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Controller’s Office
Research Administration Town Hall
Thursday, May 8, 20149:00-11:00 AM
HSW-301 w/ a live broadcast to Genentech Hall, Byers Auditorium at Mission Bay & Room 116 at the Fresno
Campus & Live Webcast
Contracts and Grants Accounting
Controller’s Office
PMC ID- Rick Blair/Eunice ChangSpecial State Appropriations-Michael Grafton/Eunice
ChangCHR/CAR Restrictions- John Radkowski/Susan LauCompliance Topics
Cost Sharing- Veleta Allen/John Radkowski Effort Reporting System Upgrade- Veleta Allen Audit Updates-Veleta Allen
Institutional Allowance/Training Related Expenses-Rick Blair
Dept ID- Jean DeMartini
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Agenda
Controller’s Office
The PMCID is a unique reference number or identifier that is assigned to every article that is accepted into PMC
PubMed Central® (PMC) is a free archive of biomedical and life sciences journal literature at the U.S. National Institutes of Health's National Library of Medicine (NIH/NLM).
Anyone submitting an application, proposal or report to the NIH must include the PMC reference number (PMCID) when citing applicable papers that they author or that arise from their NIH-funded research.
Challenges
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What is a PMC ID?
Controller’s Office
General Overview
A special state appropriation is a type of agreement which is a hybrid between a sponsored project and internal University of California agreement.
Special state appropriations exist for all four areas of the University of California mission: Instruction Research Patient Care Public Service
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Controller’s Office
General Overview Continued For research purposes, a special state appropriation is a
study that has been approved for funding internally by a University of California program. In this regard, a special state program has features of an intramural agreement.
The primary University of California research programs are:
California Breast Cancer Research Program CBCRP California HIV-AIDS Research Program CHRP California Health Benefits Research Program CHBRP California Institute for Science and Innovation QB3 Tobacco and Related Diseases Research Program TRDRP
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Controller’s Office
General Overview Continued For research purposes, a special state appropriation is a
study that has been approved for funding internally by a University of California program. In this regard, a special state program has features of an intramural agreement.
The primary University of California research programs are:
California Breast Cancer Research Program CBCRP California HIV-AIDS Research Program CHRP California Health Benefits Research Program CHBRP California Institute for Science and Innovation QB3 Tobacco and Related Diseases Research Program TRDRP
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Controller’s Office
General Overview ContinuedClaims for reimbursement of research related
costs for special state appropriations are sent to the State of California, based upon statutory budget period and award limits. In this regard, a special state program has features of an extramural or sponsored award.
The budget authorization for a special state appropriation is not set up and appropriated internally by the San Francisco campus (UCSF); instead, the budget authorization is transmitted by the University of California, Office of the President (UCOP) through a budget mechanism called an inter location transfer of funds.
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Controller’s Office
General Overview Continued
A monthly claim for unbilled expenditures on special state appropriations must be submitted to the specific University of California program.
The monthly claimed is recorded as an accounts receivable, for the purposes of tracking and collections.
Payments are made by the State of California to UCOP, then transmitted via intercampus financial control to the specific campus.
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Controller’s Office
IDEAL ROUTING, PROPOSAL, AWARD SETUP STEPS:
Proposal is submitted through e-Proposal.
Award notification is sent to the RMS team.
For inter location transfer of funds (ITF) request, the contact in RMS provides location 2, account 440000, and subaccount 8.
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Controller’s Office
IDEAL ROUTING, PROPOSAL, AWARD SETUP STEPS:
Information is forwarded in CACTAS to Contracts and Grants Accounting.
Award is generated by CGA, with proper notifications given to principal investigator and central and department administrative staff.
An inter location transfer is transmitted to UC San Francisco with the fund and authorized budget.
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Controller’s Office
THE REALITY ABOUT ROUTING, PROPOSAL, AND AWARD SETUP STEPS
Proposal is submitted through e-Proposal, or NOT.
Award notification is sent to the principal investigator or the department administrator. Forward the notification to RMS. If there is no
proposal, please submit a proposal that matches the award notification information.
Complete the inter location transfer of funds request, and send with notification.
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Controller’s Office
Routing
Award notification is sent to Contracts and Grants Accounting. CGA will look up to see if there is a proposal. CGA will forward the award notification to RMS,
along with a partially completed inter location transfer of funds. Department will need to work with RMS to complete the department specific information.
CGA will also request that the information be updated, and forwarded back in CACTAS, so that CGA can generate the award.
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Controller’s Office
Routing Continued
Inter location transfer of funds (ITF) budget authorization is sent to Contracts and Grants Accounting. CGA will look up to see if there is a proposal. CGA will forward the ITF to RMS and request
that the information be updated, and forwarded back in CACTAS, so that CGA can generate the award.
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Controller’s Office
Special Considerations
Financial reportingClose-out procedureA training about other University of California
awards, covering special state appropriations, will be done at a future town hall.
The inter location transfer of funds form will need to accommodate both our internal chart of accounts, and cross walk to the UC Office of the President.
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Controller’s Office
Compliance Topics
Effort ReportingCost SharingAudits – Update and involvement
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Controller’s Office
Effort Reporting
A big THANK YOU to all those that certified their reports on-time. We achieved a 95.2% on-time certification rate.
All effort reports archived on Thursday, May 8th.
Changes (debits AND credits) to archived reports will require exception approval.
