MRAM JANUARY 2013

Grant and Contract AccountingFollow Up Process

MRAMJanuary 10,2013

MRAM JANUARY 2013

GCA FOLLOW UP

• Goal for 2012: Eliminate backlogs• Reduced backlogs significantly but some are

still left

GCA Backlog Update

Before Change After Change % Change

Closing 5478 budgets(Feb 2010)

784 budgets(Dec 2012)

Cost Reimbursable Billing

$8.5 M(July 2010)

$3.9 M(Dec 2012)

Budget Set-Up 564(Oct 2010)

0(Dec 2012)

Fiscal Reports 404 Reports(Sep 2010)

53 Reports(Dec 2012)

Cash in Suspense(over 30 days in suspense)

$12.6 M(Sep 2010)

$ 3.4 M(Dec 2012)

Aged Receivables(over 150 days from Invoice Date)

$10.8 M(Sep 2010)

$4.9 M(Dec 2012)

87%

73%

54%

100%

Backlog Metrics – December 2012Goal: Eliminate backlogs by December 2012

86%

55%

MRAM JANUARY 2013

GCA FOLLOW UP

• Identified 8 topics that are current roadblocks• Phased approach:– Phase 1: GCA will implement this month– Phase 2: Requires coordination with process

partners• Effective for budgets expiring after

12/31/2012

Follow Up Topics

MRAM JANUARY 2013

PHASE 1 TOPICS

1. Deficits2. Open invoices pending PI action3. Unmet cost share4. Unmet milestones/deliverables5. Fabrication journal vouchers6. Balances of funds with programmatic

restrictions7. Information on sponsor-specific financial

reports

Phase 1 Topics

MRAM JANUARY 2013

PHASE 2 TOPIC

8. Open encumbrances– General purchase order encumbrances– Field Advances– Checking Accounts– 03-62 Subcontracts

Phase 2 Topic

MRAM JANUARY 2013

Campus Contact Process

First Attempt:– Initial GrantTracker sent to departmental email

account or fiscal contact with 2 week timeline for needed actions to be completed

Second Attempt:– Follow-up message sent to department

administrator and PI, providing 1 additional week for action

No response, GCA will take appropriate next step

Campus Contact Process

Who do I contact?

For more information on GCA’s follow up process, please visit our new webpage:http://f2.washington.edu/fm/gca/close-budget/gca-follow-process

For inquiries related to an existing budget number, submit inquiries through GrantTracker:http://www.washington.edu/research/gca/budget/granttracker.html

Or send inquiries to: GCAHelp@uw.edu

206-616-9995Feedback for GCA? Please contact:

Kirsten DeFries kirsten5@uw.edu 543-2597Lily Gebrenegus lgebren@uw.edu 543-0817