grant overview peoplesoft training. grants overview - v12 course information prerequisite:...

Grant Overview

PeopleSoft Training

Grants Overview - v1 2

Course Information

Prerequisite: PeopleSoft Overview PeopleSoft Fundamentals

Audience: UMBC Staff responsible for working with, or managing, Grant Budgets This course is prerequisite to the Grant

Reconciliation course Length: Approximately 2 hours Instructors: Jocelyn Bauer and Janice

Schwartz


AGENDA

What is the Grant Life Cycle? Pre-Award tasks and responsibilities Post-Award tasks and

responsibilities Grant Reports Getting Help


Module 1: Grant Overview

By the end of this module, you will be able to: Name the Grant Players Discuss the Grant Life Cycle Discuss the PeopleSoft Grant Life Cycle


UMBC Grant Players

Office Sponsored Programs Grant Accounting Individual Departments Sponsors


Grant Life Cycle

Pre-Award Award Post-Award


Grant Life Cycle

Pre-award

Post-award

Award

Grants Proposal Business ProcessHigh-level Process Flow

Identify Proposal Opportunity

Is Proposal Awarded

Yes

Approval Proposal

(see attached detail)

Submit Porposal

Award Proposal

(see attached detail)

Create Proposal

END

Accumulate Expenses

(POs,VCHRs, P-Card, T&L)

Process Step

Sub-Process

Business Document

Legend

Decision Point

Process Flow Connector

Update porposal status

No

Cacluate F&ABill SponsorGenerate Reports

Post to GL and

Commitment Cotrol

Process Continuations and/

or Close


Grant Life Cycle in PeopleSoft


Project/Grant ChartfieldsChartfield GL Chartfield Project Chartfield Sample Chartfields

Business Unit X X UMBC1

Fund X X 1253

Department X X 10012

Prog Oper (Opt) X

Program Fin X X 022

Project X X CV530517(Converted Grant) or 00000227 (New Grant)

Activity ID X CNV(Converted Grant) or BUD001(New Grant)

Account X X 7030100 Postage

TCODE (Optional) X

SOF (Optional) X

Analysis Type X GLE

Resource Type X SUPMA (Supplies/Materials) orGFCAS (GFC Assessment) orPCOST (Participant Costs)

Resource Category (Opt)

X PRPUB(Printing, Publication, Dissemination)


Practice 1:

Name the three stages of the Grant Life Cycle Pre-award, Award, Post-award

Name two chartfields associated to Grants (or projects) Business Unit, Fund, Department,

Program Fin, Project ID, Account, Analysis Type, Resource Type


Module 2: Pre-award

By the end of this module, you will be able to: Discuss the Pre-award process Identify the tasks required of the various

entities for each process step Know what to do to appropriately setup the

Budget. Define what is Cost-Sharing Discuss how to use Subrecipients Know when a pre-award spending is allowed


Pre-award Process

PeopleSoftProcess

Enter Proposal in PeopleSoft

Review proposal data

Check status of proposal


Pre-Award Terminology

Proposal Sponsor CFDA (catalog federal domestic assistance) Proposal ID Direct Costs F&A (Facilities & Administration) Indirect Costs MTDC (modify total direct costs) TDC (Total Direct Cost) Participant Support Costs Subrecipients


Pre-Award

Activity Responsibility Comments

Identify opportunity Department OSP can help identify opportunities

www.umbc.edu/ospa

Create proposal Department OSP can provide support in completing proposal package & forms

Complete appropriate documentation

Department OSP can provide support in completing proposal package & forms

Identify Budget Department OSP can assist in creating the proposal budget

Enter Proposal in PeopleSoft

Department / OSP / Deans Office

Budget/cost sharing Proposal routing form (with program

announcement)

Signoff for Submission OSP Proposal budget data from the department

Department approvals

Generate Award OSP Documentation and budget


Identify Opportunity

OSP Website: www.umbc.edu/ospa Grants.gov Most Commonly Used Forms

Cost Sharing Approval Form Indirect Cost Waiver Form Hazardous Materials IRB Form NIH Addendum Form


Budget Category

Budget Categories are used during the Pre-award stage of a grant.

