WELCOME Cal. State Univ., Bakersfield Fall 20121 Sponsored Programs Policy and Procedure Updates...

WELCOMEWELCOME

Cal. State Univ., Bakersfield Fall 2012Cal. State Univ., Bakersfield Fall 2012 11

Sponsored ProgramsSponsored ProgramsPolicy and Procedure UpdatesPolicy and Procedure Updates

GRaSP Extension GRaSP Extension 2231 DDH D1082231 DDH D108

Office of Grants, Research, andOffice of Grants, Research, andSponsored ProgramsSponsored Programs

IntroductionsIntroductions

Laramée Lyda-CraftLaramée Lyda-Craft– Chief Grants AnalystChief Grants Analyst

Vincent OragwamVincent Oragwam– Director of Grant Management Director of Grant Management

OperationsOperations

Julio BlancoJulio Blanco– Associate Provost for Grants and Associate Provost for Grants and

Resource Management and Resource Management and PlanningPlanning

Post-Award Post-Award Coordinators:Coordinators: Alicia ValenzuelaAlicia Valenzuela Rosie SorianoRosie Soriano Gwen ParnellGwen Parnell Amy YoungAmy Young

Cal. State Univ., Bakersfield Fall 2012Cal. State Univ., Bakersfield Fall 201222

GRaSP Extension 2231

Guest: Eva Hebebrand- Manager of Student Financial Services

Sponsored Programs Sponsored Programs Policy Policy UpdatesUpdates

AgendaAgenda New RequirementsNew Requirements

Budget Revision; Participant and Unallowable Costs;Budget Revision; Participant and Unallowable Costs;

Ethics CertificationEthics Certification Sponsored Programs OverviewSponsored Programs Overview

Funding; ScopeFunding; Scope Project AdministrationProject Administration

Startup; Reporting & Reconciliation; CloseoutStartup; Reporting & Reconciliation; Closeout Reminders and NewsReminders and News

–Audits, Accruals, Proposals, Record Retention, Release Audits, Accruals, Proposals, Record Retention, Release TimeTime–PR Provider, Intel Property, T&E Certs, Chargebacks, Cost-PR Provider, Intel Property, T&E Certs, Chargebacks, Cost-Share Documentation, Subrecipient Monitoring, Share Documentation, Subrecipient Monitoring, Research.Gov Research.Gov


QUESTIONS

DISCUSSIO

NFUN!

Sponsored Programs Policy UpdatesSponsored Programs Policy Updates

Program Administration Program Administration GuideGuide

Valuable Desk Valuable Desk ReferenceReference

The PAGThe PAGLocated on the Located on the Policies Policies and Proceduresand Procedures page page

of the GRaSP website of the GRaSP website www.csub.edu/grasp


Sponsored Programs Policy Updates Sponsored Programs Policy Updates

Budget RevisionBudget Revision Budget Revision Procedure (Budget Revision Procedure (PAG p. PAG p.

25)25)– Know your sponsor’s requirements; Know your sponsor’s requirements;

Obtain prior written approval if Obtain prior written approval if neededneeded

– Bring form and backup to GRaSPBring form and backup to GRaSP– After review and approval, GRaSP will After review and approval, GRaSP will

forward changes to Budget forward changes to Budget Department for input into systemDepartment for input into system

CFS Budget Line Item DetailCFS Budget Line Item Detail– Salaries and Benefits (C.O. July 2012)Salaries and Benefits (C.O. July 2012)– Direct and Indirect ExpensesDirect and Indirect Expenses– Revenue (= Total Expenses)Revenue (= Total Expenses)


Implemented 8/11;

Simplified 7/12


Cost TrackingCost Tracking(PAG p. 5)(PAG p. 5)

Participant Costs Project Code (PCxxxx)Participant Costs Project Code (PCxxxx)– Must be tracked separately (if required by sponsor)Must be tracked separately (if required by sponsor)– Separate budget for PC projectsSeparate budget for PC projects– Affects cost analysis and indirect cost recoveryAffects cost analysis and indirect cost recovery

