september 30, 2014 - brown university 30, 2014 . ... • project certification • effort reporting...

Office of Sponsored Projects 1

September 30, 2014

Office of Sponsored Projects

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• Research Protections Office (RPO)Update • Office of Sponsored Projects (OSP)Update

• Workday Update • Payroll Accounting Adjustments • Reporting • Inactivating Grant Worktags • Effort Reporting

• Post Award Update • Fly America Act • Budgets • Award Closeouts /Reconciliation

• Uniform Guidance Update • Direct Costing- Computing Devices and Administrative Costs • Procurement

• Pre Award Update • Biennial Inventory Update


RESEARCH PROTECTIONS OFFICE (RPO) UPDATE

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WORKDAY UPDATE

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PAYROLL ACCOUNTING ADJUSTMENTS


Workday refers to salary reallocations as payroll accounting adjustments • WD24 functionality released • WD Operations Team along with OSP, Payroll,

and Controller’s Office have been testing and working with WD to resolve issues

• Current assessment is that we will be able to fully implement WD functionality in December


Interim Process for Payroll Accounting Adjustments - The Payroll Accounting Adjustments Form • Used to reallocate salary for the purposes of:

• Worktag corrections (e.g. add missing Assignee)

• Corrections for having charged the wrong financial organization (e.g. credit a Cost Center and charge a Grant)


The Payroll Accounting Adjustments Form will be distributed October 7th - Demo Form -


We will be using the WD business process - • Transactions will be initiated in WD by Payroll • Transactions will be routed to OSP if grant

worktags are included • Cost Center and Grant Managers will receive a

business process notification when the process has been completed in Workday • The business process transaction will be

viewable to the Cost Center Manager and Grant Manager for review


The Cost Transfer Form will be required when reallocating salary charges onto a sponsored award (i.e. grant worktag is included in debits) • Please send an email to your Grant/Contract

Accountant with the following subject line: PAYADJ: enter EMPLOYEE NAME and attach the Cost Transfer Form, if applicable

http://www.brown.edu/research/about-brown-research/policies/cost-transfer-explanation-and-justification-form


Late Cost Transfers Involving Salaries • July payroll accounting adjustments must be

completed by November 30 • Waive lateness question until December 1

• August and forward payroll accounting adjustments must be completed within 90 days or lateness question must be addressed • August payroll – due by November 30


Prior Year Payroll Accounting Adjustments • Do NOT use Payroll Accounting Adjustments

Form • Contact OSP for adjustments involving

sponsored funding • Contract Controller’s Office for adjustments

involving non-sponsored funds


Payroll accounting adjustments can be validated in the Payroll Actuals report in the pay period for which the adjustment was processed • A July adjustments will appear in July's Payroll

Actuals report with a negative amount displaying for the associated transaction


Payroll accounting adjustments will be reflected in financial reports within the ledger period in which the reallocation was created • A July reallocation processed in November will

appear in November's financial reports)


REPORTING

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Effective October 1, 2014:

New Parent and/or Child Awards established will be assigned a 9 character grant worktag – GR52XXXXX

• FRS – Account numbers were purged • Workday – Can only use once; exist forever

• Expand string by 1 character

Existing 8-digit grant worktags will not change The same site logic in number will continue; e.g.

• National Science Foundation Grants – GR526XXXX • National Institute of Health Grants – GR527XXXX


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It is possible for awards to have a 6-digit and 7-digit grant worktags Parent – GR527456 Child - GR5270001 Please pay careful attention when selecting the grant worktag in Workday


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FRS – • Flagged accounts for deletion • Accounts purged at end of each fiscal year • Reused account numbers

Workday –

• Worktags always exist • Worktags cannot be reused • Change status of worktags to inactive


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WD Operations Team and OSP are in final stages of testing inactivating grant worktags: • Phase 1 - Inactivation of grant worktags for closed

awards that were converted • Underway

• Phase 2 – Inactivation of grant worktags for awards closed and reconciled in FY14 • October/November

• Phase 3 – Develop a process to inactivate grant worktags as we close and reconcile an award • January

• .


