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Research Administration Forum Grants and Contracts Administration January 17, 2019 1
Research Administration Forum
Grants and Contracts AdministrationJanuary 17, 2019
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AGENDA1. Happy New Year!2. GCA Personnel Updates3. Sponsored Compensation Verification Reports – Gina Cofield4. Cost Transfer Process Guide – Sarah Balas5. New Program Income Procedure6. New Fringe Rates7. FY 2018 Single Audit
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“Go Tigers”
GCA Personnel Updates
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Moushumi Rangaraju – Class 206
Casey Summerour – Class 215 and 240
Megan Kressler (working with Sarah Balas) Class 200, 201, 202, 203 and 205
Cindy Wyatt (working with Gina Cofield) Class 207, 213 and 216
Please Welcome:
Sponsored Compensation VerificationReporting
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“Go Tigers”
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2/15/2019 – Reports are scheduled for release2/22/2019 - Notification will be sent to faculty with unapproved reports3/4/2019 - Daily notifications will begin for faculty with unapproved reports3/18/2019 @ 5pm - Deadline for all reports to be approved3/19/2019 - Projects will be inactivated for reports that are not approved
Sponsored Compensation
Spring ‘19 Timeline:
Information, Links and Reminders:Website: https://www.clemson.edu/research/grants-contracts/sponsoredcompensation.html
Training Video: https://www.youtube.com/watch?v=pBi_h3hREHc&feature=youtu.be
CPAC Reports for Unapproved PI/Projects will be posted every Friday, except last week before deadline, which will be posted daily on website.
FAQ’s are Available: https://www.clemson.edu/research/grants-contracts/SVCS-FAQs.html
For more information, contact Gina Cofield for assistance.
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Sponsored Compensation
https://www.clemson.edu/research/grants-contracts/sponsoredcompensation.htmlhttps://www.youtube.com/watch?v=pBi_h3hREHc&feature=youtu.behttps://www.clemson.edu/research/grants-contracts/SVCS-FAQs.htmlmailto:%[email protected]
Cost Transfer Process Guide
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“Go Tigers”
COST TRANSFERS
Department and College Post-Award Personnel Perform the Following:
Identifies that a cost transfer is necessary
Completes the Cost transfer form and obtains the required signatures and supporting documentation
Submits the Cost transfer request (CTR) to [email protected]
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mailto:[email protected]
Timeline Goals for the NEW YEAR!
GOAL # 1: GCA cost transfer manager (CTM) reviews and provides feedback to College within 5 to 8 business days. Internal escalation will commence after day 5!
GOAL #2: College contact must respond back to CTM within 5 to 8 business days. If information is not received, CTR will be returned without approval.
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COST TRANSFERS
FINAL GCA Approval STEPS:
GCA Manager/Director approvals is required.
Approved CTR are then returned to college contact.
CTRs requiring VPR approval will be forwarded to VPR office by CTM (i.e. over 90 days, 45 days after end date, etc.).
VPR office will send approved CTR to CTM, copying appropriate college contact.
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COST TRANSFERS
Once you have received an APPROVED CTR ----
NOW….
you can RELEASE PRCs from Hold status or enter non-personnel journals in PeopleSoft.
SUGGESTIONS / FEEDBACK???
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New Program Income Procedure
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“Go Tigers”
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Effective January 1, 2019 – Program Income accounts will be set up in Fund 20 projects.
Definition: Program income is revenue received when the goods or services, for which an individual is charged, are directly generated from sponsored award activities during its period of performance.
Program Income
Procedure:
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Income from fees for services performed such as laboratory tests Income received from others using equipment purchased with grant
funds Funds received for the use or rental of real property, equipment or
supplies acquired under the grant The sale of commodities or items fabricated under an award Charges for research resources Registration fees for grant-supported conferences or symposia Proceeds from the sale of software, publications, or media Income from the sale of research materialsSales of products with an accompanying material transfer agreement
Program Income
Examples of Program Income:
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Program income is considered part of a federal award (Uniform Guidance).Program income must be used for the purposes and under the conditions of the Federal award. Therefore, expenses must be project-related.Any funds that remain are to off-set grant expenses. Program income is to be reported to the federal agency during reporting cycles, and are subject to annual single audit review.