Unallowable CostsUnallowable Costs– Know your sponsor’s restrictionsKnow your sponsor’s restrictions– Obtain sponsor’s Obtain sponsor’s prior written approvalprior written approval for for

exceptions or questionable itemsexceptions or questionable items

– Your School/Department general fund will Your School/Department general fund will be charged if unallowed expenses were paidbe charged if unallowed expenses were paid



Ethics Training CertEthics Training Cert

NEW PROCEDURENEW PROCEDUREResearch Ethics Training CertificationResearch Ethics Training Certification

National Science Foundation RequirementNational Science Foundation Requirement–All students involved in an NSF research project All students involved in an NSF research project must obtain a research ethics training certification must obtain a research ethics training certification (PAG p. 3)(PAG p. 3)–PIs must know the CITI certification process and PIs must know the CITI certification process and assist students in the procedures assist students in the procedures (see GRaSP)(see GRaSP)

–PIs must provide documentation to GRaSPPIs must provide documentation to GRaSP



How Award Funding How Award Funding WorksWorks

Funding Is By ReimbursementFunding Is By Reimbursement• Money Is Not Received UpfrontMoney Is Not Received Upfront• CSUB Advances CostsCSUB Advances Costs• Sponsor Is Billed by CSUBSponsor Is Billed by CSUB

Closeout End-Date Is CriticalCloseout End-Date Is Critical• Charges Incurred After (or Near) End-Charges Incurred After (or Near) End-

Date Are Date Are NOTNOT Reimbursable Reimbursable• Charges Processed After Final Charges Processed After Final

Reconciliation Are Reconciliation Are NOTNOT Reimbursable Reimbursable

““Quick. Grab the Quick. Grab the money before it’s money before it’s too late.”too late.”


CSUB cannot bill the sponsor for reimbursement for these; your department budget could be impacted

Campus Functions Associated With Projects

GRaSP Deans/AVPs & Staff General Accounting, Accounts

Payable Student Financial Services:

Cashier, Accounts Receivable Financial Aid Facilities Management, Assets Information Technology Reprographics Food Services University Advancement Construction

Human Resources Payroll Budget Procurement: Copiers,

Office Max, ProCards Telecom Mail Room Safety and Risk Police Events Housing ASI


Pretty

Much

Every

one


Sponsored Programs Sponsored Programs by the Numbersby the Numbers

~75 Awards/Year (award life 2 weeks to 7 years) $15.3M Fiscal Year; $60.9M Award Lifetime (10/11)

Awards support a variety of expenses• Administrative, Financial Aid, Travel, etc.• Construction Projects• $270k Spectrometer (12/13)

Also support >$3.5M Payroll (10/11)• >150 Faculty; >340 Staff and Students

>5,000 Documents Logged (10/11)

Countless Reports, Training Sessions, Status Meetings

1010


Project StartupProject Startup Until a project Chartfield is setup (PAG p. 5), you Until a project Chartfield is setup (PAG p. 5), you

cannot hire employees or buy anythingcannot hire employees or buy anything To start project spending:To start project spending:

– A fully executed award is required; one award/one fundA fully executed award is required; one award/one fund– Meet with GRaSP ASAP for Chartfield setupMeet with GRaSP ASAP for Chartfield setup– Process may take several weeksProcess may take several weeks

NEW PROCEDURENEW PROCEDURE ““Fast Track” if the award is not yet in house:Fast Track” if the award is not yet in house:

–Notify GRaSP immediately, alternate award notice is Notify GRaSP immediately, alternate award notice is requiredrequired–Obtain Obtain requiredrequired MOU Commitment from Dean/AVP with MOU Commitment from Dean/AVP with alternate funding source alternate funding source (see GRaSP)(see GRaSP)



