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RSA Town Hall

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... 476-2126 apcustomercenter_at_ucsf.edu Alexandra Jalali, Assistant AP Manager (415) 476-8461 alexandra.jalali_at_ucsf.edu Gail Kawakami, Accounts Payable Manager ... – PowerPoint PPT presentation

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Title: RSA Town Hall


1
RSA Town Hall
  • Tuesday, June 15, 2010
  • 130-330 PM
  • Parnassus, HSW 300 with a live broadcast to Rock
    Hall at Mission Bay and Room 118 at the Fresno
    Campus

Controllers Office
June 15, 2010
2
Agenda
  • Christine Durieux Welcome
  • Judy Kelso Controllers Office Website
  • Lana Tomitch FY09-10 Quarter 4 ARRA Reporting
  • Anthony Hunter New RAS Reports
  • Gail Kawakami Overview of AP Invoice Process
  • Debbie Caulfield Tips for Better, Problem Free
    Effort Reporting
  • Regnier Jurado Contracts Grants Update
  • Susan Lin System Edits Update
  • Christine Durieux
  • Michael Grafton EMF Update Closeout, Billing,
    Special A-133 Audit (Cost Sharing and GL
    Verification), Special State

3
Controllers Office Website
Controllers Office
Judy Kelso Director, Communications and Training
June 15, 2010
4
Controllers Office
5
FY09-10 Quarter 4 ARRA REPORTING
Controllers Office
  • Flexing Your Current Expertise
  • Stretching To Greater Expertise

Lana Tomitch ARRA Manager, Extramural Funds
June 15, 2010
6
FLEXING YOUR CURRENT EXPERTISE
  • ARRA quarterly reporting period for departments
    begins Monday, June 14, 2010 and ends Wednesday,
    June 23, 2010
  • 1. Project activity description - like an
    abstract
  • 2. Number of jobs created/retained - use the
    templates provided on the Controllers Office
    website under Sponsored Projects Procedures and
    Job Aids
  • For number of jobs created/retained, you will
    match the job FTE data to the Weblinks DPE ledger
    for April and May, 2010 and provide your best
    estimate for June, 2010 payroll ledgers. Please
    note that jobs created/retained is based on
    actual FTEs and not budgeted or proposed FTEs.
  • 3. Description of jobs - list of research
    working titles
  • 4. Project completion status - do not use
    completion status 4 (completed) unless the
    project is done, and the FFR has been submitted

7
FLEXING YOUR CURRENT EXPERTISE
  • QUIZ Whats wrong with this answer?
  • Job Description Dr. A oversaw all aspects of
    the research project including the experiment.
  • Whats a better answer?

8
FLEXING YOUR CURRENT EXPERTISE
  • Completion status 4
  • Final progress report has been submitted
  • FFR has been prepared
  • Fund has been closed out
  • OR
  • PI is relocating to another University

9
FLEXING YOUR CURRENT EXPERTISE
10
FLEXING YOUR CURRENT EXPERTISE
11
FLEXING YOUR CURRENT EXPERTISE
  • For subcontracts in, complete the spreadsheet on
    the Controllers Office website under Sponsored
    Projects Procedures and Job Aids, and send the
    original to the prime institution.  Send an
    electronic copy to lana.tomitch_at_ucsf.edu with
    instructions on who will report, prime or UCSF.
  • For subcontracts out, work closely with the
    subcontractor. Train them how to calculate FTE,
    and have them complete the spreadsheet found on
    the Controllers Office website under Sponsored
    Projects Procedures and Job Aids.  Please make
    sure ALL fields on the spreadsheet are complete,
    including DUNS, 9 digit zip code, address,
    highly compensated officers, as applicable and
    quarterly average FTE.  Send the electronic
    original to lana.tomitch_at_ucsf.edu.  UCSF will
    always report to the OMB.

12
FLEXING YOUR CURRENT EXPERTISE
13
FLEXING YOUR CURRENT EXPERTISE
  • Award Date
  • PeopleSoft RAS, Grants, Awards, Award Profile
  • Sub-recipient tab
  • Budgets and Modifications
  • Date Completed

14
FLEXING YOUR CURRENT EXPERTISE
15
FLEXING YOUR CURRENT EXPERTISE
  • Award Amount YTD
  • PeopleSoft RAS, Grants, Awards, Award Profile
  • Sub-recipient tab
  • Budgets and Modifications
  • Total Costs

16
FLEXING YOUR CURRENT EXPERTISE
17
You received an ARRA award..Now what???
  • Read the Notice of Grant Award Carefully!