Program Income
Why is this change necessary?
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When known, any anticipated program income should be included in the proposal budget and budget justification when submitting to the sponsor. Principal Investigators (PIs), Department and College Post-award personnel are responsible for the proper identification of program-related income and ensuring the proper deposit during the performance period of an award. If you are uncertain whether monies received should be classified as program income, please contact a Grants and Contract Administration (GCA) representative for assistance in making a determination.
Program Income
Determination and Identification:
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PeopleSoft System:Class Code 249 will be used for Program Income ProjectsProject: 203XXXX – Project numbers will start with 203 and the
remaining 4 digits will correspond to the Fund 20 awarded project.GCA Manager:
Add “PI:” at the beginning of the short and long title, copied from the corresponding sponsored project, to denote that it is a Program Income project.
Note in the comments section of the “Reports” tab that a corresponding Program Income account has been established.
Add a report code deliverable of “Program income” to the project within the reporting tab with date and frequency as a reminder of the reporting requirement.
Program Income
Setup (New Awards):
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When identified or discovered after award and project setup (i.e. during the course of an award), the PI, Department or College post-award personnel should notify/e-mail a GCA representative, to:
Request a program income project account Provide the sponsored project/award the activity is connected toProvide a description of the income generating activity
GCA personnel will establish a linked program income project within Clemson’s financial system.
Program Income
Setup (Existing Awards):
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Department personnel may deposit funds received for program income directly with the bank (as it is currently performed) Use chart field string 20-000-4923-5503-249-203XXXX; where
203XXXX should be replaced with the last four digits of the program income project account.
When funds are deposited into the Program income project, department personnel must email a copy of the deposit and support information to the Grants and Contracts Administration (GCA) Grants Manager, who will: Verify the deposit in the project account Budget funds into the “Other” summary account node (unless
otherwise specified in the email)
Program Income
Check Deposit and Budget Processing:
Proposed Fringe Rates
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“Go Tigers”
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For planning purposes and proposals submissions, use the following Fringe rates for the remainder of Fiscal Year 2019-2020:
Employee Type FY 2020 Change 9 month 36.2% 2.5%Administrator 43.9% 3.6%Graduate Students 7.1% -4.9%Undergraduate Students 1.1% -0.7%Part-Time/Temporary 25.8% 6.0%
The proposed pooled fringe rates have been submitted to the Department of Health and Human Services for review. Their approval is anticipated prior to the start of the next fiscal year.
Proposed Fringe Rates
FY18 Single Audit
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“Go Tigers”
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No findings; however, opportunities were noted for improvement: R&D Tax Exemption – Must be checked in buyWays for Equipment
purchases made on Research projects, when applicable. Please make sure all individuals in your area responsible for purchases are aware of this requirement.
Equipment Location/Equipment Verification - equipment liaisons are reminded to update the asset management system when equipment is moved to another location.
Written documentation on Sponsored Budget changes (Parent/Child)-when is it appropriate to increase without an award, and/or change from Control to Track during month-end processes, etc.?
Improved workpapers supporting reported totals Secondary reviews/approvals (on sponsor submitted reports)
Single Audit
FY 18 Debrief:
In Person – Strom Thurmond Institute, 2nd floorOn the Web - http://www.clemson.edu/research/grants-contracts/Grants Manager Assignments: http://www.clemson.edu/research/grants-contracts/contact-us.html/sponsor.html
CONTACT INFORMATIONG
rant
s & C
ontr
acts
Adm
inis
trat
ion
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Name Email TelephoneTracy Walters Director
[email protected] (864) 656-4352
Karen Lantgios Accounting Manager
[email protected] (864) 656-8700
Sarah BalasCost Transfers
[email protected], [email protected]
(864) 656-6598
Gina CofieldSponsored Comp
[email protected] (864) 656-1239
http://www.clemson.edu/research/grants-contracts/http://www.clemson.edu/research/grants-contracts/contact-us.html/sponsor.htmlmailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]
QUESTIONS
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