Grants Overview PeopleSoft Training Participant Manual Version 1.2
TABLE OF CONTENTS COURSE OVERVIEW...3 LEARNING OBJECTIVES...4 MODULE 1: GRANT OVERVIEW...5 GRANT OVERVIEW...6 UMBC Grant Players...6 GRANT LIFE CYCLE...6 Grant Life Cycle in PeopleSoft...7 GRANT CHARTFIELDS...8 PRACTICE EXERCISE 1: (INSTRUCTOR LED)...9 MODULE 2: PRE-AWARD...10 PRE-AWARD PROCESS...11 PRE-AWARD TERMINOLOGY...11 PRE-AWARD TASKS & RESPONSIBILITIES...12 IDENTIFY OPPORTUNITIES...13 Office of Sponsored Programs Website...13 COMPLETE APPROPRIATE DOCUMENTATION...15 Most Commonly Used Pre-Award Forms...16 Grant Chartfields...16 Cost Sharing...17 What does a proposal look like in PeopleSoft?...17 SIGN-OFF FOR SUBMISSION...18 AWARD PROCESS...18 How will I know if my Grant has been awarded?...18 PRE-AWARD SPENDING...18 PRACTICE EXERCISE 2:...19 MODULE 3: POST-AWARD...20 POST-AWARD TERMINOLOGY...21 POST-AWARD PROCESS...21 POST-AWARD CHARTFIELDS...22 Project ID...22 Resource Types...22 Analysis Type...22 Fund Codes...22 Program Fin (Prog FIN)...22 Account...23 POST-AWARD TASKS AND RESPONSIBILITIES...23 GRANT ACCOUNTING WEBSITE...24 RECEIVING CHECKS FROM SPONSORS...25 GRANT CLOSING PROCEDURES...25 PRACTICE 3:...25 MODULE 4: GRANT REPORTING...26 WHAT CAN THE REPORTS TELL ME?...27 PEOPLESOFT GRANT REPORTS...27 EFFORT REPORTING...27 When are Effort Reports due?...27 REPORTING TO SPONSORS...28 2/2007 Page 1 of 31 Grant Overview v1.0
MODULE 5: GETTING HELP...29 WHAT RESOURCES ARE AVAILABLE?...30 ADDITIONAL COURSES AVAILABLE?...30 2/2007 Page 2 of 31 Grant Overview v1.0
Course Overview Audience Description This course is designed for any PeopleSoft Users who enter Grant Proposals in PeopleSoft, establish Budgets for Grants, or Manage Grants in PeopleSoft. Prerequisites PeopleSoft Overview course PeopleSoft Fundamentals course What is covered in this Class? The purpose of this course is to provide an overview of the Grant Life Cycle in PeopleSoft, with an emphasis on Grant Chartfields. By the end of this course, you will be able to: Discuss the Grant Life Cycle in PeopleSoft Discuss the purpose of the Office of Sponsored Programs Locate and complete Grant Pre-award Forms Discuss the purpose of Grant Accounting Identify and appropriately utilize Grant Chartfields Length The length of this course is 2 hours. 2/2007 Page 3 of 31 Grant Overview v1.0
Learning Objectives The purpose of this course is to provide an overview of the Grant Life Cycle in PeopleSoft, with an emphasis on Grant Chartfields. By the end of this course, you will be able to: Discuss the Grant Life Cycle in PeopleSoft Discuss the purpose of the Office of Sponsored Programs Locate and complete Grant Pre-award Forms Discuss the purpose of Grant Accounting Identify and appropriately utilize Grant Chartfields 2/2007 Page 4 of 31 Grant Overview v1.0
Module 1: Grant Overview The purpose of this module is to introduce the Grant Life Cycle. By the end of this module, you will be able to: Name the Grant Players Discuss the Grant Life Cycle Discuss the PeopleSoft Grant Life Cycle Identify Grant Chartfields 2/2007 Page 5 of 31 Grant Overview v1.0
Grant Overview UMBC Grant Players Office Sponsored Programs Grant Accounting Individual Departments Sponsors Grant Life Cycle Pre-Award Award Post-Award Pre-award Award Post-award 2/2007 Page 6 of 31 Grant Overview v1.0
Grant Life Cycle in PeopleSoft OSP Responsibilities Grant Accounting Responsibilities 2/2007 Page 7 of 31 Grant Overview v1.0
Grant Chartfields Chartfield GL Project Sample Chartfields Chartfield Chartfield Business Unit X X UMBC1 Fund X X 1253 Department X X 10012 Prog Oper (Opt) X Program Fin X X 021 Project X X CV530517(Converted Grant) or 00000227 (New Grant) Activity ID X CNV(Converted Grant) or BUD001(New Grant) Account X X 7030100 Postage TCODE (Optional) X SOF (Optional) X Analysis Type X GLE Resource Type X SUPMA (Supplies/Materials) or GFCAS (GFC Assessment) or PCOST (Participant Costs) Resource Category (Opt) X PRPUB(Printing, Publication, Dissemination) 2/2007 Page 8 of 31 Grant Overview v1.0
Practice Exercise 1: (instructor led) Answer the following questions: 1. Name the three stages of the Grant Life Cycle. 2. Name two chartfields associated to Grants (or projects.) 2/2007 Page 9 of 31 Grant Overview v1.0
Module 2: Pre-Award The purpose of this module is to review the Pre-Award process. By the end of this module, you will be able to: Discuss the Pre-award process Identify the tasks required of the various entities for each process step Know what to do to appropriately setup the Budget. Define what is Cost-Sharing Discuss how to use Subrecipients Know when a pre-award spending is allowed 2/2007 Page 10 of 31 Grant Overview v1.0
