WELCOME Sponsored Programs Policy and Procedure Updates GRa

WELCOME Sponsored Programs Policy and Procedure Updates GRa. SP Extension 2231 DDH D 108 Cal. State Univ. , Bakersfield Fall 2012 1

Office of Grants, Research, and Sponsored Programs Introductions GRa. SP Extension 2231 n Laramée Lyda-Craft n – Chief Grants Analyst n Vincent Oragwam – Director of Grant Management Operations n Julio Blanco – Associate Provost for Grants and Resource Management and Planning Post-Award Coordinators: Ø Alicia Valenzuela Ø Rosie Soriano Ø Gwen Parnell Ø Amy Young Guest: Eva Hebebrand - Manager of Student Financial Services Cal. State Univ. , Bakersfield Fall 2012 2

Sponsored Programs Policy Updates Agenda n New Requirements Budget Revision; Participant and Unallowable Costs; Ethics Certification n NS Sponsored Programs Overview IO ON Funding; Scope ST SI UE US Q C Project Administration IS Closeout Startup; Reporting & Reconciliation; D FUN! Reminders and News – Audits, Accruals, Proposals, Record Retention, Release Time – PR Provider, Intel Property, T&E Certs, Chargebacks, Cost-Share Documentation, Subrecipient Monitoring, Research. Gov Cal. State Univ. , Bakersfield Fall 2012 3

Sponsored Programs Policy Updates Program Administration Guide Valuable Desk Reference The PAG Located on the Policies and Procedures page of the GRa. SP website www. csub. edu/grasp Cal. State Univ. , Bakersfield Fall 2012 4

Sponsored Programs Policy Updates Budget Revision n Budget Revision Procedure (PAG p. 25) – Know your sponsor’s requirements; Obtain prior written approval if needed – Bring form and backup to GRa. SP – After review and approval, GRa. SP will forward changes to Budget Department for input into system n Implemented 8/11; Simplified 7/12 CFS Budget Line Item Detail – Salaries and Benefits (C. O. July 2012) – Direct and Indirect Expenses – Revenue (= Total Expenses) Cal. State Univ. , Bakersfield Fall 2012 5

Sponsored Programs Policy Updates Cost Tracking n (PAG p. 5) Participant Costs Project Code (PCxxxx) – – – n Must be tracked separately (if required by sponsor) Separate budget for PC projects Affects cost analysis and indirect cost recovery Unallowable Costs – Know your sponsor’s restrictions – Obtain sponsor’s prior written approval for exceptions or questionable items – Your School/Department general fund will be charged if unallowed expenses were paid Cal. State Univ. , Bakersfield Fall 2012 6

Sponsored Programs Policy Updates Ethics Training Cert NEW PROCEDURE n Research Ethics Training Certification National Science Foundation Requirement – All students involved in an NSF research project must obtain a research ethics training certification (PAG p. 3) – PIs must know the CITI certification process and assist students in the procedures (see GRa. SP) – PIs must provide documentation to GRa. SP Cal. State Univ. , Bakersfield Fall 2012 7

Sponsored Programs Policy Updates How Award Funding Works n Funding Is By Reimbursement • Money Is Not Received Upfront • CSUB Advances Costs • Sponsor Is Billed by CSUB n Closeout End-Date Is Critical • Charges Incurred After (or Near) End-Date Are NOT Reimbursable • Charges Processed After Final Reconciliation Are NOT Reimbursable “Quick. Grab the money before it’s too late. ” CSUB cannot bill the sponsor for reimbursement for these; your department budget could be impacted Cal. State Univ. , Bakersfield Fall 2012 8

Campus Functions Associated With Projects n n n e n GRa. SP n Human Resources Deans/AVPs & Staff n Payroll General Accounting, Accounts n Budget Payable n Procurement: Copiers, Student Financial Services: Office Max, Pro. Cards Cashier, Accounts Receivable n Telecom Financial Aid n Mail Room Facilities Management, Assets n Safety and Risk Information Technology n Police Reprographics n Events Food Services n Housing University Advancement n ASI Construction Cal. State Univ. , Bakersfield Fall 2012 o y ty t h c u M r e v E re P 9

