1. Sponsored Award Administration-Post
Vice President for Research/ Sponsored Programs Accounting & Compliance/ Sponsored Programs Accounting
October 2017

2. Sponsored Programs Accounting and Compliance (SPAC)
The Sponsored Programs Accounting and Compliance Office (SPAC) is the designated Post-Award administration office for the University of Maryland College Park. SPAC facilitates cost analysis, reporting, billing and collection of funds for all federal, state and private sponsored agreements. SPAC handles sponsored related audits and offers guidance to responsible members of the research community on financial compliance matters relating to sponsored agreements on behalf of the University. Website – spac.umd.edu

3. Sponsored Programs Accounting (SPA)
Preparing invoices and collecting sponsored funds.
Completing and filing financial reports.
Reviewing and approving all cost transfers involving sponsored awards.
Managing accounts receivable.
Monitoring spending on awards and companion accounts (cost share).
Providing reports on expiration and deficits.
Supporting departments on account adjustments and use of appropriate object codes.
Serving as liaison for financial matters with sponsors.
Providing expert guidance on adherence with University and sponsor rules and regulations.

4. Kuali Financial System (KFS)
Kuali Financial System (KFS) is the University of Maryland College Park’s official financial system of record. This financial system replaced the Financial Records System (FRS) in January After the 7digit account number is established and the account budget is set up in KFS, posting of expenses can begin to the account. The full budget is set in object 3000, currently KFS does not allow for the break out of the budget by category, you should follow the approved award budget for adhering the expenses by budget category. A valid KFS account number and corresponding object code is used by all offices on UMD’s campus to charge the department for items purchased and services received. The object code, a four character code, used to assign to transactions to classify the transaction as a specific income, expense, asset, liability or fund balance transaction. To locate a list of object codes and descriptions go to:

5. Type of Agreement vs. Sponsor Payment Methods
Sponsored awards are invoice based on the terms and conditions of agreement. The standard invoice terms are cost reimbursable (monthly or quarterly), schedule payment based on deliverables, and pre-payment. SPA is the office on campus responsible for invoicing and receiving payment for Sponsored awards. Cost reimbursable (monthly or quarterly) - UMCP expends the funds and pays the bills, then UMCP invoices the sponsor for funds expended towards the project. Only expenses posted to the account in KFS will be invoiced to the sponsor. A monthly or quarterly itemized invoice by budget category will be submitted to the sponsor for payment.

6. Type of Agreement vs. Sponsor Payment Methods
Schedule Payment based on Deliverables – there is a deliverable/milestone schedule in the agreement with dates of completion and amounts payable. SPA will invoice the sponsor based on the schedule approved on the agreement. It is important that the Principle Investigator adhere to the schedule to insure timely payment by the sponsor. If the schedule of deliverables/miletstones needs to be changed, ORA must be contacted to have this approved by the sponsor and documented in COEUS, SPA is then notified by ORA of the approved change. Pre-Payment – the Sponsor agrees to pay UMCP an agreed upon amount of the award dollars prior to the start of work on the project.

7. Questions?
Janice Oakley, Assistant Director, Sponsored Programs Accounting, Muriel Daley, Manager, Non-Federal Group Amy LaFevers, Manager, Federal Group