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The ‘How To’ of SPA Forms. Cari Benveniste Award Analysis Manager Sponsored Projects Administration. Introduction . This course examines the forms available on the SPA website. All forms discussed today are found at: http://www.ohsu.edu/research/rda/forms.shtml#fm - PowerPoint PPT Presentation
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The ‘How To’ of SPA Forms
Cari BenvenisteAward Analysis Manager
Sponsored Projects Administration
Introduction
This course examines the forms available on the SPA website.
All forms discussed today are found at: http://www.ohsu.edu/research/rda/forms.shtml#fm
Always use the latest version of the form posted on the website, we are streamlining all the time!
SPA Forms
Financial related forms:OHSU Adjustment FormRequest for Foundation/Grant Account Cost
Transfer FormLabor Cost Transfer Approval (LCTA) Form
SPA Forms (con’t)
Account Setup related forms:Subaward/Contract Account Continuation Request
FormAccelerated Spending Request FormRGC forms
Preaward Spending Request Form No Cost Extension Request Form
SPA Forms (con’t)Other miscellaneous forms:
Program Development Account (PDA) Request Form
Balance Transfer FormDefined Research Account (DRA) Request Form
OGA related forms:OGA Award or Project Data Change RequestSPA New Org Contact FormOrg Contact Change Request Form
OHSU Adjustment Form
Form is found at:http://www.ohsu.edu/research/rda/forms.shtml#fm
Help documents are found at:http://www.ohsu.edu/research/rda/spa/docs/adjinst.pdf
Used for adjustments to Internal Billing System, Accounts Payable, or Travel transactions.
Can choose to adjust transactions between OGA accounts, or between OGA and GL.
OHSU Adjustment Form (con’t)
You must include Oracle report or screenshot of Source information with signed and completed form.
PI signature not required for adjustments to non-Federal accounts.
Be sure to always use the latest form posted online!
OHSU Adjustment Form (con’t)
Where do I find the IBS, AP, or Travel Source Info for OHSU Adjustment Forms?IBS Source Information Required
Transaction Number, Transaction Date, Service Center
Example:• Use OGA• Other: Requests: Run• IBS Project Activity Report• GCDRC0139E Oct 2009 (Example)• Sort by: Service Center-Transaction Number• Report shows all needed information
OHSU Adjustment Form (con’t)
Accounts Payable (AP) Information RequiredInvoice Number; Invoice Date; Purchase Order
#; Vendor Name; Vendor Number • Use OGA• Other: Requests: Run• Project Status Detail Report-by Expenditure Description
GCDRC0139E Sep-09 (example) Other Professional Svcs
Vendor Name: American Association on Health Invoice # 1402256SEP09 PO# 1402256 Invoice Date: March 13, 2009
OHSU Adjustment Form (con’t)
Accounts Payable (AP) info req’d -continued• But, what About the Vendor Number?
Switch Responsibilities from OGA to AP Inquiry Invoices In the Supplies section enter PO# (1402256) or Vendor
Name (American Association on Health) Vendor Number is Supplier Number (104520) Also-You can view the Overview of the transaction (click Overview button for the $8600 transaction). This contains all the needed information.
OHSU Adjustment Form (con’t)
Travel Source Information RequiredTravel Source Information Needed for Form: Employee
Name, Assignment #, Pay Period#, Dates of Travel Use OGA Reports: Request :Run Project Status Detail Report-by Expenditure Description GCDRC0139E Sep-09 (Example)
Employee Name: David Buckley Pay Period was 19 Dates of Travel? Look at Travel Reimbursement
Paperwork (not in OGA) Assignment # = Employee ID #
OHSU Adjustment form (con’t)
Travel Source info req’d -continuedTravel expenses for OHSU employees are reimbursed via
paychecks hence they flow through the Labor Distribution (LD) module.
Often, if incorrect account numbers are used (or if reimbursement date exceeds project end dates), travel expenses will fall into Suspense.
Run suspense report monthly!!!Reminder - Turn in travel reimbursement forms close to
travel dates!
OHSU Adjustment Form (con’t)
Form QuestionsQ1. Must be answered for ALL adjustments – be as
specific as possible.Q2-5 only required for those affecting Federal
projects.Be as specific and detailed as possible.If adjustment is not specific enough, the SPA
analyst will contact you for additional information.
OHSU Adjustment Form (con’t)
Be sure to choose the appropriate tab before completing the form.
ALL fields must be completed in the line number section.
Credit totals must equal debit totals.
Request for Foundation/Grant
Account Cost TransferForm found at:
http://www.ohsu.edu/research/rda/spa/docs/fdngrcosttv5.xlsxSimilar to OHSU adjustment form.For use to transfer expense between OHSU
Foundation and OGA directly.Justification form (tab 2) must be completed, signed
and attached to cost transfer form.Oracle report or screen shot of expenditure must be
included.
Req for Foundation/Grant Acct Cost Trans (con’t)
Exact Source data is not required on this form.Much like the CFS Journal Entry (JE) form, because
the transaction is not moved at the source (IBS or AP), you will not see the individual transaction move from one account to another, only total dollars.
