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Managing Grants Using RIAS

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5-digit code associated with each fund source - Charging Instructions: Fund Source-Org Id-Natural Acct ... Expecting continuation funding or no-cost extension? ... – PowerPoint PPT presentation

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Title: Managing Grants Using RIAS


1
Managing Grants Using RIAS
2
Organizations and EBRCs
  • Organizations
  • - 5-digit code associated with each fund source
  • - Charging Instructions Fund Source-Org
    Id-Natural Acct
  • - Defines Approval Hierarchy
  • P2P Preparer-gtLevel 1 Approver-gtLevel 2
    Approver
  • Level 1 Approver Up to 10K
  • Level 2 Approver 10K
  • GL Preparer-gtDefault Approver (No Limit)
  • Use of Alternate Approver
  • - Formally Used for Security in Old FDW (Prior
    to July 2008)

3
Organizations and EBRCs Continued
  • Extended Budget Responsibility Code (EBRC)
  • - 9-digit code associated with each fund source
  • - Logic Was Defined by Each Department
  • - 1st 3 digits represent Budget
    Responsibility Code (i.e. F67 SAS Division of
    Life Sciences)
  • - Remaining 6 digits represent breakdown of
  • units/individuals (i.e. F675XXXXX Division
    of Life
  • Sciences, Department of Genetics)
  • - Used for Security Accessing Reporting in
  • - RIAS Financial Gateway/FDW (Effective July
    2008)
  • - OFIS

4
Organizations and EBRCs Continued
  • Both Org and EBRCs are needed for Account Setup
  • Q How does DGCA obtain this information?
  • A The endorsement form Section 8 (Admin Unit
    Info)
  • Endorsement will be revised by ORSP to add EBRC
  • Until then, note EBRC next to Org Id
  • Without accurate EBRCs delays in setup, no
    access to account information, unable to report
    in RIAS

5
Account Setups and Attributes
  • New RIAS Section on DGCA Website Under Featured
    Links
  • - RIAS Grant-Related Materials and Information
  • Account Setups
  • -Sponsored program account series now 42 and
    43XXXX
  • -State cost-share account series continue to be
    22XXXX
  • -Non State cost-share account series is now
    40XXXX
  • - Naming Convention Agency Title/Award Info
  • Federal NIH MH0684567 1/5
  • Non-Federal SNJ-CST Stem Cell Project
  • -Notified of new accounts via Paper DGCA Notice
    of Award Signature Card (To be converted to
    Email Notification in Future). Please confirm
    EBRC is correct once received.

6
Account Setups and Attributes Continued
  • Once notified, confirm account attributes are
    accurate
  • Run FD Chart of Accounts (AI) Report
  • Grant Fund Sources with Limited Attributes
  • Grant Fund Sources with All Attributes
  • Attributes
  • - Over 80 attributes now available for reporting
    purposes
  • - Grant attribute definitions now on DGCA
    Website
  • Some Key Attributes
  • - EBRC, Org Id, PI Name, Sponsor Name
  • - FA Base, FA Percent, Admin Unit,
    Cost-sharing

7
Account Setups and Attributes Continued
  • Some Key Attributes Continued
  • - Fund Source Status Code (New Report Worksheet
    Available)
  • A Active (Budget Period Active or HOLDs)
  • E Expired (Budget Period ended Further Action
    Needed)
  • C Closed (Final Financial Reports Submitted to
    Agency)
  • D Dead (No action needed)
  • Important
  • Award End Date vs. Active End Date
  • Active End Date Award End Date 90 Days

8
Active End Dates Award End Date 90 Days
  • Impact on Transactions and Reporting
  • -Represents the last day ANY transaction may be
    posted
  • - After End Date Transactions Posted to
    Suspense/Rejected
  • - Difficulty Reconciling due to timing of
    suspense clearance
  • Actions Required by You within those 90 days
  • - Expecting continuation funding or no-cost
    extension?
  • - Then complete Institutional Prior
    Approval System Request Form
  • (IPAS) Http//postaward.rutgers.edu/IPAS_
    Home.htm
  • - Then forward completed form and
    supporting backup to DGCA
  • Manager to extend date

