SPA UpdatesResearch Administrators CouncilNovember 20, 2013Beth Callaway - Assistant Director, University Receivables

David Thomas – Manager, Post Award Administration

CY End Preparation

Warning! Industry sponsors◦FY=CY for most industry sponsors◦Often receive requests for invoices

before Dec. 31st - CMU may or may not be able to accommodate

◦Refer all inquiries to Beth Callaway at callaway@andrew.cmu.edu or x8-5838

NIH – New Billing RequirementsWhat?

◦ NIH is moving to a new billing system that will require awards to be billed individually rather than in a pooled account (LOC)

◦ New subaccounts (“P accounts”) created to replace the previous pooled accounts (“G accounts”)

When?◦ Beginning October 1, 2013 for new awards issued

with GFY14 funds (types, 1, 2, 4, 6, and 7)◦ Beginning October 1, 2014 for non-competing

renewals (types 5 and 8) at the start of the renewal year for each award

NIH – New Billing RequirementsHow does this affect a PI or department

administrator?◦ Phase I (new awards on/after 10/1/13) – no change.

SPA will bill new awards within the new system and existing awards within the current system

◦ Phase II (non-competing awards on/after 10/1/14) – New Oracle accounts will need to be established when next

year’s funding is received Former NIH accounts will need to be closed out – even if under

SNAP Carryover from former G accounts will need to be moved to the

new P accounts in NIH system and be reported as carryover on financial reports

Additional communications will be forthcoming

NIH – New Billing Requirements

Information/References:◦ http

://grants.nih.gov/grants/guide/notice-files/NOT-OD-13-112.htmlhttp://grants.nih.gov/grants/guide/notice-files/NOT-OD-13-120.htmlhttp://grants.nih.gov/grants/payment/faqs.htm#3781

Changes to Financial Reporting for Sponsored Awards Closeouts/Final Reporting

◦ Will be asking for closeout memos to be submitted one week prior to report due date Reminder – for a normal 90 day closing period,

campus has 60 days to review/liquidate expenses Questionable cost items should be justified prior

to receiving the recon – can be included in the detailed explanation in Oracle

Default accounts – costs being moved to the default account must be processed by AP (since R12 upgrade) so additional information is not able to be added to description – may be harder for departments to identify

NCURA – Coming to CMURegistration is now open for the National Council of University Research Administrators (NCURA) Departmental Research Administration Workshop. 

Dates & Times:  February 3, 2014    8:00 am – 4:30 pm                        February 4, 2014    8:00 am – 4:30 pm                           February 5, 2014    8:00 am – 12:00 pm Location:  Mellon Institute, Social RoomCost:  $600 per person                                Registration is required for this workshop.  CMU employees can register for the workshop on the Carnegie Mellon Professional Development Services website at https://hr-apps.as.cmu.edu/hrlearn/HRLearn2.  During the registration process you will be prompted to enter the Oracle account string to which the cost of the workshop should be charged. For questions, please contact Rhonda Kloss at 268-1015 or rkloss@andrew.cmu.edu.