Pre-Award Process PeopleSoft Process Pre-Award Terminology Proposal Sponsor Proposal ID (PeopleSoft) CFDA (catalog federal domestic assistance) Direct Costs F&A (Facilities & Administration) Indirect Costs MTDC (modify total direct costs) TDC Participant Support Costs Subrecipient / Subcontract - An entity outside of UMBC that will perform part of the work on a Grant (subcontractor) 2/2007 Page 11 of 31 Grant Overview v1.0
Pre-Award Tasks & Responsibilities Activity Responsibility Comments Identify opportunity Department OSP can help identify opportunities www.umbc.edu/ospa Resources: Grants.gov Video link for new users: Create proposal Department OSP can provide support in completing proposal package & forms Complete appropriate documentation Department OSP can provide support in completing proposal package & forms Identify Budget Department OSP can assist in creating the proposal budget Enter Proposal in PeopleSoft Department / OSP / Deans Office Budget/cost sharing Proposal routing form (with program announcement) Signoff for Submission OSP Proposal budget data from the department Department approvals Generate Award OSP Documentation and budget 2/2007 Page 12 of 31 Grant Overview v1.0
Identify Opportunities OSP is available to assist departments in identifying potential Grant opportunities. Several sources are available, including a Sponsors link from the OSPA website, as well as Grants.gov. Office of Sponsored Programs Website The OSPA website provides easy access to information about OSP, Sponsors, information to create and submit proposals, and the forms necessary to submit Grant Proposals. 1. To access the OSP website, go to: www.umbc.edu/ospa 2. Click About OSAP from the main menu. 2/2007 Page 13 of 31 Grant Overview v1.0
3. Click Sponsors. A list of Sponsors is displayed. 4. Scroll through the displayed list and click the link to the desired Sponsor. 2/2007 Page 14 of 31 Grant Overview v1.0
Complete Appropriate Documentation 1. Select Forms from the OSPA main menu. A list of available forms is displayed. Forms are available via Word or PDF (Adobe Acrobat) format. 2. To download forms, select either the Word icon ( ) or the PDF icon ( ). The following window appears: 2/2007 Page 15 of 31 Grant Overview v1.0
3. Click Save to save the document to your computer. (If you plan to complete the document electronically, and print the completed document, the Save button is the recommended option. If you plan to print the document and complete it manually, the Open button is recommended.) 4. Select the file location for the document, and click the Save button. Your document is saved to your computer. 5. Open the application for the saved file (either Word or Adobe Acrobat), and locate the document. Open the document and either Print a copy, or edit directly in the document. Most Commonly Used Pre-Award Forms Cost Sharing Approval Form: Indirect Cost Waiver Form: Hazardous Materials: IRB Form: NIH Addendum Form Grant Chartfields Budget Categories: Budget Categories are used during the Pre-award stage of a grant. Defines for a sponsor how money is supposed to be spent on a Grant. Direct Costs vs. Indirect Costs (F&A) Once a Grant is Awarded, Budget Categories are mapped to Resource Types. 2/2007 Page 16 of 31 Grant Overview v1.0
Cost Sharing Cost Sharing o Matching o Cash Contributions are actual funds from internal sources o In-Kind Contributions are non-cash contributions from inside or outside UMBC. Portion of project or program costs not borne by the sponsor. Department submits cost-share approval form to OSP What does a proposal look like in PeopleSoft? There are several steps necessary to enter your proposal via PeopleSoft. The first step is to create your proposal. To create your proposal via PeopleSoft, follow this navigation from PeopleSoft Finance: (Note: specific instructions and training for entering proposals in PeopleSoft are covered in a separate course.) 1. Grants Proposals Maintain Proposals. The Maintain Proposal Run Control is displayed. 2. Select Add a New Value to create a new proposal. 3. Enter UMBC1 in the Business Unit field. Leave the defaulted values in the remaining fields. 4. Click Add. The Maintain Proposals screen is displayed. 5. Scroll through the tabs to complete the appropriate information. Note: You must have the appropriate security rights to enter information in the displayed fields. If you do not have the appropriate security information, you will only have access to view information. 2/2007 Page 17 of 31 Grant Overview v1.0