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• Grant Worktags with a status of inactive will not be allowed on transactions initiated in Workday; e.g. supplier invoice, expense report, costing allocation • The grant worktag will appear in pick list but you it

will have (INACTIVE) clearly denoted GR524567 INACTIVE

• Validations have been built to prevent use • Grant Worktags will still be available for reporting

purposes • Associated Bat Keys to be disabled


EFFORT REPORTING UPDATE

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Deployment Plan: When:

• October 6, 2014 Who (population):

• Non exempt & undergraduate students • Beginning with the following Pay Period - 8/24/14

– 9/20/14


Deployment Plan (continued): What/How

• Replacing paper reports and manual process with online distribution and certification

• Automated way to track where reports are in the process

Benefits: • Paperless • More efficient review, routing & certification

processes • Automated oversight via management report


Effort Certification Policy: Three Changes:

• Effort reports produced for undergraduates and they will require certification

• PI certifies all student (Graduate and Undergraduate) effort reports

• Certification period reduction from 45 to 30 business days


Role Responsibility

Effort Certification Manager

(ECM)

- OSP – Central Office Function

Initiate, View Reports, Review

Reports, Reconcile to Payroll

Adjustments, Monitor

Compliance with Policy,

Notifications

Effort Reporting Partner (ECP)

- Department level

Review/Make Changes/Submit

Principle Investigator (PI) and

Worker

Review, Send back, and Certify


Two Distinct Business Processes: • Exempt and Non Exempt Workers • Graduate & Undergraduate Students


Effort Certification Summary Report • Utilized by ECP to proactively manage their

portfolio of effort reports • Ensure that PIs/Workers are completing their

certification on time and according to policy.

• Prompts allow you to search by specific criteria such as: timeframe, person, type, status, etc.


Future Enhancements: • Incorporating the salary reallocation process

within WD Effort Reporting • Automated delinquency notifications • Project Certification • Effort Reporting Dashboard


Training: Four Screencasts:

• Reviewing Effort Certification Report • ECP/CC Managers

• Changing and/or submitting Effort Certification Report • ECP

• Effort Certification Summary Report • ECP

• Certifying Effort Certification Report • PI/Worker


Job Aids: • Review/Change/Submit

• ECP • Certify or Send back

• PI and Workers • Effort Certification Summary Report

• ECP • Helpful Hints and Guidelines

• Post deployment


Training Resources: Location:

• WD Website/Training & Resources/By Role • OSP will be point of contact for any questions –

contact Maria Mento


Open Labs: • CIT 269 from 2-3PM:

• October 8th • October 9th

• October 15th • October 16th

• Upon Request – contact Maria Mento


Any issues post deployment:

• Remedy Ticket system Contact Information: Effort Reporting Manager: Maria Mento @ 863-2275 Email: [email protected]

mailto:[email protected]


Manual Effort Reporting –Due Dates Paper based

• Semi-Annual FY14 (January – June 2014) and Summer FY14 (June 2014) • Due to OSP on 11/13/14

• Bi-weekly and weekly: • 6/29/14–7/26/14 – Due October 16th • 7/27/14–8/23/14 – Due December 3rd


POST AWARD UPDATE

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FLY AMERICA ACT

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Fly America Act

• Exceptions under this act allow us to use foreign carriers • Example of exceptions:

• Nonstop service between US and foreign country on a US carrier would extend travel time by 24 hours

• Non-direct service between US and foreign country on a US carrier would increase aircraft changes by 2 or more

• US carrier cannot provide air transportation to the foreign destination point


Open Skies Agreement:

• Bilateral or multilateral air transport agreement, to which the U.S. Gov’t and the gov’t of a foreign country are parties, and which the Dept. of Transportation has determined meets the requirements of the Fly America Act.

