Contract/Award Setup | - Update system with payment information
- Set up / adjust contract limits
- Review award terms; activate award
| - Review NOA - check for restrictions and cost share requirements
- Notify OSP if there are any errors
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Active Life of Award | - Submit invoices (non-Clinical Trial)
- Obtain dept. balance confirmation on submitted FSR's
- Submit interim FSR's
- Submissions require a review of expenditures, budget, cash and F&A
- Review and report cost share, if required
- Manage collections on $ due to the University
- Manage allocation of funds received; Follow up on outstanding payments; Alert department admin if payment outstanding more than 90 days.
- Prepare LOC Quarterly Reporting
- Process requests for Holds, SK inactivation, additional projects, unfreeze requests
- Process adjustments to budgets and carryforward budgets
| - Allocate expenses appropriately
- Insure only appropriate & allowable expenses are charged to the project
- Remove those that are not
- Obtain CAS exceptions when necessary
- Insure Clinical Trial Invoices are submitted
- Set up and review monthly payroll distributions and expenses
- Manage Cost Share if required
- Manage Program Income if required
- Review ledgers monthly
- Journal any expense that hits in error
- Clear suspense items
- Certify effort; Submit RST's for salary adjustments
- Review expenditures and balance available with PI
- If necessary, ask for NCTE (no cost extension) 30 days prior to the end date
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Final FSR or Invoice | - Review NOA's & NGA's - budgets and restrictions
- Review expenditures
- Review and report Cost Share if required
- Review Program Income if required
- Once closeout approval from the department is received, review documents – justifications, sponsor forms, final figures, any adjusting entries
- Communicate questionable items to department
- Reconcile F&A
- Determine final expenditure amount
- Confirm final amount with department
- Complete sponsor forms as required
- Complete FSR / Invoice
- Submit for approval
- Put project on Hold – to insure no further expenditures can hit
- Submit Final to sponsor
- Scan copy into e-files
| - Review expenditures
- Review any restrictions and insure they are handled appropriately
- Complete sponsor forms as required
- Notify feeder systems of alternative source/smartkey when necessary
- Work with AP to clear encumbrances
- Journal off any unallowable expenses
- Complete RST's for labor adjustments
- Insure that expense and exceptions are well documented
- Reconcile F&A
- Confirm all effort has been certified
- Calculate final expense to be reported to sponsor
- Submit closeout to OCGA 60 days* after termination date
*60 days is based on a 90 day after termination final report due date |
Closeout | - Confirm that Compass = GL = FSR for expenditures
- Communicate discrepancies to the department
- If residual balance, determine if it should be sent back to the sponsor or transferred to the department as residual balance
- OGCA will transfer deficits to a departmental account where there is an overage of expenditures based on final amount reported to sponsor and notification to the department
- process return checks to sponsor and transfer residual balances if/when appropriate approvals are in place
- Insure system has processed all billable items
- Insure all cash is collected
- Inactivate Smartkey and close
| - Notify OGCA when expenditures have been finalized and project is ready to close out
- Determine deficit or residual balance
- If deficit, inform OGCA where deficit should be transferred
- If residual balance exists, work with OGCA Accountant to determine if return to sponsor or allowed to transfer to unrestricted research fund
- Obtain School level approval for residual balances, if required
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