Presentation on theme: "PeopleSoft Changes to Grants March 2014. Overview Changes to Budget Structure Changes to Subcontract Process Approval Routing (Workflow) Budget Transfers."— Presentation transcript:
PeopleSoft Changes to Grants March 2014
Overview Changes to Budget Structure Changes to Subcontract Process Approval Routing (Workflow) Budget Transfers Cost Share Project IDs (26 accounts) Appointments Timesheets Cutover Deadlines
Subcontract Process No more than 2 budget items A purchase order will be created to encumber funds – (The department will not generate a payment voucher (VP2)) The principal investigator (PI) signs the invoice Contracts & Grants (C&G) uploads the invoice to Miner Mall for payment
Approval Routing (Workflow) Define Routing: All electronic documents (Financial or HR) route to the PI. PeopleSoft Interim Routing: Electronic documents will still route to the PI for most processes. – Request for approvals will come through .
Budget Transfers Interim budget transfer form (electronic) will be used in lieu of Transfer Voucher (VT3). – Department initiator submits budget transfer form – Form routes from PI to Contracts & Grants – Contracts & Grants processes the budget transfer – Initiator receives notification upon completion Note: This process will remain in effect even after approval routing is turned on in PeopleSoft for Grants.
Cost Share “Companion Accounting” – Transfer from department account to separate chart string – PI will oversee the cost share account – Manual certifications will not be required Tracking/reporting from PeopleSoft – Tracking/reporting currently handled from an offline database
Project IDs (Account Numbers) Currently 26 account series based on Sponsor – 26-10XX-XX NSF – 26-14XX-XX DHHS PeopleSoft Project ID – Converted projects remain as 226XXXXXXA – New projects will be assigned an auto-generated ID (ex: 1XXXXXXXX1) PeopleSoft Searches – By PI – By department – By sponsor
Appointments Retro appointments (changes to funding), processed only 3 times a month – (1) Monthly (approx. 20th of every month) – (2) Semi-monthly (approx. 7 th or 22 nd of each mo.) Funding not visible in HR System
Timesheets/Grants Requirements If a grant requires that hours be tracked, continue current process for completing timesheets. Grants invoicing for Fully Loaded Rate contracts is based on hours worked and will continue requesting total hours worked per month.
Cutover Deadlines 4/16/14 – Last day to process Budget Transfers (VT3). 4/18/14 – Last day to set up new 26 accounts or make changes to existing accounts. 4/18/14 – Last day to create a future dated appointment in HRMS. 4/22/14 – Last day to submit VP2, VP3, VT5, VT7 and VP5 documents to Accounts Payable. 4/28/14 – Last day to process purchase orders. 4/29/14 – Last day to final approve purchase orders. 5/5/14 – PeopleSoft Environment will be available but not for grants since additional setup is required. 5/19/14 – PeopleSoft Environment available for Grants to process HR related documents, purchases, VP2s, VP3s, VP5, etc. It is critical that departments spend remaining funds for grants ending prior to April 30 before the April 22 deadline.
Questions For any questions regarding PeopleSoft’s impact on grants,