18
STRETCHING TO GREATER EXPERTISE
  • Spend! or lose funding
  • Only one no cost extension allowed
  • Up to 12 months
  • Additional (prior approval) only in limited
    circumstances

19
STRETCHING TO GREATER EXPERTISE
  • Managing your ARRA supplement to a non-ARRA
    parent
  • No co-mingling of awards (separate funds)
  • No re-budgeting between parent and supplement
  • Separate annual progress reports submitted
  • Separate financial and closeout reports required
  • No carry forward of supplement balance to parent

20
STRETCHING TO GREATER EXPERTISE
  • SPECIAL CASE CLOSEOUT Multiple supplements to
    the same parent grant
  • Only one Federal Financial Status Report (FFR) at
    the time the project period of the last ARRA
    supplement or revision ends
  • Reminder, when multiple ARRA supplements/revisions
    are awarded, if any one of the awards is
    extended, then the FFR due date for all the ARRA
    supplements/revisions is also extended.

21
STRETCHING TO GREATER EXPERTISE
  • Watch carefully for
  • new awards and supplements
  • that may be partially funded
  • with ARRA funds.
  • Some awards are supplements
  • to existing non-ARRA funded projects.
  • This will affect Carry forward to non-ARRA
  • funded years.

22
STRETCHING TO GREATER EXPERTISE
  • Carry forward Authority
  • Grant Number Notes
  • R01 AI123456-04 Non-ARRA
  • R01 AI123456-05 ARRA
  • R01 AI123456-06 ARRA
  • R01 AI123456-07 Non-ARRA
  • FY 04 CANNOT be carried forward into FY05
  • FY05 CAN be carried forward into FY06
  • FY06 CANNOT be carried forward into FY07
  • FY04 CANNOT be carried forward into FY07

23
QUESTIONS?
Contact information Lana Tomitch, UCSF ARRA
Manager, (415)476-0834 lana.tomitch_at_ucsf.edu
24
Controllers Office
25
New RAS Reports
Controllers Office
Anthony Hunter Systems Manager, Research
Administration UCSF Application Services
June 15, 2010
26
Awards Report by Dept
27
Awards Report by Dept
28
Awards Report by Dept
  • Report Criteria

29
Awards Report by Dept
  • Data Returned

30
Awards Report by Dept
  • Data Returned

31
Awards Report by Dept
  • Output / Export

32
Awards Report by Dept
ONLINE DEMO
33
Subrecipients Report by Dept
34
Subrecipients Report by Dept
35
Subrecipients Report by Dept
  • Report Criteria

36
Subrecipients Report by Dept
  • Data Returned 1 - UCSF Award ID 2 - Fund 3
    - UCSF Project ID 4 - Subcontract 5 -
    Subrecipient Institution 6 - Subcontract Begin
    Dt 7 - Subcontract End Dt 8 - Executed Thru
    Dt 9 - Executed Amount 10 - UCSF Prime
    Sponsor 11 - Prime Sponsor Reference Award 12 -
    UCSF Award PI Name 13 - UCSF Project PI Name 14 -
    Subrecipient PI Name 15 - UCSF Award
    Department 16 - UCSF Project Department 17 - ARRA
    Type (if applicable)

37
Subrecipients Report by Dept
  • Output / Export

38
Subrecipients Report by Dept
ONLINE DEMO
39
Controllers Office
40
Overview of AP Invoice Process
Controllers Office
Gail Kawakami Manager, Accounts Payable
June 15, 2010
41
AP Invoice/Check Request Process
42
Match Exceptions
  • Lacks appropriate approval signature
  • Invalid or missing PO/Speedchart/Subcontract No.
  • P2P Departments need to receive
    goods/services in PeopleSoft
  • Not enough funds to cover invoice
  • PO set up issues qty, price, and unit of
    measure