Labor Cost Transfer Approval Form
Form and Instructions found at:http://www.ohsu.edu/research/rda/spa/docs/lcta.pdf
Required when retroactive labor distribution adjustments are effective 90 days or more prior to the date entered, or
Required when a retroactive labor distribution enters a closed effort period, and
Do not meet the criteria for SPA expedited review and approval (industry sponsored clinical trials, PDAs and OPE only adjustments).
Labor Cost Transfer Approval (con’t)
Oracle LD module will not automatically allow historical adjustments 90 days or older, or adjustments that go back into a closed effort period.
When the LD adjustment is entered into Oracle, a validation error will be generated.
After LCTA form is submitted and approved by SPA, the LD adjustment will be approved in Oracle.
Be sure to include a copy of the Distribution Adjustment Entry Report (DAER) (found in OGA reports).
Labor Cost Transfer Approval (con’t)
One batch number per form please.Effort Certification section must be completed, this
notifies you of any additional effort requirements.Background questions must be answered as
specifically as possible, Specific role – this is not just the person’s title, it
should detail their role in relation to the scope of work.
PI signature not required for adjustments to non-federal accounts.
Subaward/Contract Account Continuation
Request FormForm found at:
http://www.ohsu.edu/research/rda/spa/docs/subexten.pdfUsed for existing incoming subawards (subcontracts)
and contracts.Necessary when it is expected that additional time &
money, or simply additional time, will be added to agreement, however it has not yet been executed (signed by all parties).
This allows continuation of ‘spending’ while the agreement is being modified and executed.
Subaward/Contract Acct Cont Req Form (con’t)
The account will be created but remain in ‘partial’ status with no budget added in OGA until finalized.
Must provide a FOMOPPL (GL) account in case the contract is not executed.
It is the departments responsibility to ensure that the final subaward or contract is attained.
Accelerated Spending Request Form
Form found at:http://www.ohsu.edu/research/rda/spa/docs/accelspend.pdf
Used when next year’s account needs to be setup, prior to the receipt of the next year’s award or to request an earlier start date on a mid-award project.
Not commonly used since all NIH awards are automatically setup in SPA almost 60 days in advance.
If the account is already setup, you can email your SPA analyst directly to request an earlier start date.
Preaward Spending Request form
Form found at:http://www.ohsu.edu/research/rda/rgc/docs/pre-award_spen
ding_request_form.docxThis form is managed and owned by RGC. If an account setup is needed prior to the acceptance of the
final award, complete the form and send to RGC.A new OGA account will be created in ‘partial’ status with no
budget loaded.Must provide a FOMOPPL (GL) account in case the award is
not approved. It is the departments responsibility to ensure that the final
award is attained.
No Cost Extension Request Form
Form found at:http://www.ohsu.edu/research/rda/rgc/docs/no_cost_extensi
on_request.docxThe form is managed and owned by RGC. If an award end date is approaching, however additional time is
needed to complete the scope of work, you can request a no-cost extension of time.
Typically 12 months in length.May require a formal letter request, depending on terms and
conditions of award.Must be done prior to end date (30-45 days).
Program Development Account (PDA) Request
FormForm found at:
http://www.ohsu.edu/research/rda/spa/docs/spapdarequest.pdf
Creates an account that allows deposits of residual cash from completed Industry Sponsored Clinical Trials, certain fixed Price Agreements or other Fee for Service and Defined Research Project Accounts.
PDA Guidelineshttp://www.ohsu.edu/research/rda/spa/docs/pdadraguidlines.
Balance Transfer Form
Form found at:http://www.ohsu.edu/research/rda/spa/docs/baltranform.pdf
Used to transfer remaining cash and/or closing of Industry Sponsored Clinical Trials, Fixed Price Agreements, Fee for Service, Program Development Accounts and Defined Research Project Accounts.
Be sure to include a justification why a balance exists for accounts other than Industry Clinical Trials.
Defined Research Account (DRA) Request Form
Form found at:http://www.ohsu.edu/research/rda/spa/docs/drareqform.pdf
Defined Research Accounts are created when a Principal Investigator wants to use unrestricted funds (PDA, Foundation, or GL) to support research with compliance requirements (such as anything related to animals or human subjects).
Also needed PPQ, Scope of Work, IRB/IACUC #, and Balance Transfer Form.
OGA Award or Project Data Change Request
FormForm found at:
http://www.ohsu.edu/research/rda/spa/docs/datachange.pdfUsed for changes in PI, owning Org, Fiscal Manager
(Award or Project Level), and Cost Sharing.Can attach a list if applies to multiple projects or
awards.Once approved, data will be changed in Oracle Grants
Accounting.
SPA New Org Contact Form
Form found at:http://www.ohsu.edu/research/rda/spa/docs/new_org_cont_f
orm.pdfUsed when a new Organization number and name is
created.Be sure Org has also been set up in HR system.Once approved, data will be changed in Oracle Grants
Accounting.
Org Contact Change Request Form
Form found at:http://www.ohsu.edu/research/rda/spa/docs/org_cont_change_
req.pdfUsed for current Orgs when there is a change in Org
personnel or a change in the role of existing personnel.
Once approved, data will be changed in Oracle Grants Accounting .
This data is used to capture high level hierarchical information.
The ‘How To’ of SPA Forms
Questions?