College of Nursing

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Nov 10, 2013 (3 years and 11 months ago)

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College of Nursing

Administrative Affairs

Office of Research

Financial Management

Unit Research Administrator Roles
and Responsibilities


The

URA

reports

directly

to

the

Chief

Operating

Officer

(COO)

of

the

College

who

is

responsible

for

all

fiscal

and

operational

aspects

of

the

college

(dotted

line

reporting

to

Dr
.

Cindy

Munro,

Associate

Dean

of

Research
)
.



The

URA’s

primary

responsibility

is

to

protect

and

preserve

the

fiscal

and

human

resource

assets

of

the

university/college
.








Adjunct
to the
PI to
assist

with
adherence to federal and state laws,
granting agency requirements, and
university policies and procedures.



Works
alongside the PI to insure the
successful fiscal management of all
project
funds.



Assist

development of pre
-
award
budget proposal setup.



URA


Serve
as
liaison with:


University Division of Sponsored Research (DSR)


This is pre
-
award budget


University Research Financial Management
(RFM)


This is post
-
award financials, close outs, etc.


Other USF
and external offices based on
functionality
.

The best practice for the PI

is
to

ASK FIRST



w
e are here to help!



How does your URA assist with
Proposal Development?



Review
program
announcement
to
ensure proposal compliance with
sponsor and university requirements
.




Assist with budget development
including:


Calculation of direct costs, cost share,
etc.


Assist in preparing
budget
justifications
.


Review sub
-
recipient
budgets.


Questions scope of work, unmet needs,
etc.


AWARD
MANAGEMENT

(You’ve got the money now what?)




Assist

PI and University’s Division of Sponsored
Research (DSR) with insuring that the project
scope and deliverables match the budget,
invoicing and reporting requirements.


Review
award document including terms and
conditions for proper disposition of funds.


Schedule
meeting to review the CON Checklist
for New Grant Award
. (Appendix A)


Prepare Grant Budget Release and Subaccount
Establishment Forms to request project
chartfields

and allocate funds to appropriate
budget categories
http://
www.research.usf.edu/dsr/forms.asp


AWARD
MANAGEMENT, cont.


Assist PI with proper HR steps needed
for
recruitment of new
project
staff.


Liaison with COO and CON HR staff


Only the Dean can make offers of employment


Assist
PI with
adjustments
to payroll
distribution


Feeds into PERT


personnel effort report



http://usfweb2.usf.edu/uco/research/pertgeneral.asp


Process, on behalf of PI, budget transfers.

AWARD
MANAGEMENT, cont.


Assist PI with
approvals:


Change in PI or personnel


Budget revisions


Extensions (cost and no
-
cost)


Assist new faculty with transfer of existing awards
to USF


FINANCIAL
MANAGEMENT

-
day to day monitoring


Set
up and maintain
financial
project
files.


Prepare monthly
reconciliation.


Perform
quarterly projections (and as
needed
).


Review
and monitor vendor
invoices.


Review, prepare and/or approve travel
authorization and expense
reports.


Collaborate with CON HR office on hiring
project staff.


FINANCIAL
MANAGEMENT, cont.


Review purchase requisition request and
P
-
card
transactions


Monitor inter
-
departmental
charges.


Perform financial compliance services on project
expenditures.


Assist PI with financial reports to
sponsor (which are
prepared by RFM).


Assist COO with
file management and audits.


COLLEGE SPECIFIC



The CON has two (2) URA positions that
support sponsored projects, Research Incentive
Accounts (RIA), Internal USF and CON pilot
awards, CON start
-
up commitments , Research
Foundation, and USF Foundation research
-
based concession accounts. (Appendix B)



Project Ledgers/Reconciliation:


A copy of the university ledgers will be provided
to PI once per month (signature
from PI is
required and after second attempt document
will be placed in mailbox).

(Appendix D)


CON Reconciliation Report will be provided at
the end of the month. (Appendix C)






APPENDIX C
PROJECT TITLE:
PRINCIPAL INVESTIGATOR:
SPONSOR:
BUDGET PERIOD:
07/01/2012
through
6/30/2013
RECONCILATION RUN DATE:
07/01/2012
through
7/31/2012
CHARTFIELD:
HSC
625000
20000
000000
0000000
6201234567
Oper Unit
Dept ID
Fund
Product
Initiative
Project
Budget
83000
83100
83300
83400
83410
83420
83430
83500
83550
83600
83700
83750
83800
83850
83860
83900

83950

Revenue Collected:
$
Comments:
Prepared By:
Date
Reviewed By: Anne Phillips, COO
Date
Reviewed By:
Principal Investigator
Date
College of Nursing
Non-Grant Related
Subtotal Direct Costs
TOTAL COSTS
Indirect Costs

Equipment Res Lab
Expense (Non-CAS)
Travel-Domestic
Expense (CAS)
Software Lease, License, Maint
Subcontracts > $25K
Subcontracts < $25K
Tuition/Stipends
Participant Costs
Patient Care Costs
Equipment, General Use (CAS)
Equipment Res Computers
Food (CAS)
RECONCILIATION REPORT
For Month/Year: July 2012
Budget Codes
Budget Categories
Total YTD
Expenditures
Encumbrance
Estimated
Commitments
Total
Commitments
Remaining
Spending
Authority
% Budget
Uncommitted
Salaries/Wages/Fringe
Wages-Admin Clerical
Name
Sign & Date
First
Attempt Date
Second
Attempt Date
Date Placed
in Mail Box
Month of ________________
College of Nursing Ledger Sign Off
APPENDIX D
Project Projections:


For most awards, at
-
a
-
glance projections will be run monthly
along with the monthly ledger reconciliation process.