• There are currently four agreements in place: • United States (US) and European Union (EU) effective April 30,

2007 US-EU Amendment effective June 24, 2010, and US-EU Amendment effective June 21, 2011

• United States (US) and Australia effective October 1, 2008

• United States (US) and Switzerland effective October 1, 2008

• United States (US) and Japan effective October 1, 2011

http://www.state.gov/e/eb/rls/othr/ata/e/eu/114768.htm





http://www.state.gov/e/eb/rls/othr/ata/e/eu/index.htm




http://www.state.gov/e/eb/rls/othr/ata/i/ic/170684.htm




http://www.gsa.gov/graphics/ogp/Australian_Open_Skies_Agreement.pdf

http://www.gsa.gov/graphics/ogp/Switzerland_Transport_Agreement.pdf

http://www.state.gov/e/eb/rls/othr/ata/j/ja/133510.htm


• Many Open Sky Partner Agreements are in place – these do NOT qualify as an exception under the Fly America Act

• The Dept. of State references a PDF document that lists “Open Skies Partners” • This is NOT a part of the Fly America Act Open Skies

exception and should not be used as a reference when making a decision on an approved carrier.

http://www.state.gov/e/eb/rls/othr/ata/114805.htm - DO NOT USE!

http://www.state.gov/e/eb/rls/othr/ata/114805.htm

http://www.state.gov/e/eb/rls/othr/ata/114805.htm


Traveling on Sponsored Funds – November 4, 2014 at 2pm

“This workshop provides an overview of the requirements that apply to travel reimbursements when charged to a sponsored award. You will learn:

• considerations before charging expenses to a sponsored acct

• the documentation required

• OSP staff considerations when reviewing expense reports

• foreign travel considerations

Avoid unnecessary delays in processing your travel reimbursements by attending this workshop!”


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*Budgets are required for new awards and modifications • Revised budget is required for budget cuts of 10% or

more

• Outstanding Revised Budgets (since June, 2014) • Several across the University • Expenditures are approximately $1M

• Ramifications

• Billing limits in Workday are not increased • Funds are not being drawn or invoiced • Spend rates appear low • Loss of future funding


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Budgets for new awards & modifications • Entered at the time of award & grant worktag

creation • Memo sent to PI’s & Department

Administrators • Provides award #; grant worktag • Requires budget be reviewed for accuracy

and completeness • Required for the Manager Budgetary Balance

Report • If no budget is entered the report does not run • If budget is not up to date inaccurate balance

information is presented


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• Standard Award Memo Sponsor: Sponsor Number: Award Number: Grant Number: Here is your 7-digit account number and attached is the award notice for the above referenced award. The budget will be entered by OSP. Please review the budget in Workday and notify OSP of any discrepancies.


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• Rough Draft Preparation • Combination/reconciliation of the Manager

Budgetary Balance Report (MBBR) & Sponsored Activity Report • MBBR captures financial activity based upon

budget dates • Sponsored Activity Report captures financial

activity based upon accounting dates • The two reports will not always agree for a given

period of time


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• Questioned costs from FRS • Detailed list of transactions is provided • Require copies of supporting documentation • Justifications

• Questioned costs from Workday

• Transaction id’s are provided along with OSP’s questions • More complete justifications


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Awards are REQUIRED to be reconciled to final expenditures reported to sponsors

• > 200 closed awards (reported to sponsors) ended May, 2014

and prior that are not reconciled to final expenditures reported to sponsors • Reported to Department Chairs & Administrators via the

Monthly Report of Expired Awards

• OSP will begin reconciling awards • Over expenditures: OSP will process journals to transfer

costs to cost centers • Under expenditures: OSP will revise reports to sponsors

and further cost transfers to these awards will not be allowed


UNIFORM GUIDANCE UPDATE

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200.413 – Administrative Costs as Direct Costs

c) The salaries of administrative and clerical staff should normally be treated as indirect (F&A) costs.


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Direct charging of these costs may be appropriate only if all of the following conditions are met: (1) Administrative or clerical services are integral to a project or activity; (2) Individuals involved can be specifically identified with the project or activity; (3) Such costs are explicitly included in the budget or have the prior written approval of the Federal awarding agency; and (4) The costs are not also recovered as indirect costs.


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200.453 – Materials and Supplies Costs, Including Costs of Computing Devices


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Supplies - Computing Devices

• Charging as direct cost is allowable

–Devices that are essential and allocable

–Not solely performance of a Federal award.