Defines for a sponsor how money is supposed to be spent on a Grant.

Direct costs vs. Indirect costs (F&A) Once a Grant is Awarded, Budget

Categories are mapped to Resource Types.


Cost Sharing

Cost Sharing Matching Cash Contributions are actual funds In-Kind Contributions are non-cash

contributions from inside or outside UMBC.

Portion of project or program costs not borne by the sponsor.

Department submits cost-share approval form to OSP

Sign-off for Proposal Submission

Initiator Principal Investigator Department Chairs Dean

Representative Office of Sponsored Programs


Award Process

Upon selection of a proposal by a Sponsor, OSP performs a ‘Generate Award’ process in PeopleSoft

Transfers budget information from the pre-award to post-award

PeopleSoft Grant Terms and Sample Values

Pre-Award TermsPost-Award Terms

Proposal ID000153

Award ID000153

Contract ID000153

Proposal Project(s)00000002270000000228

Project_ID(s)00000002270000000228

Budget IDBUD001

Activity IDBUD001


Chartfield Transitions

Proposal ID =Award ID = Contract ID

Budget Category = Resource Type Budget ID = Activity ID


How will I know if my Grant has been Awarded?

Departments are notified by OSP Locating Grant Status via PeopleSoft


Pre-award Spending

Used if spending on a Grant is authorized by the sponsor before funds have been secured

PI Completes authorized pre-award spending form

Sends form to OSP for Signoff OSP generates a pre-award spending award

in PeopleSoft Proposal Status in PeopleSoft is “Pre-

award Spending approved”


OSP Tools

www.umbc.edu/ospa Forms Policies FAQ

Grant Training via OSP PI Handbook


Practice 2:

Name an Indirect cost? Name a Direct cost? What is a Participant Support Cost? What is the OSP website URL?

www.umbc.edu/ospa Who has final signoff on a proposal prior

to submission? OSP

Who approves pre-award spending? OSP


Module 3: Post-Award

By the end of this module, you will be able to: Discuss the Post-award process Identify the responsible department for

each process step Know what to do if you receive a check

from a sponsor Discuss the steps to take if additional

funding is required? Discuss the steps for closing a Grant?


Post-Award Terminology

Chart String Chart Field Account HR Account Code Position Management Position Employee Job


Post-award Process

PeopleSoftProcess

Grant SetupAllocate

Expenses/Revenues

Closing the GrantReconcile Budgets


Grant Chartfields

Project ID Activity ID (BUD001) Resource Type Analysis Type Fund Code (1253 / 1114) Program FIN Account


Project ID

Proposal ID = Contract ID = Award ID

Project ID = Grant ID


Resource Types

Used to track, analyze and report on actual and planned costs in grants or projects.

For every Budget Category there is a matching Resource Type.

Assigned to individual resources to identify the purpose of distinct transactions.

Resource Types can be as general or specific as needed

The Resource Type chartfield will be used to override F&A charges when the account chartfield does not provide the level of detail needed to segregate the charges.


Analysis Type

Assigned to individual resources to identify the different types of transactions in a project


Analysis Type

BLD = Billed OLT – Over the limit (budget or

billed) CFA = cost-share SFA = sponsored regular F&A WFA = waived F&A


What is a Fund Code?

Used to define a common collection of activities and resources

1253 = Grants/Contracts1114 = Cost-sharing


What is a Program Financial?

Also referred to as a ProgFIN External reporting requirement of

the General Accepted Accounting Principals (GAAP), University of Maryland (UM) the State of Maryland (SOM)

Used in Expenses only, not in revenue


Program FIN – Common Codes

Instruction -includes expenditures for all activities that are part of an institutions instruction program. INST - 011 - Instruction – General (during

regular term) Research – includes all expenditures for

activities specifically organized to produce research RSCH - 022 - Research – Individual (DRIF)- 021

Public Service – includes all expenditure for activities related to Public Service SERV - 031 – Public Service - Community