9
Active End Dates Award End Date 90 Days
  • Actions Required by You within those 90 days
  • - If award is to be closed/finalized
  • Transfer off all active payroll (PDRs)
  • Close/Cancel Open, Invalid Commitments (CORs)
  • Liquidate Commitments (Invoices)
  • Process any journals or closeout entries
  • Closeout Policy and Procedure
  • - Final Costs finalized and recorded within 60
    days after end date
  • - Technical Reports
  • http//postaward.rutgers.edu/Closeout_Procedure.
    dwt

10
Fringe and FA in RIAS
  • New Fringe Natural Accounts (Effective July 2008)
  • 17100 All fringe costs recorded through June 30,
    2008 and effective July 1, 2008 only manual
    Adjustment (DGCA use only)
  • 17200 Fringe on expenses posted to 12000
  • 17210
    12100
  • 17230
    12300
  • 17260
    12600
  • 17290
    12900
  • 17330
    13300

  • 13700

  • 15000
  • Frequency
  • Fringe is calculated and posts nightly
  • FA is calculated and posts after each payroll
    and at the end of the month

11
Journals
  • Cost Transfer Policy
  • http//postaward.rutgers.edu/Cost_Transfer_Policy
    .htm
  • Justifications
  • - Must include detailed reason for entry
  • - Must clearly cite specific details to original
    expense
  • (i.e. PO, name of vendor, document ,
    date, amounts, etc.)
  • Attachments
  • - Use Short Text Attachment to cite 120 day
    cost transfer justification if needed in Base
    Apps. (WebADI Entries Too)

12
Journals Continued
  • Journals that are Not to be done by You on Grants
  • Entries impacting
  • - Salary natural accounts
  • - Fringe benefit natural accounts
  • - SAR tuition remission natural accounts
  • - FA natural accounts
  • - Cash or receivables natural accounts
  • Reversing Button eliminated in RIAS

13
Key Reports to Use to Manage Grant Accounts
  • FD Chart of Accounts (AI)
  • Grant Fund Sources with Limited Attributes
  • Grant Fund Sources with All Grant Attributes
  • FD Daily Activity Report
  • Actual Transactions
  • FD Departmental Fund Source Balances
  • By BR Code (To be changed to EBRC)
  • New Worksheet Soon Grant Status Report
  • FD Document Number Lookup
  • FD Encumbrance Detail (CD,CI)

14
Key Reports to Use to Manage Grant Accounts
  • FD Fund Source Summary by Natural Account (SS,BA)
  • Project to Date Budget Expense
  • Project to Date Revenue Expense
  • FD Fund Source Detail (SD)
  • FD Grant Fund Source Report by Period (MAR)
  • FD Payroll Distribution Report
  • Effective October 17 - No longer available on
    Gateway.
  • Must run report using Viewer

15
Key Reports to Use to Manage Grant Accounts
  • FD Sponsored Programs Award Terminations

16
Reports Still in Development
  • Reports Still in Development
  • - All P2P Reports TP will include invoice date
  • - All Funds Department Include Sort by
    Grant Status
  • - Suggested Other Reports for Grants?
  • Forward suggestions to your BMG
    representative

17
Help Resources and Tool Available
  • Help Resources
  • RIAS http//rias.rutgers.edu
  • RIAS Help Desk 732-445-2100 or
    rias2gl_at_rci.rutgers.edu
  • DGCA http//postaward.rutgers.edu
  • Other Tools Available
  • - Rex (Access Request Form RIAS Forms
    Repository)
  • Contact Ms. Fatima Torres
  • 732.445.3784
  • - COEUS
  • Contact Ms. Lena Fullem
  • 732.932.0150 ext. 2217

18
  • Demonstration of RIAS Reports

19
  • Questions, Comments or Feedback on this
    Session?
  • Please forward to
  • Michele Conlin
    conlin_at_rci.rutgers.edu
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