs (Account Numbers)
• Currently 26 account series based on Sponsor
– 26-10XX-XX NSF
– 26-14XX-XX DHHS
• PeopleSoft Project ID
– Converted projects remain as 226XXXXXXA
– New projects will be assigned an auto-generated ID (ex:
1XXXXXXXX1)
• PeopleSoft Searches
– By PI
– By department
– By sponsor
Appointments
• Retro appointments (changes to funding),
processed only 3 times a month
– (1) Monthly (approx. 20th of every month)
– (2) Semi-monthly (approx. 7th or 22nd of each mo.)
• Funding not visible in HR System
Timesheets/Grants Requirements
• If a grant requires that hours be tracked,
continue current process for completing
timesheets.
• Grants invoicing for Fully Loaded Rate
contracts is based on hours worked and will
continue requesting total hours worked per
month.
Cutover Deadlines
• 4/16/14 – Last day to process Budget Transfers (VT3).
• 4/18/14 – Last day to set up new 26 accounts or make changes to existing
accounts.
• 4/18/14 – Last day to create a future dated appointment in HRMS.
• 4/22/14 – Last day to submit VP2, VP3, VT5, VT7 and VP5 documents to
Accounts Payable.
• 4/28/14 – Last day to process purchase orders.
• 4/29/14 – Last day to final approve purchase orders.
• 5/5/14 – PeopleSoft Environment will be available but not for grants since
additional setup is required.
• 5/19/14 – PeopleSoft Environment available for Grants to process HR
related documents, purchases, VP2s, VP3s, VP5, etc.
It is critical that departments spend remaining funds for grants ending prior
to April 30 before the April 22 deadline.
Questions
For any questions regarding PeopleSoft’s impact
on grants, email:
utepresearchtraining@utep.edu