Source: National Property Management Association


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Section 200.318 : All five procurement types must comply with the Procurement Standards - (1) the purchase complies with the non-Federal

entity’s documented procedures in place, (2) purchases are necessary, (3) open competition (to the extent required by

each method), (4) conflict of interest policy, and (5) proper documentation for the purchases


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Section 200.320 describes the five types of procurements: (1) micro-purchase (less than to $3,000), (2) small purchase (less than $150,000), (3) sealed bids purchases (more than $150,000), (4) competitive proposal purchases(more than

$150,000), and (5) noncompetitive purchases (special

circumstances which are applicable for all purchase levels).


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Purchases of supplies or services under $3,000 are treated as “micro-purchases.” • The purchase orders may be awarded without soliciting

any competitive quotations if the non-Federal entity considers the costs to be reasonable.

• The non-Federal entity must, to the extent practicable, distribute these purchases equitable among qualified suppliers.


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For example, a purchase of computer paper in the amount of $2,000 can be treated as “a micro-purchase.” • No rate competitive quotations are necessary. • A cost or price analysis is not required. • However, in accordance with the non-Federal entity’s

written policies, the non-Federal entity must consider whether to make the purchase from any one of a number of office supply stores. • Such policies may dictate the purchase of

computer paper to rotate among qualified suppliers if they offer the same rates.


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The Federal government has provided a one year grace period after the effective date of the Uniform Guidance for non-Federal entities to comply with these new procurement standards.


Informational sessions that will cover the Uniform Guidance and related changes to policies and procedures are in process of being developed.


PRE AWARD UPDATE

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• Certificate Training Program in Research Administration & Compliance is postponed

• Send names of interested staff and new hires to

[email protected] • Lots of training opportunities available with the

Systems Team, Post-Award and Pre-Award see our monthly newsletter and check LearningPoint on the Brown web page



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NSF - new PAPPG

• Inclement Weather – if NSF closed, proposals due dates postponed until open

• Project Description must have a section labeled BROADER IMPACTS

• Increased compliance checking on page counts and budget ceiling

• Post Doc Mentoring Plan is required in supplemental request if it includes PD


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ONR • October 1st Implementation of new grants system

called “PPS” • Some existing grants will be reissued and some may

receive new award number

NASA Actively seeking volunteer scientific reviewers SARA : Service and Advice for Research and Analysis at website http:www.sara.nasa.gov

http://www.sara.nasa.gov


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Air Force • Department of Defense FY15 University Research

Instrumentation Program (DURIP) just posted – due 17 November by 4 pm

http://www.arl.army.mil/www/pages/8/DURIP-PA-AFOSR-2014-0001.pdf

US Army

• ARL core Broad Agency Announcement for Basic and Applied Scientific Research for Fiscal Years 2012 – 31 March 2017 found at http://www.arl.army.mil/www/default.cfm?Action=6&Page=8










http://www.arl.army.mil/www/default.cfm?Action=6&Page=8




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NIH • Commons ID for undergraduate and Graduate Students required

with RPPR submissions beginning October 17, 2014

• Era Commons Username Required for Sponsor in Individual Fellowship Grant applications to NIH and AHRQ

• RPPR required for ALL type 5 progress reports (SNAP and non-SNAP) submitted on or after October 17, 2014

• RePORT – an NIH tool to identify “Research Researchers and Teammates” see the NIAID August Newsletter http://www.niaid.nih.gov/researchfunding/newsletter/2014/Pages/0820.aspx#a01

http://www.niaid.nih.gov/researchfunding/newsletter/2014/Pages/0820.aspx#a01

http://www.niaid.nih.gov/researchfunding/newsletter/2014/Pages/0820.aspx#a01


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• Subrecipient Monitoring documentation & annual A133 collection

• Results of summer experiment

• New Form and sequence for account create


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• University closed Wednesday, December 24th to Friday,

January 2nd

• All proposals due between during break period must be

submitted by 5 pm on Tuesday, December 16th • For January 7th deadline, all non-science sections due by

Friday, 12/19 with final technical/science sections due by noontime on Monday January 5th


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BIENNIAL INVENTORY 2014 • Departments with 15 – 50 Assets due

on October 10th • Departments with > 50 Assets due on

November 21st


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To be added to OSP’s Brown Bag Listserv, please email:

[email protected]


september 30, 2014 - brown university 30, 2014 . ... • project certification • effort reporting...

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