43
Correct Subcontract Invoice (Sample)
  • PI Signature
  • Wire Information

44
Contact Information
  • AP Customer Center
  • (415) 476-2126
  • apcustomercenter_at_ucsf.edu
  • Alexandra Jalali, Assistant AP Manager
  • (415) 476-8461
  • alexandra.jalali_at_ucsf.edu
  • Gail Kawakami, Accounts Payable Manager
  • (415) 476-8449
  • gail.kawakami_at_ucsf.edu

45
Questions
46
Controllers Office
47
Tips for Better, Problem Free Effort Reporting
Controllers Office
Debbie Caulfield Compliance Manager, Extramural
Funds
June 15, 2010
48
What is Effort Reporting?
  • Effort Reporting is a process mandated by the
    federal government to verify that salary and
    wages charged to federally sponsored projects are
    reasonable estimates in relation to the actual
    work performed.

49
What is Effort Reporting? (Continued.)
  • An Effort Report is an after the fact
    certification of activities for which the
    employee was compensated by the institution.
  • Cost sharing commitments must also be confirmed.
    (This is a manual adjustment in the system.)
  • All Faculty who serve as investigators on
    federally sponsored agreements are personally
    responsible for the certifying the amount of
    effort that they and their employees spent on
    sponsored activities.

50
  • Today I will share some best practices and tips
    for trouble free reporting.

51
Best Practices
  • Effort Reporting Coordinators and Certifiers must
    communicate!
  • The Effort Report Coordinator is responsible to
    clarify which employees cannot certify their own
    reports and who has first-hand knowledge to
    certify for them.
  • The Effort Report Coordinator should follow up
    with certifiers who have open reports to make
    sure the certification deadline is met.
  • It is also very important to notify individuals
    who are leaving the department, University that
    effort reports must be certified prior to
    departure.

52
Best Practices
  • Research Administrators and PIs must communicate
    regularly to clarify who will perform each task
    indicated below
  • Verify/correct effort an report.
  • Verify/correct cost sharing on report.
  • If effort is changed, process a payroll
    adjustment.
  • Effort Reports are issued for certification no
    more than 45 days after the close of the
    reporting period and certified within 30 days of
    their issuance to ensure that federal compliance
    expectations are met.

53
Best Practices
  • The Department responsible should turn on
    multiple certification as needed.
  • Effort Reports must be certified by an individual
    who has first hand knowledge of the work
    performed. Sometimes more than one person has
    this knowledge. The Multiple Certification
    feature allows each sponsored project line of an
    Effort Report to be certified individually.

54
Best Practices
  • Lets all avoid payroll transfers!!!!
  • Certify the report as is if the effort shown is
    within /-5 of the actual effort expended.
  • Periodically compare the effort commitments to
    the Payroll system disbursement percentages.
  • Make changes in the Payroll system after making
    adjustments on the report as soon as possible.

55
Best Practices
  • REMEMBER Use the Effort Reporting System as
    effectively as possible!!
  • Use custom saved searches to reduce your
    workload.
  • Communicate electronically with other individuals
    who need ERS information
  • Use the built in e-mail functionality to e-mail
    effort reports to other staff.
  • Share a saved search with another ERS user who
    may benefit.

56
Tips.
  • Remember that total effort always equals 100.
    Whether you work 25 hours a week or 80 hours a
    week you will report on 100 of that appointment.
    For example

57
Tips
  • PI Blue has a 80 appointment. Half of this time
    is spent on a project for the NIH. PI Blues
    effort report should reflect 50 of the
    appointment on the NIH project.

58
Tips.
  • Effort certifications allow for a level of
    tolerance of /-5. If the payroll percentages
    listed are reasonably within 5 of the actual
    effort expended, the report can be certified
    without changes.

59
Tips.
  • PI Orange charged 25 of her salary to her NIH
    project. She estimates that she spent
    approximately 30 of her time during the period
    on the project. She can certify the effort
    report without making changes since the actual
    effort is within the level of tolerance.

60
Tips.
  • Voluntary uncommitted effort should not be
    tracked or certified.

61
What is Voluntary Uncommitted Effort?
  • Voluntary uncommitted cost sharing occurs when
    project personnel donate time above what is
    agreed to as part of the award and do not
    quantify this effort in the proposal or budget.