Sponsored Programs by the Numbers n n n ~75 Awards/Year (award life 2 weeks to 7 years) $15. 3 M Fiscal Year; $60. 9 M Award Lifetime (10/11) Awards support a variety of expenses • Administrative, Financial Aid, Travel, etc. • Construction Projects • $270 k Spectrometer (12/13) n Also support >$3. 5 M Payroll (10/11) • >150 Faculty; >340 Staff and Students n n >5, 000 Documents Logged (10/11) Countless Reports, Training Sessions, Status Meetings Cal. State Univ. , Bakersfield Fall 2012 10

Sponsored Programs Policy Updates Project Startup n n Until a project Chartfield is setup (PAG p. 5), you cannot hire employees or buy anything To start project spending: – A fully executed award is required; one award/one fund – Meet with GRa. SP ASAP for Chartfield setup – Process may take several weeks NEW PROCEDURE n “Fast Track” if the award is not yet in house: – Notify GRa. SP immediately, alternate award notice is required – Obtain required MOU Commitment from Dean/AVP with alternate funding source (see GRa. SP) Cal. State Univ. , Bakersfield Fall 2012 11

Sponsored Programs Policy Updates Report Routing n Report Preparation is PI’s Responsibility (PAG p. 36) All Fiscal Reports Must Be Signed by Fiscal Services n Report Routing Procedures: n

Sponsored Programs Policy Updates Reporting & Reconciliation n n Accrue expenses for project year (GRa. SP website) Reconcile and Enter Fiscal Data – start early – – n n Run CFS reports and reconcile with your shadow system Contact Fiscal Services for a reconciliation of expenses Work with Fiscal Services to resolve discrepancies Enter reconciled data into report Gather and enter data for program outcomes Save copies of all source data in binders or folders – Identify and order the documents to conform to report tables, pages, etc. so they can be followed by auditors Cal. State Univ. , Bakersfield Fall 2012 13

Sponsored Programs Policy Updates Project Closeout NEW PROCEDURE n 90 -Day Closeout Notification – E-mail from GRa. SP addressed to PI and copied to campus departments when closeout approaches – PI meets with GRa. SP to review closeout checklist – Staff reassignments or terminations must be addressed 90 Days PRIOR to Project End – PI is to follow up with GRa. SP to complete the closeout through the final report and deliverables after end date Cal. State Univ. , Bakersfield Fall 2012 14

Sponsored Programs Policy Updates Sample Email Notification Cal. State Univ. , Bakersfield Fall 2012 15

Sponsored Programs Policy Updates Reminders n Audits and Site Visits (PAG Appendix A) • Contact GRa. SP immediately and coordinate with GRa. SP and Fiscal Services • Compile backup documentation at time of annual/progress report n Project Accruals (GRa. SP website) n n Budget for vacation accruals Begin an accruals list one month before budget year-end Submit unposted expenses to GRa. SP with backup one week before year end Track accruals for actuals in following year Cal. State Univ. , Bakersfield Fall 2012 16

Sponsored Programs Policy Updates Reminders n Proposal Routing (PAG p. 1) n n Records Retention (PAG p. 37) n n Funding opportunities and writing assistance from Vincent Route proposals at least two weeks before submission deadline Awards must be signed by authorized official Save all years of award activity per sponsor requirements 5 -Year countdown begins AFTER final report or resolution Inform GRa. SP of the location Release Time Account Codes (GRa. SP website) n n n Debit and credit codes are the same (July 2012) 601892 Salaries or Salaries and Benefits 603892 Benefits Cal. State Univ. , Bakersfield Fall 2012 17

Sponsored Programs Policy Updates Other News n n n n New SPA Payroll Service Provider Intel Property Patent Consulting Services Time and Effort Certification Reports (PAG p. 38) Chargeback Detail and Event Scheduling Software Cost-share/Matching Documentation (PAG p. 27) Subrecipient Monitoring Procedures (PAG p. 21) Research. Gov Cal. State Univ. , Bakersfield Fall 2012 18

Sponsored Programs Policy Updates Summary n n n n New Requirements Sponsored Programs Overview NS Project Administration IO ON ST SI Reminders UE US Q C News IS D Evaluation Form GRa. SP Extension 2231 Cal. State Univ. , Bakersfield Fall 2012 YAY 19

THANK YOU FOR COMING GRa. SP Ext. 2231 DDH D 108 Cal. State Univ. , Bakersfield Fall 2012 20