ORIS SAGE Suite Subcontract Module Project - Campus Impacts Jason Myers – Business Systems Analyst Office of Research Information Services (ORIS)

ORIS Subcontract Module Project Goals GOAL: Improve subcontract budget accounting by automating subcontract F&A cost recovery Automate the calculation of F&A Subcontract expenditures in FAS Ensure subcontract PO Requisition Number and Budget Number entered in SPAERC match the numbers entered in the Purchasing and Accounts Payable System (PAS) through systematic validation Enable recording and tracking of key subcontract F&A data in SPAERC Synchronize key subcontract F&A data stored in SPAERC with data in Financial Accounting System (FAS) on a daily basis 2

ORIS Current: Process and Systems State - Summary Only direct costs for subcontracts are automatically updated in FAS. The subcontract amount subject to UW F&A costs is set up as an encumbrance in FAS. GCA manually enters actual F&A costs for subcontracts as Journal Vouchers (JVs). 3

ORIS Current: Subcontract F&A Encumbrances 4 Subcontract F&A costs are set up as an encumbrance under Restricted Funds (line item 37-99). The encumbrance is liquidated once the F&A expenditures are manually charged off.

ORIS Current: Subcontract F&A Transactions 5 GCA manually enters a Journal Voucher (JV) to charge off actual F&A costs for a subcontract.

ORIS Future: Processes and Systems - Summary For each subcontract, OSP will specify the amount subject to UW F&A costs in SPAERC, and that value will be interfaced to FAS. Subcontract F&A costs will be charged off automatically using the budget’s F&A cost rate. The subcontract F&A encumbrance will be removed, eliminating the current double encumbrance issue. Manual entry of Journal Vouchers (JVs) to account for subcontract F&A costs will no longer be necessary. 6

ORIS Future: System and Process - SPAERC OSP will enter the subcontract amount subject to UW F&A costs for each subcontract in SPAERC (SAGE database). 7

ORIS Future: SPAERC & FAS Systems – Interface The subcontract amount subject to UW F&A cost for each subcontract in SPAERC will be interfaced to FAS Monday – Friday at 6 pm. 8

ORIS Future: Subcontract F&A Encumbrances 9 The current practice of including the F&A encumbrance for sub-contracts under the Indirect Costs (line item 25-99) will be maintained, However, The double-encumbrance under will be eliminated.

ORIS Future: My Financial Desktop – Subs F&A Transactions 10 F&A transactions for subcontracts will display in line item 25-99, along with all other F&A transactions.

ORIS September SAGE Release Subcontracts Module Project Implementation of the features to enter and manage the subcontract amount subject to UW F&A costs, amongst other OSP and GCA system enhancements, is planned for 9/21. Data reconciliation and clean-up planning is in progress with the expectation of reconciling and adjusting data in early October. Once data is reconciled and adjusted Campus users will be notified of the intended date of activating the SAGE to FAS interface for automating subcontract F&A expenditures. 11

ORIS QUESTIONS? 12