62
  • PI Purple leads a DOE project to which she has
    committed 35 of her time. While working on the
    project, the team made a scientific breakthrough
    and PI Purple was so excited she increased the
    number of hours she worked on the project by
    working every weekend for six months straight.
    Since the extra effort is over and above the
    35 commitment to the project, this additional
    time is considered voluntary uncommitted effort.
    Cost sharing should not be tracked for the extra
    time, nor should the effort report reflect this
    time.

63
Tips.
  • Only federal and federal flow-through projects
    are being certified. Federal flow-through funds
    are defined as state or non-federal agency awards
    which are actually funded, in total or in part,
    by federal agencies.

64
Tips.
  • Research Assistant Orange works on two projects,
    an NIH project for PI Purple and a Pfizer project
    for PI Blue. Since the NIH project is federal, PI
    Purple must certify the effort on that project.
    The Pfizer project is non-federal, so PI Blue
    does not have to certify the report it is instead
    included in other-sponsored activities.

65
Tips.
  • Payroll cost transfers made after the report is
    certified may re-open the report.

66
Tips.
  • All certifiers must re-certify if payroll
    transfers are made which affect federal funds and
    the new payroll percentages do not match the
    certified percentages.
  • Payroll transfers should not be made once a
    report is on Certified status UNLESS charges are
    being moved to a non-sponsored account.
  • Payroll transfers MUST be made for reports on
    Certified/AdjustReq status in order to match the
    payroll to the certification percentages.

67
Tips.
  • Comments are open to audit, so be aware of the
    additional risk!

68
Tips.
  • Faculty should not certify effort for other
    faculty, even individual line certification.
    Each faculty member must certify his/her own
    effort. For example

69
Tips.
  • Professor Black does work on an NIH project for
    PI Brown. PI Brown should certify the effort
    reports of the research staff working on the
    project, but should not certify for Professor
    Black. Professor Black is responsible to certify
    his own effort report as he holds the title of
    professor which requires that he certify his own
    reports.

70
Hey, this is easy stuff!!! Any questions?
71
Controllers Office
72
Contracts Grants Update
Regnier Jurado Manager, Subcontract
Team Contracts Grants
June 15, 2010
73
  • Subcontract Team New Work Assignments Effective
    6/1/2010.
  • A G Jason Hancock
  • H M Sonny Carpio
  • N Z Judd Anthony
  • All new Kaiser subcontracts

74
  • Improvement/Automation of Subcontract Process
  • CG is currently exploring the following
  • Web based Subrecipient request form.
  • Subrecipient A-133 audit information maintained
    in RAS.
  • A reminder system that will send alerts to CG
    and Departments when subcontracts are included in
    an award.

75
OSR Operational Excellence Initiative
  • The Office of Research (OSR) has recently formed
    a workgroup in response to the Chancellors call
    to the campus on achieving Operational
    Excellence.
  • The workgroup is composed of representatives from
    OSR and Departmental representatives from the 4
    Schools.

76
  • The purpose of the workgroup is to explore how
    the campus can streamline operational
    interactions between OSR and departments,
    simplify processes and reduce redundancy. For
    example
  • Streamlining the award completion process.
  • Improvement and automation of the subcontract
    process,
  • Removal of requirement to submit eSNAP proposals
    to CG.

77
  • Updates on the workgroup discussions will be
    provided either via email or through the Town
    hall meetings.
  • We welcome the opportunity to work with all of
    you. Should you have any suggestions on how we
    can improve our processes please email them to
    my attention at regnier.jurado_at_ucsf.edu

78
Early Termination Requests
  • Issues have arisen with relinquishing statements
    that where the unobligated balance is
    underestimated.
  • Some NIH agencies use the amount in the
    unexpended balance box as the final unobligated
    balance amount.
  • Department and / or CG are then required to go
    back to the NIH and negotiate receipt of
    expenses.
  • When estimating the unobligated balance, please
    consider all expenses including vacation accrual
    and other expenditures, and be careful not to
    underestimate the unobligated balance.

