Grant Overview
PeopleSoft Training
Grants Overview - v1 2
Course Information
Prerequisite: PeopleSoft Overview PeopleSoft Fundamentals
Audience: UMBC Staff responsible for working with, or managing, Grant Budgets This course is prerequisite to the Grant
Reconciliation course Length: Approximately 2 hours Instructors: Jocelyn Bauer and Janice
Schwartz
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AGENDA
What is the Grant Life Cycle? Pre-Award tasks and responsibilities Post-Award tasks and
responsibilities Grant Reports Getting Help
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Module 1: Grant Overview
By the end of this module, you will be able to: Name the Grant Players Discuss the Grant Life Cycle Discuss the PeopleSoft Grant Life Cycle
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UMBC Grant Players
Office Sponsored Programs Grant Accounting Individual Departments Sponsors
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Grant Life Cycle
Pre-Award Award Post-Award
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Grant Life Cycle
Pre-award
Post-award
Award
Grants Proposal Business ProcessHigh-level Process Flow
Identify Proposal Opportunity
Is Proposal Awarded
Yes
Approval Proposal
(see attached detail)
Submit Porposal
Award Proposal
(see attached detail)
Create Proposal
END
Accumulate Expenses
(POs,VCHRs, P-Card, T&L)
Process Step
Sub-Process
Business Document
Legend
Decision Point
Process Flow Connector
Update porposal status
No
Cacluate F&ABill SponsorGenerate Reports
Post to GL and
Commitment Cotrol
Process Continuations and/
or Close
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Grant Life Cycle in PeopleSoft
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Project/Grant ChartfieldsChartfield GL Chartfield Project Chartfield Sample Chartfields
Business Unit X X UMBC1
Fund X X 1253
Department X X 10012
Prog Oper (Opt) X
Program Fin X X 022
Project X X CV530517(Converted Grant) or 00000227 (New Grant)
Activity ID X CNV(Converted Grant) or BUD001(New Grant)
Account X X 7030100 Postage
TCODE (Optional) X
SOF (Optional) X
Analysis Type X GLE
Resource Type X SUPMA (Supplies/Materials) orGFCAS (GFC Assessment) orPCOST (Participant Costs)
Resource Category (Opt)
X PRPUB(Printing, Publication, Dissemination)
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Practice 1:
Name the three stages of the Grant Life Cycle Pre-award, Award, Post-award
Name two chartfields associated to Grants (or projects) Business Unit, Fund, Department,
Program Fin, Project ID, Account, Analysis Type, Resource Type
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Module 2: Pre-award
By the end of this module, you will be able to: Discuss the Pre-award process Identify the tasks required of the various
entities for each process step Know what to do to appropriately setup the
Budget. Define what is Cost-Sharing Discuss how to use Subrecipients Know when a pre-award spending is allowed
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Pre-award Process
PeopleSoftProcess
Enter Proposal in PeopleSoft
Review proposal data
Check status of proposal
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Pre-Award Terminology
Proposal Sponsor CFDA (catalog federal domestic assistance) Proposal ID Direct Costs F&A (Facilities & Administration) Indirect Costs MTDC (modify total direct costs) TDC (Total Direct Cost) Participant Support Costs Subrecipients
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Pre-Award
Activity Responsibility Comments
Identify opportunity Department OSP can help identify opportunities
www.umbc.edu/ospa
Create proposal Department OSP can provide support in completing proposal package & forms
Complete appropriate documentation
Department OSP can provide support in completing proposal package & forms
Identify Budget Department OSP can assist in creating the proposal budget
Enter Proposal in PeopleSoft
Department / OSP / Deans Office
Budget/cost sharing Proposal routing form (with program
announcement)
Signoff for Submission OSP Proposal budget data from the department
Department approvals
Generate Award OSP Documentation and budget
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Identify Opportunity
OSP Website: www.umbc.edu/ospa Grants.gov Most Commonly Used Forms
Cost Sharing Approval Form Indirect Cost Waiver Form Hazardous Materials IRB Form NIH Addendum Form
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Budget Category
Budget Categories are used during the Pre-award stage of a grant.