Project Research Advance:


Request
for research advances should be made 4 weeks in
advance.


Direct
deposit is the preferred method to receive
funds.


Office

Supply

Purchases


Purchases

for

all

standard

office

equipment

and

supplies

will

be

made

once

a

week
.


Supply

request

should

be

made

by

email

to

your

URA

by

Wednesday

evening

for

a

Monday

delivery
.







Designated Work Times

In order to maintain an effective work environment

and meet college and university deadlines, your Unit

Research Administrator has designated days for

specific services.



Appointments and Pre
-
Award Budget Preparation


Cathryn Branch


Monday


Janice Walker


Wednesday



Closed Door


Cathryn Branch


Thursday


Janice Walker


Tuesday



For emergencies, see backup URA for assistance or speak with the COO.


REFERENCE RESOURCES


FacultyOne
-
Stop is HIGHLY recommended for all Nursing
faculty
and

provides
USF Researchers

with one
-
stop quick references for each phase of the research
administration life cycle with links to forms, tools and training.
http://www.research.usf.edu/train/facultyOne.asp


OMB Circular A
-
21

federal circular establishes principles for determining
reasonable

costs applicable to grants, contracts, and other agreements with
educational institutions. Applies to all federally funded grants, contracts, and
cooperative agreements at USF. Designed to provide that the costs charged to
the federal government be determined in accordance with
generally accepted
accounting principles
. See section for information
on
allowability

of
specific
costs on federal awards.
http://www.whitehouse.gov/omb/circulars_a021_2004


OMB Circular A
-
110

Federal circular A
-
110 addresses uniform administrative
requirements across federal agencies and sets standards for obtaining
consistency and uniformity
among federal agencies in the administration of
grants to and agreements with institutions of
higher education
.
Recipients shall
apply the provisions to sub
-
recipients

performing substantive work under grants
and agreements that are passed through or awarded by the primary recipient, if
the sub
-
recipient is also subject to the circular.
http://www.whitehouse.gov/omb/circulars_a110


OMB Circular A
-
133

This federal circular establishes standards for obtaining
consistency and uniformity
among federal agencies for the audit of states, local
governments. USF is subject to
A
-
133
and the auditing protocols and
requirements.
http
://www.whitehouse.gov/omb/circulars/a133_compliance_sup
plement_2011


Federal Acquisition Regulation

The Federal Acquisition Regulation (FAR) is the
primary regulation for use by all federal executive agencies in their acquisition of
supplies and services with appropriated funds.
http://farsite.hill.af.mil/vffar1.htm


USF Travel Policy

The Travel Policies and Procedures Manual provides the user
with policies and procedures applicable to authorized travel for official
university business. Travel policies and procedures
apply to all

university
departments. Employees may be required to abide by other travel procedures
required by a grant or contract, or
other travel rules and requirements
established by the department.
http://usfweb2.usf.edu/uco/travel/TravelRulesRequirements.asp


Cost Accounting Standards (CAS) Oversight

This web link will direct you to the
area on the Office of Sponsored Research website which discloses to the federal
government the processes, methodologies, and policies by which costs are
determined, allocated, and assessed. This document explains such items as
treatment of unallowable costs, determination of direct and indirect cost
categories, cost transfer policies, mechanisms for effort reporting,
etc.
http://www.research.usf.edu/
dsr
/
cas.asp



CCHIP's

The CCHIP
(Clarification or Change in Procedure) concept
was created to provide a means to distribute procedural updates or
reminders relative to the fiscal management of research awards. The
below listed CCHIPs were developed within Research Financial
Management and have been reviewed and endorsed by the both the
Research Management Council and the Associate Deans for
Research.
http
://usfweb2.usf.edu/
uco
/research/
CCHIP.asp


Research Participant Costs

To encourage participation, research
studies often pay their study subjects. There are several regulatory
issues related to these payments, including confidentiality and
privacy, tax reporting, and appropriate controls over the asset(s) used
to make payments. This policy specifically addresses gift cards as a
form of payment.


USF Business Processes (COMPASS)

Training on USF policies and
procedures.
http://compass.custhelp.com/app/home


USF WEBSITES:


USF Human Resources (staff and admin
hires)
http://usfweb2.usf.edu/human
-
resources/



USF Health Faculty Affairs (faculty
hires)
http://health.usf.edu/facultyaffairs/index.htm



USF Comptroller (travel, purchasing, accounting)
http://usfweb2.usf.edu/uco/



USF Division of Sponsored Research
http://www.research.usf.edu/



USF Research Financial Management
http://usfweb2.usf.edu/UCO/research/




OUR GOAL



Striking the Balance between service and
compliance


Preserve and protect the university and college


Advisement, Dean and Research Dean of CON


Utilize federal resources as they are intended


Reasonableness (business sense)


Allowability

(Circular)


Consistency (everyone does it)


Uniformity (does it the same)


Assist the PI in award management


Personal growth and development




Questions