SPA Updates Research Administrators Council November 20, 2013 Beth Callaway - Assistant Director, University Receivables David Thomas – Manager, Post Award Administration

CY End Preparation Warning! Industry sponsors ◦ FY=CY for most industry sponsors ◦ Often receive requests for invoices before Dec. 31 st - CMU may or may not be able to accommodate ◦ Refer all inquiries to Beth Callaway at or x

NIH – New Billing Requirements What? ◦ NIH is moving to a new billing system that will require awards to be billed individually rather than in a pooled account (LOC) ◦ New subaccounts (“P accounts”) created to replace the previous pooled accounts (“G accounts”) When? ◦ Beginning October 1, 2013 for new awards issued with GFY14 funds (types, 1, 2, 4, 6, and 7) ◦ Beginning October 1, 2014 for non-competing renewals (types 5 and 8) at the start of the renewal year for each award

NIH – New Billing Requirements How does this affect a PI or department administrator? ◦ Phase I (new awards on/after 10/1/13) – no change. SPA will bill new awards within the new system and existing awards within the current system ◦ Phase II (non-competing awards on/after 10/1/14) –  New Oracle accounts will need to be established when next year’s funding is received  Former NIH accounts will need to be closed out – even if under SNAP  Carryover from former G accounts will need to be moved to the new P accounts in NIH system and be reported as carryover on financial reports Additional communications will be forthcoming

NIH – New Billing Requirements Information/References: ◦

Changes to Financial Reporting for Sponsored Awards Closeouts/Final Reporting ◦ Will be asking for closeout memos to be submitted one week prior to report due date  Reminder – for a normal 90 day closing period, campus has 60 days to review/liquidate expenses  Questionable cost items should be justified prior to receiving the recon – can be included in the detailed explanation in Oracle  Default accounts – costs being moved to the default account must be processed by AP (since R12 upgrade) so additional information is not able to be added to description – may be harder for departments to identify

NCURA – Coming to CMU Registration is now open for the National Council of University Research Administrators (NCURA) Departmental Research Administration Workshop. Dates & Times: February 3, :00 am – 4:30 pm February 4, :00 am – 4:30 pm February 5, :00 am – 12:00 pm Location: Mellon Institute, Social Room Cost: $600 per person Registration is required for this workshop. CMU employees can register for the workshop on the Carnegie Mellon Professional Development Services website at apps.as.cmu.edu/hrlearn/HRLearn2. During the registration process you will be prompted to enter the Oracle account string to which the cost of the workshop should be charged. apps.as.cmu.edu/hrlearn/HRLearn2 For questions, please contact Rhonda Kloss at or