Report RoutingReport Routing Report Preparation is PI’s Responsibility Report Preparation is PI’s Responsibility (PAG p. 36)(PAG p. 36)

All Fiscal Reports Must Be Signed by Fiscal All Fiscal Reports Must Be Signed by Fiscal Services Services

Report Routing Procedures:Report Routing Procedures:

<TWO WEEKS BEFORE DUE DATE<TWO WEEKS BEFORE DUE DATE– Submit Report Routing Sheet with backup to GRaSPSubmit Report Routing Sheet with backup to GRaSP

New simplified form on websiteNew simplified form on website– GRaSP forwards the Report to Accounting for GRaSP forwards the Report to Accounting for

reconciliation and signature of AVP of Fiscal Servicesreconciliation and signature of AVP of Fiscal Services– GRaSP will call you when report is ready for you to GRaSP will call you when report is ready for you to

submitsubmit– Forward copy of submission approval to GRaSPForward copy of submission approval to GRaSPCal. State Univ., Bakersfield Fall 2012Cal. State Univ., Bakersfield Fall 2012 1212


Reporting & Reporting & ReconciliationReconciliation

Accrue expenses for project year (GRaSP website)

Reconcile and Enter Fiscal Data – start early– Run CFS reports and reconcile with your shadow system– Contact Fiscal Services for a reconciliation of expenses – Work with Fiscal Services to resolve discrepancies– Enter reconciled data into report

Gather and enter data for program outcomes Save copies of all source data in binders or

folders– Identify and order the documents to conform to report

tables, pages, etc. so they can be followed by auditors



Project CloseoutProject Closeout

90-Day Closeout Notification90-Day Closeout Notification– E-mail from GRaSP addressed to PI and copied to

campus departments when closeout approaches– PI meets with GRaSP to review closeout checklist– Staff reassignments or terminations must be addressed

90 Days PRIOR to Project End– PI is to follow up with GRaSP to complete the closeout

through the final report and deliverables after end date


NEW PROCEDURE


Sample Email Sample Email NotificationNotification



RemindersReminders

Audits and Site Visits (PAG Appendix A)• Contact GRaSP immediately and coordinate with

GRaSP and Fiscal Services• Compile backup documentation at time of

annual/progress report

Project Accruals (GRaSP website) Budget for vacation accruals Begin an accruals list one month before budget

year-end Submit unposted expenses to GRaSP with backup

one week before year end Track accruals for actuals in following yearTrack accruals for actuals in following year



RemindersReminders Proposal Routing (PAG p. 1)

Funding opportunities and writing assistance from Vincent Route proposals at least two weeks before submission

deadline Awards must be signed by authorized official

Records Retention (PAG p. 37) Save all years of award activity per sponsor requirements 5-Year countdown begins AFTER final report or resolution Inform GRaSP of the location

Release Time Account Codes (GRaSP website) Debit and credit codes are the same (July 2012) 601892 Salaries or Salaries and Benefits 603892 Benefits



Other NewsOther News

New SPA Payroll Service Provider Intel Property Patent Consulting Services Time and Effort Certification Reports (PAG p. 38)

Chargeback Detail and Event Scheduling Software

Cost-share/Matching Documentation (PAG p. 27) Subrecipient Monitoring Procedures (PAG p. 21)

Research.Gov


Sponsored Programs Sponsored Programs Policy Policy UpdatesUpdates

SummarySummary New RequirementsNew Requirements Sponsored Programs OverviewSponsored Programs Overview Project AdministrationProject Administration RemindersReminders NewsNews Evaluation FormEvaluation Form GRaSP Extension 2231GRaSP Extension 2231


QUESTIONS

DISCUSSION

YAY

THANK YOU FOR THANK YOU FOR COMINGCOMING


GRaSP Ext. GRaSP Ext. 2231 DDH 2231 DDH

D108D108

WELCOME Cal. State Univ., Bakersfield Fall 20121 Sponsored Programs Policy and Procedure Updates...

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