79
Who Do I Call If I Have Any Questions?
  • For Pre-Award Matters
  • (415) 476-2977 CGProposalTeam_at_ucsf.edu
  • For Award-Related Matters
  • (415) 476-2977 CGAwardTeam_at_ucsf.edu
  • For Outgoing Subcontract Matters
  • (415) 476-2977 CGSubOutTeam_at_ucsf.edu

80
Who Do I Call If I Have Any Questions?
  • Joyce Abe - Manager, Proposal Team
  • (415) 502-4986 joyce.abe_at_ucsf.edu
  • John Radkowski - Manager, Award Team
  • (415) 502-4029 john.radkowski_at_ucsf.edu
  • Regnier Jurado Manager Subcontract Team
  • (415) 476-2782 regnier.jurado_at_ucsf.edu

81
(No Transcript)
82
System Edits Update
Susan Lin Assistant Controller, Accounting,
Reporting and Extramural Funds
June 15, 2010
83
PeopleSoft Online and Batch Edits
  • Why
  • The NIH Grants Policy Statement requires that
    award expenditures be consistent with the
    approved budget period (fund year).
  •  In order to provide reasonable assurance the
    Federal funds are used only during the authorized
    period of availability.

84
PeopleSoft Online and Batch Edits
  • What
  • Online and batch edits to prevent expenditures of
    Federal and non-federal sponsored project funds
    onto expired fund or budget period/fund year if
    the transaction date is 60 days over the
    expiration date

85
PeopleSoft Online and Batch Edits
  • How
  • Phase I - Reject debit recharges onto expired
    fund or fund year (completed)
  • Phase II
  • Reject online requisition and purchase order
    creation from expired fund or fund year ( coming)
  • Reject accounts payable transactions onto expired
    fund or fund year (will be in production
    6/16/2010)
  • Phase III - Reject payroll transactions onto
    expired fund or fund year (deferred)
  • Phase IV - Reject online cost transfers onto
    expired fund or fund year (deferred)

86
Phase II Accounts Payable Transactions
  • Speedchart Process Improvements in place
  • Deactivate funds or fund years that have a stop
    code
  • Deactivate funds or fund years that expired 60
    days
  • Online and Batch Edits
  • AP will use departments discretionary fund, if
    it is appropriate, or contact department for
    different fund year or other fund for that charge

87
  • Questions

88
(No Transcript)
89
Extramural Funds Update
Christine Durieux Director, Extramural
Funds Michael Grafton Manager, Special
Projects Extramural Funds
June 15, 2010
90
EMF Update
  • Award Closeout Status
  • Sponsored Project Billing
  • Special A-133 Audit
  • Cost Sharing
  • SAS 112 General Ledger Verification
  • RSA Town Hall Questionnaire
  • Collection Responsibilities
  • Special State General Announcement

91
EMF Update
  • Award Closeout
  • Expired Funds prior to 8/1/09
  • Total population 8,590 funds
  • Closed 8,015 funds, 93.3
  • Expired Fund Years on active funds prior to
    8/1/09
  • Total population 2,110
  • Expired funds and fund years fro 8/1/09 to
    present
  • Population to date 534
  • Closed to date 469 or 88 (mainly due to
    outstanding AR)
  • Goal Close fund/fund years within 120 days
    after the end of a budget period.

92
EMF Update - Billing
Year-to-Date - April 2010 Year-to-Date - April 2010 Year-to-Date - April 2010 Year-to-Date - April 2010 Year-to-Date - April 2010
System Transaction Count Count Ratios   Amount Dollar Ratios
1. Cost Reimbursable Billing Type Cost Reimbursable Billing Type Cost Reimbursable Billing Type    
   
a. Total LOC - Letters of Credit a. Total LOC - Letters of Credit a. Total LOC - Letters of Credit    
NIH 45,988 83.81 454,897,295 63.13
NSF 260 0.47 3,675,998 0.51
Other Agencies Other Agencies 215 0.39   1,779,856 0.25
Total LOC 46,463 84.68   460,353,148 63.89
   