Defines for a sponsor how money is supposed to be spent on a Grant.
Direct costs vs. Indirect costs (F&A) Once a Grant is Awarded, Budget
Categories are mapped to Resource Types.
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Cost Sharing
Cost Sharing Matching Cash Contributions are actual funds In-Kind Contributions are non-cash
contributions from inside or outside UMBC.
Portion of project or program costs not borne by the sponsor.
Department submits cost-share approval form to OSP
Sign-off for Proposal Submission
Initiator Principal Investigator Department Chairs Dean
Representative Office of Sponsored Programs
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Award Process
Upon selection of a proposal by a Sponsor, OSP performs a ‘Generate Award’ process in PeopleSoft
Transfers budget information from the pre-award to post-award
PeopleSoft Grant Terms and Sample Values
Pre-Award TermsPost-Award Terms
Proposal ID000153
Award ID000153
Contract ID000153
Proposal Project(s)00000002270000000228
Project_ID(s)00000002270000000228
Budget IDBUD001
Activity IDBUD001
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Chartfield Transitions
Proposal ID =Award ID = Contract ID
Budget Category = Resource Type Budget ID = Activity ID
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How will I know if my Grant has been Awarded?
Departments are notified by OSP Locating Grant Status via PeopleSoft
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Pre-award Spending
Used if spending on a Grant is authorized by the sponsor before funds have been secured
PI Completes authorized pre-award spending form
Sends form to OSP for Signoff OSP generates a pre-award spending award
in PeopleSoft Proposal Status in PeopleSoft is “Pre-
award Spending approved”
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OSP Tools
www.umbc.edu/ospa Forms Policies FAQ
Grant Training via OSP PI Handbook
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Practice 2:
Name an Indirect cost? Name a Direct cost? What is a Participant Support Cost? What is the OSP website URL?
www.umbc.edu/ospa Who has final signoff on a proposal prior
to submission? OSP
Who approves pre-award spending? OSP
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Module 3: Post-Award
By the end of this module, you will be able to: Discuss the Post-award process Identify the responsible department for
each process step Know what to do if you receive a check
from a sponsor Discuss the steps to take if additional
funding is required? Discuss the steps for closing a Grant?
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Post-Award Terminology
Chart String Chart Field Account HR Account Code Position Management Position Employee Job
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Post-award Process
PeopleSoftProcess
Grant SetupAllocate
Expenses/Revenues
Closing the GrantReconcile Budgets
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Grant Chartfields
Project ID Activity ID (BUD001) Resource Type Analysis Type Fund Code (1253 / 1114) Program FIN Account
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Project ID
Proposal ID = Contract ID = Award ID
Project ID = Grant ID
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Resource Types
Used to track, analyze and report on actual and planned costs in grants or projects.
For every Budget Category there is a matching Resource Type.
Assigned to individual resources to identify the purpose of distinct transactions.
Resource Types can be as general or specific as needed
The Resource Type chartfield will be used to override F&A charges when the account chartfield does not provide the level of detail needed to segregate the charges.
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Analysis Type
Assigned to individual resources to identify the different types of transactions in a project
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Analysis Type
BLD = Billed OLT – Over the limit (budget or
billed) CFA = cost-share SFA = sponsored regular F&A WFA = waived F&A
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What is a Fund Code?
Used to define a common collection of activities and resources
1253 = Grants/Contracts1114 = Cost-sharing
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What is a Program Financial?