Sign-off for Submission Proposals must go through multiple signature sign-offs prior to submission. The signatures can be obtained via pen and paper, or via the PeopleSoft electronic routing process. However the signatures are obtained, the process for sign-off includes: Initiator Principal Investigator Department Chairs Dean Representative Office of Sponsored Programs Once OSP signs off on the proposal, they submit the proposal to the appropriate entity for consideration. OSP requires three business days prior to the Due Date to review and approve l Award Process Upon selection of a proposal by a Sponsor, OSP performs a Generate Award process in PeopleSoft Transfers budget information from the pre-award to post-award Pre-Award Terms Proposal ID 00000153 Budget ID Budget Category PeopleSoft Grant Terms and Sample Values Post-Award Terms Award ID 00000153 Activity ID Resource Categry Contract ID 00000153 How will I know if my Grant has been awarded? Departments are notified by OSP Locating Grant Status via PeopleSoft Pre-award Spending Used if spending on a Grant is authorized by the sponsor before funds have been secured PI Completes authorized pre-award spending form Sends form to OSP for Signoff OSP generates a pre-award spending award in PeopleSoft Proposal Status is Pre-award Spending approved 2/2007 Page 18 of 31 Grant Overview v1.0
Practice Exercise 2: Answer the following questions: 1. Name an Indirect cost? 2. Name a Direct cost? 3. What is a Participant Support Cost? 4. What is the OSP website URL? 5. Who has final signoff on a proposal prior to submission? 6. Who approves pre-award spending? 2/2007 Page 19 of 31 Grant Overview v1.0
Module 3: Post-Award The purpose of this module is to review the Post-Award process. By the end of this module, you will be able to: Discuss the Post-award process Identify the responsible department for each process step Know what to do if you receive a check from a sponsor Discuss the steps to take if additional funding is required? Discuss the steps for closing a Grant? 2/2007 Page 20 of 31 Grant Overview v1.0
Post-Award Terminology Chart String a collection of Chart Fields, which together represent how a particular item is funded Chart Field a field within a Chart String Account HR Account Code system generated number used by the HR database to encapsulate the ChartString Position Management recording and tracking updates to position data Position a set of tasks developed to meet a department s/organization s needs in preparation for employment/hire of an individual Employee an individual employed by an organization for wages or salary in a specific position Job a specific piece of work assigned to an employee at a stated rate of pay Post-Award Process PeopleSoft Process 2/2007 Page 21 of 31 Grant Overview v1.0
Post-Award Chartfields Project ID Proposal ID = Contract ID Award ID = Grant Number Project ID = Grant ID Resource Types Used to track, analyze and report on actual and planned costs in grants or projects. For every Budget Category there is a matching Resource Type. Assigned to individual resources to identify the purpose of distinct transactions. Resource Types can be as general or specific as needed The Resource Type chartfield will be used to override F&A charges when the account chartfield does not provide the level of detail needed to segregate the charges. Analysis Type BLD = Billed OLT Over the limit (budget or billed) CFA = cost-share SFA = sponsored regular F&A WFA = waived F&A Fund Codes 1253 = Grants 1114 = Cost-sharing Program Fin (Prog FIN) External reporting requirement of the General Accepted Accounting Principals (GAAP), University of Maryland (UM) the State of Maryland (SOM) Instruction -includes expenditures for all activities that are part of an institutions instruction program. o INST - 011 - Instruction General (during regular term) Research includes all expenditures for activities specifically organized to produce research o RSCH - 022 - Research Individual (DRIF) Public Service includes all expenditure for activities related to Public Service o SERV - 031 Public Service - Community Scholarships includes expenditures for scholarships and fellowships from restricted or unrestricted current funds in the form of grants to students, resulting from selection by the institution or from an entitlement program o SCHOL - 171 - Scholarships o FELLO - 172 - Fellowships 2/2007 Page 22 of 31 Grant Overview v1.0
