Grant Accounts Setup and Related Processes

1
Grant Accounts Set-up and Related Processes

• D. C. Saha, PhD
• Director, ORSP
• Office of Research Administration and Finance

2
Assignments

• Federal Awards Zofia Gil, 7222
• Non-Federal Awards Mark Sziabowski (MS), 8475
• Clinical Trial Accounts Susan Minicucci, 8737
• Gift Accounts MS (except UConn Fdn gifts), 8475
• Foundation Accounts Susan Minicucci, 8737
• Holding Accounts - Susan Minicucci, 8737
• HCRAC Accounts Pat Young, 3315
• Companion Accounts General Accounting

3
Assignments (Contd)

• Fiscal Packages
• Zofia Gil and Miriam Johnson (Mon to Wed)
• Questions about account set up Assigned persons
• Questions about Fiscal Packages
• Zofia Gil, 7222 And Miriam Johnson, 2133 (Mon -
  Wed)
• Budget, IPAS and other questions
• Debbie Gaudreau, 2434 Paul Hudobenko, 3951

4
Work Flow

• Notice of Grant Award received
• The notice is forwarded to appropriate personnel
• Fiscal Package is prepared
• Account set up completed
• Account set up memo sent to appropriate personnel
• Complete package sent to Munson Road Office

5
Types of Account

• Pre-award account
• Regular, new account
• Continuation account
• Sub-project account
• Companion account
• Gift account
• Foundation account
• Clinical Trial accounts
• Holding Accounts
• HCRAC Accounts

6
Pre-award Account

• Most federal awards allow spending on project
  activities 90 days prior to the project start
  date without prior approval from the sponsor
• Same principle may apply to private funding
  agencies, unless it is restricted by a particular
  sponsor
• All regulatory approval must be at hand before an
  account can be set up
• Under certain circumstances preparatory work may
  start when spending must occur without the
  regulatory approval. Must check with appropriate
  authority.

7
Pre-award Account (Contd)

• An IPAS form must be completed. Both PI and
  Department Chairperson must sign the form.
• Must attach a document(s) indicating the
  likelihood of getting the funding, the start and
  end dates, types of funding (cost-reimbursement,
  non-cost reimbursement, letter of credit).
• Include a few sentences justifying the need for
  pre-award account set up in the appropriate box
  in the form. A separate page(s) may be attached.
• Department must initiate the process.
• Department must notify ORSP or send the fully
  executed contract or award with in 90 days of the
  pre-award account set up.

8
New Account

• It is done automatically by ORSP after a Notice
  of Grant Award (NOGA) is received as long as all
  the regulatory component of the project is
  completed and budget matches the award
• For most federal awards the ORSP receives the
  NOGA
• A Financial Clerk, APA or Project Officer
  accesses the Grant Award Mail Box and notifies
  the PI, PIs Administrator, the communication
  Department, Research Finance and the appropriate
  PO Via an email

9
New Account (Contd)

• The Financial Clerk (FC) or APA matches the
  project file/application to the NOGA and
  determine if all regulatory approvals are
  obtained, if required
• FC set up the account and enters budget (with
  appropriate categories)
• PO reviews the account information
• The FC emails the Account Set Up memo to the PI,
  Administrator and RF if approved

10
New Account (Contd)

• For other projects a letter confirming the award
  or the fully executed contract, MOA or MOU would
  be considered a NOGA
• For these awards ORSP does not notify the
  relevant parties until the account has been set
  up
• Accounts may be set up in different ledgers
  depending upon the type of funding agency
• Types of account will be set up depending upon
  the type of project and scope of funding

11
New Account (Contd)

• An account will not be set up if
• Regulatory approvals are not obtained. It is
  usually noted on the routing form if known at the
  time of routing, i.e., IRB, ACC or Bio-safety
  issues
• There are discrepancies between the proposed
  budget and the awarded amounts
• Nature of projects are not classified
  appropriately

12
Continuation Account

• A new account needs to be set up for each budget
  period for some projects where the carryover
  amounts are incorporated into the new budget,
  5-23xxx
• Generally we allow spending on an account if they
  are regular federal awards when we are awaiting
  the continuation award
• Account set up process is identical to new account

13
Sub-project account

• When multiple projects are included in a larger
  project, such as PPG, sub-project accounts are
  set up under the parent grant
• Sub-project have the similar number Main or
  parent 6-34xxx or 6-36xxx or 64 or 68 60
  sub-projects accounts would be 6-40xxx (same last
  three digits)

14
Companion Account

• When there are cost-share this type of accounts
  are set up in Ledger 2
• When there are supplemental award that are
  restricted for specific purposes and cannot be
  readily re-budgeted to other purposes within the
  grant
• If the parent account, 6-34xxx, the companion
  account will start with numbers 2-8xxx (same last
  3 digits)
• It is usually set up by the General Accounting
  Office (ORSP initiates, GA set up the CA).

15
Gift Account

• Money received as gift, i.e., unrestricted use of
  the money
• Foundation Gift Accounts Susan Minicucci, 8737
• Other Gift Accounts MS, 8475
• It is set up by 6-38xxx

16
Foundation Account

• When money comes from UConn Foundation for
  research purposes
• Department Head or Administrator will sent ORSP
  or RF the request. Requests must be approved by
  David Gillon. The request may sometimes come
  directly from David Gillon. David Larkin,
  Director of Research Finance will review it and
  MS will set it up (detail budget may not be
  required)
• It is set up as 6-34xxx (state/university/
  corporation) or 6-38xxx (donation)
• We invoice UConn Foundation for reimbursement
  department must initiate the process

17
Clinical Trial Account

• Fully executed contract are received (clinical
  trial budgets are prepared and approved by the
  Office of Clinical and Translational Research,
  Judi Kulko, 1395 agreement are negotiated by
  Judith Gilson, 2742)
• IRB approval received by the ORSP (from IRB,
  Deborah Gibb, 3054)
• A FP is prepared
• FP is uploaded to InfoEd and PI, administrator
  and RF is notified
• RF (Susan Minicucci) set up the account 6-64xxx
  6-40xxx (sub-account)

18
Clinical Trial Account (Contd)

• Clinical Trial agreements are signed by the
  AVPRAF, CFO or EVPHA
• The contract cannot be signed without IRB
  approval, except when only item the IRB is
  waiting to give approval is the fully executed
  contract
• Account will not be set up without IRB approval
• This may be true for other project agreements/
  contacts that involves human subjects

19
Holding Account

• Money received that cannot be attributed to a
  specific project immediately, i.e., inadequate
  information available
• It must be deposited within 48 hours to an
  account, i.e., to the holding account
• Contact Susan Minicucci, 8737
• It is set up with 6-37799 (not-gift) or 6-38999
  (gift)

20
Few Things to Remember

• Budget must match the award
• If they do not match, revised budget must be
  submitted to ORSP
• If regulatory approvals are needed, they must be
  obtained and ORSP notified
• We are in transition, short-staffed and trying to
  find replacements and improve the work flow
• We are here to listen to your suggestions