welcome to college of education research and budgeting

Welcome to College of Education Research and Budgeting Office

Information Session

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Introduction • The purpose of this presentation is to

provide you with useful grant management/monitoring tools

• The following slides will touch on F & A, CAS templates, CSV file downloads, utilizing the “Extract data no key” option in Banner and some helpful Banner screens

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Overview

• Grant management consists of many responsibilities

• Many of these pertain to Federal Regulations as well as University Policies to which all Sponsored Programs at NMSU must adhere

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F & A • F & A (Facilities and Administration),

Indirect Costs, and Overhead are all interchangeable terms defining the same costs

• These are costs are incurred during daily operations of any institution or private business

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Facility and Administration (F&A)

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Which Expenses are in each Cost Pool?

• Direct Cost Pool– Instruction: Professors salaries, teaching

assistants, training– Organized Research: R&D costs separately

budgeted and accounted for including sponsored research and university research

– Other Sponsored Projects (OSP): Community service projects, workshops, non-federal drug studies

– Other Institutional Activities (OIA): Athletics, dinning halls, dorms, theaters

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• F&A Cost Pools– Depreciation: Building, capital improvements– Operations & Maintenance (O&M): Utilities,

janitorial, repairs, security, care of grounds– Library: Books and materials, librarians salaries– General & Administrative (G&A): President’s

office, Controller, Personnel & Payroll office, Legal, etc

– Departmental Administration (D&A): Academic dean’s offices, department chairs, administrative and clerical staff, phones (local), postage, office supplies

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• F&A Cost Pool (continued)– Sponsored Project Administration

(SPA): Pre-award office, contract & grants accounting office

– Student Services Administration (SSA): Admissions, bursar, registrar, catalogs, commencement, student health centers

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Simplified F&A Rate Calculation

NMSU College of Education F & A Distribution Schedule

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CAS Templates• CAS or Cost Accounting Standards were made law

by inclusion in the Office of Management and Budget Circular A-21. The Circular is available at http://www.whitehouse.gov/omb/circulars/a021/a021.html

• NMSU has developed an internal document to help readily identify all costs that require CAS justification

• Justification requires a reasonable explanation as to why that particular expense is necessary and how it ties into the scope of work for your project

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CAS Template as Defined by our Office of Grants and Contracts

• What is a CAS Template?

• As a tool to help determine direct and F&A costs, NMSU created a CAS template. The CAS template is available at http://research.nmsu.edu/docs/GandC/castemp1.xls The CAS template was designed from the Disclosure Statement where direct and F&A charges are itemized. The template will have an asterisk (*) before each item that is normally an F&A charge. The asterisk is a reminder to the PI that a justification is required in order to charge the item as a direct cost. The template is used as a budgeting tool, and PIs are encouraged to use the template at the proposal stage to break out the costs and determine the charges that require justification.

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Extracting Data from Internet Native Banner

• In most of the Banner screens you can extract data in the form of a CSV file.

• The following screens will guide you through the process

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Banner Screen

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Output Example

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Formatting Data

• In most of the Banner screens you can extract data in the form of a CSV file.

• In order to manipulate the extracted data it is necessary to convert the CSV file to an Excel file

• Some computers are not already set to allow for the Banner extraction in to a CSV file. The following screens are directions to allow for this function

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Allowing Internet Explorer/Banner to Open .CSV Files

Method 1Open Internet Explorer to NMSU Homepage

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Method 1 (continued)Click on Faculty and StaffClick on Business Finance and HR Services

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Method 1 (continued)Click on Banner Information Lookup

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Method 1 (continued)Click on Banner Account Code List

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Method 1 (continued)In the file download window unselect “Always ask before opening this type of file.”Click Open

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Method 1 (continued)

• Logon to Banner and you should be able to open the .CSV files

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Method 2You must be an administrator to your PC to do this.On the desktop double click the My Computer icon.Select Tools, Click on Folder Options

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Method 2 (continued)Microsoft Select File Type tab

Scroll down to the XLC Excel Worksheet, click advanced

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Method 2 (continued)Unselect confirm open after downloadingClick OK

• Click CloseLogon to Banner and you should be able to open .CSV files

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Useful Banner Screens

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Useful Banner Screens

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Sample Tracking Documents

• The following two documents may serve to assist you in tracking your expenses as they pertain to various sponsored activities.

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Tracking Log Option #1

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Tracking Log Option #2

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Conclusion

Please feel free to contact us at [email protected] with any questions, comments or requests for future meeting topics.

Together we can SUCCEED!