Federal FY10 Q1 ARRA Update and Informational

November 18, 2009

Total Harvard Funding September 30, 2009

SEAS $13,380,860

FAS $19,591,984

HMS $40,595,630

HSPH $14,283,528

Total: $87,852,002

Total Harvard Awards September 30, 2009

SEAS 10

FAS 45

HMS 81

HSPH 26

Total: 162

OSP’s Role

• OSP worked in 3 phases to validate template information and integrate financials

• Resolved any automatically generated error notices from NIH

• Finished uploading to www.federalreporting.gov and was done 2 days early!

Harvard ARRA Jobs Reported

Area Prime Sub TOTALS

FWS 42 NA 42

FAS 6.98 0 6.98

SEAS 3.91 0 3.91

HMS 40.46 0.505 40.965

SPH 4.53 0 4.53

TOTALS 97.88 0.505 98.385

Timelines and Deliverables

Timeline

Dec 1 – Information due to FAS and SEAS Specialists

Information Flow

School ARRA SpecialistHarvard Medical School

John Jay Alves

School ARRA SpecialistFaculty of Arts and Sciences

Yulanda Quinlan &Hannah Coache

School ARRA SpecialistHarvard School of Public Health

Kelly Ciccolo

ARRA Reporting Group

Office for Sponsored Programs

ARRA Reporting Group

Office for Sponsored Programs

School ARRA SpecialistSchool of Engineering and

Applied Sciences

Grace Shin

FASGrant Administrators

SEASGrant Administrators

HSPHGrant Administrators

HMSGrant Administrators

School ARRA Specialists Providing

• Updated FY10 Q1 Templates

• Data Elements the School ARRA Specialist is providing:– Award description– Quarterly Activities Project description– Place of Performance– Vendor Payment information

Items needed from Departments

• Data Elements the PI/Department is Responsible for:– Project Status– Jobs Created and Retained– Jobs Narrative

Information due to FAS & SEAS Specialists by 12/1

Jobs Recap

• New Draft Guidance, 11/17• Definition of Jobs:

– Created: A job created is a new position created and filled as a result of ARRA funding (can pull HR posting). This would include an assignment into an unfilled position. Students should be included in this section of jobs reporting.

– Retained: A job retained is an existing position that remains active as a result of ARRA funding.

Jobs reporting makes the news!

Outstanding Issues

• Cost transfer documentation (over and under)• Vendor Payments:

– Purchases < and > $25k– JP Morgan and P-Cards – Journals

• Methods for allocating

Best Practices for Processing Transactions

• Manual Journals, include in description:– Vendor Name– Original Transaction Date– Product or Service Description

• Corporate Card, Reimbursements, include in description:– Vendor Name– Original Transaction Date– Product or Service Description– Business Justification

Harvard University as of 11/12/2009

$113,868,461 194 Awards in total

Future Reporting PeriodsSubject to change WITH notice

• Q2 - April 10, 2010 – Financial cut off 3/15; due to OSP 3/31

• Q3 - July 10, 2010– Financial cut off 6/15; due to OSP 6/30

• Q4 -October 10, 2010– Financial cut off 9/15; due to OSP 9/30

• Q1 -January 10, 2011– Financial cut off 11/15; due to OSP 11/30

Questions??

Resources

• www.recovery.gov• www.federalreporting.gov• www.NIH.gov• Facebook • http://arra.fad.harvard.edu