Accounting for

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Accounting for Research Related Credit
College of Engineering John M. Mason, Associate
Dean Mary Lee Carns, Development Assistant
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What is Research Related Credit?

• Proposals quantity and value
• Awards quantity and value
• Project expenditures
• Expenditure recovery
• Indirect Cost Recovery
• Assignment of Research Incentive Funds (RIF)
• Assignment of Strategic Interdisciplinary
  Research Initiatives (SIRI)

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Why account for proposals, awards, expenditures
and indirect cost?

• Institutional Benefits
• Measures research productivity.
• Measures return on research investment
• Aids asset management people, space, dollars
• National rankings attracting the best and
  brightest students and faculty.

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Sponsor
Office of the Vice President for Research
Office for Finance and Business
VP
Res. Acctg.
OSP
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Proposal
Expenditures
Awards
Recovery
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Sponsor
Recovery

• Research Performance Measures
• Expenditures
• IDC Recovery
• RIF
• Awards
• Proposals

IBIS (Accounting)
Expenditure
Researcher
GAMS (Compliance/Approvals)
SIMS (Reporting Tool)
Proposal
Award
Sponsor
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College of EngineeringReporting Proposals and
Awards SIMS

• Weekly by unique researcher
• Monthly by department and program
• Annually by department and program

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COE Weekly ReportsAwards and Proposals by Unique
Researcher

• PI, Co-PIs
• Department and Program
• Amount of award or proposal
• Sponsor
• Project Title
• Project Begin and End Dates

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COE Monthly ReportsAwards and Proposals

• Department and Program
• Year to Date, Past Year to Date, 3-Year Average
• Number of proposals and awards and change
• Value of proposals and awards and change
• College, College Centers/Units, and non-College
  activity totals

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COE Annual ReportsAwards and Proposals

• Department and Program
• 5 Fiscal Years
• Number of proposals and awards
• Value of proposals and awards
• Annual and 5-year averages
• College, College Centers/Units and non-College
  activity totals

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College of EngineeringReporting on Expenditures,
RIF and SIRI IBIS

• College, Department, College Centers/Units and
  unique researcher
• Project expenditures
• Project expense recovery
• Project IDC recovery
• RIF (IDC Return)
• College research effort by SIRI

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Availability

• SIMS is available to Department, College and
  University research administrators
• GAMS is available to researchers and research
  administrators
• IBIS is available to Department and College staff
  and IBIS information is available to researchers
  through AIMS

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GLOSSARY
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AIMS

• AIMS (Account Information Management System),
  developed by Penn State, is designed to allow
  researchers access to the financial status of
  their sponsored project accounts. AIMS provides
  summary fiscal information regarding principal
  investigators' grants and contracts. It is not
  intended as a comprehensive account-reporting
  tool rather, it provides a snapshot of the
  account - in familiar agency budget formats. IBIS
  data populates AIMS.

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GAMS

• GAMS (Grant Administration Management System) was
  developed by a consortium of institutions and ERA
  Software Systems. GAMS has proposal and
  post-award administrative management components
  designed for cradle-to-grave automated access to
  data on research proposals and awards. The system
  is EDI compliant and includes electronic routing
  of proposals. GAMS is currently being implemented
  at Penn State and will be available
  University-wide by fall 2003. GAMS data populates
  SIMS and IBIS.

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IBIS

• IBIS (Integrated Business Information System) is
  the electronic business system developed by Penn
  State. Using IBIS, project expenditures are
  electronically routed for approval, sponsor
  invoices generated and expenditure recovery
  allocated.

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IDC

• IDC (Indirect Costs) are referred to officially
  by the federal government as facilities and
  administrative (FA) costs. They are also
  sometimes simply called overhead. Indirect Costs
  are those expenses that are essential to the
  conduct of sponsored research activities but
  which cannot be readily attributed and directly
  charged to specific individual project.

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OFB

• OFB (Office of Finance and Business) is
  responsible for the planning, management, and
  accountability of the University's financial,
  physical, and human resources

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OSP

• OSP (Office of Sponsored Programs) has primary
  responsibility to ensure grant and contract
  agreements protect Penn States integrity and
  researcher and student academic freedom.

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OVPR

• OVPR (Office of the Vice President for Research)
  coordinates the various University policies and
  procedures that affect the research program and
  interacts with such governing bodies as the
  University Research Council, the Graduate
  Council, the Faculty Senate, and the Board of
  Trustees to strengthen support for the
  University's research activities.

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RIF

• RIF (Research Incentive Funds) are special funds
  to encourage development of faculty research and
  new programs. The size of the allocation provided
  to each College, Unit and researcher is a percent
  of their recovered IDC (FA).

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Research Accounting

• University Research Accounting is responsible for
  invoicing, receiving and appropriate disbursement
  of sponsor payment and maintaining appropriate
  accounting records for these transactions.

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Researcher

• A researcher is any person with a formal
  appointment in the College. Researcher includes
  project investigators (PI) and co-principle
  investigators. Penn State policy requires that
  the PI be a full-time appointee and paid on a
  University payroll.

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SIMS

• SIMS (Strategic Information Management System),
  developed by the Penn State, provides access to
  proposal and awards information. The system is
  designed primarily for the use of University
  research administrators and research executives
  to facilitate the day-to-day management of our
  overall research enterprise.

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SIRI

• SIRI (Strategic Interdisciplinary Research
  Initiatives) are key areas of research that have
  been identified by Penn State for major
  investment.