b. Total Non-LOC b. Total Non-LOC b. Total Non-LOC 3,890 7.09   91,197,197 12.66
   
CR Totals 50,353   551,550,345  
   
2. Fixed Price Billing Types Fixed Price Billing Types Fixed Price Billing Types 4,517 8.23 168,998,692 23.45
(Advance Payment, Scheduled Payment, Milestone, per Patient, Units of Service) (Advance Payment, Scheduled Payment, Milestone, per Patient, Units of Service) (Advance Payment, Scheduled Payment, Milestone, per Patient, Units of Service) (Advance Payment, Scheduled Payment, Milestone, per Patient, Units of Service)    
(Advance Payment, Scheduled Payment, Milestone, per Patient, Units of Service) (Advance Payment, Scheduled Payment, Milestone, per Patient, Units of Service) (Advance Payment, Scheduled Payment, Milestone, per Patient, Units of Service) (Advance Payment, Scheduled Payment, Milestone, per Patient, Units of Service)    
BILLING TOTALS BILLING TOTALS BILLING TOTALS 54,870 100.00   720,549,037 100.00
93
EMF Update - Billing
  • Cost reimbursable billing Letter of Credit
  • Govt grants and contracts (NIH, NSF, NASA, HRSA)
  • Drawdown 100 of allowable expenses paid on the
    project
  • Represents 64 of total amount billed
  • Cost reimbursable non letter of Credit
  • State and private contracts
  • Monthly RAS generated invoices based on expenses
    incurred
  • EMF bills 80 - 96 of total invoice dollars
  • Unallowable expenses or overdraft
  • Expenses on a new fund year not yet finalized
  • Expenses posted to a fund after the end of a
    budget period
  • Fixed Price
  • Units of Service, Installment, Milestone, Prepaid
    and Clinical Trial
  • Represents 23 of total amount billed
  • Area of focus for EMF
  • Reorganized billing team
  • Using Milestone feature in RAS
  • Partner with Departments

94
(No Transcript)
95
EMF Update
  • Special A-133 Audit
  • Allowable and Unallowable Activities/Costs
  • Cash Management
  • Matching and Level of Effort
  • Period of availability
  • Reporting
  • Subrecipient Monitoring
  • Special Provision Testing

96
EMF Update Cost Sharing
  • Cost Sharing The portion of project costs not
    borne by the sponsor. 
  • Committed Cost Sharing  a contribution of effort
    or other costs, which are quantified in the
    proposal narrative, budget, budget justification,
    or in the award document. 
  • It is subject to audit as well as federal and
    sponsor regulations
  • Committed Cost Sharing can be either mandatory or
    voluntary
  • See UCSF Administrative Policy Website (APW)
    400-17
  • http//policies.ucsf.edu/

97
Cost Sharing - Voluntary
  • Most of the cost sharing on campus is voluntary
  • 2009 538 active awards with committed cost
    sharing totaling 50M.
  • 12 had mandatory cost sharing

98
Cost Sharing Responsibilities
  • OSR - Notify department and EMF via email of new
    Award and if there is a cost sharing commitment.
  • This award has been identified as having a cost
    sharing component. Please download and complete
    a new Cost Sharing Budget template and forward it
    to emfcostshare_at_ucsf.edu. Templates and
    additional information are available via the EMF
    website.
  • Department Complete the Cost Sharing Budget
    template Monitor post-award fulfillment of cost
    sharing commitments.
  • EMF - Assigning a cost sharing program code for
    departments to assign to each cost sharing
    transaction Reporting actual cost sharing
    expenditures to sponsors as required based on
    information provided by departments.

99
EMF Update Cost Sharing
  • Percentage of active awards with committed cost
    sharing in 2009 set-up with program codes 49
  • Program codes not used
  • RAS Committed cost sharing amount is not the
    final cost sharing amount
  • EMF to reach out to departments (EMF Advisory
    Group) on alternatives for tracking committed
    cost sharing.

100
EMF Update - SAS 112 General Ledger Verification
  • Best Practices
  • Develop and document procedures for
    unit/school/dept
  • Additional information regarding SAS 112 can be
    downloaded from the Controller website
  • http//controller.ucsf.edu/fin_compliance/files/UC
    SF_Verification_Review_Process.pdf
  • Develop a checklist for steps and funds
  • Define frequency of the verification
  • Email expense summaries to PI and receive their
    acknowledgement by email

101
EMF Update - SAS 112 General Ledger Verification
  • Best Practices (contd)
  • Federal funds verified monthly, clear reconciling
    items within 60 days
  • Set review standards/guidelines for expenditures,
    at a minimum review all expenditures that are
    2,500 and greater (300-14 and 300-24)