Account Natural classification for a financial transaction guided by GAAP, UM and SOM Salaries Contributions Cash Categories 3000000 Net Assets 4000000 Revenue 5000000 - Transfers 6000000 Personnel Expenses 7000000 Operating Expenses 8000000 Other 9000000 F&A Post-Award Tasks and Responsibilities Task Grant Setup Responsibility Grant Accounting Allocate Expenses/Revenues Department Billing Grant Accounting Reconciliation Department Closing the Grant Department/Grant Accounting/OSP 2/2007 Page 23 of 31 Grant Overview v1.0
Grant Accounting Website The Grant Accounting website provides policies and procedures and contact information. To access the Grant Accounting website, follow this navigation: http://novell1.umbc.edu/accounting/grantacct.html The Grant Accounting website is displayed. 2/2007 Page 24 of 31 Grant Overview v1.0
Receiving Checks from Sponsors Immediately restrictively endorse checks for the deposit only with UMBC stamp Make 2 copies of the check o Copy 1 provide PeopleSoft project number/grant number, Sponsor Name, and e- mail address of department representative o Copy 2 serves as receipt of delivery Grant Accounting will sign this copy Departments should retain this copy as proof of disposition of check Hand deliver original and copies to Grant Accounting Admin 413 Grant Accounting will email deposit # within 48 hrs Deposit information available via Peoplesoft Retriever Grant Closing Procedures Monthly reminder notices of grants closing procedures including 30-60-90 day queries are sent to the department. C&G Grant Accountants on a monthly basis run a query for expired grants and initiate the closing process. o Closing process may also be initiated by departmental business mangers. Practice 3: 1. What are the two PeopleSoft Fund Codes that are used in Grants? 2. Name one of the Program Fin (Prog Fin) codes often used in Grants? 3. What should you do if you receive a check from a Sponsor? 2/2007 Page 25 of 31 Grant Overview v1.0
Module 4: Grant Reporting By the end of this module, you will be able to: Name the various Grant reports Describe what is Effort Reporting Know what to report to Sponsors 2/2007 Page 26 of 31 Grant Overview v1.0
What can the Reports tell me? Identify amount spent on a Grant by resource type Identify amount left to spend on a Grant Define Budget PeopleSoft Grant Reports Grant Summary Report Grant Detail Report Statement of Payroll Charges Report Effort Reports Grant Cost Share Effort Reporting Government regulations, set by the Office of Management and Budget (OMB) in Circular A-21 "Cost Principles for Educational Institutions" require that the University maintain records that will substantiate the effort of each individual charged to a sponsored project. Therefore, time records must be carefully maintained. A-21 states that the payroll distribution system will (I) be incorporated into the official records of the institution, (ii) reasonably reflect the activity for which the employee is compensated by the institution, and (iii) encompass both sponsored and all other activities on an integrated basis. Of the options available for documentation, according to A-21, the After-the-Fact Activity Records Method has been determined to be the method most easily adaptable to the Campus environment. Principal Investigators (PIs) are required to review and approve effort reports on a bi-yearly basis. An Effort Reporting course is available for Principal Investigators and Business Managers via PeopleSoft Training. Please go to www.umbc.edu/peoplesoft/kb/training to register, or contact Grant Accounting for additional information. When are Effort Reports due? Fall; Pay Periods 1 14 o Due 30 days after closing Spring; Pay Periods 15 26 o Due 60 days after closing 2/2007 Page 27 of 31 Grant Overview v1.0
Reporting to Sponsors Each Sponsor has different reporting requirements and timeframes Become familiar with the detail of your Grant to ensure you meet the Sponsor s reporting requirements Work with OSP and Grant Accounting if you have questions 2/2007 Page 28 of 31 Grant Overview v1.0
Module 5: Getting Help By the end of this module, you will be able to: Name the various resources available to receive Grant assistance Locate the resources 2/2007 Page 29 of 31 Grant Overview v1.0
What Resources are Available? PeopleSoft UMBC Website (www.umbc.edu/peoplesoft) o Peer Mentors o Divisional Coordinators OSP (www.umbc.edu/ospa) Grant Accounting (novell1.umbc.edu/accounting/grantacct.html) PS_Support@umbc.edu Chartfield Support o see CC_Trees in PeopleSoft Finance PeopleSoft Knowledgebase (www.umbc.edu/peoplesoft/kb) o Manual o Training Additional Courses Available? Additional courses are available via the PeopleSoft Knowledgebase Training Plan. 2/2007 Page 30 of 31 Grant Overview v1.0