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Controller’s Office
Effort Reporting
Where do you find archived effort reports?1. Login to the Effort Reporting System2. Click on “System Administration” on the right
side of the ERS Menu
3. The Administrative Tasks screen appears, click “Archive Reports” under the Report Generation Section
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Controller’s Office
Effort Reporting
Where do you find archived effort reports? (continued) 4. Search for the effort report
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Controller’s Office
Effort Reporting
Where do you find archived effort reports? (continued) 5. Click on the PDF link you would like to view
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Controller’s Office
Effort Reporting
Where do you find archived effort reports? (continued) 6. View pdf download of ERS Effort Report
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Controller’s Office
Cost Sharing
The University requirement is for more than minimal effort, not 1%.
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Controller’s Office
Cost Sharing New Cost Sharing Process
1. Department submits the Cost Sharing Budget and funding chartstring information to CGA (Cost Sharing Budget Template )
2. CGA will create the cost sharing budget journal at the project level
3. CGA will update the Award with the cost sharing funding chartstring
4. Departments will setup the cost sharing distribution line(s) in the payroll system for the PI and other staff
Sponsored Fund/DeptID/Project/Function + Fund 4900
5. Monthly, CGA will transfer the cost shared expenses from Fund 4900 to the cost sharing funding source
Please refer to Cost Sharing Job Aid on the Controller’s Office for details.
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Controller’s Office
Cost Sharing
How to view activity
Prior to conversion, cost sharing activity was tracked using a program code in Weblinks
After conversion, cost sharing activity is tracked in MyReports Only the unmet cost sharing balance was converted. All
prior balances and activities should be viewed in Weblinks
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Controller’s Office
Cost Sharing
How to run cost sharing budget in MyReports
MyReports Operational Reports Sponsored Projects Balances Report
Select the month for “Report Date as of” Select Fund “4900-Cost Sharing” Select the appropriate Project Click Run
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Controller’s Office
Cost SharingHow to run cost sharing actuals in MyReports
MyReports Transactional Reports Transaction Detail Report
Select the appropriate “Report Date Range” Select Account “51331-Cost Sharing Expense” Select Fund “4900-Cost Sharing Expense” Select the appropriate Project Click Run
** If needed, Sort 1 by Project and update
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Controller’s Office
Upcoming Compliance Reviews
Cost Transfer Post Audit Review (Monthly) Cost Sharing Balance Review Administrative Salary and Expense Review GL Verification Review
**Audit Services (Internal Audit) has started auditing the burn rate of Sponsored Projects. Departments will be contacted directly.
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Controller’s Office
What’s Next…
Form work group to discuss items Data and network recharges if allocable; Health insurance fees; Other allocable charges; Develop FAQs
If interested in joining contact Rick Blair at [email protected]
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Controller’s Office
Dept ID UCSF financial systems utilize Dept ID in various functions and
processes, as described below:
RAS – Attribute: Each RAS Award and Project are assigned a Dept ID attribute which identifies organizational ownership of the Award/Project. This is the equivalent of the Dep Code on the RAS project in the old COA, and this Dept ID attribute was converted from the old DepCode. These Dept ID attributes are generally established at Level 2 on the Dept ID tree and are not intended to dictate the Dept ID to be used for posting transactions to an Award/Project. The Dept ID used for posting transactions may be different from the Dept ID attribute on the RAS Award and Project.
RAS – Access: RAS System User access is based on the user’s assigned Dept ID(s). Access Administrators are responsible for assigning the appropriate Dept ID level, to allow users RAS access to Award and Project records, based on the Project Dept ID and its children. Schools should consider assigning access at level 2 or 3 on the DeptID tree, however, that decision ultimately rests with the control points.
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Controller’s Office
Dept ID Clarification Continued MyReports: MyReports is open access, meaning that user access to
financial information is not limited to the user’s RAS access assigned Dept ID. Dept ID is used in MyReprts as one of the many possible filters that a user may select when designing a report.
Journals: Dept ID is a required chartfield in journal preparation. The journal preparer has the ability to select any posting level Dept ID, provided that it is appropriate for the transaction. (Note: If the transaction affects another department project, verify the posting level Dept ID with the financial administrator.) RAS – Attribute: Each RAS Award and Project are assigned a Dept ID attribute which identifies organizational ownership of the Award/Project. This is the equivalent of the Dep Code on the RAS project in the old COA, and this Dept ID attribute was converted from the old DepCode. These Dept ID attributes are generally established at Level 2 on the Dept ID tree and are not intended to dictate the Dept ID to be used for posting transactions to an Award/Project. The Dept ID used for posting transactions may be different from the Dept ID attribute on the RAS Award and Project.
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Controller’s Office
Dept ID Clarification Continued In summary, Dept ID serves various purposes throughout our financial
organization. It is highly recommended that finance staff and research administration staff become familiar with their department’s Dept ID tree.
After reading this, if you believe the Dept ID on an award is incorrect, you may correct it by contacting Michael Grafton at [email protected].
If the Dept ID on a financial transaction is incorrect, use a transfer account (78050) to move the balance to the correct Dept ID and associated chartstring. Moving forward, make sure you use the correct Dept ID on all transactions.
Questions should be directed as follows:Issues involving Dept ID tree structure or conversion mapping should be directed to your champion or control point.Issues involving RAS access should be directed to your Access Administrator.Issues involving the Dept ID attribute for new awards should be directed to your finance organization or Michael Grafton at [email protected]
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