Also referred to as a ProgFIN External reporting requirement of
the General Accepted Accounting Principals (GAAP), University of Maryland (UM) the State of Maryland (SOM)
Used in Expenses only, not in revenue
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Program FIN – Common Codes
Instruction -includes expenditures for all activities that are part of an institutions instruction program. INST - 011 - Instruction – General (during
regular term) Research – includes all expenditures for
activities specifically organized to produce research RSCH - 022 - Research – Individual (DRIF)- 021
Public Service – includes all expenditure for activities related to Public Service SERV - 031 – Public Service - Community
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Program FIN – Common Codes
Scholarships – includes expenditures for scholarships and fellowships – from restricted or unrestricted current funds – in the form of grants to students, resulting from selection by the institution or from an entitlement program SCHOL - 171 - Scholarships FELLO - 172 - Fellowships
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Account
Natural classification for a financial transaction guided by GAAP, UM and SOM Salaries Contributions Cash
3000000 – Net Assets 4000000 – Revenue 5000000 - Transfers 6000000 – Personnel Expenses 7000000 – Operating Expenses 8000000 – F&A
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Post-Award
Task Responsibility
Grant Setup Grant Accounting
Allocate Expenses/Revenues
Department
Billing Grant Accounting
Reconciliation Department
Closing the Grant Department/Grant Accounting/OSP
Grant Accounting Website
http://www.umbc.edu/FinancialServices/grantacct.html
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Receiving Checks from Sponsors Immediately restrictively endorse checks ‘for the
deposit only’ with UMBC stamp Make 2 copies of the check
Copy 1 – provide PeopleSoft project number/Grant number, Sponsor Name, and e-mail address of department representative
Copy 2 – serves as receipt of delivery Grant Accounting will sign this copy Departments should retain this copy as proof of
disposition of check Hand deliver original and copies to Grant Accounting
Admin 413 Grant Accounting will email deposit # within 48 hrs Deposit information available via Peoplesoft Retriever
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Significant Budget Changes
Changes to a Grant Budget, that require prior approval, must go through OSP
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Grant Closing Procedures
30-60-90 day queries available to the departments to run in PeopleSoft. – see supplement
C&G Grant Accountants on a monthly basis run a query for expired grants and initiate the closing process.
Closing process may also be initiated by departmental business managers.
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Practice 3:
What are the two PeopleSoft Fund Codes that are used in Grants?
1253 / 1114 Name one of the Program Fin (Prog Fin)
codes often used in Grants? 011 / 022 / 031 / 171 / 172
What should you do if you receive a check from a Sponsor?
Make 2 copies of the check / enter grant ID, sponsor name, and email address of dept on copies / hand deliver to Grant Accounting
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Module 4: Reporting
By the end of this module, you will be able to: Name the various Grant reports Describe what is Effort Reporting Know what to report to Sponsors
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What do the Reports tell me?
Identify amount spent on a Grant by resource type
Identify amount left to spend on a Grant
Define Budget
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PeopleSoft Grant Reports
Grant Summary Report Grant Detail Report Statement of Payroll Charges Report Effort Reports Grant Cost-Share
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Why Effort Reports
Government regulations, set by the Office of Management and Budget (OMB) in Circular A-21 "Cost Principles for Educational Institutions" require that the University maintain records that will substantiate the effort of each individual charged to a sponsored project. Therefore, time records must be carefully maintained. A-21 states that the payroll distribution system will (I) be incorporated into the official records of the institution, (ii) reasonably reflect the activity for which the employee is compensated by the institution, and (iii) encompass both sponsored and all other activities on an integrated basis. Of the options available for documentation, according to A-21, the After-the-Fact Activity Records Method has been determined to be the method most easily adaptable to the Campus environment.
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When are Effort Reports Due?
Fall; Pay Periods 1 – 14 Due 30 days after closing
Spring; Pay Periods 15 – 26 Due 60 days after closing
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Reporting to Sponsors
Each Sponsor has different reporting requirements and timeframes
Become familiar with the detail of your Grant to ensure you meet the Sponsor’s reporting requirements
Work with OSP and Grant Accounting if you have questions
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Module 5: Getting Help
By the end of this module, you will be able to: Name the various resources available
to receive Grant assistance Locate the resources
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Help Resources
PeopleSoft UMBC Website Peer Mentors Divisional Coordinators OSP Grant Accounting PS_Support Chartfield Support
CC_tree(s) in PeopleSoft Finance Knowledgebase
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Websites:
OSP http://www.umbc.edu/ospa/ Grant Accounting:
http://novell1.umbc.edu/accounting/grantacct.html
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PeopleSoft End-Users Manual(KnowledgeBase)
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PeopleSoft Training Plan(KnowledgeBase)
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