Update on GIM 38 – Faculty Reduced Responsibilities August 13, 2015 Michael Anthony Management Accounting & Analysis University of Washington

 Officially rolled out July 1, 2015  Informational sessions  June 17, 1:30 – 3:00  June 24, 10:00 – 11:30  Seeking feedback on the need for additional session(s) GIM 38 Rollout Update University of WashingtonManagement Accounting & Analysis

 Policy overview and background  Reduced Responsibilities (RR) status process  What tools are/will be available  Case studies  Q&A GIM 38 Information Session Agenda University of Washington Management Accounting & Analysis

 Payroll Coordinators Meeting  8/11/2015  8/13/2015  School/college and departmental presentations can be done Additional Communications University of Washington Management Accounting & Analysis

 Updating forms instructions  Formalizing examples of completed forms  Soliciting feedback on  Any errors/inconsistencies you may find  Any unanswered questions you have, i.e., not in the policy or the Q&A document  Any enhancements suggestions you may have  Forward to Other Issues/Updates University of Washington Management Accounting & Analysis

Recharge & Cost Center Update August 13, 2015 Michael Anthony Management Accounting & Analysis University of Washington

 Follow up activity resulting from Internal Audit’s review of recharge & cost center procedures  Fund balances – MAA will be contacting cost centers soon regarding fund balances (new)  Operating/Reserve budget links – Still some needing to be linked Recharge & Cost Center Update University of WashingtonManagement Accounting & Analysis

 Systems controls being evaluated to assist in preventing capital acquisitions from inadvertently being charged to recharge & cost center operating budgets  Restrictions at the budget level  Restrictions at the object code level Recharge & Cost Center Update University of WashingtonManagement Accounting & Analysis

Compliance Update Data Analytics MRAM - August 13, 2015 Ted Mordhorst Research Accounting & Analysis University of Washington

Data Analytics University of WashingtonResearch Accounting & Analysis Data Analytics is a means by which auditors can identify high-risk or questionable transactions using information from the recipient’s financial records. Examples  Equipment purchased within the last 60 days or after the end of an Award  Cost Transfers completed more than 120 days after the original transaction  Facilities & Administrative costs billed to an Award as a direct cost  Expenses incurred after the end date of an Award  Large expenses at end of Award or on one line item  Significant budget deviation

Data Analytics: SAMPLE DATA Total Cost Transfer transactions 12/2014 – 5/2015 Transactions over 120 days ************************* Equipment purchases on federal sponsored awards 5/2014 – 4/2015 Posted 60 days or less before end of or after Award end date $25m 24% ****** $33m 27% University of WashingtonResearch Accounting & Analysis

Transactions Tagged as Cost Share and then Transferred to Another Budget  Non-FEC expenditures are tagged as Cost Share  Expenditure is then moved, via Cost Transfer, to another budget  This invalidates the expense as cost share  Be sure the expense has not been tagged as non-FEC Cost Share before transfer  Report of these transactions now being reviewed by Compliance, departments will be contacted University of WashingtonResearch Accounting & Analysis

 Create Data Analytics Report and analyze data  Reach out to departments with findings, as needed  Internal Controls –  Practical Guidelines in early 2016 (web info, guidelines, trainings)  New trainings offered via CORE Next Steps for Post Award Compliance University of WashingtonResearch Accounting & Analysis

CORE is a collaborative effort to provide free, high quality, cohesive training on research administration and compliance to UW researchers and research administrators. To see a full list of courses and to register, visit UPCOMING COURSES IN RESEARCH ADMINISTRATION Aug 18GCA 201 – Salary and Cost Transfers and Compliance Sept 1GCA 203 – Preparing for an Audit Sept 8OSP 105 – Building a Basic Budget Sept 14OSP 145 – Sub-Award Fundamentals for PIs and Departments Sept 16MAA 205 – Modifying an FEC Using Comments & Adjusting Cost Sharing Sept 17OSP 155 – Grants.gov: The Basics Sept 22RAA 100 – Grant and Contract Fiscal Administration: Compliance Sept 23MAA 210 – Modifying an FEC, Change Outside eFECS and Recertifications

CORE PERFORMANCE DATA Since the April 1 launch of CORE 25 courses have been taught with 354 students attending 55% of attendees are from the health sciences 61% of attendees have been at the UW for 5 years or more High level evaluation results: 94% of respondents strongly agree or agree that they received high value for their investment of time 91% strongly agree or agree that the quality of the courses are very high