Departmental Post-Award Account Management September 29, 2015 Denise Elwart Physiology Human...
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Transcript of Departmental Post-Award Account Management September 29, 2015 Denise Elwart Physiology Human...
![Page 1: Departmental Post-Award Account Management September 29, 2015 Denise Elwart Physiology Human Medicine elwartde@msu.edu Erin Gorman Obstetrics Gynecology.](https://reader036.fdocuments.net/reader036/viewer/2022083009/5697bf7c1a28abf838c8431d/html5/thumbnails/1.jpg)
Departmental Post-Award Account Management
September 29, 2015Denise ElwartPhysiology Human [email protected]
Erin GormanObstetrics Gynecology & Reproductive [email protected]
Brooke GallagherFood Science & Human Nutrition, [email protected]
Linda GallagherEntomology, [email protected]
Sue HopperFacility for Rare Isotope [email protected]
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AWARD LIFE CYCLE
AWARD MANAGEMENT
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Account Setup/Modifications
• When do you request a hardship or advance account?
• What are the most critical first steps to take when the PI receives the award?
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Account Setup/Modifications
• How do you organize awards files (award documents, budget, modifications)?
• How do you keep track of specific terms and conditions for each award you manage?
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Agency Prior Approvals
• What major changes require agency approval? Where do you go to verify that agency approval is required for those changes?
• How are you notified about No Cost Extensions (NCE) that are necessary?
• How do you request a NCE?5
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Monitoring and Oversight
• What tools do you recommend to PIs to check account balances and expenditures?
• Have you used KFS to help you better manage RC accounts?
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Monitoring and Oversight
• Do you utilize a shadow system? Why or why not?
• How do you track commitments that are not in the EBS system?
• How do you use encumbrances to project future budget to actual comparisons?
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Monitoring and Oversight
• What specific expenses do you know will need additional justification prior to payment/reimbursement?
• What do you do when the PI asks you to charge something or provide information that you don’t believe is appropriate/accurate?
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Monitoring and Oversight
• What kind of detail do you expect to see on expenses charged via service/internal billings? Where do you find the detailed information?
• How do you track/review expenses to minimize cost transfers?
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Monitoring and Oversight
• How do you decide which faculty receive summer pay?
• How do you deal with allocating faculty pay when the budget does not match the MSU system (ex: if the budget is calculated with daily rates)?
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Monitoring and Oversight
• What are the biggest hurdles when dealing with subrecipients?
• What does the PI expect you to review on a subrecipient invoice and what do they review themselves?
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Monitoring and Oversight
• How do you keep track of faculty commitments to make sure they are included correctly on the effort report?
• How do you monitor awards that have a salary cap? Do you take salary caps into consideration when reviewing effort reports?
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Monitoring and Oversight
• How do you look up an employee’s status to see if the ACA fee will be charged for their employment each month?
• What are the consequences to hiring ACA eligible employees?
• What challenges have you experienced with ACA fees?
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Monitoring and Oversight
• Who is able to receive a Pcard that is tied to an RC account in your department? Do you require that receipts be attached in KFS?
• What are the advantages of working with CGA prior to taking action?
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Reporting and Award Closeout
• What are the most useful BI reports? Which ones do you rely on to manage your RC accounts?
• Do you look at your RC accounts to see what has been invoiced to the sponsor and what has been paid? Is cash position important to you?
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Reporting and Award Closeout
• How do you monitor cost share commitments? How often do you discuss cost share with PIs?
• When do you start to worry about meeting cost share?
• What are the implications of being short in required cost share?
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Reporting and Award Closeout
• Do you monitor whether PIs have submitted technical reports? What challenges arise administratively when PIs do not submit or are late submitting technical reports or deliverables?
• How do you manage projects that have ended? What are the department administrator’s responsibilities during the closeout of a sponsored project?
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Reporting and Award Closeout
• How soon after the end date do you expect to have all issues resolved on project accounts so they can be closed in KFS by CGA?
• What delays do you experience when working on the closeout of RC accounts?
• How do you remove an exact dollar amount of salary/fringe to clear an overdraft?
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ADDITIONAL QUESTIONS?
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Thank You for Attending!
All ERA course materials are posted on the SPROUT site:
https://sprout.vprgs.msu.edu/training/electives/