1. Academic Affairs Fiscal Contacts Meeting
April 16, 2019

2. Your OPAFS Team Marissa Prough-Associate Director
Meg Felando-Team Lead
Khanh Pham
Larissa Diogenes
Marc Fridlund
Matt Meehan
Duong Tran
Eric Del Rosario
Luisa Gendron

3. OPAFS/OCGA Partnership
OPAFS and OCGA strive to work together for the common goal of supporting UCSD sponsored research
Strive to resolve concerns between us
Balance to ensure timely response and communications
Example, we want to setup the fund within 2 days and want to make sure department aware of why there might be a possible delay
OPAFS and OCGA leadership continuing to meet to support overall customer service

4. OPAFS & OCGA in Post Award
Financial
Set up fund
Billing
Financial Reporting
Closeout
We need your timely help with much of this!
Contractual
Accept awards for UCSD
Set up award in Coeus
Submit rebudget request (or other agency approvals)
Assist with other final report submissions

5. Proposal budgets vs. Post Award Processes
Proposal budgets do not always address the post award implications of certain costs
Agencies do not know our internal processes, procedures and terminology
Feel free to reach out to OPAFS during proposal development to discuss how certain items might be best proposed to ensure seamless post award processing
Example: Paying a Graduate student.
Budget might say ‘pay graduate student’. In the post award processing, salary might be ok for that student, but not stipends or tuition and fee payments.

6. Communications Various ways to communicate: It’s YOUR choice
Phone
ASK
Skype
Zoom
It’s YOUR choice
We want to be available and responsive to you and strive to respond within 1 business day or less
If not getting that level of response, please let me know

7. Cost Transfer Approvals
EPETs
Approved on a regular basis by Maura Arias
Processed and posted with payroll monthly process
ENPETs
Posted overnight like regular JVs

8. Journal Approvals FE50 Benefits JVs Other JVs (such as budget)
Reviewed and approved by Maura Arias
Backup documentation needed and can cause delays if not provided timely
Other JVs (such as budget)
Approved by your OPAFS Accountant
Weekly s sent to accountants, should be reviewed/approved within 2 business days
Feel free to your accountant directly

9. New Deficit Clearing Process
Unresolved deficits (Direct Cost portion) to be moved off sponsored research fund to central fund-69975A
Departments are still responsible for resolving the deficit
Will still be in same org
Awards ended 12/31/17 and older:
Will begin to be moved after May 2019 close
Awards ending 1/1/18-6/30/19:
Will begin to be moved after Dec 2019 close
Awards ended 7/1/19 and later:
Will move off after 120 days

10. What’s in deficit? 2 Different reports
Both will be provided to campus leadership through the Controller
GA Overdraft report: shows overdrafts as soon as award ends
Does not display intercampus awards correctly
Some issues with FYTD vs. GITD data
OPAFS report: Looks at the cash balance and includes awards that ended more than 120 days prior
OPAFS will use this report for processing

11. Actions to take now Review your awards and clear the balance now
Process cost transfers to avoid having to clear the deficit from the unrestricted fund
Once the JV is processed to 69975A, cost transfers cannot be done
More information at the OPAFS Forum and on STaRT
April 23, 10:30a Leichtag 107
Bfs.ucsd.edu/start

12. Questions