NYU Langone Medical Center Process for American Recovery and Reinvestment Act of 2009 (ARRA) - PowerPoint PPT Presentation

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NYU Langone Medical Center Process for American Recovery and Reinvestment Act of 2009 (ARRA)

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Title: NYU Langone Medical Center Process for American Recovery and Reinvestment Act of 2009 (ARRA)


1
NYU Langone Medical Center Process for American
Recovery and Reinvestment Act of 2009 (ARRA)
  • Policy and Procedures
  • April 21, 2009

2
Overview
  • NIH has received funds to stimulate job creation
    and economic development activity related to
    biomedical and biobehavioral research.
  • Funds for FY09 FY10
  • Reporting required no later than 10 days after
    the end of each budget quarter.
  • Estimate jobs created retained by project or
    activity.
  • Buy American
  • No Renewals or No Cost Extensions (with
    exceptions)

3
Chartfield Set-up for Tracking
  • Create Boilerplate remark ARRA Funding.
    The SPA specialist will check the box during
    set up to assign this boilerplate remark. A
    standard query will be developed to list all
    projects associated with ARRA funding for
    reporting purposes.
  • Our current process for supplements adds to the
    existing projects. We are modifying and creating
    a new project for supplemental funds.

4
Chartfield Set-up in Accordance with RIE on eCPP
Process
  • Once Intent to Fund is received by SPA via email
    from sponsor, the chartfield will be created
    without budget, and authorization will be
    distributed. Departments can proceed with CPPs,
    employee requisitions or OTPS procurement.
  • When NGA is received, the budget will be posted
    and another authorization will be distributed,
    which is approximately 3 weeks after the Intent
    to Fund.

5
Human Resource Requirements
  • Finance will send Human Resources (HR) a listing
    of ARRA funding.
  • HR will list the dates of hire.
  • Frequency is TBD.
  • Finance will highlight changes to the list as
    additional funding is awarded.

6
Reporting Requirements
  • Since quarterly reports are required
  • An individual on the Financial Reporting Team
    will be designated to oversee the ARRA funding,
    Norka Rappoport.
  • Notices will be sent 30 days prior to each
    quarterly report reminding the PI, Administrator
    and Financial Analyst (FA) of the reporting
    requirements via email.
  • Once allocations are run (approximately 5
    business days after month close) FA will issue
    Grant Status Report to Financial Reporting team
    for submission to NIH.

7
Reporting Requirements (cont.)
  • PI Administrator approval required only for FSR
    purposes, not quarterly submission (interim
    reporting).
  • Limited reconciling items included ledger
    reports, therefore timely allocation is
    necessary.
  • Payment Management System (PMS), draw down of
    funds, has special coding to track expenditures.

8
Administrative Supplements Competitive Revisions
  • This funding will be associated with the Parent
    grant.
  • No rebudgeting into or from the Parent grant.
  • No carryover into Parent grant.
  • No-Cost Extensions of the ARRA T-3 will be
    eligible for a one-time No Cost Extension for 12
    months.
  • Separate FSR closeout required.
  • Linkage of Parent to supplements competitive
    revisions will be tracked in Peoplesoft.

9
We are the sub-recipient
  • Same stimulus procedures and reporting
    requirements apply
  • Assigned fund 28

NYULMC
10
NYULMC is the Prime


  • Same stimulus reporting requirements apply.
  • Need timely receipt and payment of invoices.
  • Cant report obligations.
  • Finance will assist in facilitating process.

NYULMC
11
Notice to Other Agency
  • SPA is altering language to include Kamal Jagroo
    as the billing recipient.
  • Once NGA is received, SPA will notify Finance to
    establish the PO (new process).
  • Finance will contact the agency and provide our
    required stimulus templates
  • Only completed templates will result in payment.

12
Sub-recipient payment
Notice to agency, no payment until completed
form. Cc PI, DA FA
NO
Finance receives invoice and logs
Complete
NO
Finance sends invoice to PI, cc DA FA, with
requested approval to pay in next 14 Business Days
Finance sends to AP and follows up for check
number to log.
Payment will not be made if PI is not satisfied
with performance which must be communicated to
Finance and in turn the other agency and PI.
13
Communication
  • SPA and Finance will create templates to assist
    with organizing the gathering of newly required
    information, such as retained employees.
  • Communication will be sent at creation of
    chartfield via SPA.
  • Department Administrators will be responsible for
    estimating the number of jobs retained by the
    project or activity.
  • Communication will be sent 30 days prior to each
    quarterly report via Finance, Norka Rappoport.
  • Finance will create a calendar to identify when
    transactions will post and tentative due dates
    for quarterly reports.

14
Additional Information
  • Applicants and grantees are also encouraged to
    review the following websites for additional
    information on ARRA
  • March 2009 Statement from the Acting Director,
    NIH http//www.nih.gov/about/director/02252009sta
    tement_arra.htm
  • NIH Grant Funding Opportunities Supported by the
    ARRA funds http//grants.nih.gov/recovery/
  • NIH and the ARRA http//www.nih.gov/recovery/
  • HHS.gov/Recovery http//www.hhs.gov/recovery/inde
    x.html
  • Recovery.gov http//www.recovery.gov/
  • OSR/SPA Stimulus Website
  • http//osr.med.nyu.edu/stimulus-arra

15
Contact Information
  • Ken Devaney
  • Senior Director
  • Sponsored Programs Administration
  • (212) 263-8822, Kenneth.Devaney_at_nyumc.org
  • Suzanne Locke
  • Director
  • Finance Department, Sponsored Programs Financial
    Services
  • (212) 263-7006, Suzanne.Locke_at_nyumc.org
  • Tony Marsicano
  • Senior Director
  • Finance Department, Sponsored Programs Financial
    Services
  • (212) 263-6671, Tony.Marsicano_at_nyumc.org
  • SPA Website, http//www.med.nyu.edu/spa
  • Finance Website, http//www.med.nyu.edu/finance
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