GRANTS CHANGES BUDGET STRUCTURE SUBCONTRACT PROCESS

OVERVIEW  CHANGES TO BUDGET STRUCTURE IN DEFINE  CHANGES TO SUBCONTRACT PROCESS

BUDGET STRUCTURE  WHAT: Changes to Subaccounts & Description  WHY: In preparation for People Soft Implementation  WHEN: Effective January 2014 for New 26 Accounts ( no impact to existing accounts now)

SUBACCOUNTS DEFINE OLD Sub AcctNew Sub AcctDescription 1101FAC_SALARY_ACAD 1103FAC_SALARY_SUMR 11 STAFF_SALARY 12 STDNT_SALARY 14, 1514BENEFITS 37 PART_EXPENSE 47,48,49,50,51,5550OTHER_DIRECT 50,5151WRKSH_SEMINR 52RENT & LEASE 48,50,5153RENTAL_EQUIP 60 CONSULTANTS 20 & 60 series61SUBK < 25K 20 & 60 series62SUBK > 25K 70 SCHOL_FELLOW 71 TUITION_FEES 75 TRV_DOMESTIC 76 TRVL_FOREIGN 80 EQUIP_CAPITL 81EQUIP_FABR 82CONSTRUCTION 90 F & A

SUBCONTRACTS  WHAT: Changes to the subaccounts and process; generate Purchase Order to encumber funds.  WHY: In Preparation for People Soft Implementation and…  To encumber subcontract funds.  To ensure subcontract Is issued against PO  To ensure subcontract billing and payment are processed timely.  to make sure that subcontract monitoring is effective and efficient  WHEN: Effective January 2014 for new 26 accounts

RESPONSBILITIES  C&G OFFICE: Will generate the Purchase Requisition and forward to ORSP for review/approval.  ORSP OFFICE: Will review/approve PO and use PO number as the Subcontract Agreement No.  DEPARTMENTS: Obtain PI signature on original subcontract invoice Forward subcontract invoice to C&G NO VP2 WILL BE REQUIRED

EXAMPLE NEW METHOD OLD METHOD

HOW TO IDENTIFY SUBCONTRACTOR BALANCES  A report will be available in Miner Mall that will allow you to search for subcontract purchase order amount and amount paid by account number or purchase order number.  See Word Document “Sub Award Reporting in Miner Mall” posted on the ORSP Website under Events.

KEY POINTS  BUDGET CHANGES New Subaccounts New Subaccount Descriptions  SUBCONTRACTS New Purchase Order Process Funds Encumbered Original invoice with PI Signature to C&G NO VP2  IMPACTS ONLY NEW 26 ACCOUNTS (Existing 26 accounts continue with same structure for now)

QUESTIONS