Program FIN – Common Codes

Scholarships – includes expenditures for scholarships and fellowships – from restricted or unrestricted current funds – in the form of grants to students, resulting from selection by the institution or from an entitlement program SCHOL - 171 - Scholarships FELLO - 172 - Fellowships


Account

Natural classification for a financial transaction guided by GAAP, UM and SOM Salaries Contributions Cash

3000000 – Net Assets 4000000 – Revenue 5000000 - Transfers 6000000 – Personnel Expenses 7000000 – Operating Expenses 8000000 – F&A


Post-Award

Task Responsibility

Grant Setup Grant Accounting

Allocate Expenses/Revenues

Department

Billing Grant Accounting

Reconciliation Department

Closing the Grant Department/Grant Accounting/OSP

Grant Accounting Website

http://www.umbc.edu/FinancialServices/grantacct.html


Receiving Checks from Sponsors Immediately restrictively endorse checks ‘for the

deposit only’ with UMBC stamp Make 2 copies of the check

Copy 1 – provide PeopleSoft project number/Grant number, Sponsor Name, and e-mail address of department representative

Copy 2 – serves as receipt of delivery Grant Accounting will sign this copy Departments should retain this copy as proof of

disposition of check Hand deliver original and copies to Grant Accounting

Admin 413 Grant Accounting will email deposit # within 48 hrs Deposit information available via Peoplesoft Retriever


Significant Budget Changes

Changes to a Grant Budget, that require prior approval, must go through OSP


Grant Closing Procedures

30-60-90 day queries available to the departments to run in PeopleSoft. – see supplement

C&G Grant Accountants on a monthly basis run a query for expired grants and initiate the closing process.

Closing process may also be initiated by departmental business managers.


Practice 3:

What are the two PeopleSoft Fund Codes that are used in Grants?

1253 / 1114 Name one of the Program Fin (Prog Fin)

codes often used in Grants? 011 / 022 / 031 / 171 / 172

What should you do if you receive a check from a Sponsor?

Make 2 copies of the check / enter grant ID, sponsor name, and email address of dept on copies / hand deliver to Grant Accounting


Module 4: Reporting

By the end of this module, you will be able to: Name the various Grant reports Describe what is Effort Reporting Know what to report to Sponsors


What do the Reports tell me?

Identify amount spent on a Grant by resource type

Identify amount left to spend on a Grant

Define Budget


PeopleSoft Grant Reports

Grant Summary Report Grant Detail Report Statement of Payroll Charges Report Effort Reports Grant Cost-Share


Why Effort Reports

Government regulations, set by the Office of Management and Budget (OMB) in Circular A-21 "Cost Principles for Educational Institutions" require that the University maintain records that will substantiate the effort of each individual charged to a sponsored project. Therefore, time records must be carefully maintained. A-21 states that the payroll distribution system will (I) be incorporated into the official records of the institution, (ii) reasonably reflect the activity for which the employee is compensated by the institution, and (iii) encompass both sponsored and all other activities on an integrated basis. Of the options available for documentation, according to A-21, the After-the-Fact Activity Records Method has been determined to be the method most easily adaptable to the Campus environment.


When are Effort Reports Due?

Fall; Pay Periods 1 – 14 Due 30 days after closing

Spring; Pay Periods 15 – 26 Due 60 days after closing


Reporting to Sponsors

Each Sponsor has different reporting requirements and timeframes

Become familiar with the detail of your Grant to ensure you meet the Sponsor’s reporting requirements

Work with OSP and Grant Accounting if you have questions


Module 5: Getting Help

By the end of this module, you will be able to: Name the various resources available

to receive Grant assistance Locate the resources


Help Resources

PeopleSoft UMBC Website Peer Mentors Divisional Coordinators OSP Grant Accounting PS_Support Chartfield Support

CC_tree(s) in PeopleSoft Finance Knowledgebase


Websites:

OSP http://www.umbc.edu/ospa/ Grant Accounting:

http://novell1.umbc.edu/accounting/grantacct.html


PeopleSoft End-Users Manual(KnowledgeBase)


PeopleSoft Training Plan(KnowledgeBase)

grant overview peoplesoft training. grants overview - v12 course information prerequisite:...

Documents