102
EMF Update - SAS 112 General Ledger Verification
  • Questions for Checklist
  • Signed and dated Evidence of Review
  • 2,500 expenditures been reviewed
  • High risk vendors (Unfamiliar/unknown vendors,
    vendors dealing with controlled substances or
    restricted goods and services)

103
EMF Update - SAS 112 General Ledger Verification
  • Questions for Checklist (contd)
  • Review revenue and recharges
  • Clear reconciling/outstanding items from previous
    recons
  • Review P2P Buyer Exception Report
  • Review P2P transaction procurement dept codes
  • Pages 11-12 of verification manual (how to verify
    and review purchasing and AP transactions)

104
EMF Update - Questionnaire
Rate the overall usefulness of the RSA Town Halls
from 1-5 with 1 being the most useful 1 2 3 4 5
Most Least
What topics would you find helpful? Include
possible guest speakers How often should we
conduct our meetings? (currently, every other
month) Just Right Less Frequent Should our
meeting duration change? (currently, two
hours) Longer Just Right Shorter Additional
comments/suggestions
105
EMF Updates Collection Responsibilities Accounts
Receivable Aging Balances Over 120 Days
Controllers Office
105
106
EMF Update Collection Responsibilities
Sponsored Project Collection Responsibility
  • EMF
  • Responsible for Credit of Letter drawdown.
  • Deposit sponsored project payments and apply to
    open invoices in RAS timely and accurately.
  • Follow up outstanding invoices that are older
    than 120 days
  • Engage PI/department in collection efforts as
    appropriate.
  • Responsible for uncollectible accounts
    receivables that were due to fault of EMF.
  • Charge uncollectible invoices (reverse expense)
    back  to departments for various reasons,
    including
  • 1) untimely PI progress report
  • 2) late billing by department
  • 3) disallowed costs by sponsor
  • 4)  failure to pay because sponsor is  not
    financially viable
  • 5) sponsor defaults on accounts receivable
    balance after EMFs attempts collection process. 
    Chargeback will occur six months (180 days) after
    issuance of the bill through the RAS system.

107
EMF Update Collection Responsibilities
  • PI/Department
  • Submit all required technical and financial
    reports timely
  • Ensure that fixed price invoices are prepared
    timely in accordance with contract terms.
  • Send all department generated invoices to EMF so
    they will be recorded in RAS and properly aged.
  • Responsible for uncollectible payments that were
    due to fault of the PI, department, and sponsor.
  • Review RAS Invoice/Payment Reconciliation report
    to ensure that billing is complete and payment is
    received per the terms and conditions of the
    award.
  • Follow up with sponsor and EMF for untimely
    payments.
  • Engage general counsel for potential
    uncollectible payment when appropriate.

108
                   
  SPECIAL STATE APPROPRIATION SPECIAL STATE APPROPRIATION SPECIAL STATE APPROPRIATION SPECIAL STATE APPROPRIATION  
   
  CLOSE-OUT STATISTICS CLOSE-OUT STATISTICS  
   
  UCOP GROUP CODE(S) 404110 AND 404120 404110 AND 404120  
   
  FUND RANGE 18000 - 18199 18000 - 18199  
   
   
   
                   
  Specific Metrics Jan-10 Feb-10 Mar-10 Apr-10 May-10 Jun-10 TOTAL  
                   
   
   
  Total Fund-DPA Combinations 1,325 1,325 1,325 1,325 1,325 1,325 1,325  
   
  Less Fund-DPA not EMF 110 110 110 110 110 110 110  
   
  Total Fund-DPA Combinations for EMF 1,215 1,215 1,215 1,215 1,215 1,215 1,215  
   
  Less 440000 Research Control 30 30 30 30 30 30 30  
   
  Less 8xxxxx Other Control 28 28 28 28 28 28 28  
   
  Net DPA-Fund for EMF 1,157 1,157 1,157 1,157 1,157 1,157 1,157  
   
  Less Active DPA for EMF 96 96 96 96 94 94 94  
   
  Required Stop / Beginning of Month 1,061 1,061 1,061 376 357 237 234  
   
  Stop Codes Placed / Fiscal Year 2009-10 0 0 685 17 118 3 823  
   
  Remaining Stop / End of Month 1,061 1,061 376 359 239 234  
                   
109
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110
Controllers Office
Thank you for attending the RSA Town Hall.
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