(proposal process eliminated)
Receive award from agency
Date/time stamped, logged into Access database
Reviewed by PM
Routed to APM to be processed:
- Notify academic department by email of receipt of award and if necessary request revised budget and blue sheet
- Award reviewed and GMS checked for appropriate/correct information
- Account code assigned
Other pertinent information (i.e. CFDA number, billing info, reporting requirements, equipment ownership, matching information) added to GMS
GABAL and GADESC is updated by GMS
Email notification sent to certain OVPR staff to notify of new award or change in existing account
Account maintenance sheet faxed to academic department
Establish subcontracts, if necessary
Treasurerís Office (Marsha Lockard) receives copy of account maintenance sheet
Copy of award is sent to department
Under decentralization, the academic department has the ability to make budget revisions in GMS
Monitor subcontracts for payments and activity
Completes closeouts of sponsored projects
BILLING/ACCOUNTS RECEIVABLE PROCESS
Prepares/submits invoices on all sponsored research accounts
Drawdown of federal funds on letter-of-credit accounts, create jvís to distribute funds
Prepares/submits interim financial reports
Monitors accounts receivable for timely collection of funds
Create Account for Sponsored Project-based on award or request for preaward.
Load/Enter BudgeT for new project (currently loaded from GMS to GABAL and GADESC). (see attachment of fields loaded from GMS).
Route information about new project to managers and sr. accnt, associate treas. office via automatic e-mail, and route paper copy of maintenance sheet that is printed out.
Encumber funds for any subcontract associated with project. (department issues a purchase requisition for the amount of the subcontract.)
Modify Budget and end-date of Existing Project- based on modification from Agency
Increase/Decrease project budget (done in GMS) - same notification process as above.
Review transactions as part of closeout
Review activity for unallowable costs
Process final invoice or return unused funds
Unallowed transactions are JVíd to department
Make sure what is actually charged to sponsored project is the correct effort shown in the SAR.
SAR = Sponsored Activity Report System - picks up salaries from PAF. When a department fills out a PAF or S Con, they put the account codes and $ to be charged to the account codes. Once $ are encumbered in GA and paid, the SAR system, every 6 months, looks at GA real dollars for each faculty member and calculates the percentage at that time.